Request for Information - Traumatic Brain Injury (TBI) Registry and Rehabilitation Database

Other / Unclassified (Sources Sought Notice)

This Sources Sought Notice is issued by the Department of Veterans Affairs (VA) for market research purposes to determine the availability and capability of qualified vendors, particularly small businesses, to perform services related to the Traumatic Brain Injury (TBI) Veterans Health Registry and the PRC/TBIMS Longitudinal Research Database Support. It does not constitute a solicitation or commitment to award a contract.

• Attached Draft PWS: A draft Performance Work Statement (PWS) titled "TBIMS – TBI Registry PWS" is provided for industry review. Vendors should assess their capability to perform the requirements described in the PWS.
• Background: The VA maintains the TBI Veterans Health Registry for Veterans who served in Operations Enduring Freedom, Iraqi Freedom, and post-9/11 operations. The registry is mandated by Congress and supports research on TBI-related healthcare data. The TBIMS program supports longitudinal research on TBI rehabilitation outcomes.
• Scope of Services: The contractor will be responsible for maintaining and supporting the VA TBI Veterans Health Registry and the VA PRC/TBIMS longitudinal research database. Key service areas include Program Management, Registry Management, Research Database Support, Data Quality and Analytics, and Knowledge Translation.
• Specialized Experience: The VA is interested in vendors with experience in managing large national healthcare registries, maintaining longitudinal clinical research databases, supporting TBI rehabilitation research, performing epidemiological/statistical analysis, supporting multi-site collaborations, handling HIPAA-compliant data, and providing methodological consultation.
• Period of Performance: Anticipated period is one 12-month base period with four 12-month option periods, totaling five years.
• Place of Performance: Primarily at the contractor's facility, with periodic travel to VA sites.

Interested vendors must submit a capability statement (maximum 10 pages) addressing:

• Company Information: Name, UEI number, business size, socioeconomic status.

• Technical Capability: Demonstrated experience in areas listed under "Specialized Experience."

• Relevant Past Performance: Examples of similar work for federal healthcare agencies, research institutions, national health registries, and rehabilitation research programs.

• Staffing Capability: Ability to provide qualified personnel.

• Capability Considerations: Ability to maintain continuity of longitudinal datasets, integrate with existing frameworks, maintain secure databases, and support national rehabilitation research collaborations.

• Deadline: No later than 1 April 2026 at 3 PM ET.

• Submission Method: Electronically to the Contracting Officer, Contract Specialist, and Contracting Officer Representative listed in the notice.

This notice is crucial for vendors interested in providing services related to TBI research databases and registries. It outlines the VA's needs, the expected scope of work, required experience, and the process for submitting capability information. Responding allows vendors to inform the government's acquisition strategy and demonstrate their qualifications.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for supporting two ongoing collaborative activities: maintaining the Traumatic Brain Injury (TBI) Veterans Health Registry and the Veterans Affairs (VA) Polytrauma Rehabilitation Center/TBI Model Systems (PRC/TBIMS) longitudinal research database. The goal is to establish terms and conditions for this support.

• Maintain the TBI Veterans Health Registry: This includes processing VA data for OEF/OIF and post-9/11 Veterans, issuing biannual reports, more comprehensive internal administrative documents biannually, and special reports as needed to fulfill Public Law 110-181, Section 1704. This involves registry management and reporting.

• Maintain the VA PRC/TBIMS longitudinal research database: This database supports longitudinal research mirroring data elements from the NIDILRR-funded TBIMS project. Tasks include developing Standard Operating Procedures (SOPs) for data maintenance, providing quality support visits, offering training and technical support, resolving issues, performing data analysis and variable modification, providing meeting support, conducting knowledge translation activities, performing database configuration and administration, maintaining data quality, and providing statistical consultation.

• Period of Performance (PoP): Five (5) years from the date of award, with a base period of twelve months and four 12-month option periods.

• Place of Performance: Contractor's site and periodically at VA sites.

• Contract Management: Requires a Project Manager (CPM), a virtual kick-off meeting, and a Contractor Project Management Plan (CPMP).

• Reporting: Includes weekly and monthly progress meetings and status reports, biannual registry reports, executive summaries, and ad hoc reports.

• Security: Personnel require background investigations (Tier 1, Tier 2, or Tier 4) and must comply with VA security and privacy requirements, including training and electronic fingerprinting.

• Deliverables: Numerous deliverables are specified, including reports, plans, SOPs, meeting minutes, presentations, and database updates, with specific due dates and formats.

• Travel: Contractor travel is required and must be approved by the Contracting Officer's Representative (COR).