Combined Synopsis Solicitation - HT941026R2001 - Amendment 4.pdf

NOTICE TO CONTRACTOR

RFP HT941026R2001 Amendment 004

This amendment is issued to notify interested parties of the following updates to the solicitation and its associated attachments:

• Solicitation & Clause Updates: Federal Acquisition Regulation (FAR) clause 52.219-6 has been removed from this solicitation. FAR clause 52.219-14 is incorporated to correct a clerical error. Proposal Format, paragraph (b), has been revised, and the RFP Certification form has been amended to remove the DUNS entry. The page limit for Factor 1- Technical

Quality has been increased to 50 pages total.

• Attachment 1 (Performance Work Statement): Paragraph 1.9.2 has been updated to expand

Government meetings to allow virtual participation. Additionally, Exhibit H (Service

Contract Act Wage Determination) has been updated and the title of Exhibit I (DHN-IP 90-

Day Transition (Phase-In) Plan of Action & Milestones) have been updated for clarity and consistency.

• Attachment 2 (Past Performance Questionnaire) & Attachment 4 (Price Sheet): Attachment

2 has been revised, and the solicitation has been updated to reflect revised page count limits and additional instructions for the submission of Past Performance Questionnaires and the

Price Proposal. For consistency, the transition period of performance has been re-labeled for clarity, and Attachment 4 has been updated to reflect these changes.

• Attachment 5 (Incumbent Information and PHIRMAC Data): This attachment has been revised to clarify that the MHS Population and Enrollment Summary table, as well as the

Projected Call Volume table, includes data for both the Hawaii and Puget Sound populations.

• In the MHS Population and Enrollment Summary table, the total enrollment for

Active Duty for Oct-25 was corrected to include Hawaii.

• Historical workload for RMS and CLR over a 24-month period for Hawaii and

Puget Sound under the PHIRMAC has been added.

• An estimated staffing count for Hawaii IRMAC services has been added; however, offerors must propose their own staffing model in accordance with the instructions to offerors in this solicitation.

Please be advised that a Government Accountability Office (GAO) protest is currently in progress under Docket Number B-424743.1, with an expected resolution date of November 23, 2026. The

Government intends to proceed with the solicitation using the current published dates; however, contract award will be withheld pending disposition of the protest and will be made no earlier than

November 23, 2026.

The deadline to submit new questions and the closing date for the receipt of offers has changed;

please see page six (6) for the revised deadline.

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) Part 12. This announcement constitutes the only solicitation.

Offers are being requested, and a separate written solicitation will not be issued. Solicitation number

HT941026R2001 is issued as a Request for Proposals (RFP).

Defense Health Agency Contracting Activity (DHACA) Healthcare Contracting Division-West (HCD-W) intends to award a single contract for the Integrated Referral Management and Appointing Center

(IRMAC) requirement to the Offeror whose proposal represents the best value after evaluation in accordance with the factors in this solicitation.

This solicitation is 8(a) set-aside. Offerors must be eligible to receive an 8(a) contract at the time of award, estimated as 30 November 2026, as determined by the Small Business Administration. Offerors that have graduated from the 8(a) Program are not eligible for award of a contract resulting from this solicitation. The North American Industry Classification System (NAICS) Code for this procurement is

561110, with a corresponding size standard of $12.5 million. The Service Code is Q701. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

This requirement is for non-personal services.

The contract awardee shall provide IRMAC services via centralized Patient Appointing Services (PAS), Referral Management Services (RMS), and Clear and Legible Report accountability Services (CLR) for

Defense Health Network Indo-Pacific Military Treatment Facilities (MTF) in Hawaii and the Pacific

Northwest (Pacific). Operational principles, practices, policies and performance will be in accordance with current Defense Health Agency (DHA) directives, guidelines, policies and standard business rules applying to appointing, referral management, and CLR services. The contract awardee shall be responsible for the entire scope of the contract in accordance with (IAW) the Performance Work

Statement (PWS).

Place of Performance: To Be Determined, services shall be provided via phone and electronic communication mediums from a location within 25 miles of any Military Treatment Facility within the

United States.

Period of Performance:

• Transition Period: 1 December 2026 – 28 February 2027

• Base Period: 1 March 2027 – 30 September 2027

• Option Period 1: 1 October 2027 – 30 September 2028

• Option Period 2: 1 October 2028 – 30 September 2029

• Option Period 3: 1 October 2029 – 30 September 2030

• Option Period 4: 1 October 2030 – 31 March 2031 (52.217-8 Extension)

This acquisition incorporates by reference the following FAR provisions and clauses:

52.203-6 Restrictions on Subcontractor Sales to the Government Alternate I (Nov 2021)

52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal

Transactions (Sep 2024)

52.203-13 Contractor Code of Business Ethics and Conduct (Nov 2021)

52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality

Agreements or Statements-Representation (Jan 2017)

52.204-7 System for Award Management (AUG 2025)

