VA awards $937K for Vlogic software room scheduling, highlighting IT service needs

Contract Overview

Contract Amount: $936,838 ($936.8K)

Contractor: Alvarez LLC

Awarding Agency: Department of Veterans Affairs

Start Date: 2025-07-01

End Date: 2026-06-20

Contract Duration: 354 days

Daily Burn Rate: $2.6K/day

Competition Type: FULL AND OPEN COMPETITION AFTER EXCLUSION OF SOURCES

Number of Offers Received: 1

Pricing Type: FIRM FIXED PRICE

Sector: IT

Official Description: PUGET SOUND VA MEDICAL CENTER, SEATTLE, WASHINGTON. VLOGIC SOFTWARE ROOM SCHEDULING SERVICES, NASA SEWP TASK ORDER AWARD.

Place of Performance

Location: MCLEAN, FAIRFAX County, VIRGINIA, 22102

State: Virginia Government Spending

Plain-Language Summary

Department of Veterans Affairs obligated $936,838.41 to ALVAREZ LLC for work described as: PUGET SOUND VA MEDICAL CENTER, SEATTLE, WASHINGTON. VLOGIC SOFTWARE ROOM SCHEDULING SERVICES, NASA SEWP TASK ORDER AWARD. Key points: 1. The contract addresses a specific IT need for room scheduling within the Puget Sound VA Medical Center. 2. Competition was conducted under 'full and open competition after exclusion of sources,' suggesting a potentially complex procurement process. 3. The award to ALVAREZ LLC indicates a single contractor is responsible for delivering these specialized software services. 4. The contract duration of approximately one year suggests a need for ongoing, but not necessarily long-term, room scheduling support. 5. The fixed-price contract type aims to provide cost certainty for the VA, shifting performance risk to the contractor.

Value Assessment

Rating: fair

Benchmarking the value of this specific Vlogic software room scheduling service is challenging without more granular data on features and user base. However, the award amount of approximately $937,000 for a one-year term appears within a reasonable range for specialized IT services. Comparisons to similar room scheduling software contracts within the federal government would provide better context for assessing value for money. The fixed-price nature of the contract suggests the VA has defined its requirements clearly, but it also means the contractor bears the risk of cost overruns.

Cost Per Unit: N/A

Competition Analysis

Competition Level: limited

The contract was awarded using 'full and open competition after exclusion of sources.' This procurement method implies that while the competition was intended to be open, certain sources were excluded, possibly due to specific requirements or prior relationships. The fact that only one award was made suggests that either ALVAREZ LLC was the sole responsive and responsible bidder, or the exclusion criteria significantly limited the pool of potential offerors. This level of competition may not yield the most competitive pricing.

Taxpayer Impact: While the competition was not entirely unrestricted, the 'full and open' aspect suggests an attempt to solicit offers broadly. However, the exclusion of sources could potentially limit price discovery and may not be the most cost-effective approach for taxpayers if it unnecessarily restricts the bidder pool.

Public Impact

The Puget Sound VA Medical Center in Seattle, Washington, will benefit from improved room scheduling efficiency. This contract delivers essential IT services to support the operational needs of a major healthcare facility. The primary beneficiaries are VA staff and potentially patients who rely on timely access to scheduled rooms for appointments and procedures. The contract supports the IT services sector by engaging a contractor for specialized software solutions.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Limited competition due to exclusion of sources could lead to suboptimal pricing.
Reliance on a single vendor for critical room scheduling software may pose a risk if the vendor faces issues.
The fixed-price contract requires careful monitoring to ensure the contractor meets all performance obligations.

Positive Signals

The contract is awarded to a single vendor, simplifying management and accountability.
The fixed-price contract provides cost certainty for the Department of Veterans Affairs.
The use of NASA SEWP task order award indicates adherence to established procurement vehicles.

Sector Analysis

This contract falls within the Information Technology (IT) services sector, specifically focusing on software solutions for administrative and operational support. The federal IT services market is vast, with agencies continually seeking software to improve efficiency and manage resources. Room scheduling software is a niche but critical component of facility management, particularly in complex environments like VA medical centers. Comparable spending benchmarks for similar IT services can vary widely based on scope, features, and contract duration, but this award represents a moderate investment for specialized software.

Small Business Impact

The provided data does not indicate if this contract involved small business set-asides or subcontracting opportunities. The award was made to ALVAREZ LLC, and without further information on the size of this contractor or its subcontracting plans, the direct impact on the small business ecosystem remains unclear. Future analysis could explore if ALVAREZ LLC is a small business itself or if it intends to utilize small business subcontractors.

Oversight & Accountability

Oversight for this contract will likely be managed by the Department of Veterans Affairs' contracting officers and program managers responsible for IT services at the Puget Sound VA Medical Center. The NASA SEWP (Strategic Sourcing for the Acquisition of Various Electronic Services) vehicle itself has oversight mechanisms. Transparency is facilitated through public contract databases. Inspector General jurisdiction would apply if any fraud, waste, or abuse is suspected.

