- Agency
- VETERANS AFFAIRS, DEPARTMENT OF
- NAICS
- 541519
- Posted
- Oct 23, 2026
- Response Due
- Nov 6, 2026
Request for Information (RFI) Healthcare Data Auditing Billing and Coding Optimization Software - This is a Request for Information (RFI) only. Do not submit a quote. The Department of Veterans Affairs (VA), Office of Information & Technology (OIT), is conducting market research to inform a planned future acquisition. The intent is to gather information from qualified solution providers offering solutions to meet this critical business need. The Government seeks industry input on a modern, modular, cloud-based system capable of supporting the coding staff to collect health care data and accurately applying the codes to determine level of care provided to the patient population and ensure timely coding and revenue cycle activities on behalf of the Veterans Health Administration (VHA). This notice is issued solely for market research and planning purposes. It shall not be construed as an Invitation for Bid, Request for Quotation, or Request for Proposal. This RFI does not commit the Government to any acquisition or contract award. Respondents will not be compensated for costs incurred in preparing or submitting information. No funds have been authorized or obligated for this requirement. All submissions become Government property. Respondents are responsible for marking proprietary information. VA does not want this market research to assume that today's current solution should simply be carried forward. VA is specifically seeking industry's perspective on how modern technology can meet the ability to provide this auditing, billing and coding capability across VHA. VA seeks industry feedback to inform future acquisition strategies for an enterprise-wide Healthcare Data Auditing Billing and Coding Optimization Software that enhances decision making, efficiency, supports VA coding professionals the ability to accurately and consistently code health care encounters and inpatient stays. Responses may support potential socioeconomic set-aside determinations; therefore, submissions should be complete, detailed, and accurate. Desired Outcomes Improve the accuracy, timeliness, consistency, and traceability of coding and billing activities. Provide configurable workflows for coding, clinical documentation integrity, billing, utilization review, compliance, and supervisory functions. Enable secure, standards-based, near-real-time or real-time exchange with Government clinical, scheduling, billing, identity, analytics, and enterprise data services. Provide enterprise, regional, facility, workgroup, and user-level reporting with auditable metrics. Reduce avoidable manual work, duplicate data entry, proprietary dependencies, and lifecycle cost. Maintain continuity of operations, cybersecurity, privacy, accessibility, and records-management compliance. Capability Requirements Enterprise Platform and User Experience An enterprise-capable solution or interoperable suite available to authorized users across geographically distributed facilities. Role-based access, configurable menus, work queues, dashboards, alerts, and administrative controls. A coherent user experience across coding, documentation integrity, billing, compliance, workflow, and reporting functions, while allowing modular components when beneficial. Support for large user populations and workload growth without per-user barriers that discourage adoption. Accessibility consists of applicable Federal information and communication technology requirements and compatibility with common assistive technologies. Coding and Encounter Management Support identification, assignment, review, coding, recoding, completion, and tracking of inpatient, outpatient, surgical, emergency, behavioral health, long-term care, and other encounters. Support current diagnosis, inpatient procedure, professional procedure, supply, dental, and other applicable code sets, including effective-date validation and version management. Validate code relationships, age, clinical attributes, modifiers, provider data, coverage, medical necessity, payer rules, and Government-configurable edits. Support code lookup and integration with one or more coding reference or encoder products through documented interfaces. Maintain status, assignment, reassignment, comments, communications, original values, changed values, user identity, reason, and date-time audit history. Clinical Documentation Integrity Provide independent, role-appropriate work queues for concurrent and retrospective review. Identify potential documentation improvement opportunities using configurable criteria and transparent logic. Create, route, communicate, and track documentation clarification requests and responses. Capture documentation-review codes, grouping results, severity, risk, expected length of stay, quality indicators, and comparison with final coded outcomes where applicable. Provide workload, response, impact, quality, and productivity reporting for documentation integrity programs. Billing, Claim Editing, and Compliance Provide institutional and professional claim review before and, where needed, after submission. Apply national, local, payer, technical, coding, medical necessity, provider identifier, present-on-admission, grouping, sequencing, and Government-defined edits. Support individual and batch claim review, transparent edit explanations, configurable messages, and authorized maintenance of custom rules. Identify incomplete, duplicate, non-billable, held, cancelled, retrospective-insurance, and same-day related encounters and preserve supporting rationale. Provide random and targeted sampling, compliance monitoring, complete audit trails, and exportable review results. Workflow and Auditability Provide configurable work assignment, prioritization, routing, escalation, suspense, alerts, and closure across organizational levels. Enable secure communication among coding, documentation