52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011)

52.204-13 System for Award Management—Maintenance (AUG 2025)

52.209-2 Prohibition on Contracting with Inverted Domestic Corporations-

Representation (DEVIATION 2026-O0038) (Feb 2026)

52.209-5 Certification Regarding Responsibility Matters (Aug 2025) http://www.acquisition.gov/

52.209-6 Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded (DEVIATION 2026-

O0038) (Feb 2026)

52.209-7 Information Regarding Responsibility Matters (Aug 2025)

52.209-9 Updates of Publicly Available Information Regarding Responsibility

Matters (DEVIATION 2026-O0038) (Feb 2026)

52.209-10 Prohibition on Contracting with Inverted Domestic Corporations (DEVIATION 2026-

O0038) (Feb 2026)

52.209-11 Representation by Corporations Regarding Delinquent Tax Liability or a Felony

Conviction under any Federal Law (DEVIATION 2026-O0038) (Feb 2026)

52.212-4 Contract Terms and Conditions—Commercial Products and Commercial Services

(DEVIATION 2026-O0038) (Feb 2026)

52.219-14 Limitations on Subcontracting (DEVIATION 2026-O0038) (Feb 2026)

52.219-17 Section 8(a) Award (Oct 2019)

52.219-18 Notification of Competition Limited to Eligible 8(a) Participants (Oct 2022)

52.219-1 Small Business Program Representations (DEVIATION 2026-O0038) (Feb 2026)

52.219-8 Utilization of Small Business Concerns (DEVIATION 2026-O0038) (Feb 2026)

52.219-28 Postaward Small Business Program Rerepresentation (DEVIATION 2026-O0038) (Feb

2026)

52.222-3 Convict Labor (DEVIATION 2026-O0038) (Feb 2026)

52.222-35 Equal Opportunity for Veterans (DEVIATION 2026-O0038) (Feb 2026)

52.222-36 Equal Opportunity for Workers with Disabilities (DEVIATION 2026-O0038) (Feb 2026)

52.222-37 Employment Reports on Veterans (DEVIATION 2026-O0038) (Feb 2026)

52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEVIATION

2026-O0038) (Feb 2026)

52.222-41 Service Contract Labor Standards (DEVIATION 2026-O0038) (Feb 2026)

52.222-43 Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment

(Multiple Year and Option Contracts) (Sept 2025)

52.222-50 Combating Trafficking in Persons (Sept 2025)

52.222-55 Minimum Wages for Contractor Workers Under Executive Order 14026 (Sept 2025)

52.222-62 Paid Sick Leave Under Executive Order 13706 (Sept 2025)

52.222-90 Addressing DEI Discrimination by Federal Contractors (DEVIATION 2026-O0038) (Feb

2026)

52.223-23 Sustainable Products (Sept 2025)

52.224-3 Privacy Training (Jan 2017)

52.229-11 Tax on Certain Foreign Procurements—Notice and Representation (Jul 2025)

52.229-12 Tax on Certain Foreign Procurements (Jul 2025)

52.232-18 Availability of Funds (Apr 1984)

52.232-33 Payment by Electronic Funds Transfer-System for Award Management (Oct 2018)

52.232-39 Unenforceability of Unauthorized Obligations (Jun 2013)

52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Mar 2023)

52.233-1 Disputes (Aug 2025)

52.233-2 Service of Protests (Aug 2025)

52.233-3 Protest After Award (Aug 2025)

52.233-4 Applicable Law for Breach of Contract Claim(Aug 2025)

52.247-34 F.O.B. Destination (Jan 1991)

The following additional DFARS provisions and clauses applicable to this acquisition are incorporated by reference:

252.201-7000 Contracting Officer’s Representative (Dec 1991)

252.203-7000 Requirements Relating to Compensation of Former DoD Officials (Sep 2011)

252.203-7002 Requirement to Inform Employees of Whistleblower Rights (Dec 2022)

252.203-7003 Agency Office of the Inspector General (Aug 2019)

252.203-7005 Representation Relating to Compensation of Former DoD Officials (Sep 2022)

252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting (DEVIATION

2024-O0013, Revision 1) (May 2024)

252.204-7022 Expediting Contract Closeout (May 2021)

252.204-7023 Reporting Requirements for Contracted Services (Jul 2021)

252.204-7024 Notice on the Use of the Supplier Performance Risk System (Mar 2023)

252.205-7000 Provision of Information to Cooperative Agreement Holders (Jun 2023)

252.209-7004 Subcontracting with Firms that are Owned or Controlled by the Government of a Country that is a State Sponsor of Terrorism (May 2019)

252.215-7008 Only One Offer (DEVIATION 2026-O0048) (MAR 2026)

252.215-7010 Requirements for Certified Cost or Pricing Data and Data Other Than Certified Cost or

Pricing Data (May 2024)

252.215-7016 Notification to Offerors—Postaward Debriefings (Dec 2022)

