DA10--Pharmacy Staff Scheduling Software Access and Support Service FY26 (VA-26-00027047)

Solicitation / RFP / RFQ

This document is a Request for Quote (RFQ) for Pharmacy Staff Scheduling Software Access and Support Service for the Department of Veterans Affairs (VA), North Texas Healthcare System Pharmacy Service. The goal is to provide a comprehensive software-as-a-service (SaaS) platform for continuous, secure, and reliable access for authorized users.

• Platform Access: 24/7/365 platform availability through a hosted cloud-based environment.

• Technical Support: Unlimited technical support during standard business hours (Monday-Friday, 8:00 a.m. - 7:00 p.m. CST), with emergency-only support outside these hours. Support includes timely responses to user inquiries, troubleshooting, and issue resolution. Urgent service calls require remote access within two hours and continuous work until resolution.

• Training & Onboarding: Comprehensive training for new administrators, including live/virtual sessions, refresher training, user guides, and training materials. An Online Help Center accessible 24/7 with documentation, FAQs, video tutorials, and troubleshooting guides.

• Account Management: Dedicated account manager for platform usage monitoring, optimization opportunities, and client stakeholder check-ins.

• Reporting: Monthly Progress Report detailing platform performance, service delivery, system usage, availability, support activity, training updates, enhancements, issues/resolutions, and Section 508 conformance.

• Security: Compliance with VA cybersecurity requirements, including VA Critical Security Controls, Federal Identity, Credential, and Access Management (FICAM), IPv6 support, and Trusted Internet Connection (TIC) standards. No Personally Identifiable Information (PII) collection beyond employee names and email addresses.

• Software: Must be compatible with standard VA operating systems (Windows 10/11, Edge, 365 Apps for enterprise) and meet specific security and accessibility standards (Section 508).

• Contract Type: Firm-fixed-price.

• Period of Performance: One 12-month base period with four 12-month option periods, for a total potential of 60 months.

• Submission: Quotes must be submitted via email to the Contract Specialist and Contracting Officer by the closing date and time specified on SAM.gov. No hyperlinks or embedded attachments are permitted.

• Evaluation: Award will be made to the lowest-priced, responsive, responsible offeror whose quote conforms to the solicitation requirements. The Government reserves the right to evaluate quotes in the most effective manner.

• This acquisition is unrestricted.

• The solicitation includes numerous clauses and addenda related to cybersecurity, information security, privacy, and accessibility standards.

• Points of Contact: Contracting Officer Evan Schlisserman (evan.schlisserman@va.gov) and Contract Specialist Justin Daniel (justin.daniel@va.gov).

Amendment / Modification

This amendment (Amendment Three) re-opens and re-issues the request for quotation (RFQ) 36C10B26Q0122.

• Acquisition Strategy Change: The acquisition strategy has been revised from a Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside to an unrestricted, full and open competition.

• The primary change affects the set-aside status of the solicitation.

• The closing date for the request for quotation remains May 15, 2026, at 3:00 PM Eastern Standard Time.

• All offers/quotes must be submitted by this date and time.

• S06 36C10B26Q0122 Pharmacy Staff Scheduling amended Final

• S02 Attachment 0001 BAA Pharmacy Staff Scheduling

Form / Attachment / Pricing Sheet

This document is a Business Associate Agreement (BAA) between the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), specifically the Dallas VA Medical Center, and a "Company/Organization" (referred to as the Business Associate). The purpose of this BAA is to establish the requirements for the use and disclosure of Protected Health Information (PHI) in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and related regulations.

• Scope of Services: The Business Associate will provide a comprehensive software-as-a-service (SaaS) platform solution, ensuring 24/7/365 availability, application functions via a hosted cloud environment, and technical support.
• PHI Handling: Outlines the terms under which VHA will provide PHI to the Business Associate, and how the Business Associate will use or disclose it.
• Definitions: Defines key terms such as Breach, Business Associate, Covered Entity, Incident, Protected Health Information (PHI), and Sensitive Personal Information (SPI) as they relate to HIPAA and this agreement.
• Ownership of PHI: PHI remains owned by the Covered Entity (VHA).
• Use and Disclosure of PHI: Specifies permitted uses and disclosures of PHI by the Business Associate, including for performing services, as required by law, for management and administration, and for data aggregation. It also details requirements for de-identifying PHI.
• Obligations of Business Associate: Includes compliance with VA/VHA privacy policies, implementation of safeguards, notification of breaches or incidents, mitigation of harm, and entering into similar agreements with subcontractors.
• Obligations of Covered Entity: Outlines the VA's responsibilities, such as not requesting impermissible uses/disclosures of PHI and notifying the Business Associate of relevant changes.
• Termination: Details automatic termination, termination for cause, and the effect of termination on PHI handling.
• Review and Effective Date: Specifies a review period and the effective date of the agreement.

