Combined Synopsis/Solicitation
Circle CVI Software or equivalent in support of VA Portland Healthcare System Portland, Oregon
Department of Veterans Affairs
AI summaryOnly small businesses under the 150-employee size standard can bid. The Department of Veterans Affairs (VA) Portland Healthcare System in Portland, Oregon wants licenses and support for Circle CVI MRI and CT postprocessing software (software that works on scan images), or an equivalent, for a base year plus two option years. The response due date is November 3, 2026, 1:00 PM Mountain, and the award goes to the lowest-priced responsible offer. More in the summary
A newer version of this notice was posted Oct 20, 2026. See the latest version.
AI summary Beta
Summary of the version posted Oct 15, 2026. The notice was amended Oct 20, 2026. Check what else changed on SAM.gov.
Only small businesses under the 150-employee size standard can bid. The Department of Veterans Affairs (VA) Portland Healthcare System in Portland, Oregon wants licenses and support for Circle CVI MRI and CT postprocessing software (software that works on scan images), or an equivalent, for a base year plus two option years. The response due date is November 3, 2026, 1:00 PM Mountain, and the award goes to the lowest-priced responsible offer.
Who can bid (5)
- Small business under the size standard of 150 employees for NAICS 541519; the solicitation is a total small business set-aside.
- Be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed software, verified by documents from the OEM, provided at the time of offer.
- Manufacturer authorization letter (signed, dated, on the manufacturer's letterhead) or a statement that the offeror is the manufacturer, provided at the time of offer.
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- Active registration in the System for Award Management (SAM).
- No Unsatisfactory past performance rating.
How to submit: Email to Contracting Officer Jennifer Robles at jennifer.robles1@va.gov. What to include is under Full summary below. Check the solicitation's instructions on SAM.gov.
Things to watch (6)
- Serious: Small business set-aside. Only small businesses that meet the 150-employee size standard for NAICS 541519 can bid.
- Serious: OEM or authorized reseller proof required with the offer. Bidders must prove they are the maker or an authorized dealer, distributor or reseller with OEM documents, and include a manufacturer authorization letter; without them the offer may be dropped.
- Worth checking: Option year dates differ between documents. The notice and statement of work give Option Year One as December 20, 2027 to December 19, 2028, but the price schedule lists Option 1 and Option 2 with the base year dates, December 20, 2026 to December 19, 2027. Ask the contracting officer which governs.
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- Worth checking: All three offer parts are required. Missing the executed form, the price proposal or the responsibility documents can remove the offer from evaluation.
- Worth checking: Equivalent software must be documented. The buy says Circle CVI or equivalent; an equivalent product must be listed and backed by descriptive literature and a manufacturer authorization letter.
- Minor: Option prices must be balanced. Prices spread unevenly across the base and option years can make the offer unacceptable.
Read from the notice and 2 attachments. Show which files.
- S02 36C26027Q0080.pdf (read)
- 36C26027Q0080_1.docx (read)
Full summary
What they want
- Licenses for Circle CVI (or equivalent) MRI and CT postprocessing software used in the Radiology Department: cardiac MR software for function, flow, angio and tissue mapping, and coronary vessel and calcium scoring.
- Price four software lines in the base year and in each option year (each line is a contract line item number, or CLIN: one priced line of the order): 4D Flow Evolve, 1 Seat; Cardiac MR Evolve, 3 Seats; Core CT Evolve, 3 Seats; Strain Evolve, 1 Seat. Each line is QTY 1.00 YR.
- Provide service and support for the software hosted at the Portland VA Medical Center; service may be done remotely by telephone.
- Include all labor and travel in the price.
- Technicians must be trained by Circle Cardiovascular.
- Send a service report, in a format the contractor chooses, as 1 hard copy and 1 emailed copy within 10 days after completion of repair and maintenance work.
- Contract type
- Firm-fixed-price (one set price, whatever the work ends up costing); a purchase order is anticipated
- Period of performance
- Base year December 20, 2026 to December 19, 2027, plus two option years (December 20, 2027 to December 19, 2028, and December 20, 2028 to December 19, 2029). Total duration under the extension clause may not exceed three years; services may also be extended up to 6 months.
- Place of performance
- VA Portland Healthcare System, 3710 SW U.S. Veterans Hospital Road, Portland, OR 97239-2964
- Estimated value
- Not stated
- How they'll choose
- Lowest price among offers that conform to the request for quotation (RFQ), are within available funding and are reasonable, from a responsible firm with a satisfactory past performance record; one award to a single offeror.