252.225-7048 Export-Controlled Items (Jun 2013)

252.225-7052 Restriction on the Acquisition of Certain Magnets, Tantalum, and Tungsten (May 2024)

252.225-7055 Representation Regarding Business Operations with the Maduro Regime (May 2022)

252.225-7056 Prohibition Regarding Business Operations with the Maduro Regime (Jan 2023)

252.225-7059 Prohibition on Certain Procurements from the Xinjiang Uyghur Autonomous Region–

Representation (Jun 2023)

252.225-7060 Prohibition on Certain Procurements from the Xinjiang Uyghur Autonomous Region (Jun

2023)

252.225-7966 Prohibition Regarding Russian Fossil Fuel Business Operations—Representation

(DEVIATION 2024-O0006, Revision 1) (Mar 2024)

252.225-7967 Prohibition Regarding Russian Fossil Fuel Business Operations (DEVIATION 2024-

O0006, Revision 1) (Feb 2024)

252.226-7001 Utilization of Indian Organizations, Indian-Owned Economic Enterprises, and Native

Hawaiian Small Business Concerns (Jan 2023)

252.232-7003 Electronic Submission of Payment Requests and Receiving Reports (Dec 2018)

252.232-7010 Levies on Contract Payments (Dec 2006)

252.239-7098 Prohibition on Contracting to Maintain or Establish a Computer Network Unless Such

Network is Designed to Block Access to Certain Websites—Representation

(DEVIATION 2021-O0003) (Apr 2021)

252.243-7001 Pricing of Contract Modifications (Dec 1991)

252.243-7002 Requests for Equitable Adjustment (Dec 2022)

252.244-7000 Subcontracts for Commercial Products or Commercial Services (Nov 2023)

252.247-7023 Transportation of Supplies by Sea—Basic (Oct 2024)

The following FAR provisions and clauses incorporated by full text apply to this acquisition:

52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (Aug 2025)

(a) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, offers shall include—

(1) The solicitation number;

(2) The name, address, telephone number of the Offeror;

(3) The Offeror’s Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer

(EFT) indicator;

(4) Information necessary to evaluate the factors contained in the provision at 52.212-2 or as described in the solicitation;

(5) Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM)); and

(6) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation amendments.

(b) Period for acceptance of offers. The Offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(c) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers and any modifications or revisions to the

Government office designated in the solicitation by the time specified in the solicitation.

(2) Any offer, modification, or revision received after the time specified for receipt of offers is

“late” and will not be considered unless it is received before award is made and the Contracting

Officer determines that accepting the late offer would not unduly delay the acquisition. However, a late modification of an otherwise successful offer that makes its terms more favorable to the

Government will be considered at any time it is received and may be accepted.

(3) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(4) Offerors may withdraw their offers by written notice to the Government received at any time before award.

(d) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with Offerors. Therefore, the Offeror’s initial offer should contain the Offeror’s best terms. However, the Government reserves the right to conduct discussions, if necessary.

The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received.

(e) Debriefings. If a postaward debriefing is given to requesting Offerors, the Government will disclose the following information, if applicable:

(1) The agency’s evaluation of the significant weak or deficient factors in the debriefed Offeror’s offer.

(2) The overall evaluated cost or price and technical rating of the successful Offeror and the debriefed Offeror and past performance information on the debriefed Offeror.

(3) The overall ranking of all Offerors when any ranking was developed by the agency during source selection.

(4) A summary of the rationale for award.

(5) For acquisitions of commercial products, the make and model of the product to be delivered by the successful Offeror.

(6) Reasonable responses to relevant questions posed by the debriefed Offeror as to whether the agency followed source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities.

Addendum to FAR 52.212-1, Instructions to Offerors—Commercial Products and Commercial Services

Addenda to 52.212-1(b), Period for Acceptance of Proposals. The paragraph is tailored as follows: “The offeror agrees to hold the prices in its offer firm for 180 calendar days from the date specified for receipt of proposals.”

The following is inserted as new paragraph (f) of the provision:

(f) PROPOSAL PREPARTION INSTRUCTIONS

The Government intends to award a firm-fixed-price (FFP) contract resulting from this RFP to the responsible Offeror, whose proposal conforms to the solicitation and is the most advantageous (best value) to the Government, price and other factors considered as defined in the EVALUATION

FACTORS FOR AWARD section below. The Government will review the proposals received to determine if they are compliant with the RFP requirements. A compliant proposal is one that meets all of the terms, conditions, and specifications in the RFP. The Offeror must provide all documents listed and comply with all RFP instructions in order for their proposal to be considered “compliant” with this RFP.

Only compliant proposals will be evaluated for award.

Submission of Questions

All questions regarding the RFP, of a contractual or technical nature, must be submitted electronically by email to nicole.e.ventinilla.civ@health.mil and cc: renier.s.valdez.civ@health.mil no later than 10:00 am Pacific Daylight Time on Tuesday, September 01, 2026. Questions submitted after the specified date and time may not receive a response. Questions, along with the Government’s responses, will be posted as an attachment to the RFP. Please be advised that the Government reserves the right to transmit those questions and answers of a common interest to all prospective Proposers.

