DG10--RFI to SAM.gov -- Medialab Maint. Of Cert & Reg Compliance

Solicitation / RFP / RFQ

This is a Notice of Intent to Sole Source for an Integrated Healthcare Quality Management platform. The Department of Veterans Affairs, VISN 1, Network Consolidated Laboratory/Pathology Departments intend to award a firm-fixed Blanket Purchase Agreement (BPA) to MediaLab Solutions LLC for a five-year term. The procurement covers MediaLab software solutions including Document Control, InspectionProof, Compass, Compliance & CE, Personnel Documentation, and IQE.

• Integrated Healthcare Quality Management platform.

• Specific MediaLab software solutions: Document Control, InspectionProof, Compass, Compliance & CE, Personnel Documentation, IQE, and all other MediaLab software solutions.

• Contract Type: Firm-fixed Blanket Purchase Agreement (BPA).

• Period of Performance: Five-year BPA.

• This is NOT a Request for Competitive Proposals. There is no solicitation available at this time.

• Requests for solicitation will not receive a response.

• All responsible sources who believe they are qualified should submit a response by 4/15/2026, 3:00 PM EST to Julie.Lemire1@va.gov.

• Responses must include detailed and relevant documentation for market research and determination.

• The government will determine whether to conduct a competitive procurement based on responses.

• The government intends to solicit and negotiate with only one source (MediaLab Solutions LLC) under FAR Part 13.106-1(b).

• NAICS Code: 541519.

• Contracting Office ZIP Code: 01730.

• Response Due Date: 04-15-2026 15:00 EASTERN TIME, NEW YORK, USA.

• Point of Contact: Julie Lemire, Contract Specialist, julie.lemire1@va.gov.

Performance Work Statement (PWS)

The VA Medical Centers VISN 1 Pathology and Laboratory Medicine Service (PLMS) requires a software solution for document control, continuing education, and competency assessment to maintain accreditation standards set by bodies such as CAP, JC, CLIA, and AABB.

This PWS outlines the need for an Internet/Cloud-based SaaS application accessible 24/7/365. Key functionalities include:

• Document Control: Uploading, tracking changes, approval processes, notifications, electronic signatures, flagging for revision, and archiving of documents (Word, Excel, PowerPoint, PDF).

• Inspection Proof: Uploading inspection checklists, linking policies, delegating tasks, supporting on-site/self-inspections, and capturing/responding to deficiencies.

• Compliance & Continuing Education (CE): Providing OSHA safety courses and CE courses in various laboratory disciplines, awarding CAP or P.A.C.E credits, allowing printing of certificates and training history reports, and enabling administrators to create/assign custom courses.

• Histology CE: Specific CE courses for histology, including special stains, Immunohistochemistry, FISH, and formaldehyde safety.

• Compass Case Simulators: Providing realistic case simulations and prep exams for laboratory professionals.

• System must be Section 508 compliant.

• Data security: Encryption (AES 256), SSL, HTTPS, FIPS 140-2 compliant methods.

• System backup and contingency plans.

• Single Sign-On (SSO) capability.

• Modular software components.

• Multiple role/group-based permission levels.

• Total traceability of actions.

• Easy document lifecycle management.

• Priority task setting and reminders.

• Customizable workflows.

• Reporting capabilities (site usage, customizable reports).

• Fast supported implementation.

• Upgrades/updates provided at no additional cost.

• Base year plus 4 option years.

• Services to be provided to multiple VISN 1 sites, including VA Connecticut, White River Junction, Manchester, Providence, Maine, Boston, Central Western Massachusetts, and Bedford.

• FedRAMP Authorized: The solution must be FedRAMP authorized and VA authorized.

• Security: Compliance with FISMA, VA security directives, Zero Trust controls, and FIPS 140-2.

• Data Handling: Strict adherence to VA data privacy and security regulations, including SSN reduction and use of ICN.

• Accessibility: Compliance with Section 508 standards (E205, E204, E207, E208).

• VA TRM Compliance: Must comply with the VA OIT Technical Reference Model.

• Training: Online training, documents, or webinars on functionality.

• Support: Phone/email support during business hours (8 am-5 pm EST), with a 48-business hour response time for technical support.

• Records Management: Compliance with NARA and VA records management policies.

• Location: Contractor operations required to be in the United States.

Sources Sought Notice / Market Research

This is a Sources Sought Notice for market research purposes only. The Department of Veterans Affairs (VA) VISN 1 Laboratory/Pathology Department is seeking information on industry capabilities for Software as a Service (SaaS) to support Continuing Education, Competency Assessment, Document Control, Maintenance of Certification, and Regulatory Compliance. This is not a solicitation for proposals, and no contract will be awarded from this notice.

The VA is interested in identifying vendors capable of providing a SaaS solution for the specified medical laboratory functions. The potential procurement is for a firm-fixed-price contract with an initial one-year term and four (4) one-year options.

Interested firms must be registered in the System for Award Management (SAM). Respondents should submit:

• Company name, address, point of contact (phone and email), and DUNS number.

• Documentation demonstrating capability to perform the required services.

• Company's socio-economic status (e.g., large business, SDVOSB, VOSB, small business, Woman Owned).

• For SD/VOSB firms: Proof of registration in VA VetBiz or SBA Vet Cert.

• Response Date: March 27, 2026, 12:00 PM Eastern Time.

• Submissions should be sent via email to Julie.Lemire1@va.gov.

• This is a short-duration request with a quick turnaround time.

• This notice is strictly for market research to determine the availability of capable vendors.

• The government will not pay for any costs associated with responding to this notice.

• Respondents will not be individually notified of the results.

• Failure to provide all requested information may result in the vendor not being considered for future acquisition decisions.

• A Performance Work Statement (PWS) is attached for reference.