This document is crucial for any vendor that will be handling Protected Health Information (PHI) on behalf of the VA. It clearly defines the legal and operational requirements for managing sensitive health data, including security measures, breach notification procedures, and limitations on data use and disclosure. Bidders must understand these obligations to ensure compliance with HIPAA and VA regulations if awarded a contract that involves PHI.

Amendment / Modification

• This amendment provides revised responses to industry questions.

• It includes an attached document titled "S05 Additional Industry Questions and Answers."

• It clarifies that no further industry questions will be accepted at this time.

• The response deadline has been extended to March 20, 2026, at 12:00 PM Eastern Standard Time.

• The attached "S05 Additional Industry Questions and Answers" document.

• The proposal response date has been extended to 03-20-2026 12:00 PM EASTERN TIME, NEW YORK, USA.

Questions & Answers / Clarifications

This document provides answers to industry questions regarding solicitation 36C10B26Q0122, which pertains to pharmacy staff scheduling software.

• Scope of Solution: The government is seeking a Software as a Service (SaaS) solution that supports both staff schedule automation for routine shift scheduling and on-call scheduling management.
• Future Orders: Additional orders for other Pharmacy departments within the VA North Texas Healthcare System would require a separate procurement. This contract is specifically for the Dallas VA Medical Center only.
• Functional Requirements: Functional requirements are detailed in the "Specific Tasks and Deliverables" section, while the Scope of Work provides high-level goals.
• Competency Assessments: Competency assessments are required for managers, supervisors, and schedulers overseeing scheduling functions. Frontline staff will also complete assessments for self-service tasks (e.g., bidding on shifts, requesting time off) to ensure proficiency with an intuitive solution.
• Incumbent Vendor: There is no incumbent vendor currently performing these services.
• Delivery Model: The VA has no preference between on-premise and cloud-hosted SaaS delivery models; both will be evaluated.

These clarifications provide essential details for potential bidders regarding the required capabilities, scope, and evaluation criteria. Bidders should ensure their proposals address both scheduling automation and on-call management, and consider the implications of competency assessments and the specified place of performance.

Amendment / Modification

• This amendment provides responses to industry questions regarding the requirement. The attached document "S05 Q and A for 36C10B26Q0122" contains these answers.

• The closing date for all questions and answers has been set to March 16, 2026, at 1:00 PM Eastern Standard Time.

• The primary change is the inclusion of a Question and Answer document.

• The deadline for questions and answers has been updated to March 16, 2026, 1:00 PM EST.

Questions & Answers / Clarifications

This document provides responses to industry questions regarding solicitation 36C10B26Q0122, which pertains to a healthcare scheduling software service.

• Required Capabilities: The Government is seeking a software service that provides both staff schedule automation for routine shift scheduling and on-call scheduling management.
• Place of Performance: Services will be performed remotely, with the primary location supported being the Dallas VA Medical Center. Work at other remote locations requires COR concurrence. A separate procurement would be needed for other Pharmacy departments within the VA North Texas Healthcare System.
• Functional Requirements: The functional requirements for the scheduling software are detailed in the "Specific Tasks and Deliverables" section of the Performance Work Statement (PWS), while the Scope of Work outlines the high-level goals.

This Q&A clarifies the scope of services required, specifically confirming the need for dual capabilities in scheduling automation and on-call management, and clarifies the geographical scope of the requirement. Bidders should ensure their proposals address both functionalities and understand the place of performance limitations.

Solicitation / RFP / RFQ

This solicitation is a Request for Quote (RFQ) issued on the open market for Pharmacy Staff Scheduling Software Access and Support Service. It is set aside for Service-Disabled Veteran Owned Small Businesses (SDVOSBs).

• Pharmacy Staff Scheduling Software Access and Support Service: This includes 24/7/365 platform availability, application functions via a hosted cloud-based environment, and unlimited technical support during standard business hours (Monday-Friday, 8:00 a.m. to 7:00 p.m. CST). Emergency-only support is required outside of these hours.

• Data Handling: No Personally Identifiable Information (PII) is to be collected, stored, processed, or utilized beyond employee names and email addresses.

• Security: Compliance with numerous VA and Federal cybersecurity regulations, standards, and directives is required, including but not limited to VA Handbook 6500, NIST SP 800-63, and requirements for Identity, Credential, and Access Management (ICAM).