Electronic Submission of Proposals:

Proposals shall be submitted electronically via email to nicole.e.ventinilla.civ@health.mil and cc:

renier.s.valdez.civ@health.mil no later than 12:00 pm Pacific Daylight Time on Thursday, September

17, 2026.

1. Proposal Format

a. Proposals shall contain the elements listed in Table 1, submitted as separate files. Submitting each element as a separate file assists DHA HCD-W with the evaluation process. Failure to comply with this instruction may result in the Offeror’s proposal being deemed non-compliant.

b. Proposals should be submitted in an 8 ½ X 11” digital format. Printing should be easily readable, 10-point font or larger, single spaced for narrative text. Text contained within tables, figures, graphics, charts, callouts shall be no smaller than 8-point font. Table 1 lists the required documents, format, and page limitations.

Table 1: Required Documents & Page Limitations

Section Title Format Page

Limit

I Administrative: Signed Certification Form Adobe PDF None

Section Title Format Page

Limit

II

Factor 1: Technical Quality- Submit as one complete document containing the following:

Adobe PDF 50

Sub-Factor 1A: Management and Technical Approach Adobe PDF

Sub-Factor 1B: Transition Plan Adobe PDF

Sub-Factor 1C: Staffing Plan Adobe PDF

III

Factor 2: Past Performance

Past Performance Questionnaire (PPQ) (RFP Attachment 2) or

Contractor Performance Assessment Rating System (CPARS) submitted in lieu of a PPQ

Adobe PDF None

Past Performance Summary Sheets (RFP Attachment 3) Adobe PDF 3/Project; 9 total

IV

Factor 3: Price Proposal:

Pricing Worksheet (RFP Attachment 4) Excel None

Pricing Narrative Adobe PDF None

c. Proposals shall not exceed the page limits stated above. If the page limits are exceeded, the additional pages after the limit authorized will not be considered for evaluation.

d. Page limit includes: all appendices, charts, graphs, diagrams, tables, photographs, drawings, etc.

e. Page limit does not include covers for volumes, tables of contents, glossary of abbreviations and acronyms, indices, title pages, cross reference indices, and section dividers/tables if they are inserted solely to provide ease to the reader in locating parts/sections of the proposal. Pages will be counted if they contain any other information, i.e., diagrams, extraneous data, etc. Pages marked “This page intentionally left blank” will not be counted.

SECTION I - ADMINISTRATIVE: Within the Administrative section, Offerors shall ensure that the

Certification Form reflects Offeror's name, address, and telephone number CAGE code and Unique Entity

Identifiers (UEIs); the full address, phone; points of contact (POCs) authorized to negotiate with the

Government on the Offeror's behalf; the RFP number; a signed statement confirming the Offeror is willing to hold its prices firm for at least 180 days from the date specified for receipt of offers.

Offeror shall be registered in the System for Award Management (SAM) with NAICS code 561110 and shall not have any Active Exclusions listed within SAM. If the Offeror is currently registered in SAM with completed representations and certifications, an affirmation on the title page (or second page) that these representations and certificates are current, complete, and accurate as of the date proposals are due shall suffice. Otherwise, the Offeror shall include one (1) copy of the following provisions located within this CSS shall be completed and included with the proposal: FAR Provision 52.212-3, Offeror

Representations and Certifications, Alternate I; FAR Provision 52.209-7, Information Regarding

Responsibility Matters; plus, any other provisions herein.

Questions regarding this solicitation are to be submitted electronically via email no later than the date and time stated in the instructions. Questions submitted after this time may not receive a response.

Proposals are due no later than the date/time identified in the instructions on page 5 of this solicitation and shall be submitted via email only.

Section II- FACTOR 1: Technical Quality:

Section II shall include the Technical Quality Proposal and shall be specific and complete. The technical proposal shall not contain cost/pricing, past performance or incumbency information. All the requirements specified in the solicitation are mandatory and by your proposal submission, you are representing that your company will perform all the requirements specified in the solicitation. The

Government will evaluate the offeror’s responses against the Technical Proposal sub-factors defined in the Addendum to 52.212-2. The offeror shall use the instructions provided below, to provide as specifically and descriptively as possible the actual methodologies, procedures, and approaches your company would use to accomplish/satisfy ALL requirements specified in the sub-factors listed below.

The offeror shall ensure that the Technical Quality Proposal is legible, clear, concise, and cohesive. The offeror shall ensure that its proposal does not merely reiterate, restate, rephrase or reformulate the requirements specified herein. It is the offeror’s responsibility to provide a technical proposal that includes enough description and convincing rationale to substantiate the validity of its stated claims. The government’s evaluation will not include assumptions or use of prior knowledge of the offeror and will base its evaluation ratings on the accuracy, detail, and merit of the offerors submitted proposal.

