Army Medical Readiness RFQ Proposal Compliance Gap Review

Provide all personnel/equipment/tools/materials/supervision/QC except GFP

PWS 1.1; RFQ para 5

Explicit commitment in Offeror Information and pricing paragraph (all labor, supervision, equipment, supplies, QC); identifies certain Government-furnished items (vaccines, HIV/DNA supplies/shipping)

Covered

Period of performance: 30–31 May 2026 (2 days)

PWS 1.3

Explicit acceptance in Section 9; pricing and header aligned

Covered

Telework not authorized

PWS 1.4.1.1

Section 3.1 states telework not authorized; in-person execution

Covered

Maintain adequate workforce for uninterrupted performance

PWS 1.4.1

Mentions staffing stability and core team both days; focuses on uninterrupted performance and IT support

Partially Covered

Consider explicitly stating staffing model supports uninterrupted performance across event hours and surge coverage (breaks/attrition).

Respond within minimum 3 days’ notice anywhere within Arkansas (delivery-order model)

PWS 1.4.1

Proposal is scoped to Camp Robinson 30–31 May only; no statement about 3-day notice statewide response

Gap

If this RFQ is truly single-event, this may be immaterial; however, PWS includes statewide/DO language. Add explicit acceptance: ability to respond within 3 days’ notice anywhere in Arkansas if directed via delivery order.

Comply with installation regulations; delays not compensated; vehicles subject to search; driving privileges may be revoked

PWS 1.4.1.2–1.4.1.3

General statement: comply with Camp Robinson regulations; acknowledges gate delays and security constraints

Partially Covered

Add explicit acknowledgement of uncompensated delays and vehicle search/traffic enforcement terms to reduce interpretive risk.

Background checks / installation access; comply with CAC requirements where needed

PWS 1.4.5; 1.4.5.1

States staff will meet background investigation requirements; mentions CAC access where required

Partially Covered

Does not explicitly commit to PSIP submission within 5 business days of hiring, TASS workflow, 10-day TA notice for renewals, CAC return/receipt, AKO email requirement. Include a compliance statement/matrix for 1.4.5.1.x items.

AT Level 1 training completion timelines and certificate submission to COR

PWS 1.4.5.3; TE2

Mentions will comply with Awareness Training Level 1 within PWS timelines

Partially Covered

Add explicit: complete within 30 days; submit certs to COR within 15 days after completion (per TE2).

iWATCH briefing completion and reporting to COR

PWS 1.4.5.4; TE2

Mentions iWATCH briefing compliance within timelines

Partially Covered

Add explicit: completed within 30 days of award; results reported NLT 30 days after award.

OPSEC Level I training and certificate submission to COR

PWS 1.4.5.11; TE2

Mentions OPSEC training compliance

Partially Covered

Add explicit: OPSEC within 30 days of reporting and annually; submit certs within 15 days after completion.

Information Assurance: AUP, IA training, ATCTS registration, annual IA awareness before IS access

PWS 1.4.5.6–1.4.5.8; 1.4.5.7

General mention of IT support and privacy; no explicit AUP/ATCTS/IA training commitments

Gap

Add explicit commitments for any personnel accessing Gov IS: sign AUP; complete IA training; ATCTS registration; comply with BBP and annual requirements.

Protect PII; contractor bears notification/call center/credit monitoring costs for breach due to contractor violation

PWS 1.4.5.10

States protect PII per DFARS 224.103/DoDD 5400.11/DoD 5400.11-R; safeguards

Partially Covered

Add explicit acknowledgement of breach cost responsibility as stated in PWS 1.4.5.10.

Contract Manager designation in writing to KO; alternate; full authority; work through COR; no out-of-scope work without KO mod

PWS 1.4.9

Identifies Contract Manager and Event Manager; states authority and coordination with COR/POC; states responsiveness to Government direction within scope

Partially Covered

Add explicit: CM and alternate designated in writing to KO; CM ensures no out-of-scope services without KO modification.

