G008--402-26-2-7290-0007 VA Maine Medicaid Application Service Contract to Include option years (VA-26-00025267)

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for VA Maine Medicaid Application Assistance Services. The Network Contracting Office (NCO) 1- New England is seeking these services as a Firm-Fixed Price contract.

• Provide assistance with the completion of Medicaid applications for veterans and their caregivers.

• Navigate the Medicaid application process for states served within VISN 1.

• Provide personal assistance and resources to VHAMEHCS staff, patients, and caregivers.

• Follow up on pending Medicaid applications to ensure timely processing and assist with appeals if necessary.

• Services include assistance with Medicaid Long Term Care and community-based services applications.

• Contractor must be able to meet patients/families at the bedside or virtually.

• Contractor must obtain necessary documents and releases of information.

• Contractor must be comfortable working with vulnerable populations.

• Contract Type: Firm-Fixed Price

• Period of Performance: One base year with four (4) one-year option periods.

• Estimated Value: Not specified.

• Submission Deadline: April 3, 2026, 1:00 PM EST.

• Submission Email: Jessica.Martin11@va.gov

• Questions Deadline: March 15, 2026, 3:00 PM EST.

• Evaluation Factors: Technical or Quality, Past Performance, and Price.

• Award will be based on a comparative evaluation of quotes, seeking the most favorable to the Government.

• Offerors must register in SAM.gov and complete electronic representations and certifications.

• This solicitation is set-aside for 100% Small Business.

• NAICS Code: 524298 (Small Business Size Standard: $31 million).

• The solicitation incorporates FAR provisions and clauses as stated.

• Offerors must include a statement accepting the terms and conditions or list exceptions.

• Place of Performance: VA Maine Healthcare System, Togus Medical Center, Augusta, ME.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, prepared in accordance with FAR subpart 12.6. The Department of Veterans Affairs Network Contracting Officer 01 is seeking to purchase services related to the VA Maine Medicaid Application Service. This announcement serves as the only solicitation, and quotes are requested.

The specific services required are detailed in the attached Statement of Work (SOW).

• Contracting Office ZIP Code: 04330

• Solicitation Number: 36C24126Q0210

• Place of Performance: VA Maine Healthcare System, Togus Campus, Augusta, ME 04330

• Response Date/Time: April 3, 2026, 1:00 PM Eastern Time, New York, USA.

• Instructions: Offerors should follow instructions in FAR provision 52.212-1. Pricing should be identified on the Price/Cost Schedule on page 1.

• Evaluation Criteria: Specified in FAR provision 52.212-2.

• Monitoring Amendments: It is the offeror's responsibility to monitor SAM.gov for amendments.

• Set-Aside: 100% Total Small Business set-aside.

• NAICS Code: 524298 (All other Insurance Related Activities) with a small business size standard of $31 million.

• Registration: Prospective firms must be registered in SAM.gov and VetCert (sba.gov).

• Veteran's First Contracting Program: Vendors claiming Small Business status must be verified and certified by the SBA.

• VA Vendorization: All vendors must be vendorized by completing Form 10091 at https://www.cep.fsc.va.gov/.

• The solicitation document and incorporated provisions and clauses are effective through Federal Acquisition Circular 2025-06.

• Interested parties can contact Contract Specialist Jessica Martin at Jessica.Martin11@va.gov.

• The attached document is titled "S02 Combined Synopsis Solicitation-VA Maine Medicaid Application Service."

Solicitation / RFP / RFQ

This is a notice of a potential opportunity for Medicaid Application Assistance Services for the VA Maine Healthcare System (VHAMEHCS). The VA is conducting market research to identify capable sources, specifically Service-Disabled Veteran-Owned Small Businesses (SDVOSB), Veteran-Owned Small Businesses (VOSB), or capable Open Market Sources. The goal is to identify potential sources and suitable locations, not to pre-qualify or disqualify any offerors. This is not a solicitation for offers or a request for proposals at this stage.

• Provide assistance with the completion of Medicaid applications for states served within VISN 1 (Maine, New Hampshire, Vermont, Massachusetts, Rhode Island, Connecticut).

• Offer personal assistance and resources to VHAMEHCS staff, patients, and caregivers needing to complete Medicaid applications.

• Follow up on pending Medicaid applications to ensure timely processing.

• Proactively contact Medicaid offices for status updates.

• Continue follow-up until a Medicaid eligibility decision is made, including assisting with appeals.

• Assist with transitions from acute and subacute care by ensuring veterans have a payer source.

• Navigate various Medicaid application types, including Long-Term Care and Community-Based Services (e.g., PACE, Frail Elder Services, Adult Day Healthcare, Group Foster Homes).

• Meet with patients/caregivers at bedside or virtually within expected timelines.

• Obtain necessary Releases of Information (ROI) and ensure they are scanned into the medical record.

• Make initial outreach for inpatient referrals within 48 hours and outpatient referrals within 7 days.

• Submit/file applications within 72 hours of receiving a signed referral form.

• Track and report data/analytics of the process.

• Provide training and presentations to staff as needed.

• Period of Performance: One base year with the possibility of four one-year option periods.

• Contract effective date: Date of award through September 2026, with 4 option years.

• This is a market research notice, not a solicitation for offers. Submission of information is voluntary.

• The government assumes no financial responsibility for costs incurred in response to this notice.

• NAICS Code: 524298 (All other Insurance Related Activities).

• Small Business Size Standard: $31 million.

• The VA seeks to identify capable resources from SDVOSB, VOSB, and/or capable Open Market Sources.

• The Department of Veterans Affairs will give the opportunity to other offerors in the interest of competition.

• Prospective bidders must have significant knowledge of the Medicaid application process throughout New England.

• Bidders must be able to meet patients/families at the bedside or virtually.

• Bidders must be comfortable working with multiple types of vulnerable populations.

• Contractor is responsible for travel to VHAMEHCS sites, Medicaid offices, and community locations.

• The government will not pay for fuel surcharges.

• Invoices are to be submitted monthly in arrears.

• Quality measures include turnaround time, timeliness of accessing Medicaid payer source, patient satisfaction, and proper invoice submission.