Background
The National Institute of Health (NIH) Center for Information Technology (CIT) intends to award a firm fixed price sole source contract to Carahsoft, Inc., located at 11493 Sunset Hills RD, Ste 100, Reston, VA 20190. Carahsoft is the only authorized reseller of Smartsheet.
The contract aims to provide a Software as a Service (SaaS) solution for Smartsheet Gov software subscription licenses and associated implementation and support services. This transition is necessary as NIH needs to replace the existing Microsoft Project Web Application (PWA)/Project Online environment, which is being retired in September 2026. The goal is to maintain continuity in project management functions while minimizing disruption to Network Services operations.
Work Details
The contract includes a 12-month subscription for Smartsheet Gov and professional services for transitioning from Microsoft PWA. Key features of Smartsheet Gov include:
- FedRAMP Moderate authorization
- Advanced row-level automation
- Dynamic multi-project aggregation dashboards
- Role-based access and governance capabilities
- Zero-code workflow development
- Integration with existing NIH identity and access management systems.
Implementation services will encompass discovery and requirements validation, solution design and configuration, migration planning, development of project templates, testing, user and administrator training, documentation, governance recommendations, implementation, and post-implementation support.
Period of Performance
One (1) 12-month base period.
Place of Performance
Bethesda MD 20892 UNITED STATES
Bidder Requirements
Carahsoft must be the authorized reseller of Smartsheet products. The solution must meet specific technical, security, interoperability, governance, automation, and operational requirements necessary for the CIT environment.
Incumbent Analysis (see Incumbents section for more detail)
This opportunity appears to have a confirmed incumbent based on contract 47QSWA18D008F-75P00124F80121, awarded to Carahsoft Technology for $116,717 (08/15/24–08/14/25) for “Smartsheet Gov license pack B.” The current requirement similarly calls for Smartsheet Gov SaaS subscription licenses and associated implementation/support services to transition from NIH’s retiring Microsoft PWA environment, which is consistent with a continuation of the same Smartsheet Gov licensing effort. A closely related prior award (GS35F0119Y-75P00122F80219) also reflects Carahsoft Technology providing Smartsheet Gov annual term licenses ($29,400; 09/29/22–09/28/23), further indicating ongoing use of the same product line.
THIS IS A NOTICE OF INTENT TO AWARD A SOLE SOURCE CONTRACT, NOT A REQUEST FOR COMPETITIVE QUOTES. A REQUEST FOR QUOTE (RFQ) WILL NOT BE ISSUED AND QUOTES WILL NOT BE REQUESTED.
The National Institute of Health (NIH) Center for Information Technology (CIT) intends to award a firm fixed price sole source contract under the authority of FAR 12.102(a), only one source being available to meet the Government's needs, to:
Carahsoft, Inc.
11493 Sunset Hills RD, Ste 100
Reston, VA 20190
The National Institute of Health (NIH) Center for Information Technology (CIT) hereby submits a notice of intent to award a sole source firm fixed price purchase order for a Software as a Service (SaaS) for Smartsheet Gov software subscription licenses and associated implementation and support services. Carahsoft is Smartsheet's only authorized reseller. CIT requires Smartsheet Gov to replace the existing Microsoft Project Web Application (PWA)/Project Online environment, which Microsoft is retiring in September 2026. PWA is currently used to support project scheduling, risk and issue management, project dependencies, portfolio oversight, and executive reporting. The transition to Smartsheet Gov is necessary to maintain continuity of these project management functions while minimizing disruption to Network Services operations.
Smartsheet Gov is required because it provides the combination of capabilities necessary to meet CIT's technical, security, governance, and operational requirements. These capabilities include FedRAMP Moderate authorization, advanced row-level automation, dynamic multi-project aggregation dashboards, role-based access and governance capabilities, zero-code workflow development, and integration with existing NIH identity and access management systems. The solution will also support continued integration with existing Microsoft Power BI executive reporting.
The requirement includes a 12-month Smartsheet Gov subscription and professional services necessary to successfully transition from Microsoft PWA. Implementation services will include discovery and requirements validation, solution design and configuration, migration planning, development of project templates, testing, user and administrator training, documentation, governance recommendations, implementation, and post-implementation support. Use of an alternative product would not satisfy the identified combination of technical, security, interoperability, governance, automation, and operational requirements necessary for the CIT environment and would introduce additional transition and integration risks. The North American Industry Classification System (NAICS) code for this requirement is 513210 Software Publishers business size $47M.
The period of performance will be for one (1) 12-month base period.
This notice of intent is not a request for competitive proposals, and no solicitation document exists for the requirement. This hereby constitutes a synopsis of the requirement.
CLOSING STATEMENT
The determination not to compete this proposed contract action is solely within the discretion of the Government. Information received will normally be considered for the purpose of determining whether to conduct a competitive procurement. The Government will not be responsible for any costs incurred by responding to this notice. This is NOT a request for quotes or proposals.
Questions or comments to this Notice of Intent should be directed to the Primary Point of Contact
Leah L. Hinson via e-mail only Leah.Hinson@hhs.gov (no phone calls/voice mail). Messages regarding questions will not be accepted and will not receive a response). Please indicate in the subject of your email: Notice of Intent Question Submission PCA-CIT-07776 Smartsheet Licenses Subscription and Implementation Support Services.
Contracting Office Address:
Office of Mission Acquisition Solutions (OMAS)
Office of Acquisitions (OA) | Assistant Secretary for Financial Resources (ASFR)
U.S. Department of Health and Human Services
Primary Point of Contact:
Leah L. Hinson- Leah.Hinson@hhs.gov
