SAM #36C24126Q0367

VA Boston Healthcare System Seeks BrainLab NODE Server, Neurosurgical Software, and Hardware

The VA Boston Healthcare System Neurology Department is seeking advanced neurosurgical technology to enhance patient care and support neuromodulation consultations. - Government Buyer: - Department of Veterans Affairs, VA Boston Healthcare System, VAMC Bedford - OEMs and Vendors: - BrainLab (primary OEM for neurosurgical software, hardware, and accessories) - Hewlett Packard Enterprise (HPE) (server hardware) - Intel (Xeon Gold processors) - Nvidia (RTX 4000 Ada Generation graphics cards) - Products and Quantities: - BrainLab NODE Server Premium (part number 10993): 1 unit - Includes HPE ProLiant DL360 Gen11 server, Intel Xeon Gold 6448H CPU, Nvidia RTX 4000 GPU, 256 GB RAM, 1.92 TB NVMe SSD RAID 1, Microsoft Windows Server 2022, and accessories - BrainLab Curve Navigation System (part number 17760): 1 unit - BrainLab software subscriptions (various part numbers): - Origin Data Management, Elements Viewer 3D, Image Fusion, SmartBrush, Viewer Smart Layout Functional, Object Management, Segmentation Cranial, Distortion Correction Cranial, Trajectory Planning Cranial, Fibertracking, Segmentation Basal Ganglia, Lead Localization, Stereotaxy, Import/Export, Navigation Software Cranial, and VarioGuide Alignment Software - Most subscriptions: 36 or 12 units (months) - BrainLab accessories and disposables: - Navigation pointers, patient reference arrays, sterilization trays, attachment arms, storage boxes, VarioGuide alignment system and drill kit, T-adapter head holder, cranial biopsy drill kit, disposable biopsy needles - Quantities range from 1 to 5 units per item - Services Requested: - Installation and configuration of BrainLab Connected Care and server hardware - Installation of Curve Navigation System - On-site clinical consultation for image-guided surgery (5 cases) - Onsite user training for clinical team (1 day) - Unique/Notable Requirements: - Brand name only: All products and services must be BrainLab or specified OEM - Integration with VA clinical PACS system - Compliance with VA privacy, security, and records management directives - Preventive maintenance, technical support, and remote system monitoring included - Place of Performance: - VA Boston Healthcare System, including Jamaica Plain and West Roxbury VA Medical Centers

Description

Boston VAMC - Neurology Department is seeking a BrainLab NODE Server

THIS IS A SOURCES SOUGHT NOTICE ONLY FOR Boston VAMC: This announcement is seeking information from the industry, which will be used for preliminary planning purposes for a single procurement. No proposals are being requested or accepted with this synopsis. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT SHALL BE AWARDED FROM THIS SYNOPSIS. THIS IS STRICTLY MARKET RESEARCH.

The purpose of this synopsis is to gain knowledge of interest, capabilities, and qualifications of various members of industry, who have the capability and are authorized to as a manufacturer and or distributor for Brand Name Only supplies services that are either domestic or non-domestic, this is for a firm-fixed-price contract.

The intent of this Sources Sought is to identify vendors in the open market who can fulfill the requirements as stated in the Performance Work Statement (PWS) included below. All items for the resulting contract shall be furnished by the selected vendor in accordance with the PWS. This notice is published to conduct market research to determine if there are a sufficient number of vendors in the open market who can supply this order in aggregate, while affording competition to the fullest extent possible.

This request is new and of short duration. The turn time will be short to meet the need.

Submission Requirements All interested firms must be registered in SAM (System for Award Management) to be eligible for award of Government contracts. Interested parties responding to this Sources Sought request shall submit the following information at a minimum: Company name and address, point of contact with phone number, and DUNS number. Documentation relating to capability of performance including the current point of contact and phone number. Socio-economic status to identify business class as being a large business, SDVOSB, VOSB, small business, Woman Owned, etc. Any other pertinent company documentation, prior to submission of offers to a solicitation. Any SD/VOSB firms responding to this Sources Sought Notice must also provide proof of registration in the SBA Vet Cert, prior to submission of offers to a solicitation.

This market research is for informational and planning purposes. This is not a solicitation and does not obligate the Government to issue a solicitation. Please be advised the Government will not pay any costs for responses and information submitted. All submissions are acceptable via julie.lemire1@va.gov.

Results Information Respondents will not be notified of the results, and it is at the discretion of the Government to utilize results. Firms responding to this Sources Sought announcement, who fail to meet all requirements as stated above, and who fail to provide ALL of the required information requested, will not be used to help the Government make the acquisition decision, which is the intent of this sources sought announcement.

