Scanning Services for Portland VAMC (VistA, CERNER)
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of Veterans Affairs (VA) is soliciting proposals for Scanning Services for the Portland VA Medical Center (VAMC) in Portland, OR. This Request for Quotation (RFQ) seeks a Service-Disabled Veteran-Owned Small Business (SDVOSB) to scan, import, and index medical and administrative records into the VistA Imaging system. Proposals are due June 22, 2026, at 3:00 PM PST.
Scope of Work
The contractor will provide comprehensive scanning, importing, and indexing services for active medical and administrative record files. Key requirements include:
- Scanning and Indexing: Processing newly generated and backlogged clinical documentation, including VACC documentation. An estimated backlog of 250,000 pages needs to be addressed.
- System Integration: Services must integrate with VistA Imaging, requiring an interface to upload images and indexing information.
- Quality Assurance: Critical focus on accurate and timely indexing, data capture integrity, accurate linking, and legibility. Documents must be scanned at a minimum resolution of 300 x 300 dpi.
- Volume: The contractor must complete 2,000 units per month, with each unit containing 1-30 scanned pages.
- Deliverables: Include scanned/indexed records, performance of QA checks and monitoring, workload reporting, a Contractor Project Management Plan, Contractor Staff Roster, and personnel location details.
Contract & Timeline
- Contract Type: Firm-Fixed-Price (FFP).
- Period of Performance: A base year (July 1, 2026, to June 30, 2027) with four (4) option years.
- Set-Aside: Total Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14).
- NAICS Code: 541611 (Management Consulting Services) with a size standard of $24.5 Million.
- Product Service Code (PSC): R617 (Administrative Support Services).
- Submission Deadline: June 22, 2026, 3:00 PM PST.
- Published Date: June 16, 2026.
Submission & Evaluation
Offers must be submitted via email to Peter.Park2@va.gov. Required documents include a completed SF1449, a completed quote on the B.2 Price/Cost Schedule, a completed and signed VAAR 852.219-75, SAM UEI#, company address, phone, email, POC name, qualification documents, and SDVOSB certification.
Evaluation will prioritize technical merit over price, based on Experience, Past Performance, and Price.
Additional Notes
The Statement of Work (SOW) provides detailed requirements. Various FAR and VAAR clauses are incorporated by reference, covering contract terms, payment, security, and subcontracting limitations. Wage determinations for the Service Contract Act are also provided.