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FBO DAILY ISSUE OF JULY 03, 2005 FBO #1315
SOLICITATION NOTICE

H -- H -- Commisioning Service - Linear Accelerator

Notice Date

7/1/2005
 

Notice Type

Solicitation Notice
 

Contracting Office

Attn: Department of Veterans Affairs Medical Center, Acquisition and Materiel Management Service, (90CB), 10000 Brecksville Road, Brecksville, Ohio 44141
 

ZIP Code

44141
 

Solicitation Number

541-073-05
 

Response Due

7/20/2005
 

Archive Date

8/19/2005
 

Point of Contact

Point of Contact - Nancy A. Phares, Contract Specialist, Ph: (440) 838-6073, Fx:(440) 838-6052, Contracting Officer - Nancy A. Phares, Contract Specialist, Ph:(440) 838-6073, Fx:(440) 838-6052
 

E-Mail Address

Nancy A. Phares
(nancy.phares@med.va.gov)
 

Small Business Set-Aside

N/A
 

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. Solicitation Number RFQ 541-073-05 is issued as a Request for Quotations. There will only be one award. This RFQ incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-04. The Louis Stokes Cleveland VA Medical Center intends to award a firm-fixed price contract. This procurement is unrestricted under NAICS code 541380 with a size standard not to exceed $10,000,000. The Louis Stokes Cleveland VA Medical Center (LSCVAMC) has a requirement for a technical service, the Commissioning of a Varian Linear Accelerator at the Wade Park Unit, 10701 East Boulevard, Cleveland, Ohio 44106. The Commissioning includes but is not limited to: 1. Beam data acquisition; 2. Entry of beam data into a Radiation Treatment Planning (RTP) system, modeling the data if required by the underlying dose calculation and other software algorithms, and verification of its accuracy; 3. Development of operational procedures; and 4. Training of all Radiation Therapy technical, professional and medical staff concerned with the operation of the new Linac. The primary responsibility of commissioning the Linac is beam data acquisition, and development of operational procedures based on this data, which includes: 1. Dosimetry Calibration: --The Linac shall be calibrated according to the methodology of the AAPM Radiation Therapy Committee Task Group (TG)- 51 protocol report "AAPM's TG-51 protocol for clinical reference dosimetry of high-energy photon and electron beams", Medical Physics, Vol. 26, No. 9, September 1999. Additional references for useful electron beam dosimetry information relating to TG-51 are: TG-25 Report "CLINICAL ELECTRON-BEAM DOSIMETRY", Medical Physics, Vol. 18, No. 1, February 1991; TG-39 Report on calibration of plane-parallel ionization chambers, Medical Physics, Vol. 21, No. 8, August 1994; and Article "A new approach to electron-beam reference dosimetry", Medical Physics, Vol. 24, No. 3, March 1998. --Dosimetry Transfer (Xfer) Correction Factors in soft tissue (e.g., muscle) for all photon and electron beam energies shall be generated for all of our calibration ionization chambers to be used in water and/or polystyrene. --Independent verification of all photon and electron beam output using the mailed TLD service from the Radiological Physics Center (RPC) - 547 at the University of Texas M.D. Anderson Cancer Center. 2. Commissioning of Photon Beams (6.0 MV and 16.0 MV Beams): --The following specifications were taken from Section IV.C.: "Commissioning photon beams" of "AAPM code of practice for radiotherapy accelerators: Report of AAPM Radiation Therapy Task Group No. 45", Medical Physics, Vol. 21, No. 7, July 1994. --Determination of Phantom Scatter Factors (Sp) from measured Central Axis (CAX) Output Factors (Sc,p) in a 3-D scanning water phantom dosimetry system, and Collimator Scatter Factors (Sc) in a mini-phantom in air, both at dmax and 10.0 cm depth, and 100.0 cm SSD, for square field sizes of 2.0, 3.0, 4.0, 5.0, 6.0, 8.0, 10.0, 12.0, 15.0, 18.0, 20.0, 25.0, 30.0, 35.0, & 40.0 cm. Tables of these factors for all square fields with increments of 1.0 cm field dimension shall be generated. --Acquire dose profiles (cross-beam along both x and y axes, and depth dose along CAX) of symmetric and some asymmetric fields to augment the Pinnacle-3 RTP system. --Measure or generate, as appropriate, CAX Percentage Depth Ionization (PDI), and Percentage Depth Dose (PDD) profiles in water at different SSD's, and Tissue Maximum Ratio (TMR) profiles at isocenter for all open square field sizes listed above, and square wedged (physical and dynamic wedge) beams of 5, 10, 15, 20, 25, and maximum allowed for wedge (cm). Create tables of this CAX data at field increments of 1.0 cm, and depth increments of 1.0 mm from surface to depth of maximum dose (dmax) - 0.5 cm, 0.5 mm to dmax + 0.5 cm, or next whole number value, and 1.0cm up to 40.0 cm maximum. >From the above CAX data generate both SSD and ioscentric tables of monitor