Commissioning TrueBeam Linear Accelerator
Added: Mar 29, 2017 7:34 am DESCRIPTION: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation Number VA250-17-Q -0421 is being issued as a Request for Quote (RFQ) and the intent is to award a firm fixed price for the required services. The solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular 2005-26. This requirement is available as full and open competition for commercial items under the North Atlantic Industrial Classification System (NAICS) 541990. REQUIREMENTS: The Louis Stokes Cleveland Department of Veterans Affairs Medical Center (VAMC), 10701 East Boulevard, Cleveland, OH 44106 (Radiology Department) is seeking Quotes that provide pricing for Commissioning Two Linear Accelerator services as described in the requirements below: Quotes with additional features will be considered, provided the minimum requirements of the Government have been met. Each line item must have a description and pricing information. Quote shall contain a proposed delivery, installation, and in-service timeline. Radiology Services is a service division of the Louis Stokes Cleveland Department of Veterans Affairs Medical Center, 10701 East Blvd., Cleveland, OH 44106. There shall be no site visit for this procurement. PRICING LINE ITEMS: 1) The Louis Stokes Cleveland VA Medical Center is seeking sources that can provide commissioning of the two linear accelerators. Commissioning a linear accelerator is an intense tee week long step by step procedure that will need a minimum of two physicists to be available, about 12 hours each day over the tee week period to be performed at the Wade Park Facility (10701 East Boulevard Cleveland, Ohio 44106). PROVISIONS AND CLAUSES: This combined synopsis lists one or more clauses by reference with the same force and effect as if they were given in full text (FAR 52.252-2). The provisions at FAR 52.212-1, Instructions to Offerors-Commercial Items, apply to this acquisition with the following addendum to the provisions of the standard provisions. In accordance with Federal Acquisition Regulation FAR 52.212-2 Evaluation-Commercial Items all offers will be considered for BEST VALUE. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers. (1) Technical capability. Additionally, any potential offerors quoting a brand equivalent must supply supporting documentation that the product quoted is of equal or greater technical capability matching the specified equipment in features, quality, warranty terms, compatibility with existing systems, and functionality to be considered. (2) Past performance: please include references of customers who have purchased a similar system. Past performance with VA or other Government agencies is preferred. Please include company name, point of contact information, purchase order or reference number, and dollar value. Those not submitting past performance references will be given a neutral rating. (3) Price: Quote for each line item, including but not limited to the requirements listed above. Technical and past performance when combined is significantly more important than price. The provision at VAAR 852-211-77, Brand Name or Equal applies. The items called for by this RFQ have been identified in the schedule by a "brand name or equal" description, such identification is intended to be descriptive, but not restrictive, and is to indicate the quality and characteristics of products that will be satisfactory. Quotes offering "equal" products (including products of the brand name manufacturer other than the one described by brand name) will be considered for award if such products are clearly identified in the quote and are determined by the Government to meet fully the salient characteristics requirements listed in the RFQ. WARRANTY AND SERVICE: Indicate terms. DELIVERY AND INSTALLATION: F.O.B. Destination is preferred, please include any freight in the individual item pricing if applicable. The government will arrange for shipping if the estimated cost for handling is over $250. Please include an estimated date of arrival. NOTE: The Government reserves the right to award without discussions, vendors shall submit the most favorable terms. Small businesses, especially service-disabled veteran owned small businesses and veteran owned are encouraged to contract their nearest Procurement Technical Assistance Center (PTAC) if assistance is needed in preparing their quote. The web site address for the location of the nearest PTAC is http://www.sellingtothegovernment.nct. ELECTRONIC INVOICE SUBMISSION: The Department of Veterans Affairs (VA Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR part 1315). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor will be responsible for any associated expenses. FSC may utilize third-party contractors to facilitate invoice processing. Prior to contact by FSC or its designated representative for electronic invoicing submissions, the vendor shall continue to submit all invoices to FSC at the following mailing address: Department of Veterans Affairs, Financial Services Center, and PO Box 149971, Austin, TX 78714-8971. Offerors shall complete FAR 52.212-3 Offerors Representations and Certifications-Commercial Items available for online registration at http://orca.bpn.gov or include a written copy with the quote submitted. The clause at 52.212-4 Contract Terms and Conditions-Commercial Items, applies to this acquisition, to include the following addendum to the clause: 52.204-7 (SAM registration) the successful offeror must be registered with the System Award Management (SAM) to be awarded a contract, you may register easily and quickly on-line at http://www.sam.gov, 52.232-34 (Payment by Electronic Funds), VAAR 852.237-70 (Contractor Responsibility) and 852.2370-4 (Commercial Advertising). The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items, applies to this acquisition which shall include the following clauses by reference. Clauses: 52.203-6, 52.219-4, 52.219-8, 52.219-23 alt1, 52.222-21, 52.222-26, 52.222-35, 52.222 36, 52.222-37, 52.225-3 Alternate I. The