R499--Service Agreement for Brainlab ExacTrac System #1 Equipment Support

Notice of Intent to Sole Source

This is a SPECIAL NOTICE ANNOUNCEMENT ONLY. The Department of Veteran Affairs (VA), VISN 8 Network Contracting Office, 8875 Hidden River Pkwy, Tampa FL 33637, intends to award a sole source contract to Lovell Government Services, 223 West Gregory St, Pensacola, FL 32502. This proposed contract action is for the procurement of an application, technical, and data transfer support package for the ExacTrac System at the James A. Haley Veterans Hospital (JAHVH). The base period of performance is for one (1) year with only one source, Lovell Government Services an Authorized service-disabled veteran owned business (SDVOSB) distributor of Brain Lab, Inc. (Large Business) the Original Equipment Manufacturer (OEM) under the authority Federal Acquisition Regulation (FAR) Part 13.106-1(b)(1).

This contract specifies the requirement for the Brainlab brand name or an equivalent product. The contractor is expected to provide a Hardware and Application Support package for ExacTrac X-Ray, as well as a Hardware Support package for Frameless SRS. Both packages shall include remote application support from Monday to Friday, 8:00 AM to 5:00 PM EST.

Key provisions include:

- 24/7 access to a website for customers to download information.

- An initial response time of 15 to 30 minutes from Monday to Friday, 8:00 AM to 5:00 PM EST.

- Firmware updates will be provided based on new software releases.

- Maintenance and repair services will include parts and labor, excluding issues arising from negligence.

- A loaner device will be available at no additional charge (subject to stock availability) for 24 to 48 hours.

- One (1) annual onsite preventative maintenance visit by the manufacturer will be scheduled.

Response:

Responses to this Special Notice should be able to demonstrate the firm's ability, capability, and responsibility to deliver the service listed above. The purpose of this Special Notice announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HUBZone and other Small Businesses interested and capable of providing the services described above. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. No funds have been authorized, appropriated, or received for this effort. Responses should include the following information: Business name, address, business size and Socioeconomic Category (HUBZone, 8(a), Service-Disabled Veteran, Small Business, Large Business, etc.), and point of contact to include e-mail address and telephone number. All offerors must be registered in the System for Award Management (www.sam.com) and Representations and Certifications must be completed prior to any future award. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to provide the full maintenance and repair service on equipment listed.

Determination by the Government not to compete this proposed contract based on responses to this notice is solely within the discretion of the Government.

Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this Special Notice. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 513210 Software Publishers with a size standard of $47,000,000.00.

Any offeror capable of providing this service shall notify the Contracting Officer by email within 5 calendar days from the date of the publication of this special notice.

***Responses must include written documentation from Brain Lab, Inc. (Large Business), showing your company is an authorized service provider for ExacTrac System.***

All information is to be submitted no later than 15:00 pm EST, Wednesday, August 6th, 2025, to: Walida.MooreSaintil@va.gov