units (mu) for open square field increments of 1.0 cm, depth increments as above, and assuming a prescribed absorbed dose of 100.0 cGy to calibration point in a soft tissue (e.g., muscle) equivalent medium using standard calibration geometry (e.g., dmax depth, 100.0 cm distance, and 10.0 cm square field defined at isocenter). --Provide tables of "equivalent square fields" for rectangular field sizes. --Provide tables of correction factors for changes in PDD for non-standard SSD's, and measured tray and wedge (physical and dynamic wedge) transmission factors for above field sizes up to the maximum allowed. --Measure off-axis profiles along both x & y axes for the above standard open square field sizes, some open rectangular field sizes (e.g., 5x20 and 20x5), some wedged (physical and dynamic wedge) square fields (e.g., 5, 10, 15, 20, 25, and maximum allowed with wedge in cm), and selective asymmetric fields for both sets of jaws, at different SSD's, and at depths of dmax, 5.0 cm, 10.0 cm, 15.0 cm, 20.0 cm and 30.0 cm. --Measure the nominal block transmission factors (T) as a function of open field size, and the effective Block Transmission Factor (BTF) for various square blocked fields in a standard open field. --Measure CAX depth dose distributions in a number of clinically representative fields, in standard geometry, with custom blocks in the fields. For the same geometric conditions, measure dose profiles across beam, with the same blocks, at depths of dmax, 5.0, 10.0, 15.0, 20.0, and 30.0 cm. --Measure/provide any additional photon beam data required by latest version of Philips/ADAC Pinnacle-3 RTP System (currently v.7.4). --Model photon beam data on Pinnacle-3. 3. Commissioning of Stationary Electron Beams: --The following specifications were taken from Section IV.D.: "Commissioning stationary electron beams" of "AAPM code of practice for radiotherapy accelerators: Report of AAPM Radiation Therapy Task Group No. 45", Medical Physics, Vol. 21, No. 7, July 1994. --Measure Output Factors in water at standard 100.0 cm SSD, and extended SSD's, at both dref (TG-51 defined reference depths) and dmax depth for all standard cones and cutouts. --Measure CAX depth dose curves in water for all cone sizes, and various cutout insert sizes in all clinically used cones at 1mm depth increments everywhere except in range dmax - 0.5 cm to dmax + 0.5 cm where it should be 0.5mm. Create tables of these CAX PDD curves. >From the above PDD data and output factor measurements generate mu tables for all open cones and standard insert sizes. --Measure off-axis (cross-beam) dose profiles along both x and y axes for all standard cones and cutouts for various SSD's and at depths of R90/2.0, dmax, R90, R70, R50, and Rp+2.0 cm. Provide tables of these profiles. --Determine Virtual SSD and effective air-gap distances for all standard cones and cutouts. Provide tables of these factors. --Measure/provide any additional electron beam data required by latest version of Philips/ADAC Pinnacle-3 RTP System (currently v.7.4). --Model electron beam data on Pinnacle-3. 4. Commissioning of Multi-Leaf Collimators (MLC): --The following specifications were taken from Section 3.B.: "Commissioning" of AAPM Report No. 72 entitled "Basic Applications of Multi-Leaf Collimators: Report of the AAPM Radiation Therapy Committee Task Group No. 50", Medical Physics Publishing, July 2001. --Measurement of the average leaf and interleaf transmission factors for purposes of planning treatments. --Measurement of central axis profiles (e.g., percentage depth dose (PDD), and tissue-phantom ratio (TPR)). --Determination of Phantom Scatter Factors (Sp) from measured Output Factors (Sc,p) and Collimator Scatter Factors (Sc). --Acquiring profiles of both symmetric and some asymmetric fields to augment the RTP system with off-axis ratios (OARs) measured with the MLC. 5. Commissioning of Intensity Modulated Radiation Therapy (IMRT) Delivery Systems: --The following specifications were taken from Section II: "DELIVERY SYSTEMS FOR IMRT" from the Report of the IMRT subcommittee of the AAPM Radiation Therapy Committee, Medical Physics, Vol. 30, No. 8, August 2003. --Commissioning of delivery system should be performed separately from and before the planning system. --Determine MLC leaf positional accuracy by measuring the offset (often can be treated as a constant value) between the nominal leaf position as a function of distance from the CAX, both positive and negative; --Create a test sequence that abuts irradiated strips at different locations across the field, adjusted to account for any offset so that the 50% decrement lines superimpose; --Irradiate a film (CR Plate in RT), scan across the beam image match lines to check the uniformity of the dose, and compare with diode array measurements using MapCheck System; and --Perform a comprehensive check of the MLC leaf positional accuracy and develop a subset of checks as part of routine QA. --Verify performance and accuracy of Linac as applies to output constancy, and beam uniformity (flatness and symmetry), throughout the range of clinical use, for very small mu delivery. --Must provide to the physicist in writing operational procedures/details of all MLC control issues such as how the MLC is calibrated; --How the MLC leaf position is indexed to mu and whether fractional mu are permitted; --How and to what precision the MLC leaf position is measured; --What tolerance applies to the MLC leaf position and whether it can be controlled; --What interlocks check that the MLC leaf position is correct; --What verification records or logs are created by the control system; --How to respond if the QA checks show that the calibration has drifted; and --How to recover from delivery interruptions. --Measure MLC physical characteristics such as transmission through leafs, and the amount and consistency of interleaf leakage. --Measure MLC leaf positional (e.g., gap width between opposed leaves) and speed accuracy. Determine the minimum gap width allowed, and the different speeds at which it can move across the field. --Evaluate the leaf sequencing algorithms for segmental (e.g., Areal or reducing) and dynamic (e.g., Sliding window) IMRT with MLC. 6. Commissioning IMRT Treatment Planning Process and Pinnacle-3 Planning System for Dosimetric Accuracy: --The following specifications were taken from Section III. "TREATMENT PLANNING FOR IMRT" from the Report of the IMRT subcommittee of the AAPM Radiation Therapy Committee, Medical Physics, Vol. 30, No. 8, August 2003. --Verify that the Planning System (e.g., Pinnacle-3 RTP System) accurately models head scatter, penumbra, and transmission. --Inverse planning appropriately generates leaf-sequencing patterns for each field, and translates it to delivery instructions for the Linac. --Based on CT scans of cylindrical phantoms with regions of known electron density, determine the conversion from CT number to relative electron density for all CT scanners used by Radiation Therapy; --Check and verify the accuracy of the RTP Systems heterogeneity corrections using heterogeneous test phantoms; --Recommend how to handle contrast agents or streaking artifacts that may assign undesired CT numbers to voxels and inappropriately influence the dose calculations; and --Recommend which types of plans need heterogeneity corrections. --Evaluate the performance of the optimization (e.g., inverse planning) algorithms with respect to target dose uniformity vs. dose shaping (e.g., steep gradients) near critical structures. --Using cylindrical ion-chambers, small volume chambers in high dose gradient areas, and/or CR plate images, as appropriate, for a series of open fields on a flat phantom, confirm that the CAX PDD and off-axis profiles match expected values; --Apply a simple modulated shape to plans using gantry, collimator, and couch angles and translational shifts, and confirm that these geometric motions are properly implemented and understood; --For a series of simple intensity patterns (e.g., wedge, pyramid, or well), measure the dose/mu at multiple points in low gradient regions with an ion-chamber and MapCheck device, and dose profiles at multiple locations and directions with the CR plates and/or MapCheck, as appropriate; --Apply a simple intensity pattern to multiple beams (e.g., 5 to 7 axial beams) irradiating the flat phantom at different angles. This tests the planning and delivery for a summation of simple fields. Vary the central section intensities to test the planning and delivery over a range of conditions; --Design a series of tests of idealized targets in the flat phantom to be treated with multiple fields. Measure the dose with the ion-chambers, MapCheck, and/or CR plates, as appropriate; --Evaluate dose calculation accuracy in the presence of heterogeneities using simple geometry; and --Test simple and complex targets in heterogeneous and anthropomorphic phantoms. --Ion-chamber measurements in low gradient areas of single beams should agree with the plans to within 2% to 3%. For more complex irradiations typical of patient treatments, measurements in high dose, low gradient regions should agree with the plan to within 3% to 4%. --Develop an understanding of the dosimetric uncertainties so that clinical plans can be meaningfully evaluated, especially with respect to critical structures. Provide a detailed description to Radiation Therapy of these uncertainties. --Measure/provide any additional IMRT (e.g., Inverse Planning) data required by latest version of Philips/ADAC Pinnacle-3 RTP System (currently v.7.4). 