Related Government Programs

VA Electronic Health Record (EHR) Modernization
Federal IT Infrastructure Modernization Programs
Healthcare Facility Management Software
NASA SEWP Contracts

Risk Flags

Limited competition
Single award
Potential vendor lock-in

Frequently Asked Questions

What is this federal contract paying for?

Department of Veterans Affairs awarded $936,838.41 to ALVAREZ LLC. PUGET SOUND VA MEDICAL CENTER, SEATTLE, WASHINGTON. VLOGIC SOFTWARE ROOM SCHEDULING SERVICES, NASA SEWP TASK ORDER AWARD.

Who is the contractor on this award?

The obligated recipient is ALVAREZ LLC.

Which agency awarded this contract?

Awarding agency: Department of Veterans Affairs (Department of Veterans Affairs).

What is the total obligated amount?

The obligated amount is $936,838.41.

What is the period of performance?

Start: 2025-07-01. End: 2026-06-20.

What is the track record of ALVAREZ LLC in providing similar Vlogic software room scheduling services to the federal government?

Information regarding ALVAREZ LLC's specific track record with Vlogic software room scheduling services for the federal government is not detailed in the provided data. A comprehensive assessment would require reviewing past performance evaluations, contract history, and client feedback for ALVAREZ LLC. This would help determine their experience, reliability, and success in delivering comparable solutions. Without this historical data, it is difficult to definitively assess their capability and suitability for this specific task order beyond the fact that they were selected as the awardee.

How does the pricing of this contract compare to similar room scheduling software solutions procured by other federal agencies?

Direct comparison of this contract's pricing to similar room scheduling software solutions is difficult without access to a broader dataset of federal procurements for comparable services. The award amount of approximately $937,000 for a one-year term provides a benchmark for the Puget Sound VA Medical Center. However, factors such as the specific features of the Vlogic software, the number of users or rooms supported, the level of integration required, and the specific terms of service can significantly influence pricing. A detailed market research report or a comparative analysis of multiple federal contracts for room scheduling software would be necessary to establish a robust benchmark.

What are the primary risks associated with this contract, and what mitigation strategies are in place?

Key risks include potential vendor lock-in if the Vlogic software is proprietary and difficult to replace, performance issues if ALVAREZ LLC fails to deliver adequate support, and potential cost overruns if the fixed-price contract does not adequately account for unforeseen complexities. Mitigation strategies typically involve robust contract management, clear performance metrics, regular progress reviews, and contingency planning. The Department of Veterans Affairs would also have recourse through contract clauses for non-performance. The limited competition aspect also presents a risk of suboptimal pricing, which could be mitigated through thorough market research and negotiation.

How effective is the Vlogic software in meeting the room scheduling needs of a large VA medical center?

The effectiveness of the Vlogic software in meeting the room scheduling needs of the Puget Sound VA Medical Center is not explicitly detailed in the award data. The fact that the VA has awarded this contract suggests a perceived need and a belief that Vlogic, or the services provided by ALVAREZ LLC using Vlogic, will address these needs. To assess effectiveness, one would need to examine user feedback, system performance metrics, and the extent to which the software improves efficiency in room utilization and scheduling processes within the medical center. Post-award performance monitoring will be crucial.

What has been the historical spending by the Department of Veterans Affairs on room scheduling software or similar IT services?

Historical spending data for the Department of Veterans Affairs (VA) on room scheduling software or similar IT services is not provided in this specific award notice. However, the VA, as a large healthcare provider, likely invests significantly in various IT solutions to manage its extensive network of medical centers and clinics. This includes systems for patient scheduling, resource management, and facility operations. Analyzing past VA budgets and contract awards for IT services, particularly those related to facility management and operational efficiency, would provide context for this current expenditure. This single award represents a portion of the VA's broader IT investment strategy.

Industry Classification

NAICS: Professional, Scientific, and Technical Services › Computer Systems Design and Related Services › Other Computer Related Services

Product/Service Code: IT AND TELECOM - INFORMATION TECHNOLOGY AND TELECOMMUNICATIONS › IT AND TELECOM - APLLICATIONS

Competition & Pricing

Extent Competed: FULL AND OPEN COMPETITION AFTER EXCLUSION OF SOURCES

Solicitation Procedures: SUBJECT TO MULTIPLE AWARD FAIR OPPORTUNITY

Offers Received: 1

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Address: 161 FORT EVANS RD NE STE 335, LEESBURG, VA, 20176

Business Categories: Category Business, HUBZone Firm, Limited Liability Corporation, Partnership or Limited Liability Partnership, Service Disabled Veteran Owned Business, Small Business, Special Designations, U.S.-Owned Business, Veteran Owned Business

Financial Breakdown

Contract Ceiling: $2,526,459

Exercised Options: $936,838

Current Obligation: $936,838

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Parent Contract

Parent Award PIID: NNG15SD19B

IDV Type: GWAC

Timeline