Sole Source RFQ - Brainlab Software Subscription

Solicitation / RFP / RFQ

This document is a Request for Quote (RFQ) for a Brainlab Software Subscription Service. The contract will cover a base year and four option years.

• The core requirement is to ensure uninterrupted access to Brainlab Elements and ODM software for five years, including updates, upgrades, and technical support.

• Maintain compliance with VA security and privacy requirements.

• Services include subscription activation and continuity, remote installation support, and 24x7 technical support.

• Deliverables include active subscription licenses, release notes for updates/upgrades, and SBOM for licensed products.

• Contract Type: Firm-Fixed-Price (as per E.4 52.216-1).

• Period of Performance: Base Year plus four Option Years.

• Estimated Value: Not explicitly stated in this document.

• Quotes must be submitted electronically to Edward.Hunter@va.gov and Janetra.Johnson@va.gov.

• Telephone and fax responses will not be accepted.

• All proprietary information must be clearly marked.

• Quotes must be complete, self-sufficient, and respond directly to the requirements.

• Factor 1: Price (complete section B2 - Price/Cost Schedule).

• Evaluation will be based on price and other factors, with technical and past performance being combined factors.

• The Government may evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement.

• Key Deadlines: Offer Due Date is 02-06-2026 at 3 PM PST (Block 8).

• The acquisition is being conducted under FAR Part 8.4 Federal Supply Schedule procedures as a sole source procurement.

• The document indicates it is an "UNRESTRICTED OR SET ASIDE" acquisition, with NAICS code 513210 and a size standard of $47 Million.

• Offerors are instructed to pay particular attention to the addendum to FAR 52.212-1 and 52.212-2 for submission instructions and requirements.

• Questions and quotes should be submitted via email only to the points of contact listed.

Solicitation / RFP / RFQ

This document is a Justification for Single Source Award (FAR 13.106-1) for a Brainlab software subscription to support the VA San Francisco Healthcare System (VASFHS) Neurology Service. The software is required for functional neurosurgery workflows, specifically for deep brain stimulation (DBS) and related epilepsy procedures. The acquisition is for a Firm Fixed Price (FFP) commercial item.

• Brainlab software subscription for functional neurosurgery workflows.

• Integration of advanced imaging and 3D visualization tools.

• Support for deep brain stimulation (DBS) and epilepsy procedures.

• Contract Type: Firm Fixed Price (FFP)

• Period of Performance: 5 years (Base Year + 4 Option Years)

  • Base Year: 02/12/2026 – 02/11/2027
  • Option Years: 02/12/2027 – 02/11/2031

• Total Estimated Value (5 years): Not explicitly stated, but the acquisition is for "Over Micro-Purchase Threshold but Not Exceeding the SAT ($350K)".

This document is a justification for a sole-source award, not a solicitation with submission instructions or evaluation criteria.

Market research indicated no reasonable expectation of identifying two or more small businesses capable of supplying the required Brainlab software subscriptions. The software is available only from the OEM on the open market.

• The current contract ends on 02/12/2026; the new contract is planned to start on 02/13/2026.
• Brainlab is the sole source due to its unique characteristics and essential features for the VASFHS clinical requirements, ensuring compatibility, continuity, and patient safety.

Presolicitation Notice

This notice indicates the Department of Veterans Affairs (VA), NCO 21, intends to award a sole source Firm-Fixed-Price contract to Brainlab, Inc. for software subscription services. These services support neurology clinical operations, including updates, upgrades, and technical support for Brainlab Elements/ODM products. This action is being taken in accordance with FAR 6.302-1(b), citing 'Only One Responsible Source'.

• Brainlab Software Subscription Services

• Contract Period: Base (02-12-2026 to 02-11-2027)

• Contract Period: Option 1 (02-12-2027 to 02-11-2028)

• Contract Period: Option 2 (02-12-2028 to 02-11-2029)

• Contract Period: Option 3 (02-12-2029 to 02-11-2030)

• Contract Period: Option 4 (02-12-2030 to 02-11-2031)

• Principal NAICS Code: 513210 - Software Publishers

• Product/Service Code: 6515 - Medical and Surgical Instruments, Equipment, and Supplies

• Manufacturer Part Number (MPN): CZ22040K58

• The formal solicitation will be posted on or about April 11, 2026.

• Interested vendors are requested to respond to CS EMAIL no later than Thursday, April 12, 2026, at 12 PM Pacific Standard Time.

• Responses should include evidence of compliance with VA's Gray Market Items terms and conditions (VAAR 852.212-71 and VAAR 852.212-72).

• Vendors must be an OEM, authorized dealer, authorized distributor, or authorized reseller, and provide documentation to demonstrate this authority.

• Failure to provide required information may result in a determination that the company is not a viable source.

• All responsible sources may submit a capability statement, proposal, or quotation for consideration.

• This is a sole source presolicitation notice.

• The VA will consider all responsible sources before proceeding with a sole source acquisition.

• Specific terms and conditions related to Gray Market Items apply, requiring vendors to be authorized resellers and provide proof of authority.