Identification of contractor employees and marking of contractor products; badges include company name/employee name/'contractor'; retrieve/return badges/vehicle passes within 14 days

PWS 1.4.10–1.4.10.1

States personnel identify contractor status, wear appropriate identification

Partially Covered

Does not explicitly commit to document marking/signature blocks 'contractor', badge content specifics, and return within 14 days. Add explicit conformance.

Data rights: Government unlimited rights to all documents/materials produced; restrictions on contractor reuse/sale

PWS 1.4.13

Not addressed

Gap

Add an acceptance statement acknowledging Government unlimited rights to deliverables produced under contract.

OCI: notify KO of actual/potential OCI and submit mitigation plan

PWS 1.4.14

Not addressed

Gap

Add OCI disclosure (even if 'none identified') and commit to notify/mitigate per FAR 9.5 and PWS.

Mobile platforms must meet OSHA/ADA/Privacy Act/HIPAA; must be weather-protective and climate controlled; cannot be open-bay; private exam rooms

PWS 5.2; 5.2.2.1; PRS objective

Commits to private HIPAA-compliant exam rooms; not open-bay; mobile platform; mentions OSHA/HIPAA compliance; climate control implied but not explicit

Partially Covered

Add explicit climate control/ventilation, weather protection, and OSHA/ADA compliance statements consistent with 5.2 and 5.2.2.6.

Mobile platform must include specified stations/capabilities (vitals, vision/refraction, tonometry, DRE, hemoccult, immunizations, PPD, SCT, HIV/DNA, DOEHRS audiometry, etc.)

PWS 5.2.2.2 and sub-items; 5.6

Covers vitals, vision/refraction, tonometry, immunization supplies, SCT/HIV/DNA collection, DOEHRS audiometry, CLIA labs; does not mention DRE/hemoccult/PPD explicitly

Partially Covered

If DRE/PSA/PPD/hemoccult are required by the event plan, omission could be viewed as nonconformance. Add explicit capability statements for all listed stations, including DRE/hemoccult/PPD, or clarify 'as required by event plan'.

CLIA-waived rapid labs include lipid profile components, glucose, BMP/CHEM12, A1C, UA, HCG, urine CT/GC

PWS 5.2.2.9

States lipid components, glucose, A1C where indicated, UA, HCG, CT/GC capability

Partially Covered

BMP/CHEM12 not explicitly stated; add explicit capability (even if not used at this event) to match PWS list.

Provide/immunizations: contractor supplies; Government provides vaccines

PWS 5.2.2.13

States immunization administration supplies included; vaccines are Government furnished

Covered

Women’s health exams and case management when given 60 days notice

PWS 5.2.2.14

Not explicitly addressed

Gap

Add statement of readiness to support women’s health requirements IAW USPSTF upon 60 days notice.

DRE and PSA testing for males >50 when given 60 days notice

PWS 5.2.2.15

Mentions DRE only indirectly (not in proposal); does not mention PSA

Gap

Add readiness to perform DRE/PSA IAW USPSTF upon 60 days notice.

Upload audiograms directly into DOEHRS repository; enter 100% results within 5 days post-event; audiologist on site; mobile hearing practice; case manage within 30 days if MOHT not done on site

PWS 5.2.2.16; 5.6.2; TE2

Commits to DOEHRS-compatible audiometry, noise-controlled environment, direct upload, and 'five-day input requirement' (upload within 5 days)

Partially Covered

Does not explicitly commit to 'Audiologist on site', '100% entered within 5 days post event', or 30-day case management if MOHT cannot be performed. Add explicit compliance statements.

Medical waste disposal per 42 CFR

PWS 5.2.2.17

Not addressed

Gap

Add explicit medical waste handling/disposal compliance with 42 CFR and biohazard segregation.

