Radiation Dose Tracking System Modernization

Request for Information (RFI)

This RFI is for planning purposes only to gather information for the Department of Veterans Affairs' (VA) Radiation Dose Tracking System Modernization effort. The VA is seeking information on contractor capabilities and potential solutions. This is NOT a solicitation, and no contract will be awarded based on this RFI. Responses will inform the VA's acquisition strategy.

• NAICS Code: 513210 – Software Publishers
• Small Business Size Standard: $47 Million
• Product Service Code (PSC): DA01
• Response Deadline: April 28, 2026, 4:00 PM Eastern Time.

Interested parties must submit a capability statement (limited to 5 pages) describing their ability to meet the requirements outlined in the draft PWS. Responses should include:

• Technical Approach: How your solution meets VA's dose tracking needs.
• Integration Capabilities: Details on integration with VISTA/CPRS and Oracle Health Millennium (including VA sites, data types, and methods like HL7, DICOM, or HL7 broker).
• Pricing:
  • Rough Order of Magnitude (ROM) for the proposed product/solution.
  • Enterprise software and software licensing pricing for 1, 3, and 5-year terms (functionally unlimited).
  • Managed Services pricing for 1, 3, and 5-year terms.
  • Summarized pricing and proposed period of performance for Migration and Implementation Support Services.
• Contracting Model Recommendation: A model that provides access to all VA staff at local, regional, and national levels, considering estimated annual case volumes across various modalities (e.g., General Radiology, CT scans, Nuclear Medicine).

• Company Name, Address, Point of Contact, Phone, Email

• Company Business Size and Status (including SBA VetCert verification for VOSB/SDVOSBs)

• NAICS codes, SAM UEI

• GSA/NASA SEWP Contract information (if applicable)

• No proposals should be submitted.

• No marketing materials are allowed.

• Responses will be used for planning purposes only; no payment will be made for submitted information.

• Set-aside decisions may be made based on RFI responses.

• The requirement may be delayed, canceled, or revised.

• Future solicitations may be posted on NASA SEWP V, GSA, or SAM.gov. Interested parties must monitor these sites.

Performance Work Statement (PWS)

The Department of Veterans Affairs (VHA) requires an enterprise-wide Patient Radiation Dose Tracking (PRDT) system and associated support services to enhance patient safety, regulatory compliance, operational efficiency, and quality of care. The system aims to help manage VHA radiation safety programs.

• Provide a fully functional, customized Commercial Off-The-Shelf (COTS) PRDT system with enterprise licensing for approximately 135 VHA facilities.

• The system must aggregate radiation dose data from all imaging equipment and modalities, calculate cumulative doses, and generate customizable reports at local, regional, and national levels.

• It must support DICOM-compliant Radiation Dose Structured Reports (RDSR), Radiopharmaceutical Structured Reports (R-RDSR), and Health Level 7 (HL7) messaging for integration with VistA and Oracle Health Millennium EHR systems.

• Implementation will involve a phased deployment, including training, system maintenance, and data migration.

• The system must comply with all federal and VA cybersecurity and privacy requirements, including FedRAMP and VA Authority to Operate (ATO).

• Guaranteed uptime of 99%.

• Response time for technical support: within 60 minutes; resolution within 3 hours. On-site service within 24 hours if remote resolution is not possible.

• Compliance with VA cybersecurity, privacy, and information protection requirements.

• Base Period of Performance: 12 months from award, with four 12-month option periods. Total PoP not to exceed 60 months.

• Primary Place of Performance: Contractor facilities. Installation, data migration, testing, and training at VA facilities.

• Security: Compliance with FedRAMP, VA ATO, VA Handbook 6500, and other VA cybersecurity mandates. Prompt reporting of security incidents (within 1 hour).

• Integration: Seamless integration with VistA and Oracle Health Millennium EHRs via HL7 interfaces.

• Data Management: VA retains ownership of all data. Data must be maintained in an exportable format.

• Training: Comprehensive training for clinical users, system administrators, and biomedical engineers.

• Support: 24/7 technical and clinical application support.

• AI Requirements: Compliance with Executive Orders and OMB Memoranda regarding trustworthy and unbiased AI if AI is utilized.

• Personnel Security: Background investigations required for contractor personnel.