preceding Federal Acquisition Regulations (FAR) clauses and provisions may be accessed on the Internet at http://www.arnet.gov/far. The preceding Veterans Administration (VAAR) clauses and provisions may be accessed on the Internet at http://www.va.gov/oa&mmlvarr/. To receive credit as a Service Disabled Veteran Owned Small Business, an offeror must be registered and verified in Vendor Information Pages (VIP) database. (http://www.VetBiz.gov). All questions must be submitted to Roman Savino, Contract Specialist by e-mail only by Friday April 21, 2017. All responses to questions that may affect offers will be incorporated into a written amendment to the solicitation. Please continue to look on the solicitation in FBO for any potential updates. Quotes and accompanying information are due no later than 3 p.m. EST Friday April 28, 2017 Technical questions and Quotes must be sent by email to roman.savino@va.gov. STATEMENT OF WORK GENERAL INFORMATION Introduction Title of Project: Medical Physics Linear Accelerators & Eclipse Commissioning 2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. Radiation Oncology at the Louis Stokes Cleveland VA Medical Center has approval for: installation of a Varian Truebeam ; upgrade of an existing Varian 21iXS linear accelerator to RapidArc capabilities; and transitioning from Pinnacle to Eclipse treatment planning systems. Commissioning of the Eclipse TPS by a qualified senior medical physics is required; 1) after installation of the new Truebeam linear accelerator, and 2) after RapidArc upgrade of the existing Varian 21iXS linear accelerator. Requirements for commissioning a linear accelerator is specified in Accelerator beam data commissioning equipment and procedures: Report of the TG-106 of the Therapy Physics Committee of the AAPM (AAPM TG-106); Since commissioning beam data are treated as a reference and ultimately used by treatment planning systems. It is vitally important that the collected data are of the highest quality to avoid dosimetric and patient treatment errors that may subsequently lead to a poor radiation outcome. (AAPM TG-106) 3. Background: Louis Stokes Cleveland Medical Center, Radiation Oncology is presently operating Varian 21 iXs linear accelerator. Installation of a new Varian TrueBeam accelerator is approved. Also approved is a RapidArc upgrade to the Varian 21 iXS linear accelerator. This SOW provides the requirements for commissioning based on Market Research obtained for a Varian Truebeam linear accelerator and upgrading the Varian 21 iXS for RapidArc . 4. Performance Period: Tasks performed under this SOW will be performed after installation/upgrade of linear accelerators. The contractor shall complete the work required under this SOW in 14 days or less from date specified by the Contracting Officer (CO). If the contractor proposes an earlier completion date, and the Government accepts the contractor s proposal, the contractor s proposed completion date shall prevail. The work shall begin within 3 calendar days after installation/upgrade, unless otherwise specified. Work at the Government site shall not take place on Federal holidays unless directed by the CO. a. The contractor will complete all measurements, programming of the treatment planning computers, and clinical start of treatment plans on the patients, by June 5th, 2017. b. The contractor is expected to complete extensive documentation and reports on all areas of work performed and validation of all data completed in an extensive fashion as part of the project by July 31st, 2017. c. This would complete all work, satisfying State, Federal and NROP regulations and guidelines. All these documents that will be provided by the contractor will have to be done according to our specifications, and will need several weeks for its completion, and validation also by the Physicists in the VA Medical Center 5. Type of Contract: Firm-Fixed-Price. B. GENERAL REQUIREMENTS 1. For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task along with associated sub-milestone dates. The contractor's subtask structure shall be reflected in the technical proposal and detailed work plan. All written deliverables shall be pased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms. Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within 3 calendar days from the date of receipt. The contractor shall have 14 calendar days to deliver the final deliverable from date of receipt of the Government s comments. 4. All beam data collection for the existing Varian 21 iXS shall be performed during non-clinical hours unless otherwise allowed by the CO. Clinical hours is defined as time associated with the treatment of patients as well as patient specific quality assurance testing. At the time of this publication the approximate clinical hours are Monday tough Friday 7:00am 7:00pm. These hours are subject to change with no notification. C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Tasks performed according to this Statement of Work shall be performed under the direction of a qualified medical physicist. The qualified medical physicist shall be a medical physicist certified by the American Board of Radiology. Task 1 Commissioning the new Truebeam linear accelerator Perform complete Varian Eclipse commissioning according to AAPM TG 106 and Varian Requirements for the following photon beams; 6 MV 10 MV 16 MV 6 MV; flattening filter free 10 MV; flattening filter free Perform complete commissioning according to AAPM TG-106 and Varian Requirements for the following electron beams (each beam using 5 cones); 6 Mev 9 Mev 12 Mev 15 Mev 18 Mev Task 2 Commissioning the Varian 21 iXS linear accelerator after RapidArc upgrade Perform commissioning according to AAPM TG 106 and Varian Requirements in order to acquire additional data as needed for the Eclipse RTP system, for the following photon beams; 6 MV 16 MV Perform commissioning according to AAPM TG-106 and Varian Requirements in order to acquire additional data as needed for the Eclipse RTP system, for the following electron beams (each beam using 5 cones); 