SAM #DHA_FHP2026RFI

Secure COTS Solution for Forensic Healthcare Records at Military Treatment Facilities

This opportunity from the Defense Health Agency (DHA) seeks a secure, compliant Commercial Off-The-Shelf (COTS) software solution for managing forensic healthcare records at Military Treatment Facilities (MTFs). - Government Buyer: - Defense Health Agency (DHA), Enterprise Medical Support EMS-CD - Solution Requirements: - Must segregate forensic healthcare records from the main Department of Defense Electronic Health Record (EHR) system (MHS Genesis) - Support for approximately 400 users worldwide - Compliance with Department of Defense Instruction 6040.45, DOJ National Protocol for Sexual Assault Medical Forensic Examinations, Federal Rules of Evidence (Rules 705, 902(13), 902(14)), and 28 CFR § 115.121 - Forensic workflow capabilities, evidence preservation, data management, interoperability, cybersecurity compliance, and lifecycle support - Strict confidentiality and legal compliance for forensic documentation - Products/Services Requested: - Secure, compliant COTS software solution for electronic forensic healthcare records - Unique/Notable Requirements: - Solution must strictly segregate forensic records from standard EHR - Must meet both federal and military legal mandates - Lifecycle support anticipated for up to five years (one-year base plus four option years) - No specific OEMs or vendors are named; open to all compliant COTS solutions

Description

The current paper-based system for storing forensic healthcare records at Military Treatment Facilities (MTFs) presents significant legal, operational, and privacy risks. The lack of a secure, compliant, and centralized electronic platform hinders efficient record management, risks patient privacy, and impacts overall care coordination. While forensic healthcare records are a subset of patient health records, Department of Defense Instruction (DoDI) 6040.45 (DoD Health Record Life Cycle Management) dictates that Sexual Assault Forensic Examination (SAFE) reports must not be integrated into any component of the standard DoD Electronic Health Record (EHR) (e.g., MHS Genesis). Furthermore, the DOJ National Protocol for Sexual Assault Medical Forensic Examinations (Third Edition, 2024) mandates that the complete medical forensic record be maintained separately to limit the disclosure of unrelated information and preserve strict confidentiality.

The primary objective is to acquire a secure, compliant Commercial Off-The-Shelf (COTS) solution that strictly segregates forensic records from the main DoD HER (MHS Genesis). The proposed solution must ensure adherence to all applicable federal and military legal mandates (including Federal Rules of Evidence Rules 705, 902(13), 902(14), and 28 CFR § 115.121) while streamlining the creation, storage, and retrieval of forensic documentation.

Please see attached RFI for full information for this posting.

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