Request for Information (RFI) Veterans Health Administration (VHA) Health Record Staging, Transportation, and Storage THIS IS A REQUEST FOR INFORMATION (RFI) ONLY (as defined in FAR 15.201(e)); this is not a solicitation. A formal solicitation is not available at this time. This notice does not constitute a commitment by the United States Government and does not obligate the Government to award a contract or pay for the information provided in response. Responders are solely responsible for all expenses associated with responding to this RFI. INSTRUCTIONS FOR RESPONDING TO THIS RFI Response Format/Page Limitations: The overall total page limit for responses to this RFI has no limit; however, the Government recommends a clear and concise response to reduce the number of pages submitted to ensure that its response is complete and sufficiently detailed. Interested parties should limit marketing material in order to allow sufficient space for adequately, directly, and substantively responding with the information of most interest to the Government. When responding, please also confirm your company s Socio-Economic Category and Unique Entity Identifier (UEI). If responding as a Service-Disabled Veteran Owned Small Business or Veteran Owned Small Business, please submit proof of your certification with your submission. Verification of your certification can be found through https://veterans.certify.sba.gov/. IMPORTANT NOTE: If your company has an existing contracting vehicle that can fulfill this need i.e. GSA Schedule, Federal Supply Schedule (FSS), NASA SEWP, NIH, Supply Schedule, or any other existing contract or Basic Ordering Agreements (BOA), etc., in your response, please provide enough information for the Government to analyze those resources to include points of contact, contract number/name, etc. Submission: Responses to this RFI shall be submitted to Deidre Parker and Lindsay Gray via email
[email protected] and
[email protected] no later than February 02, 2026. FAR 52.215-3 Request for Information or Solicitation for Planning Purposes (Oct 1997) The Government does not intend to award a contract on the basis of this solicitation or to otherwise pay for the information solicited except as an allowable cost under other contracts as provided in subsection 31.205-18, Bid and Proposal costs, of the Federal Acquisition Regulation. (b) Although proposal and offeror are used in this Request for Information, your response will be treated as information only. It shall not be used as a proposal. (c) This solicitation is issued for the purpose of: seek information from interested and capable firms. (End of provision) Veterans Health Administration (VHA) Health Record Staging, Transportation, and Storage The Department of Veterans Affairs (VA), Veterans Health Administration (VHA) seeks information from qualified vendors to inform the development of a long-term strategic solution for the disposition, modernization, and cost-effective management of approximately 1.8 million cubic feet of analog health records currently stored at the VA Records Center and Vault (RCV) in Neosho, Missouri. The purpose of this RFI is to gather information from qualified firms capable of supporting the VA in evaluating and implementing a comprehensive solution for the disposition and modernization of analog health records. This includes potential options to relocate, digitize, or securely archive records to ensure long-term accessibility, compliance, and cost-effective management. Any responding contractor may respond to any number of questions posed in this RFI, and a submission does not mandate a response to each question asked. Any and all socioeconomic categories are encouraged to respond. Responses should be as complete and informative as possible. A. High-Level Scope of Work The scope includes the capability to support, implement, or facilitate any of the following three records lifecycle management options: Move physical records to: a. An offsite National Archives and Records Administration (NARA) Federal Records Center b. An offsite Commercial storage facility Digitize and integrate: a. Records into the Federal Electronic Health Record (EHR) system by contractor b. By VHA employees using provided digitization resources Digitize and store the records in archived cloud-based storage (not EHR-integrated) B. Information Needed in the Response to this RFI: All responding sources may submit a response in accordance with the information provided. Your response must address, in detail, how you can provide the government with the capabilities specific to a comprehensive solution for the disposition and modernization of analog health records. This includes potential options to relocate, digitize, or securely archive records to ensure long-term accessibility, compliance, and cost-effective management. The responses should include, but are not limited to, the following: Company Information: Name of Company Address Point of Contact Phone Number Email address Company Business Size and Status For VOSB and SDVOSBs, proof of verification in VetCert. NAICS code(s) Socioeconomic data SAM UEI Number Existing Contractual Vehicles (GWAC, FSS, or MAC) C. Information Requested The following is requested as a mandatory response. Vendors should address the specific capabilities they offer to support one or more of the three options, including any innovation in automation, analytics, compliance tracking, or integration with VA infrastructure. For each option, vendors should provide an overview of their technology, services, and pricing structures