Trauma Registrars

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation W81K0026QA066.

• Incumbent Vendor: The current vendor is J-3 Professional Services, LLC.
• Current Contract Number: The current contract number is W81K0020P0363.

This information clarifies the incumbent contractor and contract number, which may be relevant for bidders assessing the competitive landscape.

Amendment / Modification

This amendment (0001) to Solicitation W81K0026QA0660001, originally dated 21 JAN 2026, is issued to provide a response to industry questions. The amendment itself is dated 29 JAN 2026.

• The "List of Contract Documents, Exhibits, or Attachments" section has been updated.

• "Industry Questions and Responses" have been added as an attachment.

• The amendment acknowledges that the "hour and date specified for receipt of Offers is extended" but does not specify the new date or time. Bidders are instructed to acknowledge receipt of this amendment.

Solicitation / RFP / RFQ

This document is a solicitation (W81K00-26-Q-A066) for Trauma Registry Services. The solicitation was issued on January 21, 2026, with an offer due date of February 20, 2026, at 1:00 PM.

The solicitation outlines requirements for "Trauma Registry Services - Records" and "Trauma Registry Services Lead" services. These services are broken down into line items with specified quantities and pricing arrangements (Firm Fixed Price).

• The contract type is not explicitly stated but is presented as a solicitation for commercial products and services.

• The period of performance for the base contract and option periods extends from April 1, 2026, through March 31, 2031, with potential for further extensions.

• Offerors are to complete blocks 12, 17, 23, and 30 of the Standard Form 1449.

• Specific submission instructions and evaluation criteria are not detailed in the provided pages but are referenced as being included in the full solicitation package.

• The acquisition is set aside for Small Business.

• The North American Industry Classification Standard (NAICS) code is 561110, with a size standard of USD 12,500,000.00.

• The solicitation incorporates FAR clauses 52.212-1, 52.212-3, 52.212-4, and 52.212-5 by reference, with some clauses included in full text.

• Numerous other FAR and DFARS clauses are incorporated by reference, covering various aspects of contract performance, compliance, and reporting.

Form / Attachment / Pricing Sheet

This document is Attachment 2, a Pricing Worksheet for Trauma Registry Services at Brooke Army Medical Center (BAMC), JBSA, Fort Sam Houston, TX. Bidders are instructed to fill in their contractor name and use no more than two decimal places for pricing.

• Base Period (POP 1 Apr 2026 - 31 Mar 2027): Includes CLINs for Trauma Registry Records (Each) and Trauma Registry Services Lead (Hours).
• Option Periods 1-4 (POP 1 Apr 2027 - 31 Mar 2031): Each option period includes CLINs for Trauma Registry Records (Months) and Trauma Registry Services Lead (Each).
• FAR 52.217-8 (POP 1 Apr 2031 - 30 Sep 2031): Includes CLINs for Trauma Registry Records (Months) and Trauma Registry Services Lead (Each).
• All CLINs currently show a Unit Price and Total of 0.0, indicating that specific pricing details are to be filled in by the contractor.

This worksheet is essential for bidders to understand the structure of pricing for the Trauma Registry Services contract, including the base period, four option periods, and the FAR 52.217-8 period. Bidders must use this template to provide their proposed pricing for each CLIN and period, ensuring adherence to the specified units of measure and decimal place limitations.

Form / Attachment / Pricing Sheet

This document is a Past Performance Information (PPI) Sheet template. Bidders must use this sheet to provide detailed information for each past performance reference submitted in response to Solicitation W81K0025QA217. One sheet should be used per project, with a limit of three pages per project.

• Company Information: Name, CAGE, UEI, Sub or Prime status (including percentage of work if sub).
• Contract Details: Contract Number or Task Order number and the period of performance (Note: IDIQ basic contract numbers are not to be provided; reference Task Order numbers instead).
• Point of Contact (POC): Current email address and phone numbers for two POCs if possible (one from contracting, one from end-user/customer).
• Description of Effort: Labor categories, location of services, and number of Full-Time Equivalents (FTEs) performed. Include a description of the work.
• Contract Award Amount: List the award amounts for the base year and each option year, along with the total.
• Status of Project: Identify the status of performance reporting, years successfully completed, and any terminations or modifications for scope change.

