Trauma Registrars
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of the Army, specifically the W40M MRC0 WEST office, is soliciting proposals for Trauma Registry Services for Brooke Army Medical Center (BAMC) at Joint Base San Antonio, TX. This opportunity is a Total Small Business Set-Aside (FAR 19.5) under NAICS code 561110 (Specialized Medical Support). The services involve remote trauma registrar support. Questions are due by January 26, 2026, at 1:00 PM CST, and offers are due by February 20, 2026, at 1:00 PM CST.
Scope of Work
The contractor will provide comprehensive, remote trauma registry services, including accurate, timely, and complete abstraction, coding, and data entry of trauma patient information from electronic medical records (MHS-G) into the Image Trend Patient Registry web-based platform. Services must comply with National Trauma Data Standard (NTDS), TQIP, State of Texas, and BAMC standards. Key personnel requirements include CAISS certification (minimum 75%), ICD-10 coding course, AAAM AIS-15 course, and American Trauma Society Trauma Registrar course (or equivalent). The contractor company must have at least five years of documented experience with high-level (Level 1 & 2) trauma centers.
Contract & Timeline
- Contract Type: Solicitation (W81K0026QA066) for commercial items using FAR Part 12 and 13.
- Set-Aside: Total Small Business Set-Aside.
- Period of Performance: Base period from April 1, 2026, to March 31, 2027, with four one-year option periods and a potential FAR 52.217-8 extension, extending through March 30, 2031, and potentially to September 30, 2031.
- Questions Due: January 26, 2026, 1:00 PM CST.
- Offers Due: February 20, 2026, 1:00 PM CST.
- Published Date: January 21, 2026.
Evaluation Factors
Award will be made using a Best-Value Tradeoff source selection process. Proposals will be evaluated on:
- Technical Capability: Must achieve at least an "Acceptable" rating. Includes Performance Work Statement, Management Plan, and Staffing Approach.
- Past Performance: Assessed based on recency, relevancy, and quality, leading to a Performance Confidence Assessment rating. Offerors must submit a Past Performance Information (PPI) Sheet (Attachment 3) for each reference, and references will be contacted via a Past Performance Questionnaire (Attachment 4).
- Price: Evaluated for reasonableness. Pricing must be submitted on the provided Excel spreadsheet (Attachment 2). Technical Capability and Past Performance are equally important, and all non-cost/price factors combined are significantly more important than price.
Eligibility & Special Requirements
Offerors must be registered in the System for Award Management (SAM). Personnel must have an active Tier 1 security clearance, U.S. Citizenship, and complete mandatory government training (e.g., AT Level I, OPSEC, HIPAA, IA). The contractor must provide Common Access Card Readers and required computer hardware. The Department of Labor Wage Determination 2015-5253 (Revised Dec 3, 2025) applies, establishing minimum wage rates and fringe benefits for the Texas counties of Atascosa, Bandera, Bexar, Comal, Guadalupe, Kendall, Medina, and Wilson.
Submission Instructions
Proposals must be submitted electronically via email to the specified points of contact. Each volume must be a separate PDF file with specific naming conventions. Proposals should be clear, concise, and include sufficient detail. The proposal structure includes four volumes: I - Administrative, II - Technical Capability, III - Past Performance, and IV - Price. Noncompliance with instructions may lead to rejection.