Queue Management System Auburn Clinic

Amendment / Modification

This amendment updates the NAICS Code and PSC for the Sources Sought Notice.

• The NAICS Code has been changed from 334111 to 541519.

• The PSC has been changed from 5895 to 7H20.

• NAICS Code

• Product Service Code (PSC)

This amendment does not appear to directly impact proposal submission deadlines or requirements, as it modifies a Sources Sought Notice. However, it updates key classification codes relevant to the opportunity.

Statement of Work (SOW)

To procure and deliver, install, and provide training for a Queue Management System (QMS) for the new Auburn Primary Care Clinic, aimed at improving patient flow, reducing wait times, and enhancing the overall patient experience.

• Provide and deliver a Qmatic, or similar, Queue Management System.

• The system should improve patient flow, reduce wait times, and enhance patient experience through appointment scheduling, virtual queuing, and real-time communication.

• The medical facility is scheduled to open on May 1, 2026.

• The system must collect data at various customer touchpoints (check-in, service, feedback).

• Generate insightful reports on key metrics like wait times, service times, and staff performance.

• Real-time monitoring capabilities for quick responses to issues.

• Performance monitoring includes real-time dashboards and customizable KPIs/SLAs.

• Detailed reports and analytics on wait times, transaction times, no-shows, customer feedback, staff performance, and overall efficiency.

• Resource management insights for optimal allocation.

• Data-driven decision making to identify bottlenecks and improve processes.

• Improved customer experience through performance analysis.

• Compatibility with Qmatic Data Connect for integration with existing Business Intelligence tools.

• Proactive monitoring and support for hardware and software.

• Remote management and updates for Qmatic hardware.

• Delivery Times (Period of Performance): April 6-10, 2026.

• Delivery Location: American Lake Warehouse, 9600 Veterans Dr., SW BLDG #143, Tacoma, WA 98493.

• Security: Robust security measures for data protection (GDPR compliance), access control based on user roles, and encryption for data transmission and storage.

• Scalability and Integration: Ability to handle increased customer volume and integrate with other systems (CRM, appointment scheduling, analytics platforms) via robust APIs.

• Assembly and Training: Contractor must provide product assembly and hands-on training, coordinated with the COR.

• Manuals: Provide electronic copies of user and repair manuals.

• Warranty: Must meet or exceed standard manufacturer industry warranty terms.

• Compliance: Adherence to local, state, and federal Occupational Safety and Health (OSHA, ANSI), VA Health Care System, Fire and Safety (NFPA-99), and environmental (EPA) guidelines and legislation.

• Liabilities and Insurances: Provide protection from damage, liability insurance, and contract personnel security (check-in/out, escort required on VA premises).

Sources Sought Notice

This document is a Sources Sought Notice for market research purposes, not a Request for Proposal (RFP) or Request for Quote (RFQ). The Department of Veterans Affairs (VA) is seeking to identify contractors capable of providing and installing a Queue Management System (QMS) at the VA Puget Sound Health Care System, Auburn Primary Care Clinic in Auburn, WA.

• Product: Qmatic, or a similar Queue Management System.

• Functionality: The QMS is intended to improve patient flow, reduce wait times, and enhance the patient and staff experience by streamlining the patient journey through appointment scheduling, virtual queuing, and real-time communication.

• Location: VA Puget Sound Health Care System, 1005 15th Street, Auburn, WA 98001.

• Salient Characteristics: Contractors must meet or exceed the physical, functional, and performance characteristics outlined in the attached draft Statement of Work (SOW). OEM part numbers are provided as a basis of design to convey minimum standard characteristics.

• Solicitation Number: 36C24W26Q0088

• NAICS Code: 334111 (Electronic and Precision Equipment Repair and Maintenance)

• PSC Code: 5895 (Miscellaneous Communication Equipment)

• Business Size Standard: 1250 employees

• Set-Aside: TBD

• Response Due Date: March 15, 2026, 9:00 AM CST.

• Format: Written responses are required via email to Amelia Roberson (Amelia.Roberson1@va.gov).

• Information Requested: Responders must provide company name, address, UEI, contact information, place of manufacture, lead time, business size information (Small Business, 8(a), HUBZone, Woman Owned, Veteran Owned, Large Business), and FSS/GSA contract details if applicable.

• No Cost: The U.S. Government will not pay for any information or administrative costs incurred in response to this notice.

• Amelia Roberson, Contract Specialist

• Email: Amelia.Roberson1@va.gov

• Phone: 254-278-6424