• Reporting: Monthly Progress Reports are required, detailing system usage, availability, support activity, training updates, enhancements, issues, Section 508 conformance, and format/submission details.

• Contract Type: Firm-Fixed-Price (FFP)

• Period of Performance: One 12-month base period with four 12-month option periods, not to exceed 60 months total.

• Estimated Value: Not explicitly stated in this section.

• Proposal Submission: Quotes must be submitted via email to the Contract Specialist and Contracting Officer by the closing date and time specified on the System for Award Management (SAM) website. Hyperlinks or embedded attachments are prohibited.

• Evaluation Criteria: Award will be made to the lowest-priced, responsive, responsible offeror whose quote conforms to the solicitation requirements. Eligibility is limited to verified SDVOSBs.

• Key Deadlines: The solicitation issue date is March 11, 2026, and the offer due date is March 18, 2026, at 15:00 EST.

• Set-Aside: This acquisition is a total set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Verification: Offerors must be registered and verified in the SBA's Small Business Search database at the time of offer submission and contract award.

• All questions regarding the solicitation should be directed to the Contract Specialist or Contracting Officer prior to the closing date and time.

• Offerors must complete Section B.4 Price Schedule and adhere to all requirements in Section B.4 and B.5. Failure to list all requirements or deviations from terms may result in a non-compliant quote.

• A Business Associate Agreement (BAA) will be required.

Form / Attachment / Pricing Sheet

This document is a Business Associate Agreement (BAA) between the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), specifically the Dallas VA Medical Center, and a "Company/Organization" (referred to as the Business Associate). The purpose is to establish the requirements for the use and disclosure of Protected Health Information (PHI) in accordance with HIPAA, HITECH Act, and related rules.

• Scope of Services: The Business Associate will provide a comprehensive software-as-a-service (SaaS) platform solution, ensuring 24/7/365 availability, cloud-based access, and technical support. VHA will provide PHI to the Business Associate for these services.
• Definitions: Key terms such as Breach, Business Associate, Covered Entity, Incident, PHI, and Sensitive Personal Information (SPI) are defined according to HIPAA Rules and VA directives.
• Terms and Conditions: Outlines ownership of PHI, permitted uses and disclosures by the Business Associate (including for specific services, legal requirements, data aggregation, and de-identification), and obligations of the Business Associate (compliance with VA/VHA policies, implementing safeguards, reporting incidents/breaches, and managing subcontractors).
• Obligations of Covered Entity: Details the VA's responsibilities, including not requesting impermissible uses/disclosures of PHI, notifying the Business Associate of restrictions, obtaining necessary authorizations, and informing of changes to privacy practices.
• Amendment and Termination: Covers provisions for amending the agreement, automatic termination, termination for cause, and the survival of obligations post-termination.
• Review and Effective Date: Specifies a bi-annual review of the agreement and its effective date.

This BAA is crucial for any vendor (Company/Organization) that will handle Protected Health Information (PHI) on behalf of the Dallas VA Medical Center. It details the strict requirements, responsibilities, and liabilities associated with managing sensitive health data, including security measures, breach notification protocols, and compliance with federal regulations. Bidders must understand these obligations to ensure they can meet the stringent privacy and security standards required by the VA.

Solicitation / RFP / RFQ

This solicitation seeks a comprehensive software-as-a-service (SaaS) platform solution for Pharmacy Staff Scheduling. The goal is to ensure continuous, secure, and reliable access for authorized users.

• Maintain 24/7/365 platform availability.

• Deliver all application functions through a hosted cloud-based environment.

• Provide unlimited technical support during standard business hours (Monday-Friday, 8:00 a.m. - 7:00 p.m. CST).

• Provide emergency-only support outside of standard business hours.

• Ensure no Personally Identifiable Information (PII) is collected, stored, processed, or utilized beyond employee names and employee email addresses, as expressly authorized by the Government.

• Product Service Code: DA10

• NAICS Code: 541519

• Response Date/Time/Zone: March 18, 2026, 15:00 Eastern Time, New York, USA.

• Set-Aside: SDVOSBC (Service-Disabled Veteran-Owned Small Business Concern)

• Contracting Office ZIP Code: 07724

• Contracting Office Address: Department of Veterans Affairs, Technology Acquisition Center, 23 Christopher Way, Eatontown NJ 07724.

• Referenced Attachments: S02 36C10B26Q0122 Pharmacy Staff Scheduling Final 1, S02 Attachment 0001 Business Associate Agreement Pharmacy Staff Scheduling.