International Medical Assistance and Evacuation Services

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for International Medical Assistance and Evacuation Services. The procurement is set aside for small business. The NAICS Code for this procurement is 624230.

• The Statement of Work (SOW) is attached and details the specific requirements.

• This is a "Brand Name or Equal To" requirement.

• Delivery is FOB Destination.

• The contract type is Firm Fixed Price (TBD).

• Quotes are due by 3/27/2026 at 3:00 p.m. CT.

• Quotes must be submitted via email to Kacey Hickman at Kacey.l.hickman@nasa.gov.

• Quotes shall remain valid for 30 days.

• Submitted quotes must list two points of contact (name, phone number, email address).

• Contractual and technical questions must be submitted in writing (email) to Kacey Hickman at kacey.l.hickman@nasa.gov no later than 3/26/2026 at 3:00 p.m. CT.

• The Government will award to the responsible Offeror whose offer conforming to the solicitation is the lowest price technically acceptable (LPTA).

• This procurement is set aside for small business.

• Offerors must be registered at www.sam.gov to be considered for award.

• The solicitation includes sections on Statement of Work/Bid Schedule, Instructions to Offerors, Solicitation Provisions/Representations and Certifications, Clauses/Terms and Conditions, and Quote Evaluation Criteria.

• Specific provisions regarding Telecommunications and Video Surveillance Services, Representations and Certifications, Buy American, Trade Agreements, and others are included or incorporated by reference.

Statement of Work (SOW)

To provide comprehensive medical assistance services for NASA civil servants traveling internationally on official Government business.

• Telephonic and Electronic Assistance: Locating nearby pharmacies, medical facilities, identifying entities for medical device repair/replacement, and providing resources for lost travel documents.

• Medical Escort: Arranging for support for travelers requiring medical escort during ground/air transport.

• Medical Translation: Providing English or native language speaking medical translation during hospitalization or definitive medical care.

• Facility Location: Identifying appropriate medical facilities equivalent to U.S. standards for critical medical conditions.

• Emergency Evacuation: Providing ground transportation and/or air ambulance evacuation for international medical emergencies.

• Repatriation: Assisting with the repatriation of mortal remains.

• Only NASA civil service employees traveling officially outside the continental United States (OCONUS), including Hawaii and U.S. territories.

• Excludes personal leave/vacation injuries, illnesses outside business hours (unless waived), and family members/NASA contractor employees.

• Employees do not need to complete paperwork or enroll with the contractor.

• Information Access (CLIN 001): Provide a dedicated 24/7/365 phone number in multiple languages (English, German, Russian, Japanese, Chinese, French, Spanish, Italian). Ensure secure transmission of medical information per HIPAA. Provide laminated cards with contact information. Conduct informational webinars every six months.

• Non-Emergency Medical Assistance (CLIN 001): Provide 24/7/365 assistance in multiple languages. Assist with medical evacuation insurance documentation, non-emergency medicine/supply information, corrective lens/device replacement advice, medical translation, and medical insurance claim documentation.

• Patient Records: Maintain, store, and retain patient care records in compliance with HIPAA. Records must be secure and include specific details. Transfer records upon request.

• Emergency Medical Travel Assistance (CLIN 002): Pre-coordinate activities with designated NASA physicians for emergency events. Contact designated physicians immediately by phone for critical events or during waking hours for routine events. Discuss transport, hospitalization, and evacuation plans, including cost estimates. Obtain NASA approval for services exceeding $100,000.

• Emergency Medical Ground Transportation: Arrange transport under medical supervision to the closest Western-equivalent medical facility. All decisions require NASA pre-coordination. No transport for short-term stabilization to areas listed on the Department of State alert site.

• Emergency Medical Air Ambulance Services: Ensure a response time of no more than 5 hours from notification to reaching the employee. Provide evidence of capabilities for extractions from remote locations. All decisions require NASA pre-coordination. May involve direct transport to the U.S. Assist with arrangements for a relative's travel.

• Repatriation of Mortal Remains: Assist with funeral home arrangements, body transport, and coordination with consular services.

• Twelve (12) month Base Period (07/01/2026 - 06/30/2027).

• Four (4) twelve (12) month Option Periods.

• Contractor guarantees payment to providers as NASA's Agent for CLIN 002.

• Submit final invoices within 21 calendar days of service.

• Submit quarterly reports summarizing services provided.