for one or more of the immediately below options. Include examples or case studies that demonstrate experience with large federal records digitization projects. Option 1 Outline a detailed physical transfer and staging plan, including how records will be prepared, staged, and moved from Neosho RCV while maintaining chain of custody and Protected Health Information (PHI) and Personally Identifiable Information (PII) protections. Include the following: Describe the proposed end to end physical transfer process, including inspection, preparation, packing, labeling, and staging of records at or near the Neosho RCV prior to shipment. Explain how records will be tracked at box and pallet level throughout staging, loading, transport, and receipt including barcoding/ Radio-frequency identification (RFID), chain of custody logs, and reconciliation upon arrival. Identify facility(ies) used for pre move staging (on- or off site), how environmental controls and security will be maintained, and how the vendor will avoid disrupting VA operations at the Neosho RCV. Option 2 VHA EHR indexing is a structured clinical and Health Information Management (HIM) process that exceeds simple document scanning. Vendors shall describe their methodology for: Indexing and mapping fragile analog records to VistA or Oracle Health EHR platforms, including application of VA-specific indexing metadata (e.g., encounter date, VHA document types such as progress notes, imaging reports, consults) to ensure records are accurately located and retrieved within the EHR. Implementing HIM and clinical validation workflows for indexing, including quality assurance sampling (e.g., 95% accuracy), verification of indexing/metadata accuracy, and error reconciliation prior to EHR ingestion. Handling non-standard and legacy formats (e.g., handwritten subjective, objective, assessment, and plan (SOAP) notes, multi-part forms, oversized media) while preserving clinical and administrative context through precise indexing necessary for ongoing care, benefits adjudication, legal use, and analytics. Option 3 Describe proposed cloud-based archival storage solutions for digitized records, including Federal Risk and Authorization Management Program (FedRAMP) authorization level, data residency, encryption at rest/in transit, and compliance with VHA Directive 6300(2), VHA HIM policies (e.g., VHA Directive 1907.01), and NARA records schedules (RCS 10-1): Explain how archived images and associated indexing metadata will be stored so that VA can reliably search, retrieve, export, and audit records by veteran, date of service, facility, and record type over the full records retention period. Identify retrieval time expectations (e.g., standard vs. expedited), cost implications of retrieval frequency, and any lifecycle tiering strategy (hot/warm/cold storage) that supports VA s operational and legal needs. D. Technical Aspects Vendors should also address the following technical areas: Secure physical transfer logistics (including PHI/PII protections) Certified digitization capabilities for fragile and high-volume records Integration methods with VistA or Federal EHR systems (e.g., Oracle Health, Millennium) Use of National Institute of Standards and Technology (NIST)-compliant, FedRAMP-authorized cloud archival platforms Metadata and indexing solutions for file-level tracking Records lifecycle and retention compliance under VHA Directive 6300(2) and NARA requirements Ability to comply with Robinson v. McDonald and Office of Management and Budget (OMB)/NARA Memo M-23-07 conditions E. Intended Vendor This Request for Information (RFI) is exploratory in nature. The Government has not identified any intended vendor(s) and seeks open participation from all interested, capable contractors. VA encourages responses from: Service-Disabled Veteran-Owned Small Businesses (SDVOSB)/ Veteran-Owned Small Businesses (VOSB) (VetCert verified) General Schedule Administration (GSA) Schedule/ Federal Supply Schedule (FSS) holders Vendors with prior experience with large federal records digitization or NARA-compliant storage solutions are especially encouraged. F. Estimated Cost The Government seeks Rough Order of Magnitude (ROM) cost estimates if applicable to the solution being proposed: Per-box or per-page digitization cost Transportation and logistics (by trailer or pallet) Commercial storage (annual per cubic foot or per box) Federal EHR ingestion costs (by document or by project phase) Cold/archival cloud storage (annual cost per TB or per image) Any startup costs, scanning QA, metadata creation, or reboxing Vendors should clarify if the pricing is subscription-based, pay-as-you-go, or one-time implementation fee. Vendors may break out costs by option, task, or delivery milestone. G. Optional Information In addition to the Neosho RCV records, the Government is interested in understanding enterprise-wide digitization and indexing solutions that could support VHA facilities nationally. Vendors are encouraged (but not required) to describe any scalable, enterprise-level platforms, services, or operating models that VA could consider for broader health record scanning and EHR integration in the future H. Point of Contact Responses are due no later than February 02, 2026 via email to
[email protected] and
[email protected] , Please note Health Record Staging, Transportation, and Storage-RFI 36C10G26Q0029 in the subject line of your response. Mark your response as Proprietary Information if the information is considered business sensitive. The email file size shall not exceed 5 MB.