SUBFACTOR CONTENT

Technical Quality Proposal must specifically address the following sub-factors:

SUB-FACTOR 1A: MANAGEMENT AND TECHNICAL APPROACH. The offeror shall provide a narrative describing their management and technical approach that addresses their method for accomplishing PWS requirements under the basic contract. At a minimum, include the following:

(a) Describe management techniques, tools and practices your company will use to ensure quality and timely performance of all required services throughout the life of the contract.

(b) Describe your company’s key personnel, their respective positions, and how the key personnel would be utilized during the performance of a resultant contract.

(c) Describe your company’s approach to cover unscheduled absences.

(d) Describe your company’s approach to retain employees and/or subcontractors with minimum turnover.

(e) If partnering with another contractor, state the capacity in which this partner will serve in the management of this contract.

SUB-FACTOR 1B: TRANSITION PLAN. The offeror shall provide, in narrative format, a description of their technical approach on how they intend to execute a timely and effective phase-in period within 90 days of the contract start date in order to meet PWS requirements by the contract start date by addressing the following:

(a) Describe how your company proposes to execute the phase-in transition from the incumbent to the offeror. Include, at a minimum, the plans for the recruitment and hiring of personnel, functional training of personnel, acquisition of supplies and equipment, your paperwork processing procedure for background check, etc., so that full service will be provided on the period of performance start date. Include a chart, such as a milestone chart, showing sequenced events in the proposed transition plan.

(b) Describe how your company proposes to execute the phase-out transition, including but not limited to, out-processing personnel and communicating with a subsequent offeror. Include a chart, such as a milestone chart, showing sequenced events in the proposed transition plan.

SUB-FACTOR 1C: STAFFING PLAN.

(a) Describe your company’s staffing plan by addressing each type of labor category (i.e. shift supervisor, clerk) and including the number of employees (Full-Time Equivalent (FTE)) proposed by labor category.

(b) In your company’s staffing plan, describe the basis of estimate (BOE). Include details of the offeror’s processes and methodologies used to estimate productive hours.

GLOSSARY OF ABBREVIATIONS AND ACRONYMS.

Include a glossary of abbreviations and acronyms used throughout the volume.

SUB-FACTOR SUBMISSIONS

The Government intends to incorporate the Management and Technical Approach, Transition Plan and Staffing Plan of the successful offeror into the contract.

SECTION III - FACTOR 2 – PAST PERFORMANCE:

The Offeror shall submit no more than three (3) past performance references as part of the past performance submittal. A past performance reference shall consist of a Task Order or stand-alone contract for a Government (GOV) or commercial client where you have provided RECENT and RELEVANT performance of the same or similar services required in this solicitation within the past three (3) years from the date of issuance of this RFP. All past performance references submitted by the Offeror shall be submitted in the Past Performance Summary Sheet.

RECENT is defined as services performed within the past three (3) years from the date of issuance of this

RFP. RELEVANT is defined as services the same as or similar to the services specified in the

Performance Work Statement (PWS). Past performance information not meeting the above criteria will not be used for evaluation.

A Past Performance Questionnaire (PPQ) (Attachment 2) or a submitted Contractor Performance

Assessment Rating System (CPARS) evaluation may be submitted for each past performance reference identified on the Past Performance Summary Sheet (Attachment 3).

The Offeror will send blank PPQs to Government agencies and private sector companies requesting past performance information on applicable projects. PPQs may be submitted by the Offeror as part of the

Offeror’s past performance submittal. If the PPQ is received from the Offeror the PPQ must contain an electronic signature from the PPQ Point of Contact (POC). Previously completed PPQs may be submitted and sent directly by the Offeror to the emails listed below.

Instruct each point of contact reference to complete and e-mail the entire questionnaire to Ms. Nicole

Ventinilla and Mr. Renier Valdez at e-mail: nicole.e.ventinilla.civ@health.mil, renier.s.valdez.civ@health.mil . Completed Past Performance Questionnaires (PPQs) must be received on or before the date and time established for receipt of proposals. Questionnaires received after the date established for receipt of proposals will not be considered.

The Past Performance Summary Sheet must contain contract number, description of work, period of performance and point of contact emails/phone numbers. If a PPQ was not received for any of the past performance references identified on the Past Performance Summary Sheet, the Government may conduct interviews to validate performance/ quality information. Any past performance reference that does not contain valid/current POC contact information or, if the POC provided cannot validate work identified on the Past Performance Summary Sheet, the past performance reference will not be evaluated.

The Government reserves the right to use both the information provided in the Offeror’s Past

Performance submittals and information obtained from other sources available to the Government, to include, but not limited to, the Past Performance Information Retrieval System (PPIRS), Federal Awardee

Performance and Integrity Information System (FAPIIS), Electronic Subcontract Reporting System

(eSRS), or other databases; interviews with Program Managers, Contracting Officers, and commercial sources and/or non-Government sources, such as any commercial business or customers referenced by the

Offeror in any of the past performance information disclosed.