integrity, billing, clinical, utilization review, compliance, supervisory, and technical personnel. Maintain tamper-evident or otherwise trustworthy audit history for user, system, rule, integration, and administrative actions. Permit authorized users to configure workflows and rules without vendor software development when feasible. Expose workflow data through documented interfaces and export mechanisms. Integration and Data Exchange Support bidirectional integration with the VistA electronic health record, legacy clinical, scheduling, admissions/discharge/transfer, surgery, clinical documentation, imaging report, laboratory, radiology, procedure, provider, identity, billing, and enterprise data services. Use documented, standards-based interfaces where practicable, including modern application programming interfaces and recognized health data exchange standards. Describe support for synchronous, asynchronous, event-driven, batch, and secure file exchange patterns, including reconciliation and error handling. Provide interface monitoring, message traceability, retry, alerting, testing, version control, and non-production environments. Allow the Government or a designated third party to integrate, automate, and extract data through appropriately secured interfaces without unnecessary contractual restrictions. Reporting, Analytics, and Data Portability Provide configurable dashboards, recurring reports, ad hoc analysis, data mining, filtering, sorting, alerts, and exports. Support enterprise, regional, facility, service, team, role, and user-level reporting for workload, timeliness, productivity, accuracy, quality, compliance, workflow, and revenue status. Integrate with Government analytics and enterprise data platforms, including common business intelligence tools. Provide complete, documented data dictionaries, lineage, metadata, refresh frequency, retention controls, and historical access. Enable Government-controlled export of transactional, audit, configuration, rule, reference, workflow, and reporting data in open, usable formats without additional extraction fees. Cybersecurity, Privacy, Identity, and Records Comply with applicable Federal and agency cybersecurity, privacy, risk management, supply-chain, records, breach-response, encryption, and continuous-monitoring requirements. Support phishing-resistant multifactor authentication, Federal credentials, federation, role-based access, least privilege, separation of duties, automated provisioning, and deprovisioning. Encrypt sensitive data in transit and at rest using validated cryptographic modules and support secure logging and security information and event management integration. Provide software bill of materials, secure development evidence, vulnerability disclosure and remediation practices, penetration testing information, and supply-chain transparency. Support Government data ownership, records schedules, legal holds, retention, export, sanitization, incident investigation, and transition obligations. Hosting, Deployment, Performance, and Continuity Describe available VA-hosted, contractor-hosted, cloud, hybrid, and managed-service deployment models and the security authorization implications of each. Support high availability, backup, restore, disaster recovery, continuity of operations, capacity monitoring, performance monitoring, and geographically distributed use. Describe measurable service levels for availability, response time, incident triage, restoration, data recovery, and support. Provide separate development, test, training, staging, and production capabilities with controlled promotion and rollback. Support coexistence, phased deployment, pilot operations, and rollback during transition. Implementation, Training, Support, and Transition Provide program management, discovery, configuration, integration, data migration, testing, deployment, change management, adoption, and risk management services. Provide role-based product documentation, administrator guides, release notes, interface documentation, installation instructions, validation checklists, and training materials. Provide virtual and, if required, on-site training for users, administrators, support personnel, and report developers. Provide a service desk with ticket tracking, escalation, status communications, knowledge management, and performance reporting. Provide transition-in and transition-out support, including data and configuration export, interface documentation, knowledge transfer, and cooperation with successor providers. Licensing and Commercial Terms Offer clear pricing for software, subscriptions, hosting, environments, interfaces, implementation, migration, training, support, maintenance, reporting, storage, and optional services. Disclose all metrics that affect price, including users, facilities, transactions, encounters, claims, interfaces, environments, storage, processing, reports, and data egress. Describe enterprise, consumption, concurrent-user, named-user, facility, transaction, and other licensing alternatives. Identify third-party products, code sets, cloud services, and pass-through charges required for full operation. Provide terms that support Government data rights, portability, continuity, interface access, competition, and reasonable exit costs. Questions Describe your organization, relevant health care market experience, role in the proposed offering, and whether you are the software publisher, prime integrator, reseller, managed service provider, or another participant. Describe the recommended architecture and explain which capabilities are provided by a single platform versus modular or third-party components. Include major technology, data, interface, and deployment layers. Identify which capabilities are commercially available today, generally available delivery dates for planned capabilities, and any capability that would require VA funded development. Describe supported health data standards, application programming