Health Information Management Support Services
Closed Solicitation Posted
- Solicitation number
- RFQ-NIH-OD-27-000062
- Agency
-
Office of Logisitics and Acquisition Operations
National Institutes of Health, Department of Health and Human Services
- Responses due
- Set-aside
- Woman-Owned Small Business
Opportunity facts
- NAICS code
- 561110 Office Administrative Services
- Place of performance
- Bethesda, Maryland 20892, United States
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The National Institutes of Health Clinical Center seeks a contractor to provide health information management support services—including customer service, diagnostic and procedural coding and abstracting, and transcription of medical reports, letters, and pathology reports—with proposals due October 5, 2026. This is a Women-Owned Small Business set-aside issued as RFQ-NIH-OD-27-000062 under FAR Subpart 12 commercial acquisition procedures.
Place of performance is the NIH Clinical Center, Department of Clinical Research Informatics, Health Information Management Division, 9000 Rockville Pike, Building 10, Bethesda, Maryland 20892. Release of information functions must be performed onsite; coding, transcription, quality assurance, and management may be performed remotely; scanning operations are restricted to the Maryland-DC-Virginia area. All work must be performed from United States-based office environments. Contractor personnel must hold relevant medical coding certifications (CCS, CPC, or CCS-H) and comply with FISMA 2014, HSPD-12, FIPS 140 encryption standards, mandatory NIH security training, and incident notification procedures requiring reporting within one hour of discovery.
The contract base period runs November 1, 2026 through October 31, 2027, with four optional 12-month renewal periods extending through October 31, 2031. Estimated staffing includes approximately 7.2 FTE core customer service, 2.0 FTE team leads, 1.0 FTE scanning coordinator, and 2.0 FTE coding coordinators and CDI specialists. Performance metrics include 7:00 a.m. to 5:00 p.m. Monday-Friday customer service coverage with no more than 40 hours of uncovered time annually, 90% accuracy rates for coders, production metrics (0.93 records per hour for inpatient visits, 4.08 for outpatient first registration, 4.9 for significant procedures, 3.6 for interventional radiology), and 24-hour and 12-hour transcription turnaround requirements with monetary damages for late completion.
The NAICS code is 561110, Office Administrative Services. Award will be a firm-fixed-price purchase order made on a best-value basis. Pricing must include separate unit and extended prices for each performance period with approximately 3% annual escalation as benchmark, covering hourly labor, monthly firm-fixed-price facility costs for scanning and storage, and production-volume-based services priced per visit, line, or report. Contractors must comply with Department of Labor Wage Determinations for Medical Record Technician 12190 and Medical Transcriptionist 12195 for each work location. The incumbent contractor is Medical Records Corporation of Maryland (Contract 75N90025C00004), with all positions currently fully staffed.
Evaluation weighs technical capability and past performance combined as more important than price. Price is evaluated but not scored. Technical evaluation (100 points across five categories) assesses response to introduction (10 points), personnel (20 points), plan of operation (40 points), and information technology resources (10 points). Past performance (20 points, evaluated after competitive range determination) requires minimum two references and five years of experience in dictation, transcription, speech recognition solutions, and coding and abstracting across inpatient, outpatient, ambulatory surgery, and interventional radiology settings. Subcontracting is permitted provided all security, privacy, and performance requirements are met.
Notice text
4 versions
Update #4 · Latest ·
The purpose of this amendment 3 is to extend the due date from October 2, 2026, to October 5, 2026 at 10 am EST.
The purpose of this amendment 2 is to extend the due date from September 30, 2026 to October 2, 2026, at 5 PM EST.
The purpose of this amendment 1 is to address questions and provide clarifications. See attached and additional language in ‘Technical Evaluation Criteria’ attachment. An updated ‘CLIN items’ attachment has also been added. Proposals will be evaluated based on the following factors:
- Technical Capability
- Past Performance
- Price
See attachment for the subfactors of technical and past performance via this amendment. When combined, technical and past performance are more important than price. Price will be evaluated by the Government but not scored. Award will be made to the vendor that proposes best value to the Government.
This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Requirements (FAR) Subpart 12.202, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation will not be issued.
The solicitation number for this requirement is RFQ-NIH-OD-27-000062 and is hereby issued as a Request for Quote (RFQ) using FAR Subpart 12 - Acquisition of Commercial Products and Commercial Services.
