J065--MIM Software Upgrades, Support Services, and Licensing B 3

Notice of Sources Sought The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), and Small Businesses interested and capable of providing the services requested, as well as any large businesses. The results from this source sought notice will be used to determine the appropriate set-aside. The intended contract is a firm-fixed price service contract. The SBA Non-Manufacturer Rule is not applicable as the intended contract is for services. The Department of Veterans Affairs, NCO20 is looking for manufacturer authorized service providers for the following requirement: The Portland VA Medical Center requires support/service for the following Nuclear Medicine licenses: MIM Encore, Sureplan MRT, Sureplan Y90, Assistant, Neuro, and Spectra Quant. Quantity Item Code Description 1 MIM-SQ-AD-SAM MIM Software Upgrades Including Support Services This includes 1 of the following software: SPECTRA Quant Period of coverage is from March 01, 2026 to February 28, 2030. 1 MIM-SP-CC-SAM MIM Software Upgrades Including Support Services This includes 1 of the following software: MIM SurePlan Liver Y90 Period of coverage is from March 01, 2026 to February 28, 2030. 1 MIM-SM-CC-SAM MIM Software Upgrades Including Support Services This includes 1 of the following software: MIM SurePlan MRT Period of coverage is from March 01, 2026 to February 28, 2030. 4 SAM-MSMU-YL01 SAM-MSMU-YL01*MIM-EN-CC MIM Software Upgrades including Support Services for a period of one (1) year. Pricing through GSA Contract No: GS-35F-425CA Period of coverage is from March 01, 2026 to February 28, 2030. 1 SAM-MSMU-YL01 SAM-MSMU-YL01*MIM-SSSTSU MIM Software Upgrades including Support Services for a period of one (1) year. Pricing through GSA Contract No: GS-35F-425CA Period of coverage is from March 01, 2026 to February 28, 2030. 1 SAM-MSMU-YL01 SAM-MSMU-YL01*MIM-NP-AD MIM Software Upgrades including Support Services for a period of one (1) year. Pricing through GSA Contract No: GS-35F-425CA Period of coverage is from March 01, 2026 to February 28, 2030. 1 4DM-PRE-CC-SAM 4DM Annual Upgrades and Support Contract for a period of one (1) year from date of install. This includes 2 of the following software: Invia 4DM Premium Period of coverage is from September 30, 2026 to February 28, 2027. 1 4DM-PRE-CC-SAM 4DM Annual Upgrades and Support Contract for a period of one (1) year from date of install. This includes 2 of the following software: Invia 4DM Premium Period of coverage is from March 01, 2027 to February 28, 2030. 1 MIM-DX-CC-SAM MIM Software Upgrades Including Support Services This includes 2 of the following software: MIM Symphony DX Period of coverage is from May 01, 2026 to February 28, 2027. 1 MIM-DX-CC-SAM MIM Software Upgrades Including Support Services This includes 2 of the following software: MIM Symphony DX Period of coverage is from February 01, 2027 to January 31, 2030. 1 MIM-PASP-DD MIM Contour ProtégéAI+ specifically for MIM SurePlan Y90. Pricing contingent upon a current MIM Software Upgrades and Support Services Contract Period of coverage is from March 1, 2026 to February 28, 2030. 1 MIM-PASM-DD MIM Contour ProtégéAI+ specifically for MIM SurePlan MRT. Pricing contingent upon a current MIM Software Upgrades and Support Services Contract Period of coverage is from March 1, 2026 to February 28, 2030. 1 MIM-PADX-CD-DD Contour ProtégéAI+ - Cloud Deployment specifically for MIM Symphony DX. Pricing contingent upon a current MIM Software Upgrades and Support Services Contract Period of coverage is from May 1, 2026 to February 28, 2030. Statement of Work: Background: MIM imaging software is used to standardize imaging workflows and streamline clinical analysis . The Portland VA Medical Center requires support/service for the following Nuclear Medicine licenses: MIM Encore, Sureplan MRT, Sureplan Y90, Assistant, Neuro, and Spectra Quant. Each of the components covered in this contract have a specific and vital function in the operation and optimization of the MIM software package to provide efficient and effective patient care. Scope of Work: The contractor shall provide all resources necessary to provide service coverage of the MIM software package and any ancillary equipment needed to accomplish mandatory software upgrades and repairs for equipment. The contractor ensures the proper functioning and safety of the equipment at the completion of inspection/potential repairs. Performance Period: The period of performance of the contract is 12 months from the date of the award. Work at the government site shall not take place on Federal holidays or weekends unless preapproved in writing by the Contracting Officer. Type of Contract: Firm Fixed Price single-year full-service maintenance and repair Place of Performance: VA Portland Healthcare System Portland VA Hospital, Imaging modalities Performance Tasks: General Requirements: Unlimited telephone technical support available M-F from 8:00am- 6:00pm PST. A mechanism for providing support outside of these hours if the