PAST PERFORMANCE QUESTIONNAIRE SUBMISSION. The offeror shall submit past performance information only for those persons or entities (offeror, key personnel and prime subcontractors/teaming partners), who will perform on contracts resulting from this solicitation. The offeror shall submit no more than three past performance questionnaires on their current or past GOV or commercial contracts. The word “contract” is defined as a single contract, purchase order, or a TO on an Indefinite

Delivery/Indefinite Quantity (IDIQ) contract. The word “contract”, as defined herein, does not mean basic

IDIQ contract, for the purpose of past performance submissions under this solicitation. A single performance assessment submission shall only include one (1) contract, TO or purchase order and MAY not include a combination of contracts, purchase orders, or TOs. If an offeror submits multiple contracts, purchase orders or TOs on one (1) past performance submission, then that submission will not be evaluated.

SECTION IV – FACTOR 3 - PRICE PROPOSAL

The Contracting Officer has determined there is a high probability of adequate competition on this acquisition. Upon examination of the initial proposals, the contracting officer will review this determination and if in the Contracting Officer’s opinion, adequate competition exists no additional cost mailto:nicole.e.ventinilla.civ@health.mil mailto:renier.s.valdez.civ@health.mil information will be requested. However, if at any time during this competition the Contracting Officer determines that adequate competition no longer exists; offerors may be required to submit information to the extent necessary for the contracting officer to determine the reasonableness of offerors’ price proposals. Additionally, all information related to pricing shall be included in the Volume IV of the proposal only. UNDER NO CIRCUMSTANCES should pricing information be included elsewhere in the proposal. A complete Volume IV shall include the information below:

1.Volume IV shall include pricing information that will be used to evaluate an offeror’s total price. The offeror must include pricing for each Contract Line Items Number (CLIN) the base and all options; except

Contractor Manpower Reporting CLINs. The offeror shall only provide that information essential to document or support the offeror’s price proposal. The offeror shall provide an Excel Spreadsheet to show how it developed its pricing, which shall include a “Summary” tab that includes the information essential to document or support the offeror’s price proposal.

2. The price proposal shall include a narrative as to how the prices were developed for each of the CLIN.

Show all of the cost elements that make up each unit price for each CLIN and include the methodology used to determine the number of personnel it will utilize to execute required services.

Proposals must be received no later than 12:00 pm Pacific Daylight Time on Thursday, September

17, 2026

(End of provision)

52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

(AUG 2025)

(a) Evaluation factors. The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the

Government, price and other factors considered. Offerors must be eligible to receive an 8(a) contract at the time of award estimated at 30 November 2026, as determined by the Small

Business Administration. Offerors that have graduated from the 8(a) Program are not eligible for award of a contract resulting from this solicitation

The following factors will be used to evaluate offers:

(1) Factor 1: Technical Quality

a. Subfactor 1A: Management and Technical Approach

b. Subfactor 1B: Transition Plan

c. Subfactor 1C: Staffing Plan

(2) Factor 2: Past Performance

(3) Factor 3: Price

Factor 1: Technical Quality is evaluated on an Acceptable/Unacceptable basis. The three Technical

Quality Sub-factors are weighted equally. Offerors must receive an "Acceptable" rating on all three

Technical Quality Sub-factors to be rated "Acceptable" overall and remain eligible for award. Only offerors rated "Acceptable" under Factor 1 will advance to the evaluation of Factor 2 (Past Performance).

Offerors rated "Unacceptable" for Technical Quality will not be evaluated further. In the final trade-off decision, Past Performance is significantly more important than Price.

(b) Options (if applicable). The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. The evaluation of options does not obligate the Government to exercise the option(s).

(c) Notice of award. A written notice of award or acceptance of an offer furnished to the successful

Offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

Addendum to FAR 52.212-2, Evaluation—Commercial Products and Commercial Services

The following is inserted as new paragraph (d) of the provision:

(d) EVALUATION FACTORS FOR AWARD

Award will be made using the trade-off source selection process to make a best value award decision. The

Government intends to award a contract to the Offeror deemed responsible in accordance with the FAR, whose proposal conforms to the Request for Proposal’s (RFP’s) requirements and judged to represent the best value to the Government. Best value is defined as those most advantageous offers, price and other factors considered, that are consistent with the Government’s stated evaluation criteria, in order of importance. This may result in award being made to higher-rated, higher-priced Offeror(s), where the

Contracting Officer determines that the past performance submitted by the Offeror outweighs the price difference.

Award will be made to the Offeror providing an offer that is deemed most advantageous to the

Government, whose Technical Quality has been determined to be “Acceptable”, and trading off

Past Performance against Price. Past Performance will be significantly more important than Price.