interfaces, messaging methods, integration engines, batch exchanges, and legacy integration approaches. Explain how interface specifications, test tools, and version changes are managed. Describe VA ownership and access rights for all operational, configuration, rule, audit, metadata, and reporting data. Explain full and incremental export methods, formats, frequency, egress charges, and transition support. Describe how the offering integrates with multiple coding reference or encoder products. What effort, cost, testing, or downtime would be required to change such a component? Describe how the solution identifies, prioritizes, routes, tracks, and reports documentation improvement opportunities. Explain whether the logic is explainable, configurable, and auditable. Describe supported institutional and professional claim edits, payer rules, national and local edits, custom-rule administration, batch processing, and transparency of edit rationale. Describe built-in and external analytics capabilities, data refresh options, historical data support, semantic models, data dictionaries, and integration with common business intelligence platforms. Describe conformance with applicable accessibility standards, available conformance reports, testing with assistive technologies, known exceptions, and remediation practices. Provide relevant production-scale examples and measurable performance characteristics. Explain capacity planning, concurrent-user handling, peak transaction management, and performance monitoring. Provide proposed service levels for uptime, planned maintenance, incident response, restoration, recovery time, recovery point, backup validation, and disaster recovery testing. Provide a notional phased implementation approach, including discovery, configuration, interfaces, migration, testing, pilot, training, deployment, stabilization, and enterprise rollout. Identify key Government dependencies. Describe how the solution can coexist with incumbent workflows and systems. Explain migration of active work, history, configuration, rules, interfaces, reports, users, and audit data, including validation and rollback. Provide available licensing models and identify every quantity or event that may change cost. Explain treatment of non-production environments, disaster recovery, temporary surge users, service accounts, interfaces, automation, analytics, and third-party access. Provide notional price ranges or unit pricing for software, implementation, interfaces, migration, environments, hosting, training, maintenance, support, storage, data egress, and transition. State assumptions and identify one-time versus recurring costs. Identify the technical, operational, and commercial factors the Government should use to distinguish value among competing approaches. Identify common hidden costs or acquisition structures that may reduce competition or increase lifecycle cost. Recommend an acquisition structure that promotes competition, modularity, accountability, and successful integration. Discuss advantages and risks of a single prime, multiple awards, modular tasking, software subscriptions, managed services, or other approaches. Identify the most significant technical, operational, security, data, organizational, schedule, and commercial risks, together with practical mitigations and Government decisions needed early. Respondent Information and Business Profile To support VA market research, socioeconomic analysis, and acquisition planning, respondents shall provide the following information: Legal business name and Unique Entity Identifier (UEI). Business size status under the identified NAICS code (currently anticipated as NAICS 541512). Socioeconomic status, including whether the respondent is an SBA-certified Service-Disabled Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), HUBZone Small Business, 8(a) Small Business, Women-Owned Small Business (WOSB), Economically Disadvantaged Women-Owned Small Business (EDWOSB), Small Disadvantaged Business (SDB), or other Small Business concern. Current registration status in SAM.gov and SBA VetCert status, if applicable. Relevant Government-wide, multi-agency, or agency-specific contract vehicles through which the respondent could provide the required services. Whether the respondent anticipates performing as a prime contractor, subcontractor, or member of a contractor team arrangement. Estimated percentage of contract performance that would be performed directly by the respondent. If the acquisition were set aside for small business, SDVOSB, or VOSB participation, whether the respondent believes it can comply with applicable limitations on subcontracting requirements and any associated assumptions. Relevant experience operating, integrating, modernizing, or supporting enterprise-scale data, analytics, integration, interoperability, or related mission-critical environments of similar size, complexity, and risk. Recommended NAICS code(s) and Product Service Code(s) (PSC), including rationale if the respondent believes a different NAICS code or PSC would better describe the requirement. The Government will use this information to support market research, acquisition planning, analysis of available sources, assessment of small business participation opportunities, consideration of the Veterans First Contracting Program, and any resulting set-aside determinations. Responses will not be used for proposal evaluation purposes. Submittal Information: Please provide your response by 3:00PM ET on Friday November 6, 2026, via email to Michael.Frank@va.gov with the subject line: RFI Response - Healthcare Data Auditing Billing and Coding Optimization Software. Request page count to not exceed 20 pages. All VA current requirements identified herein are subject to change at any time. If you experience any problems or have any questions concerning this announcement, please contact Michael.Frank@va.gov. VA appreciates your time and anticipated response.
