36C24227Q0029.docx

SUBJECT*

Copy of FY27 SERVICES (BASE+4) SUN NUCLEAR DOSIMETRY CALIBRATION (VA-27-00004075)

GENERAL INFORMATION

Network Contracting Office 02 1304 Buckley Road Suite 101 Syracuse NY 13212

POINT OF CONTACT*

Contracting Officer Jason M Rundle jason.rundle@va.gov 315-425-4400

ADDITIONAL INFORMATION

Special Notice Special Notice

DESCRIPTION

Special Notice

The Veterans Health Administration, Network Contracting Office 02 intends to solicit from a single source IAW FAR 13.106(b) to obtain a contract for: Calibration Services to Include Maintenance and Repair Services for the Albany VA’s currently owned radiation dosimetry calibrators. This equipment is utilized by the Nuclear Medicine department and is used in oncology procedures. Daily QA 3 software provides a graphical presentation of radiation oncology beam measurement data. This technology measures the output, flatness, symmetry, field size, and energy of rotational and Flattening Filter-Free (FFF) beams. This technology allows users to choose which data parameters to view and over what period to view them. A single measurement instance may be examined by clicking on a data point which corresponds to a particular day. This is completed prior to the treatment of patients and requires regular and recurring calibrations to ensure proper operation and safety to the patients receiving treatment. It is currently actively in use at the VA Medical Center (Albany) located at: 113 Holland Ave, Albany, NY 12208.

Period of Performance (POP) (estimated): 10/1/2026 through 09/30/2027 with provision of (4) option years. All work to be completed NLT 30 days of receiving an awarded contract.

Requirement Description:

Sun Nuclear is the Original Equipment Manufacturer (OEM) of the equipment and systems currently in use at the Albany VA Medical Center. These proprietary systems are designed and manufactured exclusively for oncology applications within healthcare facilities.

The equipment is regulated medical equipment and that must remain fully operational to support direct patient care activities. This includes Service and maintenance and calibrations of the equipment. These systems are essential for patient safety and effectiveness of therapy. Given the critical nature of this equipment, routine preventative maintenance, inspection, calibration, and repairs are required to prevent downtime and ensure continuous, safe operation.

Sun Nuclear manufactures, distributes, and services its Equipment in compliance with applicable regulatory and quality standards.

Market research and direct communication with the OEM confirm that Sun Nuclear does not authorize or utilize third-party service providers to perform maintenance or repair work on its proprietary equipment and systems due to maintaining warranty coverage of the equipment. The equipment in question is manufactured, sold, and serviced exclusively by Sun Nuclear Med. The use of non-factory-trained or unauthorized service providers would void the manufacturer’s warranty and may compromise equipment integrity, regulatory compliance, and patient safety.

Sun Nuclear employs factory-trained and certified service technicians who are specifically trained on their proprietary systems. These technicians possess exclusive access to OEM parts, technical documentation, software updates, calibration tools, and engineering support necessary to properly maintain and repair the equipment. Only these authorized representatives are qualified to perform required maintenance while preserving the binding manufacturer warranty.

Given:

· The proprietary nature of the equipment

· The OEM’s exclusive servicing structure

· The requirement to preserve manufacturer warranties

· The regulatory compliance obligations

· The critical role of the equipment to patient care and safety The Contracting Officer (CO) has determined that no other vendor can meet the agency’s needs without unacceptable risk. Therefore, the most suitable and responsible course of action is to sole source this requirement to Sun Nuclear, the OEM and manufacturer, to ensure continued warranty protection, regulatory compliance, operational reliability, and the highest standard of patient health and safety.

Place of Performance:

Department of Veterans Affairs Albany VAMC 113 Holand Ave.

Albany, NY 12208

The NAICS code for this requirement is: 541380 – Testing Laboratories and Services (Size Standard: $19.0 Million).

Intended Source: Sun Nuclear

THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTES. However, interested parties may identify their interest and capability to respond to this requirement by : Wednesday September 30th 2026 at 17:00 Eastern Standard Time (EST).

The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses from responsible sources will be considered. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for award.

Interested parties are encouraged to furnish information by email only with RESPONSE TO INTENT TO SOLE SOURCE – RADIATION DOSIMETRY CALIBRATORS in the subject line. All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements listed above to Contract Specialist, Jason M. Rundle at jason.rundle@va.gov. The capability documentation should include general information and technical background describing in detail the prospective contractor's capabilities and experience that will demonstrate the ability to support these requirements.

Page 1 of

Page 1 of Page 1 of