Medial Logistics Authoritative Data Exchange and Medical Logistics Database Subscription Services for the DHA Medical Logistics Directorate

This notice announces the intent by the Defense Health Agency Contracting Activity (DHACA) in support of the Defense Health Agency Medical Logistics (DHA MEDLOG) Directorate to negotiate on a sole source basis in accordance with (IAW) FAR 12.102(b) procedures, 12.201-1 - Simplified Procedures, Statutory Authority 41 U.S.C. 1901 and 1903 and FAR 6.104 with the Emergency Care Research Institute (dba as ECRI), 77 N Broad Street, Doylestown, PA 18901-3743 as the only responsible source that can provide the Authoritative Data Exchange and Database Subscription Services.

The DHA MEDLOG requires medical logistic authoritative exchange and medical logistics database subscription services to support the modernization and data standardization in Health Alerts and Equipment Management Lines of Business (LOBs). The contractor will use industry standard data to normalize, cleanse and structure an authoritative equipment and supply data standardization mapping process, allowing for enhanced audit readiness, increased business process effectiveness in new procurement standardization and existing product recall identification, and management of unnecessary data duplication.

The product will continue to provide an authoritative data exchange to support modernization and data standardization in Health Alerts and Equipment Management LOBs. The contractor shall include three (3) custom data feeds via a manual mechanism and/or through DHA approved B2B gateway to support product catalog data attributes and data standardization, which will (i) assist in normalizing data before it is committed to the database and exercised in a business process; and (ii) matches equipment and supplies to provide an accurate, timely identification of all product recalls.

To accomplish the Authoritative Data Exchange, the contractor shall provide Supply Guide which provides a comprehensive database of medical-surgical supplies, implants, instruments, pharmaceuticals, industrial and office supplies that automatically benchmark specific prices against those paid elsewhere in the nation.

The contractor shall also provide Data Standardization – Equipment and Data Standardization – Supplies which validate and clean medical device inventories and purchase order history, respectively by model name, model number, manufacturer and Universal Medical Device Nomenclature System category.

The contractor shall also provide Product Catalog which facilitates the maintenance of DoD Device Inventory Classifications to account for new inventory/industry changes. Additionally, it facilitates more accurate predictive analytics, life cycle analysis and Alternative Equipment Maintenance (AEM) planning.

Through the use of an Internet-based portal, the following database subscription services are also required at a minimum:

A) The Capital Guide Tool which provides advisory support for medical equipment. It also provides custom analyses that help pinpoint savings opportunities, negotiate discounts and identify unnecessary expenditures. Additionally, it provides Service Analysis to ensure costs-effective and optimum support highlighting costs savings, discount histories, user experience reports, review of general terms and conditions and specific points for potential negotiation. Additionally, it provides Reagent Contract Analysis, Fair Market Value Analysis, Comparative Analyses of the Market, Custom Comparative Analysis based on what is needed by Stakeholders, Capital Budget Review for assessment of annual budgets.

B) Decision Visualization Tool which accelerates complex decision making by engaging stakeholders in an unbiased, transparent process designed to support cost, quality, and outcomes initiatives.

C) Functional Equivalents Tool, an add-on module to the Supply Guide which gives unbiased guidance on the supply alternatives healthcare supply chain and how it can find functionally equivalent medical-surgical supplies and implants to help improve quality and lower costs. Integrates with the Supply Guide Database, navigating out-of-stock/recall situations, vetting standardization opportunities and facilitating product conversions. It also provides dynamic ranking/comparative matrices of highly prevalent industry manufacturers’ product line common models within a device code and product identification tool sets for industry functional equivalents of medical-surgical supplies and implants to include pricing analytics.

D) Utilization Analytics, an add-on module to Supply Guide which identifies large savings opportunities and improves patient care by benchmarking product usage of medical surgical supplies against that of peer organizations and those within a customer health system to identify best/worst performers and inform customer best practices. Utilization Analytics pinpoints elevated purchase quantities which could indicate “at risk” situations and assist in developing a corrective action plan.

E) Biomedical Guide which provides planned maintenance intervals and times for medical devices, corrective maintenance data, inspection and planned maintenance procedures, cybersecurity best practices and procedures, expected and useful life for medical devices/systems, and consulting services as well as a database of discontinued devices and service acquisition costs.

