Trauma Registrars

The Department of the Army Medical Command is soliciting proposals for Trauma Registry Services to support Brooke Army Medical Center (BAMC), a Level I Trauma Center located at Joint Base San Antonio Fort Sam Houston, Texas. The contractor must provide comprehensive trauma registry services including abstracting, transcribing, verifying, and entering trauma patient data from the Military Health System-Genesis electronic medical record into the Image Trend Patient Registry platform, with each record containing approximately 300 data elements and requiring entry within 60 days of discharge. Key personnel requirements include a project lead who must be CAISS certified with a minimum of five years' experience, and at least 75 percent of all trauma registrars must hold CAISS certification with all personnel completing ICD-10 coding, AIS-15, and American Trauma Society Registrar courses. The Government will evaluate proposals using a best-value tradeoff methodology where Technical Capability and Past Performance are equally weighted and combined are significantly more important than Price; proposals must receive a minimum "Acceptable" technical rating to advance. The deadline for contractor questions is January 26, 2026 at 1:00 PM Central Standard Time, and proposals are due by February 20, 2026 at 1:00 PM Central Standard Time, with this amendment issued on January 29, 2026 to address industry questions.

This solicitation is designated as a Total Small Business set-aside under NAICS code 561110 (Office Administrative Services) with a Women-Owned Small Business requirement. The current incumbent contractor is J-3 Professional Services, LLC, operating under contract number W81K0020P0363. The contract is structured on a firm fixed-price basis with a total value capped at $12,500,000 and requires the contractor to process 4,500 trauma records annually and provide 1,920 hours per year of project lead services. The base period runs from April 1, 2026 through March 31, 2027, with four optional one-year renewal periods extending through March 31, 2031, plus a partial-year FAR 52.217-8 period through September 30, 2031. All work is performed remotely with contractor personnel accessing government systems via government-supplied Common Access Cards, and the contractor must comply with Service Contract Act wage determination WD 2015-5253 REV 22 (effective December 3, 2025) in addition to extensive FAR and DFARS clauses addressing compliance, security clearances, and statutory requirements.