NOTICE OF INTENT to Sole Source.pdf

NOTICE OF INTENT to Sole Source

1. SOLICITATION NUMBER: NIMH25004076

TITLE: The Neurophysiology Imaging Facility (NIF) requires a software upgrade for its Siemens 3T Prisma MRI system to ensure continued technical support, cybersecurity compliance, and access to the latest imaging capabilities. The system is currently operating with software version VE11C, which was installed in

2018 and runs on the Windows 7 operating system. As Windows 7 is no longer supported and poses security vulnerabilities, the need for an upgrade is urgent.

2. CLASSIFICATION CODE:R499 – SCIENTIFIC CONSULTING SERVICES

NAICS CODE: 541519 – Other Related Computer Services

3. RESPONSE DATE: September 12, 2025, at 12:00 PM EST

4. PRIMARY POINT OF CONTACT:

Joe Kennedy Joseph.kennedy@nih.gov Phone: 262-391-7630

5. DESCRIPTION:

INTRODUCTION

This is a notice of intent, not a request for a quotation.

THIS IS A PRE-SOLICITATION NON-COMPETITIVE (NOTICE OF INTENT)

SYNOPSIS TO AWARD A CONTRACT WITHOUT PROVIDING FOR FULL OR

OPEN COMPETITION (INCLUDING BRAND-NAME).

The National Institute of Mental Health (NIMH) intends to negotiate on a sole source basis with Siemens, for one year.

NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE

and SET ASIDE STATUS

The intended procurement is classified under NAICS code 541519 – Other

Computer Related Services with a Size Standard of $34M.

This intended procurement will be a sole source.

REGULATORY AUTHORITY

This acquisition is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13—Simplified Acquisition Procedures. Contracts awarded using FAR Part 13—Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6—Competition Requirements. FAR Subpart 13.106-1 (b) Soliciting from a single source provides that: For purchases not exceeding the simplified acquisition threshold, Contracting Officers may solicit from one source IF the contracting officer determines that the circumstances of the contract action deem only one source reasonably available (e.g., urgency, exclusive licensing agreements, brand-name OR industrial mobilization).

The resultant contract will include all applicable provisions and clauses in effect through the Federal Acquisition Circular (FAC) Number 2025-04, dated May 12, 2025.

DESCRIPTION OF REQUIREMENT

Purchase Description

The 3T Siemens Prisma MRI system at NIF has served as a primary imaging platform for intramural research programs at the National Institute of Mental Health

(NIMH), the National Eye Institute (NEI), and the National Institute of Neurological

Disorders and Stroke (NINDS) since its installation in 2018. It currently operates on software version VE11C, which relies on the Windows 7 operating system. Both the software and operating system are approaching end-of-life: Siemens will no longer support VE11C beyond 2026, and Windows 7 is already discontinued, creating growing cybersecurity and compliance risks.

The proposed upgrade to XA60A includes new workstations, a modern user interface, improved reconstruction performance, new protocol options, integrated

AI tools, and ongoing support for system security and software compatibility.

The objective of this procurement is to ensure long-term sustainability of the 3T

MRI system by upgrading to XA60A, thereby preserving support, improving performance, and aligning with NIH IT security standards.

Specific Requirements

This procurement seeks to upgrade the system to Siemens software version

XA60A, which represents the latest generation of Prisma software architecture.

Upgrading to XA60A will ensure the system remains supported by Siemens

Healthineers, reduce cybersecurity risks, and provide users with enhanced functionality, faster image reconstruction, and new research applications.

This upgrade is essential to maintain long-term reliability and system performance, minimize security risks, and enable NIH researchers to continue conducting cutting-edge neuroimaging studies with a fully supported and modern MRI platform.

Salient Characteristics:

The software upgrade must meet the following minimum requirements:

a. System Compatibility: Fully compatible with the Siemens Prisma 3T MRI hardware platform.

b. Software Version: Upgrade from VE11C to XA60A or the latest available software version as of 2025.

Functional Enhancements: Must include existing protocols, an updated user interface, faster image reconstruction, new advanced imaging protocols, and enhanced workflow tools.

e. IT and Security Compliance: Must meet current cybersecurity standards and ensure ongoing vendor support.

f. Installation and Validation: Must include full on-site installation, configuration, and validation by Siemens-certified personnel.

Period of Performance

The proposed period of performance shall be one base year.

Base: 9/30/25 – 9/29/26

Level of Effort n/a

Government Responsibilities n/a

Reporting Requirements N/A

OTHER CONSIDERARTIONS:

Data Rights

Section 508—Electronic and Information Technology Standards

Confidentiality of Information:

The Contractor will not disclose, publish, divulge, release, or make known, in any manner or to any extent, to any individual other than the authorized government employee, the content of any sensitive information provided under this contract.

For this requirement, the government may provide the contractor information or data of a personal nature about individual(s) or proprietary information or data pertaining to this project, which is confidential. This requirement is expected to generate information or data which is confidential. The Contractor shall handle all sensitive information or data in a secure manner and consult with the authorized government employee prior to any release, disclosure, dissemination, or publication.

(INCLUDING BRAND-NAME) DETERMINATION

The determination by the Government to award a contract without providing for full and open competition is based upon the market research conducted.

Specifically, Siemens is the only vendor in the marketplace that can provide the services required by the National Institute of Health.

The intended source is:

Siemens Medical Solutions USA, Inc.

40 Liberty Blvd. Malvern PA 19355

The essential characteristics of the Siemens software version XA60A that limit the availability to a sole source is the need for the software to be fully compatible with our existing Siemens 3T Prisma MRI system. This upgrade will expand our research capabilities, improve reconstruction performance, provide new protocol options, integrate our AI tools, and provide continued support for system security and software compatibility. Additionally, if our software system is not upgraded, Siemens will no longer support our current system beyond 2026. Siemens, the proposed contractor, is the exclusive manufacturer and vendor of the XA60A software. This software upgrade is part of a complicated system with multiple intricate hardware and software interactions that must function flawlessly. The details of many of the parts and interactions are proprietary. Only Siemens can provide and fully integrate the required software upgrade. Only this suggested source can furnish the requirements, to the exclusion of other sources, due to the need to be fully compatible with our existing Siemens 3T Prisma MRI system.

CLOSING STATEMENT

THIS SYNOPSIS IS NOT A REQUEST FOR COMPETITIVE PROPOSALS. However, interested parties may identify their interest and capability to respond to this notice.

A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. All responsible sources may submit a capability statement, proposal, or quotation which shall be considered by the agency. The information received will normally be considered solely for the purpose of determining whether to proceed on a non-competitive basis or to conduct competitive procurement.

Responses to this notice shall contain sufficient information to establish the interested parties' bona-fide capabilities for fulfilling the requirement and include: unit price, list price, shipping and handling costs, the delivery period after contract award, the prompt payment discount terms, the F.O.B. Point (Destination or Origin), the Unique Entity ID UEI), the Taxpayer Identification Number (TIN), and the certification of business size.

Responses must include the place of manufacturing (i.e. address if supply/equipment is a domestic end product and includes country of manufacture). All offerors must have an active registration in the System for Award Management (SAM) www.sam.gov.

All responses must be received by the closing date and time of this announcement and must reference the solicitation number, NIMH25004076.

Responses must be submitted electronically to Joe Kennedy, Contract Specialist, at joseph.kennedy@nih.gov

U.S. Mail and fax responses will not be accepted.

mailto:joseph.kennedy@nih.gov