Program Executive Office (PEO) Defense Healthcare Management Systems (DHMS) Deployment Solutions

Questions & Answers / Clarifications

This document is a Q&A log providing responses to prospective vendors' questions regarding the "HT003826RE001" solicitation for Program Executive Office (PEO) Defense Healthcare Management Systems (DHMS) Deployment Solutions. The questions and answers were submitted and replied to between March 5, 2026, and March 24, 2026.

• Facility Clearance (FCL) and CMMC: The current IDIQ PWS does not require an FCL, but task orders may delineate this requirement. CMMC Level 2 is anticipated for task orders.
• Task Order PWS: Each multiple award contract (MAC) holder will receive the same IDIQ PWS as an attachment. Specificity will be provided at each task order level.
• Bidscale Portal: The government will consider recommendations for primary and backup Bidscale accounts and support processes for access issues.
• Page Limits and Line Numbering: Line numbering applies to all volumes, and page limits apply per volume unless an exception is noted.
• AI Tools: AI tools will be used solely as an administrative aid; all evaluation judgments will be made by Government personnel. Proposal data will not be used to train AI models.
• Small Business Participation: The government is considering using Small Business Participation as an evaluation factor for the IDIQ competition. Specifics on task order evaluation and reporting are being considered.
• Organizational Conflict of Interest (OCI): OCI declarations are not required for draft RFP feedback. "Teams" refers to anyone directly employed by an offeror or subcontractor. The government is revising Attachment 16 to provide additional clarity on OCI declarations.
• Challenge Scenarios: Specific details for Challenge Scenarios 1a and 1b (e.g., hosting location, data exchange, network constraints, hardware assumptions) are clarified, with some details to be provided at the task order level.
• Hardware Procurement: The government will provide and image hardware for Challenge Scenarios 1a and 1b. For other task orders, hardware procurement responsibilities will be defined at the task order level, with the government providing network infrastructure.
• Training: Existing training curriculum and materials are available, but offerors may need to tailor or develop new content. Training environments will be specified at the task order level.
• Task Order Structure: Task orders may be grouped by product, region, or other logical manner supporting end-to-end deployments. Task orders will be competed among all contract holders, with no small business set-asides anticipated at the task order level.

These Q&As provide clarifications and address concerns regarding various aspects of the solicitation, including technical requirements, submission instructions, evaluation criteria, and contractual obligations. The government indicated that some sections will be revised in the combined synopsis/solicitation based on industry feedback.

Questions & Answers / Clarifications

This document is a Q&A Log for the Program Executive Office (PEO) Defense Healthcare Management Systems (DHMS) Deployment Solutions opportunity (HT003826RE001), dated March 19, 2026. It addresses questions submitted by prospective vendors regarding the draft Request for Proposal (RFP).

