HT001126RFI0244 DES Support.pdf

SOURCES SOUGHT

Disability Evaluation System (DES) Support

1.0 Description

1.1 THIS SOURCES SOUGHT IS BEING ISSUED IN ACCORDANCE WITH FAR 19.805, IN

WHICH DHA SEEKS TO ISSUE A COMPETITIVE SMALL BUSINESS SET-ASIDE

REQUIREMENT. The Medical Affairs, Clinical Support Division of the Defense Health Agency (DHA) has a requirement to provide specialized support to the DES program, to include: all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform professional, administrative, and management support activities for the DES and associated programs.

1.2 THIS IS A SOURCES SOUGHT. This Source Sought is being issued for market research and to identify potential contractors with the capability to fulfill the Government’s need. It does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. Respondents are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this Sources Sought; all costs associated with responding to this Sources Sought will be solely at the interested party’s expense. Not responding to this Sources Sought does not preclude participation in any future RFP, if any is issued. Either a notice of intent to sole source or solicitation synopsis will be posted via SAM.gov.

2.0 Background

2.1. This is a non-personal services contract to provide professional, administrative, and management support for DES and associated programs. The resulting contract will provide support to the Deputy Assistant Secretary of Defense (DASD) for Health Services and Policy Oversight (HSP&O) and the Director (DHA) in their missions of policy and program development and oversight of the DES the Special Compensation for Assistance with Activities of Daily Living (SCAADL), and the Compensation and Benefits Handbook. The contract will also provide administrative and records management support to the DHA office located in Falls Church, Virginia.

2.2. The DES is the mechanism DoD uses for determining fitness for duty, separation, or retirement of Service members because of disability in accordance with all applicable laws, regulations, and policies.

The DoD oversees, monitors, and reports on the Armed Forces’ DES programs; develops policies and procedure to ensure proper performance and on-going process improvements of this program; and works in direct collaboration with the Department of Veterans Affairs (VA) to oversee and execute the Integrated

DES (IDES).

3.0 Objective

3.1. The contractor shall provide services for program management and administrative support for the DES and SCAADL programs. Tasks include, but are not limited to, supporting the following:

• Strategic planning and policy development. Research and compare existing and recommend new guidance and/or revise programs.

• Operational monitoring, evaluation, documentation of program performance and execution, and coordination with internal and external organizations and federal agencies to synchronize and expand services and dissemination of program information.

• Data analysis and analytical reporting in support of recurrent or new requirements; provide standardized and ad hoc reports as well as analysis and reports to inform the policy decision making process.

• Quality assurance of the DES, to include development of quality assurance policies and procedures, and reporting.

• Administrative support to include meeting planning and coordination and maintaining rosters and suspense logs.

4.0 Responses

4.1 Interested parties are requested to respond to this Sources Sought with a Capability Statement to include two sections: Section 1-Administrative Information (Section 4.3) and Section 2-Capability Statement (Section 4.4). Capability Statements should be tailored to the particulars of this effort. In addition, if significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management approach for such arrangements.

4.2 Capability Statements should be submitted in Adobe PDF format and are due no later than 1:00 PM EST, Tuesday, June 16, 2026. Responses shall be limited to the details provided in each section and submitted via e-mail to Crystal Randolph, crystal.d.randolph.civ@health.mil. Please use the following title in your email subject line HT001126RFI0244-DES Support. Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid the Government, please segregate proprietary information. Please be advised that all submissions become Government property and will not be returned. Sources Sought submissions submitted after the due date will not be assessed.

4.3. Section 1 (Administrative) shall include the following and not exceed two (2) pages:

4.3.1. Company name, mailing address, phone number, Authorized Point of Contact (POC) and POC e-mail.

4.3.2. In order for the Government to assess the market capability of your company or organization as to the administration of one or more aspects of the DES contract, please provide the following information:

Please provide the following company information:

a. DUNS and CAGE Code

b. Registered NAICS Code(s);

c. Business size status (small or other than small) and active SBA certifications (if applicable)

d. Applicable GSA SINs [to include description of SIN product/service classification/description];

e. Contracting vehicles that would be available to the Government for the procurement of the service.

