DA10--D/C, CA, CE platform

Statement of Work (SOW)

To procure a base + 4 contract for a document control, competency assessment, and continuing education (CE) platform for the Veterans Healthcare System of the Ozarks (VHSO) and G.V(Sonny) Montgomery VAMC Pathology and Laboratory Medicine Service (PLMS).

General Design:

• Software-as-a-Service (SaaS) solution accessible 24/7.
• Secure document storage with encryption and SSL.
• Redundant servers with backup and contingency.
• Simple, intuitive, and customizable user interface.
• Modular design allowing component addition/removal without major upgrades.
• Multiple role-based permission levels for user access.
• Full traceability of user actions and document lifecycle.
• Easy management of document creation, editing, approval, and archiving.
• Ability to set priority tasks and reminders.
• Customizable workflows.
• Document Viewer capability.
• Customizable report generation.
• Ability to download full backups.
• Generates site usage reports.
• Fast, supported implementation.
• Vendor must maintain a Memorandum of Understanding (MOU-ISA).

Document Control:

• Manage entire document lifecycle (creation, approval, editing, archiving).
• Ability to download documents in bulk.
• Link documents to forms or other documents.
• Print controlled copies.
• Facilitate standardized headers and formats.
• Traceability via numeric/alphanumeric system.
• Customizable design elements for document control log.
• Capture changes between versions with links.
• Automatic updates to document control log.
• Standard file extension compatibility (Word, Excel, PDF, Vizio, PowerPoint, images) without conversion.
• Multiple options for document list, query, and categorization.
• Secure from editing except for assigned personnel.
• Ensure only current policies and procedures are in use.
• Show document status (draft, in approval, final, etc.).
• Send email notifications for new/revised documents.
• Automatic email notifications for approvers/reviewers with escalation.
• Automatic routing of documents for review.
• Ability for frequent reviewers to access documents.
• Communication with outside services for document availability.
• Audit/query records for timeliness/completion.
• Maintain document history per regulations.
• Flexible version control.
• Create specific metadata fields.
• Customizable document library views.
• Flexible workflows for multiple approvers.
• Multiple users can access and edit documents.

Competency Assessment:

• Manage entire competency lifecycle.
• Download and upload assigned documents.
• Link documents from document control.
• Standardized/shared competency assessments across multiple campuses.
• Customizable design elements for competency tasks.
• Capture changes between versions.
• Automatic updates as tasks, versions, and approvals are updated.
• Standard file extension compatibility.
• Secure from editing for draft and final.
• Ensure only current and approved assessments are in use.
• Show competency assessment status per employee.
• Send email notifications for new assignments.
• Automatic email notifications for approvers/reviewers with escalation.
• Automatic routing of new/revised assessments.
• Audit/query user records for timeliness/completion.
• Maintain competency history.
• Customizable competency library views.
• Flexible workflows.
• Multiple approved users can access, edit, and assign assessments.

Continuing Education:

• Build customized courses and quizzes.
• Preloaded P.A.C.E. credit courses.
• Track continuing education by employee.
• Print certificates of completion or transcripts.
• Pull lists of standards from accrediting bodies (TJC, CAP, FDA).
• Send alerts for approaching due dates.

Regulatory Inspection Checklist Auditing and Management:

• Supplier must be an approved participant of CAP and Joint Commission.
• Ability to import/upload custom accreditation standards.
• Ability to search checklists.
• Ability to link evidence or documents to checklist items.
• Flexible workflow to delegate audits.
• View or print reports on current compliance.
• Set and assign tasks.
• Compare previous year to current year standards.
• Option to transfer or update standards.
• Reminders for upcoming audits and reviews.

Regulatory Compliance:

• Compatible with multiple regulatory and accreditation agencies (CAP, JC, AABB).
• Document compliance with CLIA elements semiannually/annually.
• Direct observation of test performance, monitoring/recording of results, review of results.
• Direct observation of instrument maintenance.
• Assessment of test performance.
• Evaluation of problem-solving skills.

System Support and Maintenance:

• Support available weekdays during normal business hours.
• Minimal server maintenance.
• Document backups available during downtimes.
• Advance notification for server updates/downtimes.
• Storage capacity to archive documents and workflow histories for at least 5 years (preferred) or 2 years (minimal).

Security Requirement for Cloud Services:

• Cloud services must be FedRAMP authorized.

• All federal data must be stored on FedRAMP authorized systems.

• Proof of FedRAMP authorization required for vendor and any third parties/subcontractors.

• Vendor must disclose where data is stored.

• Cryptographic modules must be FIPS 140-2 certified.

• Vendor must provide proof of FIPS 140-2 certification.

• Compliance with FISMA and current VA authorization.

• Compliance with FedRAMP requirements.

