DK10--NEW: RFI - VISN 23 Consolidated Document Control (VA-27-00000616)

Solicitation / RFP / RFQ

This document, a Product Description (PD) for VISN 23 Consolidated Document Control System, outlines the requirements for a Software as a Service (SaaS) solution. The system is needed to warehouse, catalog, manage, and provide employee access to standard operating procedures and related documents within the VA Midwest Health Care Network (VISN 23) Pathology and Laboratory Medical Service. The solution must facilitate auditing for accreditation inspections, track staff training, and provide a paperless alternative for deviation reporting. It is critical for maintaining compliance with industry standards (CAP, CLIA, JC, FDA, EPA, CFR Part 11), FedRAMP requirements, and VHA Patient Safety and Quality initiatives.

• Core Functionality: Document control system for warehousing, cataloging, managing, and providing access to laboratory documents (excluding patient identification or health information).

• Auditing & Tracking: Easy and accurate auditing of laboratory documents for accreditation, and tracking of staff training, compliance, and continuing education.

• Paperless Operations: Provide a paperless alternative for reporting and tracking deviations from standard operating procedures.

• Compliance: Adherence to industry standards (CAP, CLIA, JC, FDA, EPA, CFR Part 11), FedRAMP requirements (Moderate Impact Level), and VHA Patient Safety and Quality initiatives.

• Accessibility: Compliance with Section 508 standards for Information and Communication Technology (ICT), ensuring compatibility with assistive technologies.

• Security: Implementation of VA Critical Security Controls, Zero Trust principles, and adherence to FedRAMP authorization requirements. Support for IPv6-Only environments.

• AI Requirements: If Artificial Intelligence (AI) is used, compliance with E.O. 13960, 14319, OMB Memorandums, and VA Directive/Handbook 6500 for trustworthy, secure, and unbiased AI. Specific documentation and reporting requirements for AI systems are detailed.

• Period of Performance: Base period of 12 months, with four 12-month option periods.

• Implementation Timeline: System must be implemented and operational within 30 business days of contract award.

• FedRAMP Authorization: Offerors must be authorized by FedRAMP Moderate Impact Level. VA ATO is required before live VA data can be used.

• Transition-In Plan: A draft Transition-In Plan must be submitted with the Request for Quotation response.

• Brand Name or Equivalent: The document lists specific MediaLab Federal products as examples, and offerors proposing equivalent products must demonstrate how they meet the salient characteristics.

• Not explicitly stated in the provided sections, but FedRAMP authorization is a key requirement.

• The document includes extensive details on security requirements, including VA Critical Security Controls, Zero Trust, SSN reduction, IPv6, Trusted Internet Connection (TIC), Generative AI requirements, and information system security considerations.

• Locations for implementation include various VISN 23 Laboratories across multiple states.

Request for Information (RFI)

This RFI is issued by the Department of Veterans Affairs (VA) Midwest Health Care Veterans Integrated Service Network (VISN) 23 Pathology and Laboratory Medical Service for market research purposes. The VA is seeking information on commercially available off-the-shelf Software as a Service (SaaS) solutions for a Document Control System. This RFI does not constitute a solicitation or commitment to award a contract.

The desired SaaS solution should be capable of:

• Managing and storing laboratory-related documentation.
• Providing audit readiness for accreditation bodies (e.g., CAP, CLIA, Joint Commission, FDA).
• Monitoring staff training, compliance, and continuing education.
• Facilitating reporting and tracking of deviations from standard procedures.
• Creating a paperless document management environment.
• Handling multi-site operations (14 sites) with approximately 800+ users.

The VA is contemplating a firm-fixed-price contract for a 12-month base period (October 1, 2026 - September 30, 2027) with four 12-month option periods. The total contract duration is not expected to exceed five years.

• Responses are due NO LATER THAN May 12, 2026, at 10:00 am Eastern Standard Time.

• Submissions should be made via email to Samantha.McIntyre2@va.gov and Peter.Lewandowski@va.gov.

• The response must include specific information such as company details, NAICS code, business size, socioeconomic status, existing contractual vehicles, and whether the vendor will propose as a prime or subcontractor.

• Vendors must address specific questions detailed in the RFI regarding solution capabilities, technical architecture, security, compliance, implementation, and pricing.

• No marketing materials are allowed; generic capability statements will not be accepted.

• The primary NAICS code for this requirement is 513210, with a Small Business Size Standard of $47.0 million.

• Small businesses are encouraged to participate.

• Set-aside decisions may be made based on the information provided in response to this RFI.

• Veteran-Owned Small Businesses (VOSB) and Service-Disabled Veteran-Owned Small Businesses (SDVOSB) should provide proof of certification.

• Vendors are requested to identify the applicable contract vehicle, contracts, and any additional information applicable to this RFI.

• Vendors may suggest alternative NAICS codes if they believe a different one better applies.

• A Draft Product Description (PD) is attached and provides further details on the requirements.

Other / Unclassified

This document is a Request for Information (RFI) issued by the Department of Veterans Affairs (VA) Technology Acquisition Center. The purpose is to conduct market research to identify vendors capable of providing a MediaLab Federal Document Control System Brand Name or Equal SaaS Solution. This RFI is for planning purposes only and does not constitute a solicitation. Responses will help inform the Government's acquisition strategy.

Potential bidders should review the attached RFI documents, including the RFI Coversheet and the Draft PD V23 Consol Doc Ctrl_MediaLab Federal_4-29-26, to understand the VA's potential needs for a consolidated document control system. This information is crucial for vendors interested in future opportunities related to this requirement. The RFI seeks to identify capable vendors for a SaaS solution.

• Solicitation Number: 36C10B26Q0340
• Product Service Code: DK10
• NAICS Code: 513210
• Response Date: May 12, 2026, 10:00 AM Eastern Time
• Contracting Office: Department of Veterans Affairs, Technology Acquisition Center, Eatontown NJ
• Point of Contact: Samantha McIntyre (Samantha.McIntyre2@va.gov), Peter T. Lewandowski (Peter.Lewandowsk@va.gov)
• Agency URL: https://department.va.gov/procurement-acquisition-and-logistics/technology-acquisition-center/
• Agency Contact Email: tac@va.gov