[i.e. GSA PSS, GSA OASIS, NASA SEWP, etc.] (This information is for market research only and does not preclude your company from responding to this notice.)

4.3.3. Questions to Respondents – Provide answers to the following questions, include assumptions or other conditions.

a. Given a complete solicitation, would you be able to perform 50% of the cost incurred for personnel with your own employees in accordance with FAR 19.809-2(a)?

b. Considering the answer to the previous question and the likelihoods the results of this sources sought could support a competitive solicitation, would your company respond to a solicitation for competitive proposals?

c. Under which NAICS code does your company usually provide the requirements described in the Sections 2.0, 3.0 and 4.4?

d. If representing as a small business concern, does your company have experience, as a prime contractor, with the requested scope of work or similar?

e. The anticipated NAICS for this acquisition is 541611. Do you agree this is the appropriate NAICS for these services? If not, what NAICS is recommend and why?

mailto:crystal.d.randolph.civ@health.mil

4.4 Section 2 (Capability Statement) shall include the following and not exceed three (3) pages:

4.4.1 Capability Needs

In accordance with the PWS, the Contractor, at a minimum, should have the capability to:

Primary functions:

• Provide experience with DoD 5110.4-M, NRMP Directive M-12-18, DoDM 1332.18 Volume

2, Medical Evaluation Board, Physical Evaluation Board, SCAADL and Veteran’s Tracking Application (VTA), Defense Personnel Records Information Retrieval System (DPRIS) or similar service.

• Demonstrate experience with reviewing current records management programs and make recommendations to the government records custodian on initiatives that includes a file plan for the organization’s records, the retirement of temporary and permanent records and the creation of new folders to facilitate document management for the new fiscal and calendar year.

• Provide experience or familiarity with analyzing Military Department DES and SCAADL program compliance with DoD strategic and operational policies, procedures, and other forms of guidance.

• Analyze, research, propose changes to, develop, and monitor the Military Services’ compliance with the DES Quality Assurance Program IAW DoDM 1332.18, Volume 2.

• Review program performance against established goals and other indicators and develop recommended courses of action to change existing or development of new program processes and/or DoD policy.

• Monitor data quality in all program related systems, to include the Veteran’s Affairs VTA.

• Analyze DES and SCAADL data and reports, to include performance, quality assurance, annual, biennial and triennial reports, making recommendations for process improvements.

Supplemental Functions:

• Provide administrative, policy and operational support to sustain the mission and functions.

• Coordinate staff actions, events, and activities to support the daily operations, to include, maintain an electronic suspense log for routine and non-routine correspondence, reports, and internal actions and provide a summary report.

• Provide briefing, reporting, and written documentation support.

• Develop, refine, and generate standing and frequent ad hoc reports using a variety of DoD-approved data analysis software to analyze and report on large data sets coming from multiple data sources.

• Maintain information systems in compliance with security requirements in DHA AI 042, “Security of Unclassified DoD Information on non-TMA Information Systems”, DoDI 8582.01, “Security of Unclassified DoD Information on non-DoD Information Systems”, and National Institute of Standards and Technology (NIST) Special Publication (SP) 800-171, “Protecting Controlled Unclassified Information in Nonfederal Information Systems and Organizations” (available via the internet at http://dx.doi.org/10.6028/NIST.SP.800-171) in effect at the time the solicitation is issued.

• Provide status of NIST SP 800-171 and compliance.

5.0 Industry Discussion

N/A

6.0 Summary

THIS IS A SOURCES SOUGHT ONLY to identify sources that can provide DES support. The information provided in the sources sought is subject to change and is not binding on the Government.

The DHA has not made a commitment to procure any of the items/services discussed, and release of this Source Sought should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become Government property and will not be returned. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Questions submitted regarding this sources sought will not be accepted or acknowledged nor will there be a response.