Structured Self-Assessment Data Capture Software Maintenance and Technical Support

Performance Work Statement (PWS)

This PWS outlines the requirements for software maintenance and technical support for the Department of Veterans Affairs' (VA) Structured Self-Assessment Data Capture Software. The goal is to support the VA's clinical priority of using measurement-based care and screening in treating mental illness and other conditions, as well as collecting program evaluation data.

The contractor shall provide enterprise software licenses, maintenance, training, and updates. This includes program management, software configuration, maintenance, testing, helpdesk support, and training. The software must interface with VA's Electronic Medical Record (EMR) systems (Oracle/Millennium and VistA/CPRS).

• Software Functionality: Allow Veterans to complete Patient Reported Outcomes (PROs) via phone, computer, or tablet. Enable staff to send assessments via text/email, manage a library of over 150 PROs, and add new PROs annually. Support program evaluation forms and surveys. Allow for batch sending of assessments, single requests, multiple recipients, and specific patient populations. Enable partial completion and saving of PROs. Provide decision support including scoring and flagging high-risk responses. Support EMR integration for PRO data, with options for direct data entry for program evaluation.

• Technical Requirements: Must be easily used by VA staff and Veterans across various devices and browsers. Must support Single Sign-On (SSO) authentication. Must comply with all VA cybersecurity, privacy, and technical requirements, including FedRAMP authorization if applicable. Support for IPv6 is required.

• Deliverables: Contractor Project Management Plan, Monthly Progress Reports, Weekly/Bi-monthly/Ad-hoc Teleconference Minutes, Monthly Technical Support Reports, FedRAMP documentation (SSP, VAID, SAP, SAR, POAM), Agile deliverables (Build Plan/Roadmap, Test Plan, Backlog Report, Burndown/Velocity Charts), and Contractor Staff Roster.

• Software operational availability: at least 99% (excluding VA outages).

• Resolution of user access/account issues within 48 hours.

• Technical support response within 4 hours during helpdesk hours.

• Compliance with Section 508 accessibility standards.

• Period of Performance: 12-month Base Period with 4 option years, not to exceed 60 months.

• Place of Performance: Contractor facilities. No Government site work is anticipated.

• Security: Compliance with FISMA, HIPAA, NIST, FIPS, and VA cybersecurity directives. PIV card enablement and adherence to HSPD-12 are mandatory. A Business Associate Agreement (BAA) is required.

• Personnel: Contractor personnel require background investigations (Tier 1/Low Risk). Compliance with VA personnel security requirements, including training and PIV credentialing.

• Agile Development: Support for Agile project management methodologies (Scrum, Kanban, etc.) for configuration, execution, and deployment.

• Data Management: Compliance with VA data management and privacy requirements, including SSN reduction and use of ICN as the primary identifier.

Request for Information (RFI)

This RFI is issued by the Department of Veterans Affairs (VA) for planning purposes to gather information regarding software for structured self-assessment data capture, maintenance, and technical support. The VA requires a solution to support measurement-based care and program evaluation, enabling the sending of patient-reported outcome measures (PROMs) via text or email, and direct entry of program evaluation data. This RFI aims to exchange information and improve understanding between the government and industry regarding requirements and capabilities.

• Software to send PROMs to Veterans (text/email/tablet) and capture responses.

• Integration with Electronic Medical Records (EMR) and other authorized data repositories.

• Support for provider and Veteran direct entry of program evaluation data, potentially bypassing EMR.

• Ability to develop new assessments accessible via desktop, touchpad, and mobile.

• Experience integrating with VA IT systems, particularly healthcare IT and EMRs (Oracle/Millennium, Vista/CPRS).

• Accommodation for significant growth in software usage.

• Feedback requested on contract type, schedule, CLIN/price structure, team level of effort, labor categories, feasibility, performance requirements, PWS, deliverables, data requirements, Generative AI tools, FedRAMP authorization, and Authority to Operate (ATO).

• Maximum 20-page submission detailing similar work experience.

• Work examples should demonstrate scope and complexity, especially integration with VA systems.

• Specific company information required: Name, Address, POC, Phone, Email, Business Size/Status, NAICS, Socioeconomic data, SAM UII, Existing Contractual Vehicles.

• Vendors must indicate compliance with subcontracting limitations for VOSB/SDVOSB set-asides.

• Responses due no later than 11:00 AM ET, March 4, 2026.

• Submit via email to John Mason (john.mason13@va.gov) and David Long (david.long4@va.gov).

• Subject line: "Structured Self-Assessment Data Capture Software Maintenance and Technical Support".

• This is an RFI only; do not submit a quote.

• No payment will be made for RFI responses.

• The VA intends to provide limited payment for SaaS until FedRAMP Authorization and VA ATO are achieved.

• NAICS Code: 541511 (Custom Computer Programming Services), Size Standard: $34 Million.