RFI-2026-03-018-01 SOURCES SOUGHT NOTICE.pdf

SOURCES SOUGHT NOTICE

Traumatic Brain Injury (TBI) Veterans Health Registry and PRC/TBIMS Longitudinal Research Database Support

1. DISCLAIMER

This Sources Sought Notice is issued solely for information and planning purposes and does not constitute a solicitation. This notice shall not be construed as a commitment by the Government to issue a solicitation or award a contract. The Department of Veterans Affairs (VA) will not pay for any information submitted in response to this notice. The purpose of this notice is to conduct market research to determine the availability and capability of qualified vendors, particularly small businesses, capable of performing the services described herein.

2. ATTACHMENT

Attachment 1 – Draft Performance Work Statement (PWS)

The draft PWS titled:

“TBIMS – TBI Registry PWS” is provided as an attachment to this notice for industry review and to assist vendors in assessing their capability to perform the requirement. Vendors shall review the PWS carefully before responding.

The PWS describes the services required to maintain the VA TBI Veterans Health Registry and the VA PRC/TBIMS longitudinal research database.

3. BACKGROUND

The Department of Veterans Affairs maintains the Traumatic Brain Injury (TBI) Veterans Health Registry, which includes information about Veterans who served in Operations Enduring Freedom (OEF), Operation Iraqi Freedom (OIF), and post-9/11 operations who exhibit symptoms associated with traumatic brain injury and seek care or benefits from VA.

The registry is mandated by Congress under Public Law 110-181, Section 1704, and supports reporting and analysis of TBI-related healthcare data.

In addition to the registry, VA collaborates with the Traumatic Brain Injury Model Systems (TBIMS) program to support longitudinal research on rehabilitation outcomes for individuals with traumatic brain injury.

The TBIMS program represents the world’s leading longitudinal database of traumatic brain injury outcomes, with more than 20,000 participants followed for up to 30 years across multiple research centers.

The current TBIMS National Data and Statistical Center (NDSC) operates at Craig Hospital, which supports national TBI research collaboration across academic and rehabilitation institutions.

The VA registry and research database support:

• evaluation of rehabilitation outcomes

• benchmarking VA clinical outcomes against national rehabilitation programs

• collaboration with national TBI research initiatives

• support of evidence-based clinical care for Veterans.

Through June 2025, more than 2,700 Veterans have been enrolled in the VA PRC/TBIMS database, which supports longitudinal research on TBI rehabilitation outcomes.

4. PURPOSE OF MARKET RESEARCH

VA is conducting market research to determine whether vendors are capable of performing the required services, including maintaining and supporting:

• a national TBI health registry

• a longitudinal rehabilitation research database

• associated data analysis, statistical consultation, and reporting

Vendors responding to this notice should specifically address their ability to support programs that require:

• continuity of longitudinal medical datasets

• integration with existing rehabilitation research programs

• maintenance of secure clinical research databases containing protected health information.

5. SCOPE OF SERVICES

The contractor shall provide services necessary to maintain and support the VA TBI Veterans Health Registry and the VA PRC/TBIMS longitudinal research database.

Key service areas include:

Program Management

• Contractor Project Management Plan (CPMP)

• coordination with VA program offices

• weekly and monthly program reporting

Registry Management

• maintain the VA TBI Veterans Health Registry

• process VA healthcare and benefits data files

• produce biannual registry reports

• prepare ad-hoc analytical reports for VA leadership

Research Database Support

• maintain the VA PRC/TBIMS longitudinal research database

• develop and maintain research data collection procedures

• conduct statistical and methodological analysis

• support collaboration with VA Polytrauma Rehabilitation Centers (PRCs)

Data Quality and Analytics

• monitor and report database data quality metrics

• perform statistical analysis and variable development

• produce analytical decision papers and reports

Knowledge Translation

• develop program presentations and informational materials

• maintain inventories of publications and research projects

• support collaboration between VA PRCs and TBIMS research partners.

Additional details are provided in the attached PWS.

6. SPECIALIZED EXPERIENCE OF INTEREST

VA is particularly interested in identifying vendors with demonstrated experience in the following areas:

• Managing large national healthcare registries

• Maintaining longitudinal clinical research databases

• Supporting traumatic brain injury rehabilitation research

• Performing advanced epidemiological or statistical analysis

• Supporting multi-site clinical research collaborations

• Handling HIPAA-compliant limited data sets containing protected health information

• Providing methodological consultation for rehabilitation outcomes research

Vendors should also identify experience supporting federal health agencies or national medical research programs.

7. PERIOD OF PERFORMANCE

The anticipated period of performance is:

• One (1) 12-month base period

• Four (4) 12-month option periods for a total potential performance period of five (5) years.

8. PLACE OF PERFORMANCE

Work will primarily be performed at the contractor’s facility, with periodic travel to VA sites as required.

9. INFORMATION REQUESTED FROM INDUSTRY

Interested vendors should submit a capability statement (maximum 10 pages) addressing the following:

Company Information

• Company name

• UEI number

• Business size classification

• Socioeconomic status

Technical Capability

Demonstrated experience supporting:

• national healthcare registries

• longitudinal clinical research databases

• rehabilitation or neurological research

• statistical analysis and research reporting

Relevant Past Performance

Examples of similar work performed for:

• federal healthcare agencies

• research institutions

• national health registries

• rehabilitation research programs

Staffing Capability

Ability to provide personnel with qualifications similar to those described in the PWS.

Capability Considerations

Vendors should address their ability to:

• maintain continuity of longitudinal healthcare datasets

• integrate with existing clinical research frameworks

• maintain secure database systems containing protected health information

• support national rehabilitation research collaborations.

10. RESPONSE SUBMISSION

Responses shall be submitted electronically to:

Contracting Officer Jacky Jean-Jacques Jacky.Jean-Jacques@va.gov

Contract Specialist LaShawn Knight lashawn.knight@va.gov

Contracting Officer Representative Douglas Bidelspach Douglas.Bidelspach@va.gov

Responses shall be submitted no later than 1 April 2026 at 3PM ET.

11. IMPORTANT NOTE

This Sources Sought Notice is part of market research conducted in accordance with FAR Part 10.

Information obtained through this notice will assist the Government in determining:

• the availability of capable vendors

• appropriate acquisition strategy

• potential small business participation.

mailto:Jacky.Jean-Jacques@va.gov mailto:lashawn.knight@va.gov mailto:Douglas.Bidelspach@va.gov