Contract will be awarded as stated above with appropriate consideration given to the three (3) evaluation factors: Technical Quality, Past Performance, and Price.

A rating of “Acceptable” must be received on the Technical Quality Factor to move forward in the evaluation for Factor 2: Past Performance. An offeror rated “Unacceptable” for Technical Quality will no longer be eligible for award.

For the Past Performance factor, the Past and Present Performance must first meet Recency and

Relevancy, to be further evaluated for Quality of Performance. To receive consideration for award, a rating of no less than “Satisfactory Confidence” must be received on the Past Performance factor. A rating of “Neutral Confidence” will be neither treated favorably or unfavorably and shall be considered for award. Offerors rated “Limited” or “No Confidence” for the Past Performance Factor will no longer be evaluated for Factor 3: Price and will be ineligible for award.

FACTOR 1: TECHNICAL QUALITY:

TECHNICAL EVALUATION APPROACH (Factor 1). The technical evaluation is based on the offeror’s ability to explain its processes and procedures to the government. Each of the Technical Quality sub-factors will be assessed individually and the results will then be assessed in their totality to derive the

Offeror’s Technical Quality rating. The evaluation process will consider the following:

SUB-FACTOR 1A: MANAGEMENT AND TECHNICAL APPROACH.

(a) This standard is met when the Offeror describes in its Management and Technical Approach acceptable management techniques, tools and practices it will use to ensure quality and timeliness performance of all required services throughout the life of the contract.

(b) This standard is met when the Offeror describes in its Management and Technical Approach its key personnel and their respective positions and how they will be utilized during the performance of resultant contract.

(c) This standard is met when the Offeror describes in its Management and Technical Approach an acceptable approach to cover unscheduled absences.

(d) This standard is met when the Offeror describes in its Management and Technical Approach an acceptable approach to retain employees and/or subcontractors with minimum turnover.

(e) If partnering with another contractor, state the capacity in which this partner will serve in the management of this contract.

SUB-FACTOR 1B: TRANSITION PLAN.

(a) This standard is met when the Offeror describes in its Transition Plan an acceptable approach to execute the phase-in transition from the incumbent to the offeror. Include, at a minimum, the plans for recruitment and hiring of personnel, functional training of personnel, acquisition of supplies and equipment, etc., so that full-service will be provided on the period of performance start date. Include a chart, such as a milestone chart, showing sequenced events in the proposed transition plan.

(b) This standard is met when the Offeror describes in its Transition Plan an acceptable approach to execute the phase-out transition, including but not limited to, out-processing personnel, and communicating with a subsequent offeror. Include a chart, such as a milestone chart, showing sequenced events in the proposed transition plan.

SUB-FACTOR 1C: STAFFING PLAN.

(a) This standard is met when the Offeror addresses in its Staffing plan each type of labor category

(i.e. shift supervisor, clerk) to include the number of employees (Full-Time Equivalent (FTE)) proposed by labor category.

(b) This standard is met when the Offeror details in its Staffing plan its basis of estimate (BOE) to include its processes and methodologies used in estimating the productive hours

The Government will use the following ratings/descriptions in Table 1 when evaluating technical quality

Table 1. Technical Quality Ratings

Rating Description

Acceptable All requirements of the Technical Quality subfactors are met.

Unacceptable One or more requirements of the Technical Quality subfactors are not met.

FACTOR 2: PAST PERFORMANCE:

The Government will evaluate past performance by reviewing the Offerors submitted past performance information and information from other sources that may include, but are not limited to, Government personnel and information retrieved through CPARS.

The past performance evaluation will result in an integrated assessment of the Offeror’s probability of successfully performing the RFP requirements. The past performance evaluation considers each Offeror’s demonstrated recent and relevant record of performance in performing services the same as or similar to the services specified in the PWS. The Government will consider the recency and relevance of the information, the source of the information, context of the data, and general trends in the Offeror’s performance. The past performance confidence assessment rating is based on the Offeror’s overall record of recency, relevancy, and quality of performance. These are combined to establish one performance confidence assessment rating for each Offeror.

The Government will use the following relevancy definitions/ratings in Table 2 when determining relevant past performance:

Table 2. Relevancy

Rating Definition

Very Relevant Past performance effort involved essentially the same scope and magnitude of effort and complexities this solicitation requires.

Relevant Present/past performance effort involved similar scope and magnitude of effort and complexities this solicitation requires.

Somewhat Relevant

Past performance effort involved some of the scope and magnitude of effort and complexities this solicitation requires.

Not Relevant Present/past performance effort involved little or none of the scope and magnitude of effort and complexities this solicitation requires.

Performance Quality Assessment: The Government will consider the performance quality of recent, relevant efforts. For each recent, relevant past performance reference reviewed, the performance quality of the work performed will be assessed in the PPQs, Contractor Performance Assessment Reporting

System (CPARS) evaluations, PPIRS information, interviews with Government customers and commercial clients. It may include interviews with DCMA officials or other sources known to the

Government. The quality level assigned by the performance raters is shown in Table 3, Performance

Quality Ratings:

Table 3. Performance Quality Ratings

The Government will use the following definitions/ratings in Table 4 when making an overall PCA.