The National Institutes of Health Clinical Center, Department of Clinical Research Informatics, Health Information Management Division (NIH CC, DCRI, HIMD) seeks a contractor to assist in efficient customer service, diagnostic and procedural coding and abstracting, and transcription medical reports, letters, and pathology reports in order to provide the best patient care support services possible.
See the CLINS and FAR Clauses and Provisions associated with this combined synopsis / solicitation in the attachments section.
Place of Performance: NIH Clinical Center DCRI/HIMD, 9000 Rockville Pike, Building 10, Bethesda, MD 20892
The quote format is at the discretion of the offeror.
It is the offeror's responsibility to be familiar with the applicable clauses and provisions. Clauses and provisions may be accessed via the Internet at website FAR | Acquisition.GOV.
This solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular (FAC) - Revolutionary FAR Overhaul (RFO).
This acquisition is under North American Industry Classification System (NAICS) code 561110 (Office Administrative Services). This is a total SB set-aside for Women-Owned Small Business (WOSB). A Firm-Fixed Price purchase order will be issued in writing to the successful offeror. To be eligible to receive an award resulting from this solicitation, contractor must be registered in the System for Award Management (SAM) at the time of quote submission.
FAR Provision 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, applies to this acquisition.
Please see the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services for specific evaluation criteria.
FAR clause 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition.
No telephonic quotes will be processed. All responses must be received no later than 10:00 A.M., Eastern Standard Time on Monday, September 28, 2026. Please send any questions and quotes to Huda Malik, Contract Specialist at huda.malik@nih.gov.
Attachments:
1. Statement of Work (SOW)
2. CLIN Items
3. Clause
Update #3 ·
The purpose of this amendment 2 is to extend the due date from September 30, 2026 to October 2, 2026, at 5 PM EST.
The purpose of this amendment 1 is to address questions and provide clarifications. See attached and additional language in ‘Technical Evaluation Criteria’ attachment. An updated ‘CLIN items’ attachment has also been added. Proposals will be evaluated based on the following factors:
- Technical Capability
- Past Performance
- Price
See attachment for the subfactors of technical and past performance via this amendment. When combined, technical and past performance are more important than price. Price will be evaluated by the Government but not scored. Award will be made to the vendor that proposes best value to the Government.
This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Requirements (FAR) Subpart 12.202, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation will not be issued.
The solicitation number for this requirement is RFQ-NIH-OD-27-000062 and is hereby issued as a Request for Quote (RFQ) using FAR Subpart 12 - Acquisition of Commercial Products and Commercial Services.
The National Institutes of Health Clinical Center, Department of Clinical Research Informatics, Health Information Management Division (NIH CC, DCRI, HIMD) seeks a contractor to assist in efficient customer service, diagnostic and procedural coding and abstracting, and transcription medical reports, letters, and pathology reports in order to provide the best patient care support services possible.
See the CLINS and FAR Clauses and Provisions associated with this combined synopsis / solicitation in the attachments section.
Place of Performance: NIH Clinical Center DCRI/HIMD, 9000 Rockville Pike, Building 10, Bethesda, MD 20892
The quote format is at the discretion of the offeror.
It is the offeror's responsibility to be familiar with the applicable clauses and provisions. Clauses and provisions may be accessed via the Internet at website FAR | Acquisition.GOV.
This solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular (FAC) - Revolutionary FAR Overhaul (RFO).
This acquisition is under North American Industry Classification System (NAICS) code 561110 (Office Administrative Services). This is a total SB set-aside for Women-Owned Small Business (WOSB). A Firm-Fixed Price purchase order will be issued in writing to the successful offeror. To be eligible to receive an award resulting from this solicitation, contractor must be registered in the System for Award Management (SAM) at the time of quote submission.
FAR Provision 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, applies to this acquisition.
Please see the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services for specific evaluation criteria.
FAR clause 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition.
No telephonic quotes will be processed. All responses must be received no later than 10:00 A.M., Eastern Standard Time on Monday, September 28, 2026. Please send any questions and quotes to Huda Malik, Contract Specialist at huda.malik@nih.gov.
Attachments:
1. Statement of Work (SOW)
2. CLIN Items
3. Clause
Update #2 ·
The purpose of this amendment is to address questions and provide clarifications. See attached and additional language in ‘Technical Evaluation Criteria’ attachment. An updated ‘CLIN items’ attachment has also been added. Proposals will be evaluated based on the following factors:
- Technical Capability
- Past Performance
- Price
See attachment for the subfactors of technical and past performance via this amendment. When combined, technical and past performance are more important than price. Price will be evaluated by the Government but not scored. Award will be made to the vendor that proposes best value to the Government.