- Offers due
- November 3, 2026, 1:00 PM Mountain (from the version posted Oct 15, 2026; amended since)
- How to submit
- Email to Contracting Officer Jennifer Robles at jennifer.robles1@va.gov
What they'll judge offers on
- Price: total evaluated price is the sum of all CLINs; the offer must be balanced across the base and option years and the price must be reasonable
- Responsibility: rated Acceptable or Not Acceptable, based on descriptive literature and the manufacturer authorization letter
- Past performance: reviewed in the Contractor Performance Assessment Reporting System (CPARS) and in past performance references; no record is rated neither favorably nor unfavorably, and an Unsatisfactory rating blocks award
What to include when you submit
- Email a signed and dated offer to jennifer.robles1@va.gov. It must be complete, self-sufficient and respond directly to the solicitation's requirements.
- Send all three parts or the offer may not be evaluated: Part I executed request for quote, Part II price proposal, Part III responsibility.
- Part I: on the Standard Form 1449 (SF 1449: the form you sign and return as your offer), complete blocks 17a (include the SAM Unique Entity ID), 17b, 30a, 30b and 30c. Also include your tax ID number and SAM UEI.
- Part II: enter unit and extended prices for every CLIN in the price schedule (base 0001-0004, option 1 1001-1004, option 2 2001-2004). Use two decimal places only, typed, not handwritten.
- Part II: prices must be firm fixed and include all labor, overhead, profit, materials and associated costs. Hold prices firm for 60 calendar days from the date set for receipt of offers.
- Part III: provide descriptive literature (illustrations, drawings or other descriptive information) so the contracting officer can evaluate the software and services.
- Part III: provide an authorization letter from the manufacturer on its letterhead, signed and dated, or a statement that you are the manufacturer, at the time of offer.
- Provide documents from the original equipment manufacturer (OEM) showing you are an OEM, authorized dealer, authorized distributor or authorized reseller, at the time of offer.
- If offering equivalent software, list it on the "If equal, list here" lines of the price schedule.
- Quote the total amount of work in the solicitation; offers that leave out part of it will not be accepted.
- Send questions in writing by email to jennifer.robles1@va.gov; telephone inquiries will not be answered. Late quotations will not be accepted.
After award, you must have
- Limitation on subcontracting: for services, do not pay more than 50 percent of the amount the Government pays to subcontractors that are not similarly situated small businesses. Compliance is checked at the end of the base term and each option period. From S02 36C26027Q0080.pdf:
…it will not pay more than 50 percent of the amount paid by the Government for contract performance…
Not in the notice text
- No question deadline is given; questions go to the contracting officer in writing by email.
- The number of past performance references to send, and whether they are required with the offer, is not stated.
- The delivery schedule says all items are due no later than December 19, 2027, while the option years run to December 19, 2029; when licenses are delivered each year is unclear.
- VA clauses 852.239-70 and 852.239-71 (information technology security) are included by title only; their full text is at acquisition.gov and va.gov.
- Clauses 852.215-70 and 852.215-71 (veteran-owned small business evaluation factors) are listed by title, but the evaluation section says award is by lowest price; ask the contracting officer whether they apply.
- No Government estimate or contract value is stated.
- No incumbent or earlier contract is named.
Eligibility and how to respond
- Set aside for small businesses: only a business that counts as small under this notice's NAICS code can bid as the prime contractor. More open small business set-asides under NAICS 541519
- How to submit, from the AI summary: Email to Contracting Officer Jennifer Robles at jennifer.robles1@va.gov. Check it in the notice before you send anything.
- SAM.gov has no description for this notice beyond its title. The work is described in its attachments, listed under Notice details.
- Service contracts usually set minimum pay rates (the Service Contract Act). Price the labor with the SCA price calculator.
Notice details
- Posted
- Oct 15, 2026
- Notice type
- Combined Synopsis/Solicitation
- Office
- 260-Network Contract Office 20 (36C260), Vancouver, WA
- Product/service code
- DA10 · IT and Telecom – Business Application/Application Development Software as a Service
- Business type
- IT, software & telecom (FedReady's grouping, from NAICS 541519)
- Versions
3 versions have been posted, newest first.
- Oct 20, 2026 · Amendment 0002Due Nov 3, 2026
- Oct 20, 2026 · Amendment 0001Due Nov 3, 2026
- Oct 15, 2026 · Combined Synopsis/Solicitation (this version)Due Nov 3, 2026
- Attachments
Past awards and competition
Who has won work like this before, the likely incumbent, and what similar contracts paid, from USAspending.gov.
Before you respond
- How to respond to a solicitation (8 steps)
- How to read a government solicitation
- How to price a government contract
- Set-aside contracts explained
Terms on this notice: Solicitation, Set-aside
Full notice text from SAM.gov
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