SPECIAL NOTICE
J -- Notice of Intent to Sole Source: Preventive Maintenance and Support Services on Linear Accelerators at Oklahoma City VA Health Care System
- Notice Date
- 9/15/2021 5:58:28 AM
- Notice Type
- Special Notice
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- NETWORK CONTRACT OFFICE 19 (36C259) Greenwood Village CO 80111 USA
- ZIP Code
- 80111
- Solicitation Number
- 36C25921Q0786
- Response Due
- 10/15/2021 1:00:00 PM
- Archive Date
- 12/31/2021
- Point of Contact
- Monica R Gary (CO), Monica Gary
- E-Mail Address
-
monica.gary@va.gov
(monica.gary@va.gov)
- Awardee
- null
- Description
- The Oklahoma City VA Health Care System (OKCVAHCS) intends to negotiate a sole source firm-fixed priced contract with one large business, Varian Medical Systems Inc., 3100 Hansen Way, Palo Alto, CA, 94304. Procurement Requirement: The VA requires the successful contractor to provide maintenance and support for the VA-owned VARIAN radiation therapy equipment located at OKCVAHCS, 921 NE 13th Street, Oklahoma City, OK 73104. Varian Medical Systems Inc. is the original equipment manufacturer (OEM). The VA requires annual preventive maintenance (PM), and repair support services, on an as-needed basis, for two Varian clinical linear accelerators (CLINAC) at OKCVAHCS: the Varian Novalis and the Varian Trilogy. These high precision, high tech pieces of medical equipment (HTME) are used in radiotherapy, also known as radiation therapy. Accessories and software also used in conjunction with this equipment are: 1 x Treatment Software Varian ARIA, 1 x Treatment Software Varian Eclipse, 2 x Real-time Position Management (RPM) Respiratory Gatings Varian Inizio (s/n 5070 and 5072). Service includes a 24/7 year-round coverage for both standard business hours and non-standard business hours (weekends and evenings) for all preventative and corrective maintenance requirements on the linear accelerators and all accessories plus software. The services require OEM-trained technicians to perform OEM-standard services on all Varian equipment, including all OEM software, hardware and mechanical maintenance. The contractor is required to ensure the equipment operates as the original equipment manufacturer (OEM) intended, uninterrupted (95% uptime), with the latest updates, and in a cost-effective, efficient manner, contributing to the VA Mission. Services require the contractor to provide routine preventative and corrective maintenance to ensure optimal working condition and lessen the likelihood of down time on the following equipment. This included sub-systems, components, software, hardware, and parts. Services require the contractor provide linear accelerator firmware and software upgrades and updates as well as Remote Patient Monitoring (RPM) Gating systems Firmware and Software updates and upgrades. Services also require the contractor to perform remote diagnostics for expedited service/repair of the linear accelerator. The Varian Linear Accelerators have a dedicated Virtual Private Network (VPN) connection (Smart Connect Plus, a Varian (OEM) proprietary remote support and diagnostic service tool), that allows the Original Equipment Manufacturer (OEM) to remotely connect into the system to diagnose user-specified issues, push security patches, allow for error log retrieval, 24/7 remote system monitoring, and allows service engineers, from a remote location, to troubleshoot the Varian Medical System machines and software. The services are highly specialized. The equipment in this PWS are used as treatment machines.�There are stringent guidelines by the FDA for tracking purposes associated with the machines.�The software on the machines can only be upgraded, updated, and installed by the OEM.�If a non-OEM entity does this without OEM authorization the equipment risks becoming an invalid treatment machine.�If the treatment machine is deemed invalid the VA may be forced to cease treatments altogether. A qualified contractor is one who can demonstrate in writing, on OEM official letterhead, that they have authority from the OEM to perform software upgrades, updates and installations. The VA will not consider replacing the entire VARIAN suite of equipment and will not consider separating service requirements. The period of performance is anticipated to be from March, 2022, to December, 2022, followed by four options periods of twelve months each. This procurement is being conducted in accordance with FAR Part 13.106-1(b)(2), soliciting from a single source. The NAICS code is 811219 and has a size standard of $22M for this procurement. This notice of intent is not a request for competitive quotes (RFQ) or request for proposals (RFP). However, interested parties may identify their interest and capability to respond to the requirement and submit capabilities statement with quotations no later than 3:00p.m. Central Standard Time, October 15, 2021 to monica.gary@va.gov. Telephone inquiries will not be accepted. Responses received will be evaluated; however, any response to this notice must show clear and convincing evidence that competition would be advantageous to the Government. Determination by the Government not to compete the proposed procurement based upon responses received to this notice is solely within the discretion of the Government. Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published on Contract Opportunities in BETA.sam.gov. However, responses to this notice will not be considered adequate responses to a solicitation. Determination by the Government not to compete the proposed procurement based upon responses received to this notice is solely within the discretion of the Government. No Proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s) In your reply, please provide the following: 1. Reference the FBO Sources Sought Notice number in all communication: 36C25921Q0786 2. Prime Contractor: Company Name and POC Details: _____________________ 3. Prime Contractor: Company DUNS number: _______________ 4. Prime Contractor: Company Size, as it relates to NAICS code 811219 Other Electronic and Precision Equipment Repair and Maintenance ($22M annual revenue): Small Business / Other than Small Business (select one) 5. Prime Contractor: percentage of work to be completed by prime contractor 6. Company Qualifications as described above. Include certification or documentation that demonstrates your company or subcontractor has OEM-trained technicians authorized by the OEM to perform the necessary services described in the Procurement Requirement of this notice as well as capabilities to perform OEM-authorized software updates, upgrades and installation. For example, this could be an authorization letter from the OEM, that supports and authorizes your company to provide services to the VA that satisfy the Procurement Requirement. This can be from the company you would use as a subcontractor. 7. Name of subcontractor, address of subcontractor, subcontractor s business size and socioeconomic category as well as percentage of work to be completed by the subcontractor. 8. Company would use a subcontractor to perform services: YES, we would use a SUB / NO, we would be the PRIMARY (select one) 9. Company s Recent Experience of Similar Size, Scope and Complexity to what is described in the notice. Be sure to clearly identify any Government Wide Agency Contracts, General Services Administration Schedules, Indefinite Delivery Indefinite Quantity contracts, and/or Blanket Purchase Agreements. This can be US Federal contracted experience or experience performing services in the commercial sector: ______________________________________ Only written responses, to items 1 through 9 above, will be accepted at this stage. Do not submit additional documentation or attachments outside these requirements unless your company POC receives a direct request in writing by the Contract Specialist. Industry exchanges are at the discretion of the Contract Specialist. Thank you for your interest in doing business with the VA. To learn more about the VA Mission, Vision, Core Values & Goals visit https://www.va.gov/about_va/mission.asp
- Web Link
-
SAM.gov Permalink
(https://beta.sam.gov/opp/a5e8038e54b04ede9d44c7d75f3bf0b3/view)
- Place of Performance
- Address: Oklahoma City, OK 73104, USA
- Zip Code: 73104
- Country: USA
- Zip Code: 73104
- Record
- SN06133658-F 20210917/210915230116 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
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