View official listing on SAM.gov→- Agency
- VETERANS AFFAIRS, DEPARTMENT OF
- NAICS
- 541519
- Posted
- Oct 19, 2026
- Response Due
- Oct 29, 2026
- Location
- MO
This is a SOURCES SOUGHT announcement only. It is neither a solicitation announcement nor a request for proposal or quote and does not obligate the Government to award a contract. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research, to make appropriate acquisition decisions, and to gain knowledge of potential qualified businesses capable of providing the following: DoseMonitor/Nexodose Management for Kansas and Missouri VA Medical Facilities *** See Statement of Work below for details *** If this is within your capability, please respond with the information below: Company Name Address Point of Contact Phone, Fax, and Email UEI number GSA Contract (as applicable) Capability Statement that clearly and convincingly identifies your ability to fulfill this requirement. Brochures of product being offered to include specifications. Authorized service provider letter from OEM Interested firms are reminded that in accordance with FAR 4.203, prospective contractors shall complete electronic annual representations and certifications to be considered for award. In addition, FAR 4.203 states that prospective contractors shall be registered in the System for Award Management (www.SAM.gov) database. All Service-Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) shall be verified in SBA at Small Business Search . Point of Contact for this Sources Sought is: veronica.flores@va.gov Department of Veterans Affairs Network Contracting Office -15 3450 S. 4th Street Trafficway Leavenworth, KS. 66048 STATEMENT OF WORK (SOW) Radiation Dose Tracking Software Maintenance, Support, and Bi-Directional HL7 Interface Services (DoseMonitor/Nexodose) Department of Veterans Affairs Veterans Integrated Service Network (Legacy VISN) Kansas and Missouri VA Medical Facilities: Period of Performance (Base Year): 02/01/2027 – 01/31/2028 Period of Performance (Option Year 1): 02/01/2028 – 01/31/2029 1. BACKGROUND Kansas and Missouri VA Medical Facilities currently utilizes the DoseMonitor (Nexodose) radiation dose tracking and monitoring software platform to capture, track, and report patient radiation exposure associated with diagnostic and interventional imaging procedures. This system supports clinical safety, regulatory compliance (e.g., accreditation and federal radiation safety reporting), and quality assurance functions for Radiology and related imaging services at the facility identified above. The facility's DoseMonitor/Nexodose environment will require that it interfaces upon conversion, bidirectionally with the site's electronic health record (Oracle Health/Cerner) via HL7 messaging to support orders and results exchange, and includes an outbound API/HL7 feed for downstream data consumption. Continued annual maintenance and support (M&S) is required to sustain system availability, vendor-supplied upgrades/updates, and interface reliability across the Production and Test environments. 2. PURPOSE / SCOPE The Contractor shall provide annual software maintenance and support for the DoseMonitor/Nexodose platform, the outbound API/HL7 interface, and the bi-directional HL7 interfaces between DoseMonitor/Nexodose and the site's Cerner environment (both Production and Test instances), and shall perform one-time installation/configuration of the bi-directional Cerner HL7 interfaces in both the Production and Test environments, in accordance with the Contract Line Item Numbers (CLINs) identified in Section 4 below. This SOW covers a base period of performance and one (1) option period, as detailed in Section 5. 