This form is critical for bidders to document their relevant past performance. Accurate and complete submission of this PPI sheet is essential for the government's evaluation of a bidder's experience and capability to perform the work required by the solicitation.

Form / Attachment / Pricing Sheet

This document is a U.S. Department of Labor "Register of Wage Determinations Under the Service Contract Act." It provides the minimum wage rates and fringe benefits required for various occupations in a specific geographic area. This is typically attached to solicitations to inform bidders of the labor costs they must account for in their proposals.

• Geographic Area: Texas Counties of Atascosa, Bandera, Bexar, Comal, Guadalupe, Kendall, Medina, Wilson.
• Occupational Listings: Detailed list of job titles with corresponding minimum hourly wage rates.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing. Specific fringe benefit rates are detailed at the end of the document.
• Executive Orders: Notes the applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage) for federal contractors, outlining specific requirements and minimum rates for 2025.
• Vacation and Holidays: Details paid vacation and holiday provisions required for contractors.
• Conformance Process: Outlines the procedure for requesting additional classifications and wage rates if an occupation is not listed.

This document is critical for bidders as it establishes the minimum labor costs that must be factored into their proposals for any contract awarded under this wage determination. Bidders must ensure their proposed wages and benefits meet or exceed these requirements to be compliant. Failure to adhere to these wage rates can lead to non-compliance and potential penalties.

Solicitation / RFP / RFQ

This document is an addendum to FAR Provision 52.212-1, providing instructions to offerors and outlining evaluation criteria for a solicitation. It details submission requirements, proposal format, and evaluation factors for potential bidders.

• Proposals must be submitted electronically via email by the specified deadline.

• Each volume of the proposal must be a separate PDF file, with specific naming conventions.

• Pricing information must be submitted on the provided Excel spreadsheet (Attachment 2) and included only in Volume IV – Pricing.

• Proposals must be clear, concise, and include sufficient detail for effective evaluation.

• Offerors must be registered in the System for Award Management (SAM).

• The selection of a source will be conducted utilizing FAR Part 12 (Acquisition of Commercial Items) and FAR Part 13 (Simplified Acquisition Procedures).

• Award will be made using a Best-Value Tradeoff source selection process.

• Questions Deadline: January 26, 2026, 1:00 PM Central Standard Time.

• Proposal Submission: Via email to specified points of contact by the date and time established in Block 8 of the SF 1449.

• Proposal Structure: Four volumes: I - Administrative, II - Technical Capability, III - Past Performance, IV - Price.

• Evaluation Factors: Technical Capability (including Performance Work Statement, Management Plan, Staffing Approach), Past Performance, and Price.

• Technical Capability: Must achieve at least an "Acceptable" rating to be considered for award.

• Past Performance: Assessed based on recency, relevancy, and quality, resulting in a Performance Confidence Assessment rating.

• Price: Evaluated for reasonableness and will be considered in conjunction with other factors for best value.

• Award Basis: Best-value tradeoff, where Technical Capability and Past Performance are equally important, and all non-cost/price factors combined are significantly more important than price.

• Potential contractors must be registered in SAM.

• Specific small business representations are required for certain categories (e.g., small business, service-disabled veteran-owned small business, WOSB, EDWOSB, HUBZone).

• Files larger than 20MB may require separate emails.

• The Government is not responsible for transmission or receipt failures.

• Offerors are encouraged to present their best proposal and prices in their initial submission, though discussions may be held.

• Noncompliance with proposal preparation and submittal instructions may lead to rejection.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire used by the Medical Readiness Contracting Office – West (MRCO-W) to gather feedback on a contractor's performance for a non-personal services contract. The contract involves providing trauma registrar services to complete trauma registry charts for Brooke Army Medical Center (BAMC).

• Contractor Information: Requires the name of the contractor being evaluated and the relevant contract/order number.
• Service Details: Asks for the type and location of services provided, total contract amount, and the number of Full Time Equivalents (FTEs).
• Performance Evaluation: Includes questions on whether there were unsatisfactory performance issues resulting in additional costs.
• Quality of Service & Customer Relations: Utilizes a rating system (Excellent, Satisfactory, Marginal, Unsatisfactory) to assess the contractor's compliance with the Performance Work Statement and their business/customer relations. Narratives are required for any rating other than "Satisfactory."