In addition, Hazards, Alerts and Recalls for Government Medical Device and Equipment will utilize the Department of War (DoW) Enterprise Recall Management programs designed to automate and enhance the recall management process. Recall Management uses tracking recall activity in real-time using ECRI Alerts Workflow. Alerts Workflow is a comprehensive alert and recall management solution that helps ensure the removal of harmful products before they reach the patient. Additionally, Alerts Workflow alert and recall management solution helps ensure the removal of harmful products before they reach the patient. System can be customized to organizational needs and offers integration with Computerized Maintenance Management System (CMMS) systems to help expedite the removal of potentially harmful products. System also allows for Group Tracking, support for Custom Private DoD Channels for post customized DoD Alerts, coverage of cybersecurity alerts, Automatch of alerts to inventories medical devices based on provided inventory of equipment assets and purchased supplies.

The Contractor shall also provide Alerts Automatch – Equipment and Alerts Automatch – Supplies which identify relevant alerts on equipment and medical supplies, respectively through comparing customer inventory/purchase order history and notifying staff daily of affected products to reduce time spent on recalls.

ECRI is the only company that provides independent analysis of medical devices and technology, which is compiled, updated and made available in real time through an online subscription-based portal. In addition, Supply Guide, Data Standardization – Equipment, Data Standardization – Supplies, Product Catalog, Capital Guide Tool, Decision Visualization Tool, Functional Equivalents Tool, Utilization Analytics, Biomedical Guide, Alerts Workflow, Alerts Automatch – Equipment and Alerts Automatch – Supplies are all ECRI proprietary products and subscriptions. Award to any other source would result in increased costs, risk of schedule delays, data transfer delays and the possibility of data quality issues.

An award to a vendor other than ECRI would introduce unacceptable risks to patient safety, alongside significant schedule delays, unfunded costs, and data integrity vulnerabilities. Specifically, real-time access to hazard alerts is foundational to MTF quality control, and any latency in data receipt presents a severe and unacceptable risk to clinical outcomes. Furthermore, utilizing a third-party vendor would necessitate extensive modifications to the DMLSS/LogiCole system and its B2B gateway, causing a service gap of six (6) months to two (2) years. Modifying the B2B gateway falls outside the scope of the current LogiCole support sustainment contract and is currently unfunded; therefore, an award to an intermediary introduces unrecoverable, duplicative costs. Finally, inserting a third-party between ECRI and DHA MEDLOG creates inherent data latency and increases the probability of synchronization errors during application transfers, violating the Government’s “real-time” requirement.

The North American Industry Classification System Code for this requirement is 541990 – All Other Professional, Scientific, and Technical Services and the Product Service Code is R612 – Support – Administrative: Information Retrieval.

USAMRAA issued a Sources Sought Notice/RFI PANDHA-25-P-0000-017880 on SAM.gov for a period of 15 calendar days and none of the responses were able to provide all the requirements for the Authoritative Data Exchange and Database Subscription Services as well as being able to provide data directly as an independent source from their company to DHA MEDLOG without being a third-party provider. The responses failed to demonstrate the technical ability required to interpret ECRI’s proprietary data for accuracy and did not specify verification methods for critical cybersecurity of the B2B gateway and deliverables. In addition, the added communication layer or third-party handler between DHA and ECRI would result in increased latency, leaky abstractions, failure cascades, consistency loss and functional duplication.

This Notice of Intent is not a request for competitive proposals, and no solicitation document will be posted for this requirement. However, parties interested in responding to this notice shall submit a capability statement sufficient to determine capability in providing the same products and subscriptions. All capability statements received by closing of this notification of this synopsis will be considered by the Government.

Submissions that request documentation, request additional information or that solely ask questions will be determined to not be an affirmative response. Responses determined not to be an affirmative response are not valid and no further action may be taken with the response.

A determination by the Government not to compete based on responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. This announcement fulfills the minimum timeframes for posting presolicitation notices under FAR 5.101(d). If no written responses are received by the date listed below, which reflects at least fifteen (15) days after the publication of this notice, the solicitation will be issued as a sole source without further notice. Contract award is anticipated to be made by 30 August 2026.

Please submit all questions and responses concerning this notice to the Contract Specialist, Brandon Roebuck at brandon.m.roebuck.civ@health.mil. Interested concerns must identify their capability in writing to the above e-mail address no later than 10:00 AM Eastern Daylight Time (EDT), 28 May 2026. No phone calls will be accepted.