Internet connectivity/high-speed broadband or satellite for real-time data entry; barcode scanning; live event & Soldier tracking systems

PWS 5.2.3–5.2.4

States contractor-furnished connectivity; real-time MODS MHA completion; real-time tracking mechanism in QCP; does not mention barcode scanners or live tracking to remote POC

Partially Covered

If barcode scanning/live remote tracking are mandatory, add explicit capability. Otherwise include as 'provided if required by Government workflow'.

Setup of dental equipment completed day prior; breakdown/removal within 24 hours; emergency move off site within 5 hours notice

PWS 5.2.5–5.2.6

Mentions mobilization/setup/teardown; removal within time constraints in PWS; no explicit 'day prior', '24-hour removal', or '5-hour emergency departure' commitment

Partially Covered

Add explicit conformance to 5.2.5 and 5.2.6 timelines.

End-of-day summary email (scheduled/checked-in/checked-out)

PWS 5.2.7; TE2

Commits to daily end-of-day summary reporting with required totals

Covered

PHAs performed in MODS MHA and completed day of event

PWS 5.6; 5.6.0 last sentence

Explicitly commits to same-day MODS MHA completion

Covered

Atherosclerotic cardiovascular disease screening for >40 IAW USPSTF

PWS 5.6

Not addressed

Gap

Add explicit capability/process to perform ASCVD screening for age >40 per USPSTF and document in required systems.

Vision: Snellen/refraction/pupillary distance; OD completes DD771; use SRTS/NOSTRA; order 5 eyewear; ship to unit within 7 days; scan/index DD771 into HRR within 7 days; hard copies to Medical Detachment within 5 days; update MEDPROS within 5 days

PWS 5.6.1.2–5.6.1.5

Proposal includes vision screening/refraction capability; no mention of DD771, SRTS/NOSTRA, eyewear ordering/shipping, HRR scanning/indexing, MEDPROS updates

Gap

Major acceptability risk if vision deliverables are required. Add full vision services compliance narrative and timelines.

Labs: on-site CLIA-waived; ship non-CLIA; notify COR immediately of abnormal values; scan/index lab results into HRR IAW AR 40-66; hard copies to Medical Detachment within 7 days of draw; update MEDPROS within 5 days of receipt

PWS 5.6.3; TE2

Commits to CLIA-waived testing and shipping HIV/DNA per Government guidance; commits to immediate abnormal value notification; mentions hardcopy outputs for STR and delivery within required timeframes (not specific)

Partially Covered

Does not explicitly commit to HRR scan/index, MEDPROS update within 5 days, and hardcopy lab delivery within 7 days of draw. Add explicit compliance with these timelines and AR 40-66.

SCT screening verification annotated in MEDPROS/EMR 5 days post-event; positive SCT gets red medical warning tag IAW AR 40-66

PWS 5.6.4; 5.6.4.1; TE2

Proposal includes SCT screening capability; does not mention MEDPROS/EMR verification step or red warning tag issuance

Gap

Add SCT workflow and red-tag issuance responsibilities and timing.

Event Managers: provide contact info NLT 5 days prior; all Event Managers possess CAC and training in MEDPROS, E-PHA, E-Profile, DENCLASS, HIPAA (certs when applicable)

PWS 5.7; TE2

States will provide Event Manager contact info NLT 5 days prior; indicates CAC access for staff where needed; does not explicitly commit Event Managers will possess CAC or list training systems/certs

Partially Covered

Add explicit Event Manager CAC + training/certifications compliance (MEDPROS, E-PHA, E-Profile, DENCLASS, HIPAA) and ability to furnish certificates.

Equipment malfunction plan; operational within 4 hours

PWS 5.8; PRS; TE1

Commits to restore operations within 4 hours; QCP includes spare equipment and protocol

Covered

End of Event Summary Report within 5 days post-event; includes required elements (date/location/staff list/totals/by-name lists/verification of entries into MEDPROS & DENCLASS, E-PHA, E-Profile, HRR, etc.)