situation requires it. This shall be determined by a VA Biomedical Engineer, Biomedical Equipment Support Specialist, or designee. When a call for service is placed, virtual technical support will respond within one (1) hours. Onsite response, once determined it is needed, will be within four (4) hours of the request notification. Corrective maintenance and repairs, including parts, labor and travel/travel-related costs during normal coverage hours of Monday through Friday 8AM to 5PM. Software updates provided electronically upon release A service report submitted after each act of maintenance or repair via hardcopy Unlimited hospital staff applications support 2. Other Pertinent Information or Special Considerations. The contractor s service engineer shall have fast access to parts, elevated troubleshooting assistance, and regional support. The contract shall execute a non-disclosure agreement. The contractor s service engineers will occasionally have access to view PHI/PPI. Parts shall be shipped via overnight delivery and/or next flight out (NFO) as required if the situation is emergent. For any onsite Support, vendor must check in and out with a Biomedical Equipment Support Specialist or designee located in B1D106-100-P. Security: Contractor shall report to Biomedical Engineering Office to obtain vendor identification badging and to check in before being escorted to the clinical area for service. Schedule of Deliverables: Document of necessary repairs accomplished (service report) will be forwarded when the service is completed, and equipment is returned to use. This shall be completed within 14 days from completion of service. If the contractor requires a longer period of time to complete the service report, a written justification shall be sent to the end user and Contracting Officer for approval. Period of Performance: Base Year 3/1/2026 2/28/2027 OY 1 3/1/2027 2/28/2028 OY 2 3/1/2028 2/28/2029 OY 3 3/1/2029 2/28/2030 Changes to Statement of Work: Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. Contractor Experience Requirements Key Personnel: Contractor personnel shall be OEM. All tasks shall be accomplished in accordance with the manufacturer s standards. Travel for Installation, Implementation and Training. The Government anticipates Contractor travel under this contract. No travel costs will be reimbursed by VA. The Government acknowledges the use of remote access for training and implementation purposes, within the constraints of all applicable VA Information Security Requirements Government Furnished Equipment/Information. The Contractor shall be allowed access to Government equipment to perform the necessary upgrades. No Government-owned property will be transferred into the Contractor s control. Invoicing. Invoices shall be submitted electronically via the Financial Services Center Mandatory Electronic Invoice System, upon VA acceptance. Invoices must include, at a minimum, the following information: Contractor name Purchase order number Period of service the billing covers a list of equipment items covered during the stated period of performance. This requirement is in accordance with VARR Clause 852.232-72 Electronic Submission of Payment Requests: http://www.fsc.va.gov/einvoice.asp. Electronic payments are net 30 days. Hours of Coverage & Federal Holidays. Service will be provided during regular coverage hours of 8:00am to 5:00pm, Monday through Friday, excluding federal holidays. The contractor shall contact the POC or his/her designee prior to commencing any work on the premises. Federal Holidays are: New Years' Day Martin Luther King Day Presidents' Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Christmas Day Any declaration of other public holidays by the President of the United States 1. GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b. All contractors, subcontractors, and third-party servicers and associates working with VA information is subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor / subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 3. VA INFORMATION CUSTODIAL LANGUAGE a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor / subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. i. The contractor/subcontractor s firewall and Web services security controls, if applicable, shall meet or exceed VA s minimum requirements. VA Configuration Guidelines are available upon request. (STOP) j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor / subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR. 4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Impact Assessment (PIA) must be completed, provided to the COTR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment. b. The contractor/subcontractor shall certify to the COTR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required. c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default program files directory and silently install and uninstall. d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges. e. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as o…