6 MeV 9 MeV 12 MeV 15 MeV 18 MeV Deliverable 1 & 2 Commissioning Report Provide a commissioning report according to AAPM TG-106 for all beam profiles measured. Written report will detail how the beam data were collected and conditions of the beam data collection. The commissioning report will include; Open field x-ray Percent Depth Dose (PDD) and Tissue Maximum Ratio (TMR) tables Wedged field x-ray PDD and TMR tables X-ray output factor tables Field size and depth dependent wedge factor tables Soft wedge (dynamic wedge) factor tables Transmission factor tables Open field off-axis tables at selected depths, large field sizes Wedge field off-axis table at selected depths, largest field size for wedge Soft wedge off-axis tables at selected depths, large field size for wedge Electron cone ratios and effective source distances Electron PDD tables Provide at least selected isodose curves for reference fields both for electron and photon beams from PDD and profiles Printout of all scan data Compare data from similar machines and manufacturer data Task 3 Final Radiation survey of linear accelerators Perform a complete radiation survey after the linear accelerator is fully operational and initial calibration. Radiation survey shall be performed according to NCRP Report No. 151, including; Head leakage measured by wrapping film around the head of the unit Measuring for voids, cracks or other effects in the shielding Dose rates in adjacent controlled and uncontrolled areas including neutron measurements at the labyrinth door. Deliverable 3 Radiation survey of linear accelerators Provide a survey report in accordance with NCRP Report No. 151. D. SCHEDULE FOR DELIVERABLES 1. The contractor shall complete the Delivery Date column in Attachment A for each deliverable specified. 2. Unless otherwise specified, the number of draft copies and the number of final copies shall be the same. 3. If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations. E. REPORTING REQUIREMENTS 1. The contractor shall provide the Contracting Officer Representative (COR) with weekly written progress reports for each task. These are due to the COR by the second workday following the end of each calendar week, toughout the time required to complete the task. 2. The progress report shall cover all work completed during the preceding week and shall present the work to be accomplished during the subsequent week. This report shall also identify any problems that arose, along with a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved, with an explanation. F. CONTRACTOR EXPERIENCE REQUIREMENTS The government will determine on a SR basis what positions are considered key personnel. The contractor shall identify, by name, the key management and technical personnel who will work under this task order at the time the work is being negotiated. If a key person becomes unavailable to complete the SR, the proposed Substitutions of key personnel shall be made only as approved directed by the Contracting Officer and the COR. The government will not dictate specific experience and education requirements of the employees initially proposed to perform the work stated herein. The contractor shall submit a resume of qualifications for the COR and all other direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty. If, at any time from date of award to the end of the contract, non-key personnel Contractor personnel are no longer available, HES/HIS reserves the right to review the qualifications of the proposed replacement personnel and to reject individuals who do not meet the qualifications set forth in the TLO. Team personnel proposed by the contractor should possess some of the following knowledge and/or skills: The contractor must notify VHA in advance and we will approve or reject proposed contractor key personnel for the performance of this contract. The contractor shall submit a resume of qualifications to the COR for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty. If, at any time from date of award to the end of the contract, Contractor personnel are no longer available, the VHA will approve the qualifications of proposed replacement personnel and will reject individuals who do not meet qualifications set forth herein. The contractor must inform the VHA COR and Project Manager/Task Manager when personnel are removed from the contract for any reason. The Contractor shall remove any employee from the performance of this contract within five (5) workdays of receiving notice from the Contracting Officer that the employee's performance is unsatisfactory. All Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons. The contractor must inform the VHA COR and Project Manager/Task Manager when personnel are removed from the contract for any reason. If a key person becomes unavailable to complete the SR, proposed Substitutions of key personnel shall be made only if approved by the COR and Project Manager. The contractor shall submit a resume of qualifications to the COR for all direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty. G. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response. 3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. References Accelerator beam data commissioning equipment and procedures: Report of the TG-106 of the Therapy Physics Committee of the AAPM NCRP Report No. 151; Structural Shielding Design and Evaluation for Megavoltage X- and Gamma-Ray Radiotherapy Facilities. Schedule of Deliverables Deliverable No. One Item Commissioning Report Quantity 1 Delivery Date Within 14 calendar days after commissioning new linear accelerator. Report will encompass commissioning Eclipse TPS for standard, IMRT and RapidArc treatments. Two Tee Commissioning Report Final Survey Report 1 1 Within 14 calendar days after commissioning upgraded 21 iXS linear accelerator. Report will encompass commissioning Eclipse TPS for standard, IMRT and RapidArc treatments. Within 14 calendar days after commissioning new TrueBeam accelerator
VA25017Q0421 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 10
3/29/17, 7:34 AM