Sole Source RFQ - Brainlab Software Subscription

The Department of Veterans Affairs, Veterans Integrated Service Network 21, is procuring a five-year software subscription for Brainlab Elements/ODM products to support neurology clinical operations at VA San Francisco Healthcare System. The contract will include software updates, upgrades, and 24/7 technical support for functional neurosurgery workflows involving deep brain stimulation and epilepsy procedures. Key requirements include compliance with VA Directive 6500, FIPS 140-2 encryption standards, TLS per NIST 800-52, annual security training, incident reporting within one hour, and domestic operations per VAAR 852.204-71(d). Performance standards mandate response to support requests within 4 hours during business hours and 8 hours after hours, with a minimum system uptime of 99 percent. Vendors must be an OEM, authorized dealer, authorized distributor, or authorized reseller and provide documentation demonstrating compliance with VA's Gray Market Items terms and conditions (VAAR 852.212-71 and VAAR 852.212-72). The presolicitation notice was posted on February 11, 2026, with capability statements and proposals due by April 12, 2026, at 12 p.m. Pacific Standard Time via beta.sam.gov.

This is a sole source, unrestricted procurement under FAR 6.302-1(b) with no set-aside designation, awarded to Brainlab, Inc. as the original equipment manufacturer. The current Brainlab contract expires February 12, 2026, and the new contract will commence on that same date, extending through February 11, 2031, consisting of a base year plus four optional one-year extension periods. The estimated total contract value is $311,018.40 across the five-year period, with the base year valued at $62,203.68 and each option year at identical annual amounts. Delivery of all items is due February 28, 2027, to VA San Francisco Healthcare System, with payment via Electronic Funds Transfer through the System for Award Management using FOB Destination terms. The contract is structured as a Firm-Fixed-Price award under FAR Part 8.4 Federal Supply Schedule procedures, with the principal NAICS code 513210 (Software Publishers) and Product Service Code 6515 (Medical and Surgical Instruments, Equipment, and Supplies).