RFI - Cloud Services.docx

Request for Information (RFI) Cloud Storage Support Services for its DoD Trauma Registry (DoDTR).

General Information:

This is an RFI as defined in FAR 15.101(c) to ascertain whether a commercial item exists that provides the capabilities described herein.

This RFI is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this RFI will be treated as business-confidential information. Nonetheless, submitters should properly mark their responses if the information is confidential. Response to the RFI will not be returned. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

RFI Response and due date 24 August 2026, by 12:00 P.M. EST.

Instructions to Responders:

Responses from all capable and qualified sources are encouraged to respond to this request.

White papers should adhere to the following formatting and outline instructions:

1. All submissions shall be made electronically and be in one of the following formats: Microsoft Word or Adobe PDF.

2. Cover Page (1page)

· Title

· Organization

· Responders’ technical and administrative points of contact (names, addresses, phone, fax number and email addresses)

· Topic area(s) addressed

3. Completed Attachment 1, and Attachment 2. Please note that the response shall provide sufficient technical data to determine how you fully meet the requirements as specified in Attachment 2 below.

Please note that responses are due no later than 24 August 2026, by 12:00 P.M. EST. The preferred method of submission is via email. The point of contact for this action is Jeffrey Sprecher, Contract Specialist, Email: jeffrey.b.sprecher.civ@health.mil. Only electronic responses are requested. No evaluation letters and/or results will be issued to the respondents. At this time no solicitation exists; therefore, please do not request a copy of the solicitation. NO PHONE CALLS PLEASE. It is the responsibility of any potential offeror to monitor this site for the release of any solicitation or synopsis.

Background/Overview:

The Defense Health Agency – Joint Trauma Systems (DHA – JTS) requires Cloud Storage Support Services for its DoD Trauma Registry (DoDTR). The contractor is responsible for the end-to-end modernization, migration, and ongoing support of the DoD Trauma Registry (DoDTR) and related systems. The requirement will include training, security, data quality, cloud enablement, analytics, and user support.

1.1. WORKSTREAM 1 – PROGRAM MANAGEMENT & GOVERNANCE

1.1.1. Program Management & Governance: The Contractor shall provide program management for all activities associated with this PWS. The Contractor shall develop and maintain a Project Management Plan (PMP) that includes integrated scheduling, risk management, dependency tracking (including coordination with the SIMON data platform), and stakeholder engagement. The Contractor shall provide regular status reporting and ensure all workstreams are executed in a coordinated manner without disruption to clinical operations.

1.1.2. Workforce Qualification: The contractor shall provide a workforce possessing the skills, knowledge, and training to perform all services required under this contract. This includes qualified program managers, developers, and support staff, as well as epidemiologists and scientists with expertise in trauma research, biostatistics, data science, DoD data sources, and relevant analytical tools (e.g., Python, R, SAS, Stata, Tableau).

1.1.3. Data Governance & Clinical Authority: The Contractor shall support governance of registry and PI data, business rules, and clinical logic. The Contractor shall implement processes and tools that enable Government-designated authorities to define, approve, and manage data elements, coding standards, PI criteria, and business rules. All changes shall be version-controlled, documented, and auditable.

1.1.4. Collaboration and Support: The contractor shall work with JTS personnel, other Defense Health Agency (DHA) personnel, and additional vendors to maximize functionality. The contractor shall identify key stakeholders, core data elements, current state workflows, and envision future workflows. The contractor shall provide telephonic and video conferencing support for JTS automation and data management personnel.

1.1.5. Customer Support and Satisfaction: The contractor shall provide ongoing customer support to address user issues and ensure high satisfaction levels are as part of a comprehensive issue resolution strategy.

1.1.6. Non-Disclosure Statements (NDS): The contractor shall submit all Non-Disclosure Statement documents prior to performing any work.

1.1.7. Collaboration with DoD Trauma Enterprise Research Teams: The contractor shall work closely with MHS research teams to ensure the relevance and applicability of analysis and reports.

1.1.8. User Adoption & Change Management: The Contractor shall support system adoption by implementing change management practices and incorporating user feedback to ensure effective use of the system.

1.2. WORKSTREAM 2 – APPLICATION & INFRASTRUCTURE DEVELOPMENT

1.2.1. Trauma Registry Application Development: The Contractor shall design, develop, and maintain a Trauma Registry application supporting full registry operations, including case lifecycle management, data abstraction, coding (ICD, AIS), validation, and completion. The system shall support 100% manual abstraction workflows while enabling pre-population from SIMON where available.

