SAM #RFQ-NIH-OD-27-000062

NIH Clinical Center Health Information Management Support Services Solicitation

This opportunity seeks Health Information Management Support Services for the National Institutes of Health (NIH) Clinical Center's Department of Clinical Research Informatics, Health Information Management Division (DCRI, HIMD). - Government Buyer: - National Institutes of Health (NIH), Clinical Center, Department of Clinical Research Informatics, Health Information Management Division - OEMs and Vendors: - No specific OEMs or product manufacturers are named; incumbent is Medical Records Corporation of Maryland (service provider, not OEM) - Technology platforms referenced: Dolbey Fusion Text and SoftPath (for transcription) - Products/Services Requested: - Health Information Management Support Services, including: - Customer service (release of information, telehealth/patient portal support, pre-registration, mail processing, scanning coordination) - Diagnostic and procedural coding and abstracting (using CPT-4, HCPCS, ICD-10-CM, ICD-10-PCS) - Dictation and transcription of medical reports, letters, and pathology reports (using Dolbey and SoftPath systems) - Clinical Documentation Integrity (CDI) support - Veterinary pathology transcription - Scanning facility and storage (monthly fixed price) - Labor categories: Core Staff, Team Lead, Scanning Coordinator, Coding Coordinator, CDI Specialist - Estimated volumes: thousands of inpatient/outpatient visits, 255,000+ transcription lines/year, 30,000 pathology reports/year - Unique or Notable Requirements: - Certified medical coders required - Use of specific coding systems (CPT-4, HCPCS, ICD-10-CM, ICD-10-PCS) - Transcription must use Dolbey Fusion Text and SoftPath platforms - Pricing based on labor hours, production volume, and fixed facility costs - Set aside for Women-Owned Small Businesses (WOSB) under NAICS 561110 - Place of performance: NIH Clinical Center, Bethesda, MD - Contract includes a base year plus four 12-month option periods - Phase-in period for first 60 days of base period - Annual price escalation (approx. 3%)

Description

The purpose of this amendment is to address questions and provide clarifications. See attached and additional language in ‘Technical Evaluation Criteria’ attachment. An updated ‘CLIN items’ attachment has also been added. Proposals will be evaluated based on the following factors:

Technical Capability Past Performance Price

See attachment for the subfactors of technical and past performance via this amendment. When combined, technical and past performance are more important than price. Price will be evaluated by the Government but not scored. Award will be made to the vendor that proposes best value to the Government.

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Requirements (FAR) Subpart 12.202, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation will not be issued.

The solicitation number for this requirement is RFQ-NIH-OD-27-000062 and is hereby issued as a Request for Quote (RFQ) using FAR Subpart 12 - Acquisition of Commercial Products and Commercial Services.

The National Institutes of Health Clinical Center, Department of Clinical Research Informatics, Health Information Management Division (NIH CC, DCRI, HIMD) seeks a contractor to assist in efficient customer service, diagnostic and procedural coding and abstracting, and transcription medical reports, letters, and pathology reports in order to provide the best patient care support services possible.

See the CLINS and FAR Clauses and Provisions associated with this combined synopsis / solicitation in the attachments section.

Place of Performance: NIH Clinical Center DCRI/HIMD, 9000 Rockville Pike, Building 10, Bethesda, MD  20892

The quote format is at the discretion of the offeror.

It is the offeror's responsibility to be familiar with the applicable clauses and provisions. Clauses and provisions may be accessed via the Internet at website FAR | Acquisition.GOV.

This solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular (FAC) - Revolutionary FAR Overhaul (RFO).

This acquisition is under North American Industry Classification System (NAICS) code 561110 (Office Administrative Services).  This is a total SB set-aside for Women-Owned Small Business (WOSB). A Firm-Fixed Price purchase order will be issued in writing to the successful offeror. To be eligible to receive an award resulting from this solicitation, contractor must be registered in the System for Award Management (SAM) at the time of quote submission.

FAR Provision 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, applies to this acquisition.

Please see the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services for specific evaluation criteria.

FAR clause 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition.

No telephonic quotes will be processed. All responses must be received no later than 10:00 A.M., Eastern Standard Time on Monday, September 28, 2026. Please send any questions and quotes to Huda Malik, Contract Specialist at huda.malik@nih.gov.

Attachments:

1. Statement of Work (SOW) 2. CLIN Items 3. Clause

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