Sources Sought Notice - Dell Tower PCs 642 - 36C24426Q0788.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 4

3900 Woodland Ave Philadelphia, PA, 19104

POINT OF CONTACT*

Contract Specialist McDaniel Brayboy III mcdaniel.brayboy@va.gov 916-841-7834

PLACE OF PERFORMANCE

3900 Woodland Ave

Philadelphia PA

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS IS NOT A SOLICITATION ANNOUNCEMENT. THIS IS A SOURCES SOUGHT NOTICE ONLY. This Sources Sought Notice is intended for information and planning purposes only at this time; and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs. Because this is a Sources Sought announcement, no evaluation letters and/or results will be issued to the respondents. No solicitation exists. Therefore, do not request a copy of a solicitation.

The Department of Veterans Affairs (VA), VISN 4, Network Contracting Office 4 (NCO 4), is seeking information and potential qualified sources capable of providing Dell Tower PCs. The equipment will be delivered to the Philadelphia VA Medical Center, located in Philadelphia, PA 19104.

Statement of Need

The CMCVAMC Radiation Oncology Service has a bona-fide need for the procurement of twelve (12) Dell Pro Tower computers, brand name only, with twelve (12) accompanying Dell 24 Monitor Plus (P2425H GOV) displays. The Radiation Oncology Department currently relies on Varian Eclipse software for patient treatment planning and Varian Aria software to record, verify, document, schedule, and track patient treatments, as well as to communicate patient information throughout the department.

The department is currently running Varian Aria version 13.1, which is now obsolete and unsupported by the vendor. The department is required to upgrade to Varian Aria version 18 within the next year. This upgrade carries increased hardware requirements that the department's current computer fleet cannot support, and there is an immediate need for additional computers capable of running the Aria v18 platform at the performance level required for safe, timely clinical operation.

Aria v18 requires Windows 11 Personal Computers with the processing power, memory, and graphics capability to load and render high-resolution diagnostic images, treatment plans, and patient records rapidly and reliably. These computers will be used department-wide by nursing staff, therapists, dosimetrists, medical physicists, and physicians at every stage of the patient treatment workflow.

The Aria/Eclipse software suite cannot be deployed on standard VA administrative computers because those systems are governed by privacy and information-security configurations that are incompatible with the application's handling of Protected Health Information (PHI), Personally Identifiable Information (PII), and Sensitive Information (SI). Consequently, the department requires a dedicated set of high-specification clinical workstations separate from the general VA administrative computing environment.

Currently, eighteen (18) personnel in the department share four (4) Aria-capable computers to perform the full range of tasks directly tied to patient care. This severe shortage of compatible workstations is actively slowing clinical workflow and creating a documented patient safety concern, as staff must wait for terminal access to review images, verify treatment plans, and document care during active treatment sessions.

Salient Characteristics of the Twelve (12) Dell Pro Tower Computers:

The following salient characteristics define the minimum acceptable technical configuration for each of the twelve (12) towers and are required to support the Aria v18 imaging and processing workload:

1. Processor: Intel Core Ultra 9 285 (24 cores, up to 5.6 GHz, 13 TOPS NPU), labeled Intel Core Ultra 9

1. Operating System: Windows 11 Pro, plus support upgrade license

1. Productivity Software: Microsoft Office Home and Business 2024 license; Adobe Acrobat Pro for Teams subscription

1. Memory: 64 GB (2 x 32 GB), DDR5, up to 5600 MT/s, non-ECC

1. Storage: M.2 512 GB PCIe NVMe Class 35 Solid State Drive, with M.2 caddy hard drive cables and brackets

1. Graphics: AMD Radeon RX 7400, 8 GB GDDR6, full height, 4x Mini DisplayPort to DisplayPort

1. Optical Drive: 8x DVD+/-RW 9.5mm Slimline ODD

1. Power Cord: System power cord configured for United States standard outlets

1. Security: Trusted Platform Module (TPM)

1. Audio: Internal speakers

1. Certification: ENERGY STAR qualified; unit registered (Silver tier)

1. Documentation: Safety, Environmental, and Regulatory guide (English) and Quick Start Guide included with each unit

1. Display: One (1) Dell 24 Monitor Plus — P2425H GOV per unit (twelve (12) total) Scope of Work The Contractor shall provide the CMCVAMC Radiation Oncology Department with the following supplies and associated services:

1. The Contractor shall provide a quantity of twelve (12) Dell Pro Tower computers meeting or exceeding the salient characteristics specified above.

1. The Contractor shall provide a quantity of twelve (12) Dell 24 Monitor Plus (P2425H GOV) displays, one per tower unit.

1. The Contractor shall ensure all units are new, unused, and the current production model offered by Dell at the time of order, with manufacturer warranty coverage intact.

1. The Contractor shall deliver all units to the CMCVAMC Radiation Oncology Department loading dock/receiving to the designated point of contact.

Schedule for Deliverables

1. If, for any reason, the scheduled delivery date cannot be met, the Contractor is required to notify the point of contact (POC) and Contracting Officer (CO) in writing, explaining the reason for the delay.

Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, DUNS Number, Cage Code, size of business pursuant to North American Industry Classification code (NAICS) 541519, Other Computer Related Services. The Small Business Size Standard for this NAICS code is $34,000,000.00.

Please answer the following questions:

1. Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Small Business (SB), Large Business, etc.)?

1. Is your company considered small under the NAICS code identified under this notice?

1. Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?

1. Is the product you are providing information about made by a small business manufacturer or a large business?

1. Is the product you are providing information about manufactured in the United States? If not, please provide the country where the unit is manufactured.

1. If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available).

1. If you’re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?

1. If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work and completion of job.

1. Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract number.

1. If you are an FSS GSA/NAC contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract?

1. General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.

1. Please submit your capabilities regarding the salient characteristics detailed above to establish capabilities for planning purposes.

1. Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A.

1. Please provide your Unique Entity ID.

This Sources Sought Notice will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13. Telephone responses will not be accepted. Responses must be received via e-mail to mcdaniel.brayboy@va.gov no later than, 1:00 PM Eastern Standard Time (EST) on July 28, 2026. This notice will help the VA in determining available potential sources only. Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action. All questions will be addressed by the Contract Specialist, McDaniel Brayboy III.

All firms responding to this Sources Sought Notice are advised that their response is not a request for proposal, therefore will not be considered for a contract award.

If a solicitation is issued, information will be posted on the Contract Opportunities website for all qualified interested parties at a later date, and interested parties must respond to the solicitation to be considered for award. This notice does not commit the government to contract for any supplies or services. The government will not pay for any information or administrative cost incurred in response to this Source Sought Notice. Information will only be accepted in writing by e-mail to Contract Specialist, McDaniel Brayboy III at mcdaniel.brayboy@va.gov

DISCLAIMER

This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this notice.

Sources Sought Notice