1.2.2. Performance Improvement (PI) Modality Development: The Contractor shall develop and maintain a PI modality integrated with the Trauma Registry. The system shall support PI workflows including case identification, M&M review, documentation, workflow tracking, and loop closure.

1.2.3. Configurable Registry & PI Logic: The Contractor shall provide configurable capabilities for registry and PI workflows, allowing authorized users to configure data fields, validation rules, workflows, and PI triggers without code changes. All configurations shall be auditable and version-controlled.

1.2.4. Cloud Environment: The contractor shall establish and manage an AWS Cloud One (or other service to be determined) environment, ensuring high availability, scalability, and security. The AWS Cloud One environment must meet safety, security, and transparent cybersecurity requirements.

1.2.5. Infrastructure Configuration & Performance: The Contractor shall configure and maintain the application layer infrastructure, ensuring reliable performance and connectivity to SIMON. The system must maintain functionality during surge conditions without degradation.

1.2.6. Continuity of Operations: The Contractor shall ensure continuous registry operations under degraded conditions, supporting full manual registry and PI operations during outages of SIMON or network services.

1.3. WORKSTREAM 3 – DATA MANAGEMENT & INTEGRATION

1.3.1. Data Consumption & Mapping (SIMON): The Contractor shall consume and map data from the SIMON OMOP data store into registry workflows, preserving clinical meaning and clearly distinguishing between system-populated and user-entered data.

1.3.2. Data Synchronization & Availability: The Contractor shall ensure timely and reliable availability of SIMON data, reflecting current data within defined refresh timelines.

1.3.3. Missing Data Handling: The Contractor shall support manual abstraction for incomplete or unavailable data, identifying missing fields for manual entry without interrupting workflows.

1.3.4. Data Reconciliation Services: The contractor shall provide data reconciliation services for clinical data from the Military Health System Information Platform (MHSIP) into appropriate tables for ingestion into the cloud and provide corrections during record transcription and/or abstraction in the registry front end (i.e., human-in-the-loop).

1.3.5. Multi-Facility Hospital Submission Support: The contractor shall provide multi-facility hospital submission support to include Extract Transform and Load (ETL) support as necessary to merge data into the DoDTR data, ensuring bidirectional interoperability and no loss of data.

1.3.6. Data Code Updates: The contractor shall provide regular updates for International Classification of Diseases (ICD-10), Abbreviated Injury Scale (AIS), Observational Medical Outcomes Partnership (OMOP), and other ontologies (SNOMED, RxNorm, NDC, DICOM, LOINC) as required by their governing bodies and with JTS approval.

1.3.7. Data Quality Assurance: The contractor shall implement a Data Quality Management plan to ensure the integrity, accuracy, and reliability of trauma registry data. This includes data validation, error checking, consistency checks, and regular audits.

1.4. WORKSTREAM 4 – SECURITY & ACCREDITATION

1.4.1. Risk Management Framework (RMF) and Authority to Operate (ATO): The Contractor shall ensure compliance with DoD cybersecurity requirements and the Risk Management Framework (RMF) and obtain/maintain Authority to Operate (ATO) for the AWS Cloud environment.

1.4.2. Security & Access Control: The Contractor shall implement role-based access controls and data segmentation to protect sensitive data. The system shall track data origin (SIMON vs manual), user modifications, timestamps, and change history for full auditability.

1.4.3. Security Incident Response: The contractor shall implement a security incident response plan to address and mitigate security incidents promptly and develop a comprehensive disaster recovery plan.

1.5. WORKSTREAM 5 – REPORTING, ANALYTICS & USER EXPERIENCE

1.5.1. User Interface & Workflow Optimization: The Contractor shall provide intuitive, role-based user interfaces that support clinical workflows, enable efficient navigation, minimize redundant data entry, and provide actionable feedback.

1.5.2. Registry & PI Reporting: The Contractor shall provide reporting capabilities, including accurate, timely reports and dashboards to support clinical decision-making, PI analysis, and operational oversight.

1.5.3. External Reporting & Compliance: The Contractor shall support reporting to external trauma registries (e.g., NTDB, TQIP) in compliance with applicable standards.

1.5.4. Data Analysis for Trauma Research: The contractor shall perform comprehensive data analysis on trauma registry data to support research, including statistical analysis, trend analysis, and epidemiological studies as directed.

1.5.5. Reporting and Documentation: The contractor shall generate detailed reports with insights, findings, and recommendations to support trauma care improvements. All reports must have traceability to source data.