• Facility Clearance (FCL): The current IDIQ PWS does not require an FCL, but requirements will be determined at the task order level.
• CMMC Level: CMMC Level 2 is anticipated for task orders, with implementation potentially beginning November 10, 2026.
• PWS for Task Orders: The IDIQ PWS provides the scope of end-to-end tasking. Specificity will be provided in individual task order PWS documents.
• Bidscale Submission Portal: The government will consider recommendations for allowing primary and backup Bidscale accounts and clarifying support processes for access issues.
• Page Limits & Line Numbering: Page limits apply to the Volume unless an exception is noted. Line numbering applies to all Volumes.
• AI Tools in Evaluation: AI tools will be used solely as an administrative aid; all evaluation judgments will be made by Government personnel. Proposal data will not be used to train AI models.
• Small Business Participation: The government is considering the practicality of using Small Business Participation as an evaluation factor for the IDIQ competition.
• Organizational Conflict of Interest (OCI): OCI declarations are not required for draft RFP feedback. "Teams" refers to anyone directly employed by an offeror or subcontractor. Potential OCI exists with awarded contracts supporting mid-office/back-office functions.
• Task Order Structure: Task orders may be grouped by product, region, or other logical manner supporting end-to-end deployments. Specificity will vary by task order.
• Evaluation of Scalability: The government is revising 52.212-1 to define scalable, innovative, feasible, and coherent approaches for evaluation.
• Incumbent Contractors: Several contractors have performed aspects of this acquisition under different contract vehicles.
• File Size Limitations: Bidscale has a 1.5 GB per file limit.
• Amendments: Amendments will be acknowledged by digital signature on the SF 30 Box 15.
• Support Contractor Access Consent Form: Permission should be included in the cover letter.
• Deployment Scale: Specificity regarding deployment scale, concurrency, and operational tempo will vary by product and task order.
• Training Environment: Any requirement for the contractor to provide and/or maintain a training environment will be specified at the task order.
• Data Migration: Specificity regarding data volumes, legacy sources, and validation will vary by task order.
• Cybersecurity/RMF: The contractor will not be responsible for authorization packages or defining RMF documentation responsibilities, but must comply with implemented security controls.
• Technical Acceptability: 52.212-2 provides the minimum criteria for technical acceptability for each evaluation factor.
• Proposal Page Limitations: Graphics, diagrams, and tables count toward page limits. Font size limitations apply to all narrative elements, graphics, art, figures, imported charts, and any other graphical representation that includes text.
• AI Use in Evaluation: AI tools will be used solely for administrative summarization, not to assist evaluators in identifying evaluation themes.
• Bidscale Contingency: Contingency instructions are located in 52.212-1 Section 2.2 Paragraph 3. Early submissions are encouraged.
• Deployment Approach Detail: Offerors shall propose the necessary details to meet minimum evaluation criteria listed in 52.212-2, Factor 1 Challenge Scenario, based on assumptions and page limitations.
• Subcontractor Commitments: Teaming Agreements can be included as part of the Contract Document Volume.
• Deployment Timelines/Milestones: Offerors shall propose estimated deployment timelines based on the scenario, assumptions, and response.
• Risk Management: Offerors shall address risk management in their proposed approach for Factor 1, Sub-Factor 1 Program Management and Governance.
• User Adoption: User adoption considerations are addressed in CDRL A003.
• Infrastructure Integration: Network configuration, hardware integration, and interoperability expectations are addressed in PWS Section 3.3.1.
• Multi-Site Coordination: Offerors shall review scenarios and provide an approach based on business decisions.
• Document Availability: Issues with document rendering may be related to browser settings; downloading and opening in Adobe is recommended.
• End-to-End Deployment Services: The government anticipates task order awardees to provide end-to-end services for specific deployments, as delineated in task orders.

These clarifications and responses will inform vendor proposals and may lead to revisions in the final solicitation documents. Vendors should review these Q&As carefully to ensure their proposals address all clarified requirements and expectations.

Solicitation / RFP / RFQ

This solicitation seeks full and open competitive offers for the Program Executive Office – Defense Healthcare Management System (PEO DHMS) Deployment Solutions. The government intends to award multiple award contracts to all qualifying offerors. Price will not be an evaluation factor.

The solicitation requires offerors to propose innovative and scalable deployment plans for two interconnected lines of effort:

• Federal EHR product modernization and deployment: Implementation of the Federal EHR at established, high-capacity treatment facilities, including a large OCONUS medical center, community hospitals, and outpatient clinics. This includes full-spectrum healthcare services and integration with complex hardware and IT systems.
• OpMed products' modernization and deployment: Mobile and interoperable OpMed solutions for deployed and tactical environments (CONUS and OCONUS), including theater hospitals, hospital ships, and submarines. This involves integrating with complex Service-specific hardware and diverse networks, ensuring system security, and addressing low-to-no touch remote deployments.

This is an Indefinite Delivery, Indefinite Quantity (IDIQ) multiple award contract.

• Submission Portal: Proposals must be submitted electronically via the Bidscale portal. Offerors must request an account by emailing customersuccess@bidscale.com at least 72 hours before the deadline.

