36C24622Q0059.docx

Special Notice Special Notice

on Aria and eclipse equipment

GENERAL INFORMATION

RECOVERY ACT FUNDS

Hampton VA 23667

POINT OF CONTACT*

Audrey.wooten@va.gov

ADDITIONAL INFORMATION

Department of Veterans Affairs, VISN 6, intends to award a sole source award contract to Varian Medical Systems, Inc. 3100 Hansen WAY, Palo ALTO, CA 94304 to provide service Maintenance (PM), Repair and Software support maintenance for Varian linear accelerator service system including ARIA AND ECLIPSE Systems: Essentials and associated treatment planning system located at Hunter Holmes McGuire Veterans Richmond 1201 Broad Rock Blvd Richmond VA 23249. All repairs shall be performed solely by manufacturer trained staff, with current applicable certifications from the Original Equipment Manufacturer (OEM). Contractor will follow manufacturer s recommendation for preventative maintenance (PM), repairs, calibrations, and modifications. Full-service contract shall include all necessary labor, tools, equipment, transportation, and parts required to perform repair and PM on listed equipment. All equipment shall be maintained in proper operating condition as specified by the manufacturer. Vendor shall have access to OEM s parts, manuals, and schematics to perform the service. Vendors shall have their own schematics available on site at time of service. During scheduled service intervals, all parts including batteries and accessories shall be replaced. Period of Performance: November 2021 to November 16, 2022 NAICS: 335999 /Size Standard: 500 employees. THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES; however, any firm that believes it can meet the requirements may give written notification prior to the response due date and time. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to perform the requirements. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Government will proceed with the award. Responses are due by November 16, 2021 at 9:00 am EST. Responses shall be submitted via e-mail to audrey.wooten@va.gov Telephone requests or inquires will not be accepted. Contact: Audrey Wooten Contracting Officer Email: audrey.wooten@va.gov Justification and Approval (J&A)

1. Contracting Activity: Department of Veterans Affairs, VISN 06, Central Virginia Health Care System

2. Nature and/or Description of the Action Being Processed:

This request is for a sole source award to Varian Medical Systems for a full-service contract for the software Aria, Eclipse, and Velocity.

3. Description of Supplies/Services Required to Meet the Agency's Needs:

This request is for a full-service contract for the Varian brand software, Aria, Eclipse, and Velocity.

The contract is to provide hardware and software support including technical support (telephone and onsite), parts, and clinical application support. The contract is necessary to ensure maximum uptime and effectiveness of the Radiation Oncology software by providing timely service and parts.

4. Statutory Authority Permitting Other than Full and Open Competition:

( X ) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per 41 USC §3304(a)(1) as implemented by FAR 6.302-1;

( ) (2) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by FAR 6.302-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per 41 USC §3304(a)(3) as implemented by FAR 6.302-3;

( ) (4) International Agreement per 41 USC §3304(a)(4) as implemented by FAR 6.302-4 ( ) (5) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented by FAR 6.302-5;

( ) (6) National Security per 41 USC §3304(a)(6) as implemented by FAR 6.302-6;

( ) (7) Public Interest per 41 USC §3304(a)(7) as implemented by FAR 6.302-7;

5. Demonstration that the Contractor's Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): Due to the proprietary nature of the equipment, only Varian, as the original equipment manufacturer, is qualified to provide the necessary support through original equipment manufacturer trained technicians and certified original equipment manufacturer parts. The vendor must be able to provide original equipment manufacturer trained and certified technicians to assist in the maintenance of these systems. Additionally, the vendor must be able to provide original equipment manufacturer parts and software necessary to maintain maximum reliability and uptime at no additional cost to the VA.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable:

Market research was conducted, but due to the proprietary nature of the software, hardware, and training necessary to successfully complete the service contract for the Radiation Oncology software, only Varian is qualified to provide the service.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: The contracting officer that fair and reasonable pricing shall be ultimately be obtained prior to the award of any subsequent contract.

8. Description of the Market Research Conducted and the Results. or a Statement of the Reasons Market Research Was Not Conducted:

Market research was conducted, but due to the proprietary nature of the software, hardware, and training necessary to successfully complete the service contract for the Radiation Oncology software, only Varian is qualified to provide the service.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: n/a

10. Using of Sources that Expressed. in Writing. an Interest in the Acquisition:

Varian Medical Systems

11. A Statement of the Actions, If any. the Agency May Take to Remove or Overcome any Barriers to Competition before Making subsequent acquisitions for the supplies or services required: Market research was conducted for subsequent acquisitions and ensure fair and open competition.

Statement of Work The Hunter Holmes McGuire VA Medical Center is requesting maintenance and repair service from Varian for the Aria, Eclipse, and Velocity software at the medical center in Richmond, VA. Services are to include hardware refreshes, software upgrades, annual maintenance, and emergency services.

4. Scope.

The equipment covered under this service agreement is the Varian brand Aria, Eclipse, and Velocity software in use at the Richmond VA Medical Center.

5. Specific Tasks.

This agreement is to include

· Eclipse Hardware Refresh

· Replacement of Eclipse computers (non-calculation and calculation), including re-installation, configuration, and testing

· Replacement of Eclipse servers

· Replacement of workstation monitors

· Professional services, including consulting, on-site applications training, education, and third-part services

· Coverage for Aria, Eclipse, and Velocity software

· Annual maintenance inspection to be performed weekdays during standard or non-standard hours

· All safety and reliability modifications and upgrades

· Any training associated with the modifications or upgrades is included

· On-site field service support and labor on weekdays for support during standard and non-standard hours for issues that cannot be solved remotely

· Annual refresher training

Special Notice