PWS 5.9; TE2

Commits to end-of-event summary within 5 days; mentions by-name listings for required case management and confirmation of system entries; does not enumerate all required data fields (dental-specific counts, radiographs, MOHT counts, immunizations by type, etc.)

Partially Covered

Add explicit commitment to include every bullet in 5.9, including dental classification totals and radiograph counts, verification of entries into all named systems, and all by-name rosters.

Dental services scope: dental platforms, radiology compliance, DENCLASS uploads, dental exams/radiographs, dental treatment and case management

PWS 5.2.1–5.5; 5.3–5.4; TE1/TE2

Proposal largely focuses on PHA and medical readiness screening; mentions 'mobile medical platform capability' but does not offer dental radiography/treatment capabilities or DENCLASS processes

Gap

Significant potential nonconformance if this procurement includes dental screening/treatment elements. Either (a) add full dental capability response (platform, radiology compliance, staffing, DENCLASS uploads, case management), or (b) explicitly clarify scope is PHA-only if the ordering activity confirms dental is not required for this event.

Licensure requirement

100% of the time; 100% inspection

Commits to Arkansas licensure; verification prior to assignment; credential files maintained

Covered

Mobile medical/dental platforms meet OSHA/ADA/Privacy Act/HIPAA

100% of the time; 100% inspection

Commits to private HIPAA-compliant exam spaces; mentions OSHA/HIPAA; does not explicitly address ADA or the detailed safety program elements

Partially Covered

Add explicit OSHA/ADA compliance and safety program alignment (Emergency Action Plans/Means of Egress) per PRS.

Data entry to DENCLASS within 5 days incl. radiographs

No more than 3 late instances per event

Not addressed

Gap

If dental in scope, this is a core acceptability gap.

Post-event dental case management roster within 24 hours

No more than 1 late instance per PoP

Not addressed

Gap

If dental in scope, add explicit commitment and workflow.

Equipment malfunction plan

Operational within 4 hours; 100% of the time

Explicitly commits to 4-hour restoration; spare parts; IT/equipment continuity

Covered

Submit quote in PDF via email to CO; include UEI on document

Instructions paragraph (Page 1) + para 13

UEI included in Offeror Information; email addressee identified (Michael Washington). Format states proposal response; does not explicitly state 'PDF' submission

Partially Covered

Add explicit statement: 'Quote will be submitted in PDF via email to michael.w.washington10.civ@army.mil' to avoid administrative rejection risk.

Include RFQ number in quote

Addendum to FAR 52.212-1 para 9

RFQ shown in header and Offeror Information

Covered

Include time specified for receipt of offers

Addendum to FAR 52.212-1 para 9

States 8 May 2026, 5:00 PM CST

Covered

Include business name, address, telephone

Addendum to FAR 52.212-1 para 9

Included in Offeror Information

Covered

Include CAGE code

Addendum to FAR 52.212-1 para 9

CAGE 9XYZ1 included

Covered

Include UEI

Addendum to FAR 52.212-1 para 9

UEI included

Covered

Acknowledge all solicitation amendments

Addendum to FAR 52.212-1 para 9

Explicit acknowledgement statement included

Covered

Provide Technical Capability Statement illustrating proposed services, experience, past performance (with POC/address/telephone)

Para 10

Technical capability sections included; past performance narrative and two references with POC/address/telephone included

Covered

Provide completed FAR 52.212-3 representations & certifications

Para 7, 10, 12

States FAR 52.212-3 completed in SAM and current

Partially Covered

Solicitation asks to 'submit a completed copy' and also states must be completed in SAM. Include an explicit attachment statement (e.g., '52.212-3 is completed in SAM; upon request we will provide a copy/printout') and/or include the reps/certs file if required by local practice.

Pricing must be completed using CLIN 0001 Medical Equipment Calibrations

Addendum to FAR 52.212-2 para 11

Section 2.1 identifies CLIN 0001 and describes MECOM PHA support services

Covered

Note: solicitation description also emphasizes preventative maintenance/calibration; proposal frames mostly PHA execution. Ensure alignment with any attached equipment listing/calibration tasks not provided in the excerpt.