• Evaluation Factors: Proposals will be evaluated on the following factors:

  • Factor 1: Challenge Scenario (covering both Federal EHR and OpMed deployments)
  • Factor 2: Small Business Participation (minimum goals: Total Small Business - 30%, Small Business - 12%, HUBZone - 3%, Service-Disabled Veteran-Owned Small Business - 5%, Small Disadvantaged Business - 5%, Women-Owned Small Business - 5%)
  • Factor 3: Supply Chain Risk

• Award Basis: Award will be made to each and all qualifying offerors whose proposals are determined to be Technically Acceptable and responsible. A proposal must be rated "Acceptable" in all evaluation factors. Offerors rated "Unacceptable" in any factor will not be eligible for award, with specific allowances for Factor 1 if an acceptable rating is achieved in at least one scenario.

• Proposal Format: Proposals must adhere to specific page limitations, formatting, and content requirements outlined in the solicitation, including specific volumes for each factor.

• Period of Acceptance: Offers must be held firm for 180 calendar days from the date specified for receipt of offers.

• Offerors must be registered in the System for Award Management (SAM) at the time of proposal submission.

• Specific small business participation goals are outlined for Factor 2.

• All questions must be submitted to the Contract Specialist via email. Offerors are responsible for monitoring SAM.gov for responses and any amendments.

• The Government may use AI tools for administrative purposes during evaluation, but all judgments will be made by Government personnel.

• Organizational Conflict of Interest (OCI) will be assessed, and unmitigated conflicts may result in withholding award.

Solicitation / RFP / RFQ

This solicitation seeks full and open competitive offers for the Program Executive Office – Defense Healthcare Management System (PEO DHMS) Deployment Solutions. The government intends to award multiple award contracts to all qualifying offerors. Price will not be an evaluation factor.

Offerors must propose a deployment approach for two interconnected lines of effort:

• Federal EHR Modernization and Deployment: Full implementation of the Federal EHR at established, high-capacity treatment facilities, including a large OCONUS medical center and associated community hospitals and clinics. This includes full-spectrum healthcare services and integration with complex hardware and IT systems.

• OpMed Products Modernization and Deployment: Delivery of mobile and interoperable OpMed solutions to medical forces in deployed and tactical environments globally. This includes theater hospitals, hospital ships, and submarines, with deployments managed across multiple sites and countries.

• The contract will be an Indefinite Delivery, Indefinite Quantity (IDIQ) multiple award contract.

• The period of acceptance of offers is 180 calendar days from the date specified for receipt of offers.

• Submission Portal: Proposals must be submitted electronically via the Bidscale portal. Offerors must request an account by emailing customersuccess@bidscale.com.

• Deadlines: Specific dates and times for account creation requests and proposal submission are to be inserted.

• Evaluation Factors: Proposals will be evaluated on the following factors:

  • Factor 1: Challenge Scenario (Acceptable/Unacceptable rating for two scenarios: Federal EHR and OpMed)
  • Factor 2: Small Business Participation (minimum 30% total small business goal)
  • Factor 3: Supply Chain Risk

• Award Basis: Award will be made to technically acceptable and responsible offerors. A proposal must receive an "Acceptable" rating in all evaluation factors. For Factor 1, an "Acceptable" rating in at least one of the two challenge scenarios is required.

• Discussions: The government does not intend to hold discussions but reserves the right to do so. Offerors are advised to submit their best terms initially.

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

• Small business participation goals are outlined, with a minimum of 30% total small business participation required.

• Points of Contact (POCs) are provided for questions and concerns.

• All questions must be submitted via email to dha.ncr.co.mbx.cd-dhms-contracting@health.mil.

• The document outlines specific formatting, page limitations, and content requirements for proposal volumes.

• Offerors must address Organizational Conflict of Interest (OCI) and provide a Small Business Subcontracting Plan.

Form / Attachment / Pricing Sheet

This document appears to be an Excel spreadsheet containing feedback or comments related to a solicitation, and also lists various Contract Data Requirements List (CDRL) items. It may serve as a reference for bidders regarding specific requirements or areas for potential feedback.