VHA Boston Healthcare System BrainLab Server Performance Work Statement

Privacy Statement Contractor shall adhere to all Veterans Affairs (VA) Privacy & Security, and Privacy Act and Health Insurance Portability and Accountability Act (HIPAA) requirements if exposed to protected health information (PHI) or when obtaining or reviewing information. This includes all log files, error traps, screen capture images and database query results used to aid staff with product troubleshooting or product support activities.

Introduction Advanced functional neurosurgery requires precise planning of trajectories for placement of intracranial electrodes, neurostimulators, and targeted laser ablation, as well as co-registration of multiple imaging modalities pre- and post-surgery for confirmation of anatomical placement. BrainLab is the standard of care for peri-operative image analysis, coregistration, trajectory planning, and segmentation. VABHS requires a BrainLab server to integrate with the clinical PACS system and support advanced neurosurgical procedures and neuromodulation consultations through the National Tele-Epilepsy Program. This purchase is critical to provide the highest quality care for patients with epilepsy and movement disorders, ensuring precise and safe surgical plans to optimize clinical outcomes.

Scope The scope of this procurement requirements for the acquisition, installation, integration, maintenance, and training related to the BrainLab server. This system will integrate with the clinical PACS system and support advanced neurosurgical procedures and neuromodulation consultations through the National Tele-Epilepsy Program.

VA Sites of Care Addresses: VA Boston Healthcare System: Jamaica Plain VA Medical Center (Outpatient)150 South Huntington AvenueBoston, MA 02130-4817 West Roxbury VA Medical Center (Inpatient & Outpatient)1400 VFW ParkwayWest Roxbury, MA 02132-4927

Performance Requirements Acquisition and Installation The contractor shall procure the BrainLab system, including all necessary hardware and software components. The contractor shall install the BrainLab server and ensure full integration with the VABHS clinical PACS system. Installation shall be completed within 6 months of contract award. The contractor shall conduct a comprehensive system check to verify proper installation and functionality.

Integration The contractor shall ensure seamless integration of the BrainLab system with the clinical PACS system. The contractor shall provide software configuration and customization as needed to support VABHS requirements. The contractor shall perform system validation to confirm successful integration and functionality.

Maintenance and Support The contractor shall provide scheduled preventive maintenance services according to the manufacturer's guidelines. The contractor shall offer on-call troubleshooting and repair services to address any system issues promptly. The contractor shall maintain an inventory of essential spare parts to ensure quick repairs. The contractor shall provide software updates and patches to ensure the system remains current and secure.

Training The contractor shall provide initial training sessions for VABHS staff, including surgeons, radiologists, and technicians. Training shall cover all aspects of the system, including setup, operation, safety protocols, image co-registration, trajectory planning, and segmentation. The contractor shall offer ongoing training and support as needed.

Operational Support The contractor shall provide technical support during neurosurgical procedures as requested. The contractor shall assist in developing and implementing protocols for effective system usage. The contractor shall ensure the system's software is up-to-date with the latest patches and upgrades.

Documentation The contractor shall provide detailed documentation for all services performed, including installation, maintenance, integration, and training. Documentation must be submitted to the COR for review and approval.