7. Commissioning IMRT Image Guided Target Positioning and Adaptive Localization System: --Verify accuracy of optical tracking camera system using provided tabletop camera calibration phantom; --Ultrasound guided adaptive radiation therapy application module using provided ultrasound probe optical calibration phantom and fiducial markers/array; and --SonArray ultrasound guidance RT application software. 8. Commissioning Electronic Portal Imaging Device (EPID) for Clinical Use and QA. --Verify accuracy of PortalVision aS500 System hardware, and image acquisition and processing software. 9. Verify Seamless Connectivity/Compatibility of Various Systems Involved in Treatment --These systems include, but are not limited to, RTP systems, the IMPAC System, imaging systems, Linac control system, EPID, MLC, RIT, and RadCalc. This service project shall include training of all RT Staff Concerned with the Impact of the Above Specifications on Clinical Use of the Linac and/or Quality Assurance Procedures. Commissioning service on a Linear Accelerator must have been provided to another VA or other governmental health system. The vendor shall provide all materials, equipment, labor, and supervision in order to provide Commissioning service. Desired date of service is September 26, 2005. Vendor must contact the Cleveland VAMC 10 days prior to target service date so that arrangements can be made for access to the medical center and equipment to be commissioned. The Government will award a purchase order to the responsible offeror whose offer conforms to the solicitation and is the most advantageous to the Government, price and other factors considered. The following evaluation factors, in descending order of importance, shall be used to evaluate offers: (1) Technical Capability to Meet the Government's Needs; (2) Past Performance; (3) and Price. The combination of Technical and Past Performance evaluation factors shall be considered more important than price. The Government shall award a contract to the responsible offeror whose offer conforms to the solicitation and is the most advantageous to the Government, price and other factors considered. To be considered responsible and responsive, the offeror must submit the following by the RFQ close date: (1) The proposal, addressing the technical portion of the solicitation--the ability to provide Commissioning service, the ability to provide necessary Training of all RT Staff concerned with the impact of the above specifications on Clinical Use of the Linac and/or Quality Assurance Procedures, and the ability to provide the appropriate certification(s); (2) Past Performance-Provide at least three references demonstrating the Commissioning of another like linear accelerator currently operating in a medical facility (another VA or government medical facility will be viewed most favorably); (3) Proposed Pricing; (4) Warranty Information; (5) Statement certifying that you have gone to website: http://orca.bpn.gov/ and registered in CCR and filled out the ORCA template (52.212-3) also at that website. The following FAR provisions and clauses apply and are incorporated by reference. 52:212-1 Instructions to Offerors-Competitive Acquisition (delete e and h). Addenda to 52.212-1: 52.233-2 Service of Protest (Nancy A. Phares, Contracting Officer, Louis Stokes Cleveland, Department of Veterans Affairs Medical Center, Acquisitions & Materiel Management Service, Acquisition Management Section, Building 1, Room A-104, 10000 Brecksville Road, Brecksville, Ohio 44141). 52.212-4, Contract Terms and Conditions-Commercial Items. Addenda to 52.212-4: 852.233-70, 852.233-71, 852.270-4. 52.212-5 Contract Terms and Conditions Required to Implement Status or Executives Orders-Commercial Items. Addenda to 52.212-5: 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-37, 52.225-3, 52.232-34, 52.222-41, 52.222-42. All offers should be sent to Louis Stokes Cleveland VA Medical Center, Attn: Nancy A. Phares, Brecksville Unit, 10000 Brecksville Rd, Brecksville, OH 44141. Offers may be transmitted via electronic files as long as they are received by the closing time/date. For additional information, call Ms. Phares at 440-526-3030, Ext. 7439 or Ms. Sabrina Somerville at 440-838-6068. No collect calls will be accepted. Submission must be received by 4 p.m. EST on Wednesday, July 20, 2005. NOTE: THIS NOTICE WAS NOT POSTED TO WWW.FEDBIZOPPS.GOV ON THE DATE INDICATED IN THE NOTICE ITSELF (01-JUL-2005); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
 

Web Link

Link to FedBizOpps document.
(http://www.eps.gov/spg/VA/BreVAMC/VAMCCO80220/541-073-05/listing.html)
 

Place of Performance

Address: 10107 East Boulevard, Cleveland, OH

Zip Code: 44106

Country: United States
 

Record

SN00840884-F 20050703/050701211946 (fbodaily.com)
 

Source

FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

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