This questionnaire is sent to references identified by offerors to validate past performance. Bidders should be aware that their references will be contacted to provide feedback on their performance, which is a critical factor in the evaluation of proposals. The deadline for returning the completed questionnaire is 20 Feb 2025, 1:00 PM CT, to cathy.l.harris2.civ@health.mil and james.m.davis1.civ@health.mil.

Statement of Work (SOW) / Performance Work Statement (PWS)

To obtain qualified Trauma Registry Services for a company with at least a 5-year history of complete trauma registrar services working with American College of Surgeons or State verified high level (level 1 & 2) Trauma Centers. The services will ensure accurate, timely, and complete abstraction, coding, and data entry of trauma patient information.

• Provide remote trauma registry services to abstract, transcribe, verify, and enter trauma data from the electronic medical record (MHS-G) into the trauma registry.

• Access government systems via government-supplied Common Access Card (CAC).

• Ensure registrars have specific certifications: minimum 75% CAISS certified, 100% with ICD-10 coding course (last 5 years), AAAM AIS-15 course, and American Trauma Society Trauma Registrar course (or equivalent per ACS guidelines).

• Maintain compliance with National Trauma Data Standard (NTDS), TQIP, State of Texas, and BAMC standards.

• Utilize the Image Trend Patient Registry web-based platform.

• Provide a project lead responsible for communication with the BAMC Trauma Program Manager and attending staff meetings remotely.

• Abstract, code, and enter trauma patient data according to national, state, and organization data standards, including ICD-10 and AAAM AIS15 guidelines.

• Submit a data quality plan including re-abstraction of at least 10% of charts, error rate breakdown, and corrective actions for discrepancies.

• Ensure a minimum accuracy rate of 90% for re-abstracted charts.

• All Level 1 and 2 errors in Image Trend software must be corrected before record completion.

• Maintain confidentiality of all patient information and performance improvement activities.

• Provide weekly productivity reports and monthly QA reports.

• The work will be performed remotely.

• Contractor company must have at least five years of documented experience with high-volume trauma centers (Level I or II).

• Project lead must be CAISS certified, completed ATS Registrar Course, AIS 15, ICD-10, and have at least five years of trauma registry data entry experience, proficient in Image Trend.

• All personnel must complete MHS-Genesis training and any other government-required training (e.g., HIPAA, Information Assurance).

• All personnel must clear a Tier 1 federal background check.

• Access government systems using Application Virtual Hosting Environment (AVHE).

Performance Work Statement (PWS)

To obtain qualified Trauma Registry Services for Brooke Army Medical Center (BAMC) at Joint Base San Antonio, TX. The services are for remote workers designated as Emergency Essential Personnel.

• Provide comprehensive Trauma Registry Services, including accurate, timely, and complete abstraction, coding, and data entry of trauma patient information.

• Ensure compliance with all applicable accreditation, regulatory, and organizational requirements.

• Perform full data quality review to support the maintenance and management of a comprehensive trauma registry.

• Services are non-personal services, with performance occurring remotely.

• Contractor must possess a minimum of 5 years’ experience providing comprehensive trauma registry services to higher-level trauma centers (Level 1 & 2).

• Contract personnel must meet or exceed national standards established by The Joint Commission (TJC).

• Minimum 1 year of experience as a Trauma Registrar for contract personnel.

• Personnel must meet ACS guidelines and 75% must have successfully completed CAISS.

• Quality Control Plan (QCP) required within 30 days of award, detailing monitoring and compliance procedures.

• Government will evaluate performance via a Quality Assurance Surveillance Plan (QASP).

• Performance is remote; no work will be performed at BAMC.

• Contractor support hours are 24/7, Sunday through Saturday, averaging 40 hours per week.

• Contractor personnel must have an active Tier 1 security clearance prior to service commencement and maintain it throughout the contract.

• U.S. Citizenship is required for contract personnel.

• Mandatory training includes Anti-Terrorism (AT) Level I, Operations Security (OPSEC), iWATCH, Information Assurance (IA), HIPAA & Privacy Act, DHA Employee Safety, Joint Staff Insider Threat Awareness, and New Employee Orientation (NEO).

• Contractor must provide Common Access Card Readers and required computer hardware.

• Strict adherence to data privacy, non-disclosure, and protection of Government information is required.

• Contractor must report all labor hours via the System for Award Management (SAM) Service Contract Report (SCR).