Joint Commission (JC) Physical Environment (PE) and Emergency Management (EM) Standards Workshop

1. GENERAL INFORMATION & REQUIREMENT OVERVIEW

The Defense Health Agency (DHA), on behalf of DHA Network Europe, Landstuhl Regional Medical Center (LRMC), and Medical Department Activity Bavaria (MEDDAC-Bavaria), is issuing this commercial Request for Quotation (RFQ) for non-personal commercial training and consultative services to conduct an annual on-site Joint Commission (JC) Physical Environment (PE) and Emergency Management (EM) Standards Workshop.

Maintaining full Joint Commission accreditation for Hospital and Ambulatory Health Care Programs across Military Treatment Facilities (MTFs) in the European theater is essential to patient safety, clinical quality, and DoD mission readiness. The Contractor shall provide high-level technical instruction, hands-on reviews and updates of all seven (7) PE Management Plans and Annual Evaluations, in-depth analysis of common survey deficiencies, consultation on the electronic Statement of Conditions (eSOC), and specialized technical assessments of U.S. (NFPA 80/99/101) versus German host-nation (DIN 4102/18095 and building codes) fire and smoke barrier door equivalencies.

2. CONTRACT TYPE & PERIOD OF PERFORMANCE

The Government intends to award a single, Firm-Fixed-Price (FFP) contract consisting of a twelve (12) month Base Period and four (4) consecutive twelve-month Option Periods, evaluated in accordance with FAR 52.217-5:

• Base Period: 01 November 2026 – 31 October 2027
  
  • CLIN 0001: Annual Workshop Instruction (5 Days)
  • CLIN 0002: Travel, Lodging, and Per Diem Expenses (1 Each, IAW Joint Travel Regulations)
• Option Period 1: 01 November 2027 – 31 October 2028 (CLINs 1001 & 1002)
• Option Period 2: 01 November 2028 – 31 October 2029 (CLINs 2001 & 2002)
• Option Period 3: 01 November 2029 – 31 October 2030 (CLINs 3001 & 3002)
• Option Period 4: 01 November 2030 – 31 October 2031 (CLINs 4001 & 4002)

Total duration of performance, including all option periods, shall not exceed five (5) years (FAR 52.217-9).

3. PLACES OF PERFORMANCE

Work will be performed on-site at U.S. military installations in Germany, as well as via remote consultative support:

• Landstuhl Regional Medical Center (LRMC): Kirchberg Kaserne, Bldg 3740, Landsweiler Strasse, 66849 Landstuhl, Germany (DoDAAC: HT0880) — Two (2) consecutive instructional days per contract year.
• MEDDAC-Bavaria: Rose Barracks / Tower Barracks / Ansbach Kaserne (Vilseck / Grafenwoehr / Ansbach, Germany; DoDAAC: HT0879) — Two (2) consecutive instructional days per contract year.
• Off-Site Consultative Support: One (1) business day conducted remotely for Life Safety Code compliance, eSOC review, and U.S.-German door assembly technical equivalencies.
• Travel: Dedicated travel days allocated from point of origin to Germany, between LRMC and Bavaria, and return to point of origin, in accordance with the PWS schedule and Joint Travel Regulations (JTR).

Instructional hours are scheduled between 07:30 and 16:30 Central European Time (CET), Monday through Friday, excluding U.S. Federal Holidays.

4. BASIS FOR AWARD

Award will be made on a Lowest Price Technically Acceptable (LPTA) basis to the responsible Quoter whose conforming quote meets all solicitation requirements, receives an "Acceptable" rating for all technical capability criteria, and offers the lowest evaluated total price (Base Period + 4 Option Years).

TECHNICAL EVALUATION (PASS / FAIL)

The Government will evaluate technical capability on an Acceptable / Unacceptable basis. To be rated "Acceptable," the Quoter must submit documentation (resume/CV, certifications, and sample materials) demonstrating that the designated representative/instructor conducting the workshop will meet or exceed the following minimum qualifications:

• JC PE Expertise: Minimum of six (6) years of professional experience working with JC Physical Environment (PE) and Emergency Management (EM) standards, including the seven (7) primary management plan areas and Annual Evaluations.
• Host-Nation Life Safety Equivalency Experience: Minimum of four (4) years of experience assessing and documenting technical equivalencies between U.S. standards (NFPA 80/99/101) and German host-nation standards (DIN / German building codes) for fire and smoke barrier doors.
• Military Healthcare, NFPA, & Surveyor Credentials: Minimum of six (6) years of experience working with U.S. Military Treatment Facilities (MTFs) in Europe; minimum of six (6) years of experience serving as a Subject Matter Expert (SME) on NFPA codes and standards; and verifiable prior or active experience as a certified JC Surveyor.
• Language Proficiency Statement: Fluent in professional English (reading, writing, speaking) with the ability to conduct complex technical instruction and deliver executive-level feedback.

PRICE EVALUATION

Price will be evaluated for fairness and reasonableness based on the Total Evaluated Price (CLIN 0001 Instruction + CLIN 0002 Travel across Base Year + 4 Option Years).

5. SUBMISSION INSTRUCTIONS & DEADLINES

Quotations must be submitted electronically via email in a single, complete package to both the Contract Specialist and Contracting Officer:

• Contract Specialist: Henning Falk Mayer-Goldstein — HenningFalk.Mayer-Goldstein.LN@health.mil
• Contracting Officer: Matthew R. Elden — Matthew.R.Elden.civ@health.mil

Submission Package Requirements:

• Technical Submission: Resume/CV, professional certifications, verifiable surveyor credentials, sample course outlines/materials, and a language proficiency statement establishing compliance with the minimum instructor qualifications.
• Price Submission & Administrative Submission: Completed Pricing Schedule (SF 1449 Section B) showing unit and extended firm-fixed-prices for CLIN 0001 (Instruction) and CLIN 0002 (Travel/Lodging) across the Base Year and Option Years 1–4.
• Signed SF 1449 (or official cover sheet) containing legal entity name, physical address, Unique Entity Identifier (UEI), and CAGE code; verification of active registration in the System for Award Management (SAM.gov); and completed foreign/domestic tax documentation (IRS Form W-14 or statement of U.S. person status per FAR 52.229-11 and 52.229-12).

Key Dates & Validity:

• Questions Due: Inquiries regarding this RFQ must be submitted in writing via email no later than five (5) business days after the solicitation issuance date.
• Quote Due Date/Time: 30 September 2026 at 16:00 Central European Summer Time (CEST).
• Quote Validity: Quotes must remain valid for a minimum of sixty (60) calendar days from the submission closing date.