Virtual Eye Exam Software --Sources Sought Notice

Description

This is a Sources Sought Notice issued in accordance with FAR 10.002(b)(2) to conduct market research and identify qualified vendors capable of providing Virtual Eye Exam Software and related hardware for the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Digital Health Office (DHO). This notice is not a solicitation or request for proposals, and responses will not be considered offers.

The Department of Veterans Affairs is seeking a robust, scalable, and secure Virtual Eye Exam Software platform capable of delivering high-quality remote eye care services to veterans across multiple VA medical facilities. The software must support remote refractions, device integration, real-time video functionality, and electronic health record interoperability, while also meeting VA cybersecurity, accessibility, and compliance standards.

The solution must meet or exceed the following requirements:
1. System Architecture and Hosting
• Cloud-based architecture strongly preferred; compatibility with VA Enterprise Cloud (VEC) required.
• If externally hosted, the system must have FedRAMP Authorization.
• Must support redundancy, failover, and data backup consistent with VA risk management guidelines.
• Must operate with low latency (<1 second) for real-time interaction between remote provider and patient station.
2. Security & Authentication
• Must offer integration with VA identity and access management (IAM) systems, including:
o SAML 2.0
o OAuth 2.0
o Windows Integrated Authentication
o Entra ID / Federation Services
• Must support two-factor authentication and secure role-based access control (RBAC).
• Must be compliant with VA Handbook 6500 cybersecurity standards and VA-approved firewall/infrastructure environments.
3. Device & Peripheral Integration
• System must support remote and/or local control of key ophthalmic diagnostic devices, including:
o Digital phoropter and acuity chart
o Autorefractor
o Lensometer
o Retinal camera (fundus photography)
o Anterior segment video/slit lamp
o OCT (Optical Coherence Tomography)
o Visual Field (VF) analyzers
• Must support plug-and-play compatibility with multiple manufacturers’ devices (e.g., Topcon, Haag-Streit, Nidek, Reichert).
4. Clinical Workflow & User Interface

• Must provide a centralized dashboard showing live exam data across modalities.
• Dashboard must allow local vs remote toggling of controls (e.g., onsite tech vs remote OD).
• Must include multi-site patient queuing, wait-time tracking, and live status indicators.
• Must support locking/unlocking patients to individual providers to prevent workflow conflicts.
• Must allow MP4 capture/download of clinical video and storage of exam metadata.
5. Documentation & EHR Integration
• Solution must allow:
o Copy/paste functionality for discrete data elements.
o Strong preference for automated data transfer to VA CPRS and future fEHR platforms.
o Ability to tag, annotate, and archive patient exam videos/images for VA record systems.
6. Compliance Standards
• Must be TRM approved or under review by VA’s Office of Information and Technology (OI&T).
• Must comply with Section 508 accessibility requirements and include a VPAT.
• Must be capable of pursuing or holding an ATO (Authority to Operate) within VA’s security framework.
7. Video Platform Compatibility
• Must be compatible with VA telehealth platforms such as VA Video Connect (VVC) and VA Zoom.
• Preference for built-in video switching or native VA integration without requiring 3rd-party apps.
8. Scalability & Maintenance
• System must be scalable across multiple VA medical centers and Community-Based Outpatient Clinics (CBOCs).
• Vendor must provide ongoing software maintenance, bug fixes, and version upgrades with minimal service disruption.
• Remote training and onboarding support must be available.
9. Demonstration Requirement
• Vendors may be required to provide a live or recorded demonstration to validate their system’s interoperability, real-time functionality, and compatibility with the hardware specified above.

This is not a solicitation and does not guarantee a future procurement. The VA reserves the right to change the acquisition strategy based on the responses received. Participation is voluntary and at no cost to the Government. This notice is not to be construed as a commitment to issue a solicitation or award a contract.

The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Businesses. However, if there are insufficient Service-Disabled Veteran Owned Small Business responses, an alternate set-aside or full and open competition may be determined.

The FAR Provision found at 52.204-7(b)(1) requires that “An Offeror is required to be registered in SAM when submitting an offer or quotation and at time of award.” You may access the SAM website at SAM.gov | Home. All offerors must be certified with the appropriate NAICS code on the SAM website. All SDVOSB/VOSB offerors must be verified in the SBA database at: https://veterans.certify.sba.gov/#search at the time of submission.