• FedRAMP Authorization level should be Moderate Impact Level or higher.

• Assist with VA ATO Sustainment Process.

• Exclusively provide licenses/accounts to FedRAMP authorized/VA authorized environments.

• Afford VA access to contractor's and cloud service provider's facilities, capabilities, etc.

• Report new or unanticipated vulnerabilities.

• Comply with data management requirements.

• Successful issuance of a VA ATO required before live VA data can be used.

• Participate in FedRAMP Continuous Monitoring activities.

• Participate in monthly Agency and FedRAMP Sustainment meetings.

• Deliverables include SAR, Continuous Monitoring Monthly Scans, and Plan of Action and Milestones Monthly Reports.

• Delivery within 30 days after contract award to Veterans Healthcare System of the Ozarks, 1100 N. College Ave, Fayetteville, AR 72703.

• Installation must be completed within 90 days after contract award.

• Installation work hours: Monday-Friday, 8:00 a.m. - 5:00 p.m. (excluding federal holidays).

• Night or weekend installation is an option if there is an operational conflict.

• Government will provide 72 hours' notice for changes to installation hours.

• Contractor shall provide an implementation plan with timelines.

• Contractor shall coordinate the initial conversion of all documents into the system.

• Contractor shall provide initial training via WebEx or other online training.

• Continued support for all system users at different levels.

Sources Sought Notice (SSN)

This notice is for market research to identify qualified and capable sources for a "Document control, competency assessment, and continuing education (CE) platform." The VA is seeking information to determine the appropriate acquisition strategy, potentially including a small business set-aside or an unrestricted approach.

• The core requirement involves cloud services for handling federal data.

• Specific security and compliance requirements include FedRAMP Moderate authorization.

• Cryptographic modules must be validated under FIPS 140-2 or FIPS 140-3 (note FIPS 140-2 certificates retire September 21, 2026).

• A draft Statement of Work (SOW) is provided as Attachment A for detailed background and technical information.

• Questions regarding the SSN are due by 12:00 PM (CST) on March 17, 2026.

• Responses must be submitted in Microsoft Word format by 07:00 AM (CST) on March 18, 2026, to William.Shaver@va.gov.

• The subject line for responses must be: “VAMC Document Control, Competency Assessment, and CE Platform – SSN Response.”

• Vendors are encouraged to provide estimated market pricing.

• Indicate where requested items/equipment are manufactured (attach documentation).

• Specify if items/equipment are manufactured by a small or large business (include NMR compliance documentation if applicable).

• Provide documentation demonstrating authorization to provide OEM-supported software, licenses, updates, and security patches (no grey market sources accepted).

• Provide contractor name, point of contact, address, phone number, email, business size, and UEI.

• Identify company qualifications (SB, SDVOSB, VOSB, HUBZone, or 8(a)) and provide proof.

• Identify any GWAC, GSA Schedule, IDIQ, or BPA under which supplies/services are available.

• Provide documentation showing the offered solution meets the technical specifications of "section two (2) Scope" in the Statement of Work (Attachment A).

• Confirm the solution's accessibility posture by providing any available VPAT/Accessibility Conformance Report (Section 508).

• The VA is exploring acquisition strategies, including potential small business set-asides.

• This SSN is for informational and market research purposes only and does not constitute a solicitation or commitment to award a contract.

• Responses are voluntary, and the Government will not reimburse costs associated with responding.

• Proprietary or restricted information should not be included.

• If a solicitation is issued, it will be posted on SAM.gov.

• If no responses are received from an authorized distributor, the action may be sole-sourced to the manufacturer/authorized distributor.

• Contact: William Shaver (William.Shaver@va.gov)

Solicitation / RFP / RFQ

This document is a "Sources Sought Notice" (36C25626Q0506) and references an attached "Statement of Work" (Attachment A) for the D/C, CA, CE platform. It provides background and technical information relevant to the opportunity.

• The primary document referenced for technical details is Attachment A, the Statement of Work (SOW).

• Bidders should refer to the "Sources Sought Notice 36C25626Q0506" for additional background and technical information.

• NAICS Code: 518210

• Product Service Code: DA10

• Place of Performance: Department of Veterans Affairs, Veterans Healthcare of the Ozarks, 1100 N. College Ave, Fayetteville, AR 72703, USA

• Response Date/Time/Zone: 03-18-2026 07:00 CENTRAL TIME, CHICAGO, USA

• Not specified in the provided text.

• The contracting office is located at Department of Veterans Affairs, Network Contracting Office 16, 715 South Pear Orchard Road, Ridgeland MS 39157. The ZIP code is 39216.

• The Point of Contact is William Shaver, Contract Specialist, at William.Shaver@va.gov or 601-206-6953.