• The 'Feedback' sheet contains columns for Document Name, Page #, Section Name, Paragraph or Line Number, and Comment/Feedback, suggesting it's a log of comments on a solicitation document.
• The 'Sheet2' lists various CDRL items (A001 through A011) and references "Solicitation" and "PWS" along with "52.212-1&-2", indicating these are related to contract requirements and performance work statements.

This document provides insight into potential areas of focus or feedback for the solicitation and PWS. The listed CDRLs indicate specific data deliverables that may be required under the contract. Bidders should review these items to understand the expected documentation and reporting requirements.

Other / Unclassified

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This document does not contain substantive information related to the SAM.gov opportunity. It is a technical message related to PDF rendering and does not provide details on requirements, deliverables, or submission instructions for bidders.

Form / Attachment / Pricing Sheet

This document, Attachment 16, is an Organizational Conflict of Interest (OCI) Declaration and Disclosure Statement required for solicitation HT003826RE001. Its purpose is for the Government to vet all offerors and ensure they do not have an OCI that would disqualify them from competing for this procurement, as per Revolutionary Federal Acquisition Regulation (FAR) Overhaul (RFO) 9.5.

• Offerors must complete this form to declare whether they have an Organizational Conflict of Interest.

• The form requires the name of the authorized representative and the company name.

• Offerors must attest that they have not had access to non-public information regarding the solicitation that would provide an unfair advantage, nor have they provided services that would influence the competition.

• Alternatively, if an OCI exists, the offeror must provide a separate disclosure statement attached to this form detailing all relevant information.

• Mandatory Submission: Failure to provide this statement, or providing incomplete or misrepresented information, may result in the offeror being deemed ineligible for award.

• Disclosure Requirement: Bidders must carefully review their company's activities and potential conflicts of interest related to solicitation HT003826RE001 and accurately declare this information. This includes any entities on their team.

• Compliance: This form is critical for ensuring compliance with federal acquisition regulations regarding conflicts of interest.

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

This Performance Work Statement (PWS) outlines the requirements for a non-personal services contract to provide services and materials necessary to support and execute the on-demand deployment of Defense Healthcare Management Systems (DHMS) products and related components. The overarching goal is to deliver fully functional and adopted solutions that ensure seamless and accurate data transmission across all roles of care, meeting mission needs and supporting critical health record updates and data aggregation for Command and Control Situation Awareness (C2SA) reporting.

• Program Management: Establishing a program management framework, designating a Program Manager, and providing support for governance, stakeholder engagement, risk and issue management, and quality/change management.

• Deployment Planning and Execution: Developing and executing deployment approaches, implementation plans, readiness assessments, configuration, validation, and cutover activities.

• Stabilization and Transition: Providing post-deployment stabilization support and managing the transition to sustainment teams.

• Hardware Delivery and Connectivity: Managing procurement, logistics, installation, and network integration of hardware.

• Product Connectivity and Interface Validation: Testing data mapping between products and validating medical device connectivity.

• User Enablement Services: Providing training, adoption, and user support services, including Human Systems Integration (HSI) alignment, consideration of operational environments, global user community support, and comprehensive training programs.

• Adoption and Change Management: Facilitating user adoption and change management to ensure smooth transitions and user buy-in.

• Data Management and Migration: Ensuring secure and accurate management, migration, and validation of clinical and administrative data.

• Period of Performance (PoP): One (1) Base Year of 12 months and four (4) 12-month option years.

• Place of Performance: Specific locations will be identified in individual Task Orders, covering Continental United States (CONUS) and Outside Continental United States (OCONUS) locations.

• Transition-in Period: 30 days from task order award for integration and onboarding.

• Transition-out Period: Contractor cooperation for orderly transition to a successor, including developing a Transition-out Plan.

• Security: Compliance with various security requirements, including NIST SP 800-171, CMMC, cybersecurity requirements, and personnel security clearances (Tier 1 or Tier 3 background investigations).

• Data Rights: Government has unlimited rights to all data, documents, and materials produced.

• Reporting: Monthly Progress Reports (CSP Report), Integrated Master Schedule (IMS), Contractor Work Breakdown Structure (CWBS), and Cost and Software Data Reporting (CSDR).