Sources Sought
(New Action): VA Procurement Policy Documentation Control Software (VA-27-00008195)
Department of Veterans Affairs · Sol. 36C10B26Q0830
Due in 6 days
AI summary Beta
Some details weren't available to this summary, so it may miss requirements. Check the attachments on SAM.gov.
The VA Office of Procurement Policy is asking vendors (a Request for Information, not a solicitation) about a document control system for Standard Operating Procedures, forms and reference materials, used by roughly 400,000 VA personnel. It must be a cloud SaaS or a Microsoft SharePoint Online-native application. The draft plan is a 12-month base period starting December 1, 2026 plus one 12-month option. The response deadline was extended by Amendment 0001 to October 13, 2026.
Watch out for
- Heavy VA security and compliance load. The draft requires FedRAMP or tenant-only operation, a VA ATO, zero-trust critical controls, SBOMs, incident reporting within one hour and background checks, which is costly for a small software reseller or developer.
Successful issuance of a VA ATO will be required before live VA data can be used in the system.
- Very large user base. The system must serve about 400,000 concurrent read-access users, so scale and performance proof will matter.
Must support approximately 400,000 concurrent read-access users
- Not a solicitation; documents are drafts with blanks. This is market research. The draft PD has placeholders (impact level, part numbers, quantities, POCs), so requirements and scope may change.
This Request for Information (RFI) is issued for information and planning purposes only and does not constitute a solicitation
- Conflicting due dates and description wording across documents. The base RFI says responses are due September 30, 2026 and mentions warehouse operations, but Amendment 0001 extends the deadline to October 13, 2026; follow the amendment and expect inconsistencies.
the response deadline has been extended to October 13, 2026, at 10:00 a.m. Eastern Time
- Extensive AI-related terms if AI is included. If any AI is part of the solution, the contractor must deliver documentation packages, monitoring plans and change disclosures, and non-compliance can withhold payment or lead to termination.
is a material condition of eligibility for payment and continued performance.
- Short response page limit. Responses are capped at 6 pages, so the capability package must be tight.
Please keep your response to no more than 6 pages.
Read from the notice and 3 attachments. 1 not read in full.
- 36C10B26Q0830 0001.docx
- DRAFT - Product Description - SharePoint Online Integration.docx
- 36C10B26Q0830.docx
- RFI 36C10B26Q0830 - QandA.xlsx: spreadsheet: not read yet
Full brief
What they want
- Document control software to publish, display, version and archive SOPs, fillable or static forms, reference documents and job aids
- Native SharePoint Online integration or a SharePoint-embedded SaaS app; no physical hardware
- Support about 400,000 concurrent read-access users, with Entra ID single sign-on
- Formatted SOP pages (not file downloads), a searchable catalog/table of contents with version number, change synopsis and effective date
- Full version history with read-only archives, scheduled future-dated publishing, and draft isolation from end users
- Role-based access (end users, content administrators, system administrators) and notifications for scheduled publications, expiring procedures and review cycles
- Section 508 / WCAG 2.1 AA accessibility, IPv6-only and dual-stack support, works on desktops, tablets and mobile
- FedRAMP Moderate authorization or operation entirely inside the existing VA Microsoft 365 tenant
- Contract type
- Not stated (RFI for market research); draft Product Description lists a base period and one option, with a commercial software/subscription structure
- Period of performance
- Draft: December 1, 2026 to November 30, 2027 base period, plus one 12-month option period exercised at the Government's discretion
- Contract vehicle
- Not stated as limited to a vehicle; GSA Schedule contractors are told to respond through GSA, and vendors may recommend an existing contract vehicle
- Offers due
- 2026-10-13 10:00 AM Eastern Time (extended by Amendment 0001; the original RFI text said 1:00 PM EST, September 30, 2026)
- How to submit
- Email to both Ana Subashi (Ana.Subashi@va.gov) and Kendra Casebolt (Kendra.Casebolt@va.gov). GSA Schedule contractors are told to submit through GSA instead.
- Page limits
- No more than 6 pages
What to include when you submit
- Give company name, CAGE/DUNS, address, point of contact, phone and email
- Small businesses: say whether at least 50 percent of the amount paid by the Government will go to similarly situated firms
- Give a brief technical approach, list any previous or existing VA contracts with similar work, and recommend a contract vehicle if one exists
- Say whether the draft Product Description is detailed enough; if not, give comments and questions
- Small businesses: state your intent and ability to meet set-aside requirements, plus proposed team members, work percentages and subcontracted PD requirements
- SDVOSB and VOSB firms: state whether at least 50% of cost incurred goes to prime or other eligible SDVOSB/VOSB employees, including the planned prime percentage
- Vendors with a commercial solution may indicate interest in giving a demonstration
- Mark proprietary or competition-sensitive material clearly on every page that contains it
You must have
- Solution must hold FedRAMP Moderate authorization or run entirely inside the existing VA Microsoft 365 tenant; a VA Authority to Operate (ATO) is needed before live VA data is used
FedRAMP Moderate authorization OR operation entirely within the existing VA Microsoft 365 tenant
- Compliance with Section 508 / WCAG 2.1 AA accessibility
Section 508 / WCAG 2.1 AA compliant
- Solution must support IPv6-only and dual-stack operation
IPv6-Only and dual-stack (IPv6/IPv4) support required
- Contractor staff need VA background investigations (roster due within 3 business days of award), VA privacy and security training, and signed Rules of Behavior
Within 3 business days after award, the Contractor shall provide a roster of Contractor and Subcontractor employees to the COR
- Must comply with VA Critical Security Controls, VA Technical Reference Model and TIC 3.0; any AI features must follow VA AI rules and an attestation
any network connected software system or service must meet the VA Critical Security Controls
- Registered in SAM (CAGE/DUNS requested in response); no set-aside is stated on the notice
CAGE/DUNS Number under which the company is registered in SAM/VetBiz.gov
Not in the notice text
- Answers in the RFI Q&A spreadsheet (RFI 36C10B26Q0830 - QandA.xlsx), which was not read and may change requirements
- Estimated value or budget
- Contract type and pricing structure (the draft part number and quantity lines are blank placeholders)
- Set-aside decision for any future solicitation
- FedRAMP impact level (left as a placeholder in the draft)
- Place of performance (not stated)
- Whether and when a solicitation will follow
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Key facts
- Response due
- Oct 13, 2026, 2:00 PM UTC
- Posted
- Sep 30, 2026
- Notice type
- Sources Sought
- Solicitation
- 36C10B26Q0830
- Agency
- Department of Veterans Affairs
- Office
- Technology Acquisition Center NJ (36C10B)
- NAICS
- 541519
- Product/service code
- 7A21
- Business type
- IT, software & telecom
- Contracting contact
- Ana SubashiAna.Subashi@va.gov848-377-5100
- Versions
- 2 (amended since first posted)
Full notice text from SAM.gov
The purpose of Amendment 0001 to Request for Information (RFI) 36C10B26Q0830, titled VA Procurement Policy Documentation Control Software (VA-27-00008195), is to notify all interested vendors that the response deadline has been extended to October 13, 2026, at 10:00 a.m. Eastern Time. This extension allows vendors additional time to review the questions and answers received and to revise or submit their responses. Please make sure when submitting to email both Ana Subashi at Ana.Subashi@va.gov and Kendra Casebolt at Kendra.Casebolt@va.gov. Except as expressly amended herein, all other terms and conditions of the RFI remain unchanged and in full force and effect.
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