This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Requirements (FAR) Subpart 12.202, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation will not be issued.
The solicitation number for this requirement is RFQ-NIH-OD-27-000062 and is hereby issued as a Request for Quote (RFQ) using FAR Subpart 12 - Acquisition of Commercial Products and Commercial Services.
The National Institutes of Health Clinical Center, Department of Clinical Research Informatics, Health Information Management Division (NIH CC, DCRI, HIMD) seeks a contractor to assist in efficient customer service, diagnostic and procedural coding and abstracting, and transcription medical reports, letters, and pathology reports in order to provide the best patient care support services possible.
See the CLINS and FAR Clauses and Provisions associated with this combined synopsis / solicitation in the attachments section.
Place of Performance: NIH Clinical Center DCRI/HIMD, 9000 Rockville Pike, Building 10, Bethesda, MD 20892
The quote format is at the discretion of the offeror.
It is the offeror's responsibility to be familiar with the applicable clauses and provisions. Clauses and provisions may be accessed via the Internet at website FAR | Acquisition.GOV.
This solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular (FAC) - Revolutionary FAR Overhaul (RFO).
This acquisition is under North American Industry Classification System (NAICS) code 561110 (Office Administrative Services). This is a total SB set-aside for Women-Owned Small Business (WOSB). A Firm-Fixed Price purchase order will be issued in writing to the successful offeror. To be eligible to receive an award resulting from this solicitation, contractor must be registered in the System for Award Management (SAM) at the time of quote submission.
FAR Provision 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, applies to this acquisition.
Please see the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services for specific evaluation criteria.
FAR clause 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition.
No telephonic quotes will be processed. All responses must be received no later than 10:00 A.M., Eastern Standard Time on Monday, September 28, 2026. Please send any questions and quotes to Huda Malik, Contract Specialist at huda.malik@nih.gov.
Attachments:
1. Statement of Work (SOW)
2. CLIN Items
3. Clause
Update #1 ·
This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Requirements (FAR) Subpart 12.202, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation will not be issued.
The solicitation number for this requirement is RFQ-NIH-OD-27-000062 and is hereby issued as a Request for Quote (RFQ) using FAR Subpart 12 - Acquisition of Commercial Products and Commercial Services.
The National Institutes of Health Clinical Center, Department of Clinical Research Informatics, Health Information Management Division (NIH CC, DCRI, HIMD) seeks a contractor to assist in efficient customer service, diagnostic and procedural coding and abstracting, and transcription medical reports, letters, and pathology reports in order to provide the best patient care support services possible.
See the CLINS and FAR Clauses and Provisions associated with this combined synopsis / solicitation in the attachments section.
Place of Performance: NIH Clinical Center DCRI/HIMD, 9000 Rockville Pike, Building 10, Bethesda, MD 20892
The quote format is at the discretion of the offeror.
It is the offeror's responsibility to be familiar with the applicable clauses and provisions. Clauses and provisions may be accessed via the Internet at website FAR | Acquisition.GOV.
This solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular (FAC) - Revolutionary FAR Overhaul (RFO).
This acquisition is under North American Industry Classification System (NAICS) code 561110 (Office Administrative Services). This is a total SB set-aside for Women-Owned Small Business (WOSB). A Firm-Fixed Price purchase order will be issued in writing to the successful offeror. To be eligible to receive an award resulting from this solicitation, contractor must be registered in the System for Award Management (SAM) at the time of quote submission.
FAR Provision 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, applies to this acquisition.
Please see the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services for specific evaluation criteria.
FAR clause 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition.
No telephonic quotes will be processed. All responses must be received no later than 10:00 A.M., Eastern Standard Time on Monday, September 28, 2026. Please send any questions and quotes to Huda Malik, Contract Specialist at huda.malik@nih.gov.
Attachments:
1. Statement of Work (SOW)
2. CLIN Items
3. Clause
Files
| File | Type | Posted |
|---|---|---|
| RFQ Questions-Responses.docx | DOCX document | |
| CLIN Items.docx | DOCX document | |
| Technical Evaluation Criteria.docx | DOCX document | |
| CC DCRI Performance Work Statement.docx | DOCX document | |
| CLAUSES.pdf | ||
| CLIN Items.docx | DOCX document |
Similar open opportunities
| Opportunity | Agency | Set-aside | Responses due |
|---|---|---|---|
| Access to Web of Science, EndNote and Incites | Office of Logisitics and Acquisition Operations | No set-aside |
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