Vendor actively registered in SAM

Para 12

States actively registered in SAM and will maintain through performance

Covered

R-01

Quote deemed unacceptable due to unaddressed dental scope requirements (platform, radiographs, DENCLASS, case management, treatment)

Proposal focuses on PHA execution; does not provide dental platform/radiology/DENCLASS response though PWS contains extensive dental requirements

High

Critical

Clarify with Government whether this RFQ/CLIN requires dental scope. If yes, add a dedicated Dental Services section covering platform specs, radiology compliance, staffing, DENCLASS uploads, treatment boundaries, and case management deliverables.

R-02

Failure to demonstrate compliance with mandatory system updates (MEDPROS, HRR, E-Profile/E-PHA) and specific timelines

Proposal commits to MODS MHA same-day, but omits explicit MEDPROS updates, HRR scanning/indexing, E-Profile/E-PHA references, and timing commitments

Medium

High

Add a 'Systems & Timelines Compliance Matrix' explicitly mapping each PWS/TE2 required system update to the proposal workflow and timing.

R-03

Security/access nonconformance (CAC/BI process steps; IA training; AUP; ATCTS)

Proposal mentions CAC/backgrounds generally, not the detailed administrative requirements

Medium

High

Add explicit acceptance of PWS 1.4.5.1–1.4.5.8 requirements and ability to provide training certificates and AUP/ATCTS compliance for all IS users.

R-04

End-of-event report rejected for missing required elements

Proposal does not enumerate the full bullet list in PWS 5.9, especially dental and system verification items

Medium

High

Include a sample table of contents or checklist showing every PWS 5.9 bullet will be included, including by-name rosters and verification of entries into all named systems.

R-05

Operational compliance risk for medical waste handling and OSHA safety program details

No explicit statement on 42 CFR medical waste disposal; limited mention of safety program elements (eyewash, biohazard separation)

Medium

Medium

Add explicit waste management plan statement (segregation, transport, disposal vendor/process) and safety program conformance to 29 CFR 1910 Subpart E.

R-06

Administrative rejection risk for submission format requirement (PDF)

Proposal does not explicitly state it will be submitted as PDF

Low

Medium

Add explicit submission format and email address statement.

R-07

Unclear compliance with PWS terms on data rights and OCI notification

No acceptance statements for PWS 1.4.13 and 1.4.14

Low

Medium

Add explicit acknowledgement/acceptance of data rights and OCI reporting/mitigation obligations.

Quality Control Plan (QCP)

NLT 10 days after award; submit to COR

States full QCP submitted post-award NLT 10 days after award

Covered

AT Level 1 Certificates

Provide to COR within 15 days after employee completes training

Mentions AT Level 1 compliance within timelines but not certificate submission timing

Partially Covered

Add explicit certificate submission requirement.

iWATCH Training

NLT 30 days after award / when new employee onboarded

Mentions iWATCH compliance within timelines

Partially Covered

Add explicit 'results reported to COR NLT 30 days after award'.

Background Investigation (PSIP) submission

NLT 5 days after employee onboarding

General statement about background investigations and processing in sufficient time

Partially Covered

Add explicit PSIP form forwarded to COR within 5 business days of hiring action.

OPSEC Training Certificates

Provide to COR within 15 days after completion

Mentions OPSEC compliance

Partially Covered

Add explicit certificate submission requirement.

End-of-Day Summary Report

End of day of each event; electronic to COR

Explicit commitment to daily end-of-day email with required totals

Covered

Dental services 100% upload into DENCLASS

5 days post event

Not addressed (DENCLASS)

Gap

High risk if dental services are in scope.

DOEHRS Input 100%

5 days post event

Mentions support upload and five-day input requirement

Partially Covered

Add explicit 100% results entered within 5 days post-event.