1.5.6. Data Visualization: The contractor shall utilize data visualization tools (e.g., SAS, Stata, Python, R, Tableau) to present analysis findings in a clear, actionable manner, tailored to user needs with drill-down and roll-up capabilities.

1.6. WORKSTREAM 6 – MODERNIZATION & ENHANCEMENT

1.6.1. Modernization & Capability Enhancement: The Contractor shall implement enhancements such as automation, AI-assisted abstraction, and configurable rules to improve efficiency while preserving full manual workflow capability.

1.6.2. Advanced Data Analytics: The contractor shall integrate artificial intelligence and machine learning algorithms to predict trends and identify potential issues, following DoD responsible use of AI documentation. A capability development roadmap for technologies like OCR/NLP and Generative AI shall be created.

1.6.3. DoDTR Migration Proof of Concept: The contractor shall develop a proof of concept for migrating the DoDTR to a cloud-based infrastructure to evaluate and determine next steps.

1.6.4. Interoperability: The contractor shall enhance interoperability with other medical and defense data systems to streamline data sharing and integration.

1.6.5. Application Change Control & QA: The contractor shall implement an Application Change Control System to manage code changes and perform comprehensive software quality assurance (QA).

1.7. WORKSTREAM 7 – SUSTAINMENT & SERVICE MANAGEMENT

1.7.1. Sustainment & Service Management: The Contractor shall provide ongoing support and maintenance, including incident management, problem resolution, and change management to ensure system reliability and continuous improvement.

1.7.2. Release Management: The contractor shall develop a comprehensive Release Management strategy to address break fixes, security updates, software enhancements, and new upgrade requests.

1.7.3. Issue Resolution: The contractor shall provide an end-to-end Issue Resolution Process to address break fixes, user concerns, software enhancements, and workflow questions.

1.7.4. Regular Updates: The contractor shall provide regular updates to match JTS-provided requirements, update registry vendor microservices (e.g., OCR/NLP), maintain the TQIP modality, and perform routine upgrades of all modules.

1.8. WORKSTREAM 8 – TRAINING & DOCUMENTATION

1.8.1. Training & Documentation: The Contractor shall provide initial and sustainment training, role-based training scenarios, and maintain current user and technical documentation for all stakeholders, including clinical and technical personnel.

1.8.2. Update Training: The contractor shall provide training on all system updates to users via internet, telecom, video teleconference, or webinar.

1.8.3. HIPAA Compliance: The contractor shall maintain HIPAA training currency of all personnel and compliance at all times, notifying the COR within 24 hours of any violation.

(End)

Attachment 1.

RFI Number

Company Name

Company Address

Point of Contact

Phone Number

E-mail Address

Tax Identification Number (TIN)

DUNS

Company Web Page

Company Location(s)

Company is / is not a Small Business

Company is / is not SAM Registered

Company is / is not ORCA Registered

Other Classifications (e.g. 8(a), HubZone, Woman-Owned, Veteran-Owned, Service-Disabled Veteran-Owned)

Product is/is not manufactured by a small business

The proposed product is/is not available on Army Computer Hardware Enterprise Software Solutions (CHESS), at www.chess.army.mil

The proposed product is/is not available on General Service Administration (GSA), at www.gsaadvantage.gov

The proposed product is/is not available on NASA Solutions Enterprise-Wide Procurement (SEWP), at www.sewp.nasa.gov.

Proposed product is/is not TAA Compliant

Place of manufacture

Description of Products or Services that are Already Delivered to Customers Today, and Could be Comparable to what is Requested in this RFI

List of Customers using Comparable Products or Services (including contact information)

List of Customers using your Products or Services today, Although they are not Comparable with what is Requested in this RFI (including contact information)

Numbers of Years Product or Services on the Market and in use by Customers

Conditions that’s Listed in the RFI and can’t be met

Estimate of on-going Year Maintenance Cost

Other Solution Information Pertinent to this RFI for Government Consideration

Attachment 2.

The requirements listed in the table below shall be accommodated by the responder offering Cloud Storage Support Services for the DoD Trauma Registry (DoDTR). Please indicate Y (yes) or N (No) if your system meets each requirement in the requirements list below, and use the comments column to further justify how your product meets the requirement.

REQUIREMENTS/ SPECIFICATIONS

Meets Requirement?

(Y/N) Comments

Program Manager Deputy PM / Scrum Lead Cloud Architect Software Developers DevSecOps Engineer Data Engineers Data Scientists / Epidemiologists Clinical SME QA/Test Engineer UI/UX Developer Help Desk Support Technical Writer / Trainer Cybersecurity Specialist Admin Support

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