3. APPLICABLE DOCUMENTS The Contractor shall perform all work in accordance with: VA Handbook 6500 and applicable VA Information Security requirements HIPAA Privacy and Security Rules (45 CFR Parts 160, 164) Health Level Seven (HL7) v2.x messaging standards, as applicable to the interfaces described herein Section 508 of the Rehabilitation Act (accessibility standards), where applicable to any software deliverables VA Directive 6102, VA Enterprise Architecture, and applicable VISN / facility local IT and Biomedical Engineering policies Manufacturer/vendor technical specifications for DoseMonitor/Nexodose 4. CONTRACT LINE ITEMS (CLINs) AND TASK REQUIREMENTS CLIN Description Qty/UOM DM-10-KAN-BY-AM&S — DoseMonitor/Nexodose Annual Maintenance & Support 1 EA DM-10-KAN-BY-OB — Outbound API/HL7 Annual Maintenance & Support 2 EA DM-10-KAN-BY-CERNER PRO — Bi-Directional (Orders/Results) HL7 Interface to Cerner, PRODUCTION 1 EA DM-10-KAN-BY-CERN-HL7-P — Bi-Directional Interface, Cerner PRODUCTION, Annual M&S (includes all upgrades/updates) 1 EA DM-10-KAN-BY-CERNER TEST — Bi-Directional (Orders/Results) HL7 Interface to Cerner, TEST 1 EA DM-10-KAN-BY-CERN-HL7-T — Bi-Directional Interface, Cerner TEST, Annual M&S (includes all upgrades/updates) 1 EA Base Period Total: 4.1 CLIN 0001 — DoseMonitor/Nexodose Annual Maintenance & Support The Contractor shall provide annual software maintenance and technical support for the DoseMonitor/Nexodose application, to include: Access to a technical support/help desk during standard business hours (minimum 8:00 AM – 5:00 PM local facility time, Monday–Friday, excluding federal holidays), with a defined escalation path for critical (system-down) issues. All vendor-issued software updates, patches, and version upgrades released during the period of performance, at no additional cost. Remote diagnostic and troubleshooting support for software defects, performance issues, and configuration errors. Proactive notification of known issues, security patches, and end-of-life/end-of-support milestones affecting the software. Software license renewal/maintenance to ensure continued authorized use of the application for the period of performance. 4.2 CLIN 0002 — Outbound API/HL7 Annual Maintenance & Support The Contractor shall provide annual maintenance and support for the outbound API/HL7 interface(s) used to export dose-tracking data from DoseMonitor/Nexodose to downstream consuming systems, to include: Monitoring and support of outbound message transmission to ensure data integrity and timely delivery. Troubleshooting and remediation of interface errors, message failures, or mapping issues. Support for any vendor-side configuration changes required due to upgrades to the DoseMonitor/Nexodose platform. Documentation of the outbound interface specification, updated as changes occur. 4.3 CLIN 0003 — Bi-Directional HL7 Interface to Cerner, PRODUCTION (One-Time Installation) The Contractor shall design, configure, install, and validate a bi-directional HL7 interface between DoseMonitor/Nexodose and the facility's Cerner Production environment to support orders and results exchange, to include: Interface build and configuration in coordination with facility Biomedical Engineering, Radiology, and Health Informatics/IT staff. HL7 message mapping (e.g., ORM/ORU or applicable message types) between DoseMonitor/Nexodose and Cerner. End-to-end interface testing and validation in the Production environment prior to go-live, including a documented test plan and results. Coordination of a go-live/cutover date with facility stakeholders and the VA Interface Team. Delivery of as-built interface documentation, including message specifications and data mapping. 4.4 CLIN 0004 — Bi-Directional Interface, Cerner PRODUCTION, Annual Maintenance & Support Following successful installation under CLIN 0003, the Contractor shall provide annual maintenance and support for the Production bi-directional HL7 interface, to include: All upgrades and updates to the interface engine/configuration required to maintain compatibility with DoseMonitor/Nexodose and Cerner throughout the period of performance. Ongoing interface monitoring support and troubleshooting of message failures or data discrepancies. Support for interface re-validation following any Cerner or DoseMonitor/Nexodose upgrade that affects message exchange. 