Page 4 of 4 Oklahoma City VA Medical Center Radiology Film Storage Oklahoma City OK 73104 1. The Oklahoma City VA Medical Center (fully digital since 2005) ceased the printing of hard copy films and maintains a filmless environment. The medical center now requires all hard copy x-ray patient jackets be maintained and stored at an outside facility. 2. At the present time the VAMC in OKC has approximately 340 Square Feet of Radiology film jackets containing film needing to be stored. All patient jackets contain at least one film Jacket while some patient jackets could have 30 or more films and multiple jackets. This is a Base plus Four, fixed price contract (Base contract with possibility of up to four option years). All option years are dependent on funding and the VA reserves the right to not exercise an option year for any reason. Contractor shall be NARA or have been assigned a GRS (National Archives General Records Schedule) 3. Contractor shall digitize comparative film studies on demand in advance of scheduled patient exams when requested by Radiology staff at the OKC VAMC. The digitized study must be transmitted to the OKC VAMC PACS to be viewed for digital copy interpretation on the OKC VAMC s diagnostic workstations. The contractor shall: Remove files from existing location in a strategic process to insure availability of patient files. Provide and maintain a detailed inventory of all patient jackets removed from their current location of storage. This information will be provided to the OKC VAMC, Department of Radiology, by an encrypted CD. Maintain storage of analog film files in accordance with Federal Retention requirements (VHA Records Control Schedule 10-1) in a NARA (National Archives and Record Administration) compliant storage facility. Perform purging of patient jackets that have reached retention requirements in accordance with federal/national requirements. Meet quality standards for mammography scanning as required by Mammography Quality Standards Act (MQSA) regulations and VHA Handbook 1105.03. Digitize analog film studies (historically approximately 50 per year) to be transmitted to the OKC VAMC Picture Archive Capture System (PACS) system for comparative review in DICOM digital archiving requirements when requested by the OKC VAMC within one hour of request. Provide 24 hour/7 days a week availability of comparative studies. These comparative studies must be high quality diagnostic digital film studies 4. DISPOSITION OF RECORDS: The VA RCS 10-1 (Records Control Schedule 10-1) contains retention and disposition requirements for VHA records which have been authorized by NARA or have been assigned a GRS (National Archives General Records Schedule) disposal authority. Record disposition refers to the transfer of records to a records storage facility, transfer of permanent records to the National Archives, the destruction of records, and other appropriate actions to dispose of records. Unless retrieved, records transferred to a storage facility will be destroyed after expiration of their retention requirements. However, the transferring facility will be notified prior the destruction of the records. The transferring facility will be notified by the storage facility that the records will become eligible for destruction in the near future. 4. PERMANENT AND UNSCHEDULED RECORDS: Agent Orange/Desert Storm, Persian Gulf, Radiation Exposure, employee, films labeled Do Not Destroy , etc. designated patient jackets are considered permanent records. Permanent (archival) records are defined as records that have been appraised by NARA to have sufficient historical value or other value to warrant permanent preservation at the National Archives. Unapprised and unscheduled records are records that have not been evaluated to determine their record retention value, i.e., retention and disposition standards. Such records are to be retained until disposition authority is received from the transferring facility or NARA. Location of performance VA Medical Center 921 NE 13th. St Oklahoma City, OK 73104-5007 IMPORTANT NOTE: This RFI (Request for Information) is for information only; no award will be made from this RFI. Please communicate via e-mail to orrellius.williams@va.gov by COB (15:30) August 16, 2024 as to your company s ability to perform service per this brief Scope of Work. If interested, please provide the following: Please state your company s business size Please provide DUNS number If you have an FSS/GSA contract that includes this service Provide FSS/GSA contract number if applicable
