How to bid on Dental and Audiology Coordinator for the Vermont Army National Guard

What the Agency is Buying

The Department of Defense, specifically the Vermont Army National Guard, is seeking a full-time Medical Records Clerk. This is a non-personal services contract to provide administrative support for their Dental Health Program and Hearing Conservation Program. The goal is to improve the medical, dental, and auditory readiness of Service Members.

The work involves independent and accurate data entry, records tracking, scheduling, and metrics reporting. This is a non-clinical role, focused on administrative tasks, not medical evaluations or patient counseling.

Key Dates and Deadlines

The solicitation was published on July 29, 2026. If you have questions about this opportunity, they must be submitted by August 16, 2026. Questions and answers will be posted within 48 hours of receipt.

The final deadline for submitting your quote is August 24, 2026, at 5:00 PM ET. Quotes submitted after this time will not be considered.

Who This Opportunity Suits

This opportunity is suitable for firms that can provide a Medical Records Clerk with at least two years of experience in medical or dental administration, medical records management, or military health administration. The personnel must be proficient in Microsoft Office Suite (Excel, Word, Outlook) and capable of quickly learning proprietary military and federal web-based databases.

The personnel must be U.S. citizens and able to pass a Tier 1 background investigation to secure a Common Access Card (CAC). Experience handling Protected Health Information (PHI) and Personally Identifiable Information (PII) in compliance with HIPAA and military privacy regulations is also required. This falls under the healthcare category for administrative support.

How to Respond

To access the full solicitation documents, click “View original source” on the portal. If the first click takes you to the homepage, click it again to go directly to the bid. You may need a free account to view all documents, though this is not always required.

Ensure all questions are submitted by August 16, 2026. Your final quote must be submitted by the August 24, 2026, 5:00 PM ET deadline.

Tips for a Competitive Response

Pay close attention to the mandatory personnel qualifications. Clearly demonstrate how your proposed Medical Records Clerk meets or exceeds the required two years of healthcare administration experience, Microsoft Office proficiency, and data privacy competency. Provide specific examples of experience with records management and handling sensitive data.

Crucially, your firm must have a current NIST SP 800-171 Basic Assessment score posted in the Supplier Performance Risk System (SPRS) at the exact time of quote submission. The government will verify this immediately after the deadline. Failure to have an active score will result in disqualification, with no grace periods or post-submission updates accepted.

Ensure your proposed labor rates strictly conform to or exceed the minimum wage and fringe benefit requirements established in the applicable Department of Labor Wage Determination attached to the solicitation. This contract mandates the use of the Medical Record Clerk (Labor Category Code 12160) for all requirements.