Intent to Sole Source

Quick Summary

The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 16, has issued an Intent to Sole Source notice for a Software-as-a-Service (SaaS) platform for the Pathology and Laboratory Medical Service (PLMS) at the G.V. (Sonny) Montgomery Veterans Healthcare System in Jackson, MS, and the Veterans Healthcare System of the Ozarks in Fayetteville, AR. The VA intends to award a firm-fixed-price purchase order to MediaLab Solution, LLC. However, interested parties are invited to submit capabilities statements to determine if competition is viable.

Scope of Work

The required SaaS platform must provide comprehensive functionalities for laboratory operations, including:

• Document Control: Managing the entire lifecycle of standard operating procedures and related documents, supporting various file types, and ensuring traceability.
• Competency Assessment (Compass): Organizing, standardizing, and managing employee competency assessments, with the ability to link documents from the control module.
• Continuing Education (CE): Offering educational materials, custom course/quiz building, tracking employee CE, and generating certificates.
• Regulatory Inspection Checklist Auditing and Management: Supporting accreditation standards from organizations like CAP and TJC, allowing custom standard imports, checklist searching, evidence linking, and flexible audit workflows.

Contract Details & Requirements

• Contract Type: Firm-Fixed-Price supply purchase order.
• Intended Awardee: MediaLab Solution, LLC.
• NAICS: 518210 (Data Collection Services).
• Set-Aside: This is an 8(a) Sole Source (FAR 19.8) intent, but the agency is seeking capabilities statements to assess potential for competition.
• Security: The platform must be FedRAMP authorized (Moderate Impact Level) and FIPS 140-2 certified for cryptographic modules. A VA Authorization to Operate (ATO) is required before live VA data usage. All federal data must be stored on FedRAMP authorized systems.
• Compliance: The supplier must be an approved participant in the College of American Pathologists (CAP) Accreditation Checklist Distribution Program and adhere to Joint Commission (TJC) standards.
• Data Management: Strict adherence to NARA records management policies and VA directives for handling federal records and sensitive information is mandatory. All data and records produced under the contract will be the property of the U.S. Government.
• Delivery & Installation: Delivery of supplies within 30 days ARO to both Jackson, MS, and Fayetteville, AR. Installation must be completed within 90 days ARO.
• Training: Initial online training and ongoing support for all system users.

Response & Deadline

• Capabilities Statements Due: April 2, 2026, at 10:00 AM CST.
• Submission: Email statements to heather.soto@va.gov.
• Subject Line: Refer to number 36C25626P0505, Notice of Intent.
• Note: This is not a request for quotations. Responses will solely determine if competition is feasible. Verbal and facsimile responses are not accepted. Vendors must be registered in SAM.gov.