4.5 CLIN 0005 — Bi-Directional HL7 Interface to Cerner, TEST (One-Time Installation) The Contractor shall design, configure, install, and validate a bi-directional HL7 interface between DoseMonitor/Nexodose and the facility's Cerner Test/non-production environment, mirroring the scope described in Section 4.3, to support pre-production testing, patch validation, and upgrade regression testing without impact to the Production environment. 4.6 CLIN 0006 — Bi-Directional Interface, Cerner TEST, Annual Maintenance & Support Following successful installation under CLIN 0005, the Contractor shall provide annual maintenance and support for the Test bi-directional HL7 interface, mirroring the scope described in Section 4.4, to ensure the Test environment remains a reliable, up-to-date proving ground for changes prior to Production deployment. 5. PERIOD OF PERFORMANCE Period Dates Base Period 02/01/2027 – 01/31/2028 Option Period 1 02/01/2028 – 01/31/2029 6. PLACE OF PERFORMANCE Work under this SOW shall be performed primarily remotely from the Contractor's facility. On-site support at Legacy VISN sites include: Eastern Kansas: Topeka, KS, Eastern Kansas: Leavenworth, KS, Wichita, KS, Kansas City, MO, St. Louis, MO, Columbia, MO, Poplar Bluff, MO, Marion, IL may be required for initial interface installation, go-live support, or troubleshooting that cannot be resolved remotely, at no additional cost to the Government unless otherwise negotiated and documented in the contract. 7. GOVERNMENT FURNISHED INFORMATION / EQUIPMENT The Government will provide: Remote access credentials/VPN access as required for Contractor support staff, subject to VA background investigation and PIV/security requirements (see Section 9). Access to relevant technical points of contact within facility Biomedical Engineering, Health Informatics, and IT/OI&T staff. Existing system documentation, network diagrams, and interface specifications as available. 8. DELIVERABLES Deliverable Due Date Interface Test Plan (Production & Test) Prior to installation/go-live Interface Validation/Test Results Report Upon completion of interface testing, prior to go-live As-Built Interface Documentation Within 10 business days of go-live Monthly/Quarterly Maintenance Status Report (if required by COR) Per COR-specified cadence Annual Software License/Maintenance Renewal Confirmation Prior to expiration of current M&S term 9. SECURITY AND PRIVACY REQUIREMENTS The Contractor shall comply with all applicable VA information security and privacy requirements, including but not limited to: Execution of a Business Associate Agreement (BAA) if the Contractor will have access to Protected Health Information (PHI). Compliance with VA Handbook 6500 for information security. Completion of VA Privacy and Information Security Awareness training and signed Rules of Behavior by all Contractor personnel prior to system access. Any remote access to VA systems shall be through VA-approved, encrypted connections only. No PHI or PII shall be removed from VA systems or transmitted outside of VA-approved channels. Contractor personnel requiring recurring access to VA networks/systems shall undergo background investigation (e.g., NACI or higher, as determined by the VA Personnel Security office) commensurate with position sensitivity. 10. QUALITY ASSURANCE / ACCEPTANCE CRITERIA All one-time interface installations (CLINs 0003 and 0005) shall be deemed complete upon successful bi-directional message exchange testing, validated jointly by the Contractor and designated facility/VISN 15 technical staff, and formal written acceptance by the Contracting Officer's Representative (COR). Annual maintenance and support services (CLINs 0001, 0002, 0004, 0006) shall be monitored via a Quality Assurance Surveillance Plan (QASP), to be maintained by the COR, measuring support responsiveness, resolution timeliness, and system uptime/availability.
View official listing on SAM.gov→