Lab Results: OSS copy within 7 days of draw; MEDPROS update within 5 days of receipt

As stated

Mentions reporting abnormal values immediately; does not explicitly address OSS copy timing or MEDPROS update

Gap

Add explicit compliance with both timing requirements.

SCT screening verification in MEDPROS/EMR

5 days post event; effectively immediately

SCT capability mentioned but not verification/update requirement

Gap

Add explicit SCT verification/update workflow.

Positive SCT result – red warning tag

Upon notification of positive results; in-person

Not addressed

Gap

Event Manager contact information

5 days prior to event

Explicitly commits to provide no later than 5 days prior

Covered

Event Summary

5 days post event

Explicitly commits to deliver within 5 days post-event

Covered

Expand to include all required report elements.

Add a Requirements Compliance Matrix

Insert a table mapping each PWS/TE2 deliverable (QCP, AT L1, iWATCH, OPSEC, BI/PSIP, DOEHRS, MEDPROS, HRR, End-of-Day, End-of-Event) to your process and responsible role

TE2 Deliverables Schedule; PWS 1.4.5; 5.6.x; 5.9

Reduces acceptability ambiguity; improves evaluator confidence

Dental scope clarification/coverage

Either (a) add full dental capability response (mobile dental platform specs, radiology compliance, DENCLASS uploads, dental exam/radiograph workflow, treatment/case management) or (b) explicitly state dental services are not required for this CLIN/event if confirmed by COR/KO

PWS 5.2.1–5.5; TE1 PRS; TE2 DENCLASS deliverable

Addresses the highest-severity potential nonconformance

Systems and records management

Explicitly commit to: HRR scan/index IAW AR 40-66; MEDPROS updates within required timelines; E-PHA/E-Profile where applicable; hardcopy STR packets delivery timelines for labs/vision forms

PWS 5.6.1.4–5.6.1.5; 5.6.3; TE2

Avoids rework and deliverable rejection; supports readiness reporting

Vision services detail

Add DD771 completion, SRTS/NOSTRA ordering, eyewear ordering/shipping workflow, and MEDPROS vision readiness classification timing

PWS 5.6.1.2–5.6.1.5

Closes a material functional gap if vision is required

DOEHRS/audiology specificity

Add explicit 'audiologist on-site' (if required), '100% DOEHRS entry within 5 days', and MOHT case management within 30 days when needed

PWS 5.6.2; TE2

Demonstrates conformance to quantified deliverable standards

Training/security administrative commitments

Add explicit conformance statements for PSIP submission timing, TASS/RAPIDS, CAC return receipts, AKO email requirement, IA training, ATCTS registration, and AUP signing

PWS 1.4.5.1.x; 1.4.5.6–1.4.5.8; TE2

Reduces access delays that could jeopardize real-time system entry

PII breach cost responsibility

Add explicit acknowledgement that contractor bears notification/call center/credit monitoring costs if breach results from contractor violation

PWS 1.4.5.10

Aligns to mandatory liability allocation and reduces dispute risk

Medical waste and safety program

Add statement committing to 42 CFR medical waste disposal; include eyewash/biohazard separation and OSHA Emergency Action Plan/Means of Egress conformance for platforms

PWS 5.2.2.3–5.2.2.4; 5.2.2.17; 5.2.1

Closes operational compliance gaps

End-of-event report completeness

Add a checklist in the proposal enumerating every PWS 5.9 bullet, including by-name rosters and verification of system entries (MEDPROS, DENCLASS, E-PHA, E-Profile, HRR)

PWS 5.9

Prevents deliverable disputes; increases acceptability

Explicit PDF submission statement

Add a one-line compliance statement: 'Quote will be submitted in PDF format via email to the address specified in the RFQ.'

RFQ Instructions (Page 1) and para 13

Avoids administrative noncompliance risk

Data rights and OCI

Add acceptance statements for Government unlimited rights to deliverables and OCI notification/mitigation

PWS 1.4.13; 1.4.14

Reduces contract interpretation risk