Table 4. Performance Confidence Assessment Ratings

Rating Description

Substantial Confidence

Based on the Offeror’s recent/relevant/performance record, the

Government has a high expectation that the Offeror will successfully perform the required effort.

Satisfactory Confidence

Based on the Offeror’s recent/relevant/performance record, the

Government has a reasonable expectation that the Offeror will successfully perform the required effort.

Neutral Confidence

No recent/relevant/performance record is available or the Offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned. The Offeror may not be evaluated favorably or unfavorably on the factor of past performance.

Limited Confidence

Based on the Offeror’s recent/relevant/performance record, the

Government has a low expectation that the Offeror will successfully perform the required effort.

Rating PERFORMANCE LEVEL

Exceptional

The Contractor’s performance meets contractual requirements and exceeds many

(requirements) to the Government’s benefit. The contractual performance was accomplished with few minor problems for which corrective actions taken by the Contractor were highly effective.

Very Good

The Contractor’s performance meets contractual requirements and exceeds some

(requirements) to the Government’s benefit. The contractual performance was accomplished with some minor problems for which corrective actions taken by the Contractor were effective.

Satisfactory

The contractor’s performance met contractual requirements. The contractual performance contained some minor problems for which corrective actions taken by the contractor appear or was resolved satisfactorily.

Marginal

Performance did not meet some contractual requirements. The contractual performance reflected a serious problem for which the Contractor did not yet identify corrective actions or the Contractor’s proposed actions appeared marginally effective or were not fully implemented.

Unsatisfactory

Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contained serious problem(s) for which the Contractor’s corrective actions appeared, or were, ineffective.

N/A Unable to provide a performance level.

No Confidence

Based on the Offeror’s recent/relevant/performance record, the

Government has no expectation that the Offeror will be able to successfully perform the required effort.

More relevant and more recent past performance may weigh more heavily than less relevant less recent past performance.

FACTOR 3: PRICE:

The Government will evaluate the proposed price for price reasonableness. The following price analysis techniques may be used to ensure a fair and reasonable price:

- Comparison of proposed prices received in response to the solicitation.

- Comparison of proposed prices with the independent Government estimate.

- Comparison of proposed prices with available historical information.

- Comparison of proposed prices with prices obtained through market research for the same or similar items.

The proposed price will be evaluated for the entire effort, inclusive of all options. Evaluation of options shall not obligate the Government to exercise the option(s).

Price must be determined fair and reasonable in order to be eligible for award. A price is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person in the conduct of competitive business. A price that is found to be unreasonably high may result in the overall proposal not being considered for award.

Proposed prices should include total cost of performing each task.

Given that FAR 52.217-8 provides that the Government may exercise the Option to Extend Services at the rates specified in the contract (i.e., the rates in effect when the Extension of Services option is exercised), for purposes of evaluating the Option to Extend Services, the Contracting Officer will consider the prices submitted for the third option period as binding should the Option to Extend Services be exercised.

FAR 52.217-6 OPTION FOR INCREASED QUANTITY (MAR 1989)

The Government may increase the quantity of supplies called for in the Schedule at the unit price specified. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days of the required delivery date. Delivery of the added items shall continue at the same rate as the like items called for under the contract, unless the parties otherwise agree.

(End of clause)

FAR 52.217-7 OPTION FOR INCREASED QUANTITY-SEPARATELY PRICED LINE ITEM

(MAR 1989)

The Government may require the delivery of the numbered line item, identified in the Schedule as an option item, in the quantity and at the price stated in the Schedule. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days of the required delivery date. Delivery of added items shall continue at the same rate that like items are called for under the contract, unless the parties otherwise agree.

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within the period of performance of the contract.

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days prior to contract expiration; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years.

(End of Clause)

52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES (MAY 2014)

In compliance with the Service Contract Labor Standards statute and the regulations of the Secretary of

Labor (29 CFR Part 4), this clause identifies the classes of service employees expected to be employed under the contract and states the wages and fringe benefits payable to each if they were employed by the contracting agency subject to the provisions of 5 U.S.C. 5341 or 5332.

THIS STATEMENT IS FOR INFORMATION ONLY: IT IS NOT A WAGE DETERMINATION

Employee Class Monetary Wage Fringe Benefits (rate = 48.4%)

Manager (GS-12) $48.20 $23.33

Operations Supervisor (GS-11) $40.22 $19.47

Front Line Leaders (GS-09) $33.24 $16.09

Medical Record Technician (GS-5) $21.94 $10.62

Medical Record Clerk (GS-4) $19.61 $9.49

General Clerk III (GS-4) $19.61 $9.49

(End of Clause)

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

https://www.acquisition.gov

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB…