Solicitation
Medicaid Application Assistance Services - Charleston SC
Department of Veterans Affairs
AI summaryThe Ralph H. Johnson VA Medical Center in Charleston, SC wants a contractor to help hospitalized veterans (and their caregivers) fill out and follow Medicaid long-term-care applications, so patients can leave the hospital sooner. It is a small-business-only, firm-fixed-price request for quotes for a one-year base period starting 11/17/2026 plus four one-year options. Quotes are due 10/22/2026 at 2:00 PM Eastern. More in the summary
AI summary Beta
Summary of the version posted Oct 8, 2026. The notice was amended Oct 27, 2026. The due date moved from Oct 22, 2026 to Nov 3, 2026. Check what else changed on SAM.gov.
The Ralph H. Johnson VA Medical Center in Charleston, SC wants a contractor to help hospitalized veterans (and their caregivers) fill out and follow Medicaid long-term-care applications, so patients can leave the hospital sooner. It is a small-business-only, firm-fixed-price request for quotes for a one-year base period starting 11/17/2026 plus four one-year options. Quotes are due 10/22/2026 at 2:00 PM Eastern.
Who can bid (5)
- Must be a small business under the set-aside; NAICS 524298 (size standard shown on the form as $30.5 million)
- Active, verified SAM.gov registration at quote submission and at award
- Limitations on subcontracting: for services, you cannot pay more than 50 percent of the contract amount to subcontractors that are not similarly situated small businesses
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- Minimum insurance: general liability of $500,000; employer's liability of at least $100,000 plus workers' compensation; automobile liability of $200,000 per person, $500,000 per occurrence and $20,000 property damage
- Service Contract Labor Standards clause is included, but the wage statement is information only and not a wage determination
How to submit: due 10-22-2026 at 14:00 EDT. What to include is under Full summary below. Check the solicitation's instructions on SAM.gov.
Things to watch (6)
- Serious: Very fast filing deadline. Applications must be filed within 72 hours of admission, so you need staff who can reach patients at the hospital quickly and gather paperwork from families.
- Worth checking: Small and uncertain volume. The price schedule assumes only about 48 referrals a year, so revenue is limited and staffing around bedside visits may be hard to size.
- Worth checking: On-site and multi-campus travel. Work happens at the bedside and across VA campuses (clinics are listed as far as Savannah and Myrtle Beach), which adds travel time and cost.
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- Worth checking: Past performance counts as much as price. Past performance is one of four equally weighted factors, and you must give verifiable references with the quote; a firm without relevant history gets a neutral rating at best.
- Worth checking: Incomplete quotes can be rejected. The solicitation warns that leaving out any evaluation factor information can get the offer rejected.
- Minor: No submission method stated. The documents give the contracting officer's name and phone but no email, portal or address for sending the quote, so confirm how to submit with the contracting officer.
Read from the notice and 1 attachment. Show which files.
- 36C24727Q0048.pdf (read)
Full summary
What they want
- Meet identified patients or their caregivers at the bedside soon after admission and get a release of information signed
- Complete and file each Medicaid application (long-term care / nursing home) within 72 hours of admission
- Follow up with the Medicaid office, VA staff, patients and caregivers until Medicaid issues an eligibility decision
- Handle any appeals of Medicaid decisions until the application is approved
- Know what documents Medicaid requires and be able to collect them from patients and families
- Manage multiple cases at once and travel between VA campuses as needed
- Follow HIPAA, privacy, release-of-information and computer security rules, and keep a quality control program
- Contract type
- Firm-fixed-price, commercial services (non-personnel services), SF 1449 request for quotes
- Period of performance
- 1 base year (11/17/2026 to 11/16/2027) + 4 one-year options, through 11/16/2031; may be extended up to 6 months under FAR 52.217-8, with total duration not over 5 years under 52.217-9
- Place of performance
- Ralph H. Johnson VA Medical Center, 109 Bee Street, Charleston, SC (the hospital and its community clinics in SC and GA)
- Estimated value
- Not stated
- How they'll choose
- Comparative evaluation of quotes (FAR 13.106-2(b)(3)); four factors of equal importance. Technical is rated acceptable/unacceptable and Past Performance acceptable/neutral/unacceptable.
- Offers due
- 10-22-2026 at 14:00 EDT (from the version posted Oct 8, 2026; amended since)
What they'll judge offers on
- Technical (meets the Statement of Work without exception)
- Past Performance (recent, relevant work, up to 5 years, verifiable)
- Socioeconomic Status (verified small business in SAM)
- Price (reasonableness of total price including all options)
What to include when you submit
- Include the solicitation number, your name, address, phone and Unique Entity ID (UEI)
- Include information needed to evaluate all four factors and any required representations and certifications
- State the extent of your agreement with all terms, conditions and provisions, and clearly identify any exceptions with rationale
- Provide past performance details with enough information for independent verification at the time of quote submission
- Quote prices for the base year and all four option years (the price schedule has a line for each plus a grand total)
- Hold prices firm for 60 calendar days after the due date
- Show proof of general liability insurance with no asbestos exclusion to the contracting officer before award
Not in the notice text
- How and where to submit the quote (no email address or portal is given in the documents provided)
- Page limits or required quote format
- Contract value or budget (only a 48-referral-a-year assumption is given)
- What the 'expected timeline from admission' is for the first bedside meeting
- The Quality Assurance Surveillance Plan (QASP) details and how deductions would be applied
- Whether there is a current contractor or this is a new requirement
- Deadline for questions and where to send them
Eligibility and how to respond
- Set aside for small businesses: only a business that counts as small under this notice's NAICS code can bid as the prime contractor. More open small business set-asides under NAICS 524298
- How and where to submit is in the notice text and its attachments on SAM.gov.
- Service contracts usually set minimum pay rates (the Service Contract Act). Price the labor with the SCA price calculator.
Notice details
- Posted
- Oct 27, 2026
- Notice type
- Solicitation
- Office
- 247-Network Contract Office 7 (36C247), Augusta, GA
- Product/service code
- G007 · Social – Government Health Insurance Programs
- Business type
- Consulting & professional services (FedReady's grouping, from NAICS 524298)
- Versions
2 versions have been posted, newest first.
- Oct 27, 2026 · Amendment 0001 (this version)Due Nov 3, 2026 (changed)
- Oct 8, 2026 · SolicitationDue Oct 22, 2026
- Attachments
Past awards and competition
Who has won work like this before, the likely incumbent, and what similar contracts paid, from USAspending.gov.
Before you respond
- How to respond to a solicitation (8 steps)
- How to read a government solicitation
- How to price a government contract
- Set-aside contracts explained
Terms on this notice: Solicitation, Set-aside
Full notice text from SAM.gov
Medicaid Application Assistances Services - Ralph H. Johnson VA Medical Center
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