Deliverables Quantity Item 1 10993BrainLab NODE SERVER PREMIUM Node Server Premium version 6 for e.g. server-based treatment planning.ProLiant DL360 Gen11 server hardware (HPE Hewlett Packard Enterprise)Intel® Xeon® Gold 6448H, 32 cores (up to 4.1 GHz)Nvidia RTX 4000 Ada Generation Graphics Card256 GB RAM1.92 TB NVMe SSD, RAID 1: 2x 1.92 TBNetwork Interface Card: 2x 10Gbit/s copper SFP module - build in by defaultOptional, on demand: 2x 1Gbit/s copper SFP moduleOptional, on demand: 2x 10Gbit/s fiber SFP moduleInclusive Licenses:Microsoft Windows Server 2022 Standard LTSC - English-US OS language (license pre-activated)5x CAL & 5x per User RDS CAL license on paper1x iLO Advanced License license on paper19" Rack mount kit with telescopic rails and cable management arm (rack is not included)- Can cover extra-large structures as pelvis, chest or stereotactic localizers in 3D- Reduces scan area to the current region of interest- Collimation may reduce radiation dose- Collimation may avoid radiating anatomical structures prone to scatter in order to improve image quality- allows high resolution imaging up to 0,25mm voxel size 36 30106BrainLab ORIGIN DATA MANAGEMENT SUBSCRIPTION Brainlab Origin Operating System facilitates intelligent and automatic synchronization of data between platforms and offers easy access to all new software capabilities. Universal patient data management software, that allows for import of patient data in DICOM format on Brainlab- and 3rd Party systems. Easy and intuitive user interface for streamlined access to patient data and applications. 36 26388BrainLab ELEMENTS VIEWER 3D SUBSCRIPTION Intuitive image viewing, manipulation and data enrichment software specifically developed for surgeons 36 26217BrainLab ELEMENTS IMAGE FUSION SUBSCRIPTION Fast and precise fusion, based on mutual information algorithm enables to exploit all anatomical & functional data sets simultaneously. 36 26200BrainLab ELEMENTS SMARTBRUSH SUBSCRIPTION Quick and easy interactive 3D contouring tool for outlining of pathologies and anatomical structures in medical images. 36 26832BrainLab ELEMENTS VIEWER SMART LAYOUT FUNCTIONAL SUBSCRIPTION Intelligent, indication-specific Smart Views for functional neurosurgery exploiting anatomical information and planning dataDedicated Smart Views for DBS and SEEG procedures 36 21768BrainLab ELEMENTS OBJECT MANAGEMENT SUBSCRIPTION Object Management is a versatile and streamlined toolbox in order to quickly generate, review, manipulate and edit organs at risk and anatomical structures. Furthermore, Object Management allows for quick and precise virtual reconstruction of bony anatomy. 36 26212BrainLab ELEMENTS SEGMENTATION CRANIAL SUBSCRIPTION Automatic segmentation of anatomical brain structures on MR and CT- data sets 36 26220BrainLab ELEMENTS DISTORTION CORRECTION CRANIAL SUBSCRIPTION Image Fusion with distortion correction possibilities for cranial MR data sets 36 26250BrainLab ELEMENTS TRAJECTORY PLANNING CRANIAL SUBSCRIPTION Planning of multiple trajectories for neurosurgical approaches. 36 26227BrainLab ELEMENTS FIBERTRACKING SUBSCRIPTION Fibertracking enables the processing of diffusion imaging, highlighting detailed information about eloquent white matter structures. 36 26331BrainLab ELEMENTS SEGMENTATION BASAL GANGLIA SUBSCRIPTION Automatic MR-based segmentation of structures in the Basal Ganglia region 36 26338BrainLab ELEMENTS LEAD LOCALIZATION SUBSCRIPTION Elements Lead Localization allows for automatic localization of implanted leads in post-operative CT scans. 36 26347BrainLab ELEMENTS STEREOTAXY SUBSCRIPTION With Elements Stereotaxy trajectories can be planned for both frame-based or non-frame-based procedures. For frame-based stereotactic procedures Elements Stereotaxy includes both Stereotactic Localization (MRI and CT) and Arc-Coordinate Calculation modules for a variety of stereotactic frame systems. 36 26786BrainLab ELEMENTS IMPORT / EXPORT SUBSCRIPTION Enables the Export of 3D objects as STL file format for rapid prototyping of 3D models or manufacturing of customized implants 1 89109-04BrainLab INSTALLATION AND CONFIGURATION BRAINLAB CONNECTED CARE Brainlab Connected Care is an integral part of most Brainlab software and hardware solutions to optimize system availability and lower overall system lifetime cost, and is therefore installed and configured by default with every Brainlab system installation to facilitate:- faster system defect diagnosis through remote monitoring- instant downloading of log files for faster troubleshooting- remote management of software/firmware versions 1 81001-07BrainLab INSTALLATION PLANNING SERVER Complete installation and acceptance of one Brainlab server:- Server hardware assembly and software pre-installation off-site (applies to Brainlab supplied server hardware only)- Server software installation, configuration and testing on-site- Link to local network if required- Test and verification of client connection and data transfer- Verification of completeness and functionality of all software functions and components- Includes installation, configuration & integration of Brainlab Origin operating system software on a 3rd party hardware or virtual machine on-site if requiredThis article applies to the installation of a Brainlab Node Server as well as a Virtual Machine. <!-- Additional items truncated for brevity -->

Applicable Directives The contractor must comply with the rules and regulations of the Veterans Affairs Administration. All contractors accessing the equipment during installation and training must be certified (i.e. proper approval shall be obtained from the VA Information System Security Officer).

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employment. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d)(1).

Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; Successfully complete the appropriate VA privacy training and annually complete required privacy training; Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements].

Records Management Obligations A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. The term Federal record includes VHA records. Does not include personal materials. Applies to records created, received, or maintained by Contractors pursuant to their VHA contract. May include deliverables and documentation associated with deliverables.

C. Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

VHA training for contractors is available in Talent Management System (TMS):Records Management for Records Officers and Liaisons, Item #3873736

D. Flow down of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

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