Notice of Intent to Sole Source Pandemic Registry Support Services

The Defense Health Agency Contracting Activity (DHACA) intends to award a Firm Fixed Price (FFP) sole source bridge contract on behalf of the Defense Health Agency (DHA) Joint Trauma System (JTS) to Po’okela Solutions for Pandemic Registry Support Services, under the authority FAR 6.103-1(c)(2)(ii), Unacceptable delays in fulfilling the agency’s requirements.

This support provides the ability to extract relevant trauma and pandemic care data from multiple sources, including Electronic Health Records (EHRs), patient management systems, and other clinical systems. This contract provides personnel with subject matter expertise, including registry business rules, standard coding schemas, and experience with online training. The priorities and flexibility of the JTS to adjust abstraction and analysis priorities and development of Clinical Practice Guidelines (CPG’s) and playbooks is remarkable. The JTS performance improvement program, as well as other military and governmental researchers are provided data, dashboards, charts, and graphs of pertinent information.

Poʻokela Solutions possesses unique institutional knowledge of JTS registry architecture, abstraction workflows, registry business rules, coding schemas, and performance improvement processes that have been developed and refined over multiple years of performance. Poʻokela Solutions has direct, hands-on experience with the DoD Trauma Registry (DoDTR), COVID-19 Registry, and associated analytic pipelines, including established interfaces with EHRs, patient management systems, and other clinical data sources across the Military Health System (MHS). This experience enables immediate and uninterrupted execution of complex data extraction, validation, abstraction, and analysis activities that are mission-critical to combat casualty care and readiness.

Competing this requirement at this time would necessitate extensive transition and onboarding efforts, including reverse engineering existing workflows, recreating data dictionaries and abstraction guidance in order to support novice personnel, retraining personnel on unique JTS business rules, and reestablishing system access and security approvals. These activities would result in substantial duplication of costs that is not expected to be recovered through competition. In addition, loss of continuity during transition would significantly degrade the timeliness and quality of registry data, dashboards, and analytic products relied upon by JTS leadership, Combatant Commands, and military and governmental researchers. However, this bridge contract, once in place, will allow for the proper procurement lead time for a competitive 8(a) 5-year follow-on contract.

This is a notice of intent to issue a contract on a sole source basis. This notice of intent is NOT a request for quotations (RFQ). Any other firms desiring consideration must fully identify their interest and capability to provide these services to the individual listed below. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. Interested persons may identify their interest in writing, to the Government point of contact. Responses to this notice must be received no later than 9:00 AM Eastern Standard Time, 20 February 2026. The point of contact for this action is James Cheng, james.cheng1.civ@health.mil. No telephone requests will be honored.