DA01--Gimmal Physical Software Annual Maintenance and Technical Support

The Department of Veterans Affairs Technology Acquisition Center is soliciting annual maintenance and technical support services for Gimmal Physical Software through RFQ 36C10A25Q0071. The procurement seeks a contractor to provide software updates, patches, bug fixes, unlimited technical support during business hours, and up to 40 hours of programmer labor per performance period for custom enhancements to support the VA's Records Center and Vault facility operations. The software enables tracking of 1.8 million cubic-foot boxes containing inactive Veteran medical records using untethered Android handheld scanners and Wi-Fi capabilities. Technical support response requirements range from one hour for production site outages to one week for general information requests, with all support provided Monday through Friday from 8:00 AM to 5:00 PM CST. The solicitation response deadline is August 5, 2025, at 8:00 AM Eastern Time, and the contract includes a base period from August 15, 2025, to August 14, 2026.

This procurement does not utilize any set-aside designations and is unrestricted under NAICS code 541519 with a size standard of $34 million. The VA has determined this will be a sole source award to Gimmal based on market research through NASA SEWP and GSA Advantage, which identified no other vendors capable of providing access to Gimmal's proprietary source code necessary for software updates and support. The contract includes three optional 12-month extension periods that could extend performance through August 14, 2029, with a government not-to-exceed ceiling starting at $10,000 in the base period and increasing slightly in each option year. The total estimated contract value does not exceed the simplified acquisition threshold of $750,000, and the VA determined that replacing the existing Gimmal software system would cost more than continuing maintenance and require approximately two years to implement. The contract will support the VA's perpetual Gimmal Physical Software licenses currently deployed at their Records Center and Vault facility.