The Department of Health and Human Services, through the National Institutes of Health (NIH), intends to award a firm-fixed price contract to DocuWare Corporation for a one-year license and annual maintenance and software support services for its document management system. This procurement is essential for the Department of Transfusion Medicine (DTM) to effectively manage patient and donor medical records, leveraging DocuWare's capabilities for document digitization and workflow automation. The contract, valued at approximately $25,151.16, is justified as a sole-source acquisition due to the unique requirements of DTM and the significant costs associated with migrating to an alternative system. Interested parties may submit capability statements by December 14, 2025, to Valerie Gregorio at valerie.gregorio@nih.gov for consideration.

Docuware P03-JOFOC Under the SAT 2.docx

The Department of Health and Human Services, National Institutes of Health, seeks to award a firm-fixed priced contract to DocuWare Corporation for a one-year license and annual maintenance and software support services. This sole-source acquisition, justified under FAR 13.106-1(b)(1) due to the Simplified Acquisition Threshold, is for DocuWare software used by the Department of Transfusion Medicine (DTM) to manage patient and donor medical records. DTM has been using DocuWare since 2016, with over 80,000 active documents, and migrating to another system would incur significant duplication of costs, time, and labor for data migration, template development, and staff training. The estimated cost for this project is $25,151.16, with the price deemed fair and reasonable based on a comparison to historical contract amounts for the same services. The government will continue to assess the market for future competition.

Services_SOW_Docuware Annual maintenance 8-27-2025.doc

This Statement of Work (SOW) outlines the renewal of annual maintenance and support services by DocuWare Corporation for its DocuWare software, utilized by the Department of Transfusion Medicine (DTM) at the NIH Clinical Center. The DocuWare application is crucial for the electronic management of patient and donor records at NIH. The SOW, effective from December 15, 2025, to December 14, 2026, details mandatory tasks including ongoing maintenance and support for DocuWare, Scan Station, View Station, and DocuWare Test Bench. Specific plans for implementation, training, reporting, and change management are noted as 

This is a Notice of Intent, not a request for proposal.  The National Institute of Health, Clinical Center (NIH-CC) intends to negotiate on an other than full and open competition basis with the following vendor: DocuWare Corporation.

Acqusition Description:

The National Institutes of Health, Office of Purchasing and Contracts on behalf of the Department of Transfusion Medicine to award a firm-fixed priced award to DocuWare Corporation for a one-year license and annual maintenance and software support services to manage patient and donor medical records.

The Department of Transfusion Medicine (DTM) has a requirement for continued DocuWare license and annual maintenance and software support services. DocuWare is a document management and workflow automation tool that digitizes documents and organizes it in a secure repository for quick retrieval.  DocuWare software is cloud based which easily captures, stores, manages, processes, shares, and tracks documents.

Justification:

DTM Currently owns DocuWare Import, Barcode, and Forms and Workflow Manager provide controlling of document workflow processes through Task Lists in Web Client. Email Notification for new documents or changed index values. Workflow Manager provide structured workflows with out-of-office and escalation management. Definition in graphical workflow designer. There is not other known source as this is the only known source for this system based on DTM requirement DocuWare update /Support Contract.

The statutory authority for this sole source requirement is 41 U.S.C. 253(c) (1) as implemented by FAR 6.302-1 only one responsible source and no other supply of service will satisfy agency requirements. THIS IS NOT A REQUEST FOR PROPOSAL.  All responsible sources that could provide the required may submit a capability statement that will be considered by email (subject line to reference NOI-CC-26-000094) by 12:00 PM eastern standard time on 12/14/2025 to: valerie.gregorio@nih.gov.

All responses received by the closing date of this synopsis will be considered by the Government.  A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government.

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