36C25626Q0176 Chart Check Software License Subscription MEDVAMC.pdf

Special Notice

*= Required Field Special Notice

SUBJECT* Chart Check Software License/Subscription NOTICE OF INTENT TO SOLE

SOURCE

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25626Q0176

RESPONSE DATE/TIME/ZONE 11-19-2025 16:00 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 9 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* R499

NAICS CODE* 541519

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

POINT OF CONTACT*

Contracting Officer Jeneice Matthews jeneice.matthews@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS jeneice.matthews@va.gov

EMAIL DESCRIPTION 36C25626Q0176 Software License/Subscription

DESCRIPTION

This is a Special Notice issued only as a Notice of Intent to Sole Source. The responses to this posting will be used to establish the procurement strategy for example, set-aside, sole source, unrestricted for a solicitation that VA intends to post in the near future. Please review the attached document(s) for more details on this requirement. See attached file(s): 36C25626Q0176

NO SOLICITATION EXISTS AT THIS TIME. Please provide the information you deem relevant in order to respond to the specific inquiries of the description. Interested parties are encouraged to furnish information by email only with RESPONSE TO INTENT TO SOLE SOURCE – 36C25626Q0176 in the subject line. The Department of Veteran Affairs (VA), Veterans Health Administration, Network Contracting Office 16, Houston, Texas 77056, intends to negotiate and award a sole source, single, firm-fixed price contract to RADFORMATION, INC. for ChartCheck Software License/3-YR Subscription at the Michael E. DeBakey VA Medical Center (VAMC) located in Houston, Texas in accordance with 41 U.S.C. 3304(a)(1) as implemented by Federal Acquisition Regulation (FAR) Part 6.103-1, “Only one responsible source and no other supplies or services will satisfy agency requirements”.

This Special Notice is published in accordance with FAR Part 5.101(a)(1) requiring the dissemination of information regarding proposed contract actions. This is not a request for competitive offers, and no solicitation is available. Market research has determined that the highly specialized service for the acquisition is essential to the Government’s requirements, is available from the only source capable for the continued provision of highly specialized services, would result in substantial duplication of cost to the Government that is not expected to be recovered through competition and no other type of service will satisfy agency requirements.

The Government intends to award the contract with an anticipated date of 1 December 2025 to RADFORMATION, INC. 335 MADISON AVE FL 4 NEW YORK, NY 10017-4675 UEI: H3PKJDHYM524. The intended procurement will be classified under North America Industry Classification System (NAICS) 541519 Other Computer Related Services with a small business size standard of $34,000,000.00.

Tentative Period of performance: 12/01/2025 – 11/30/2029

Basic description of the requirement: The Contractor shall furnish non-personal services to provide ChartCheck Software License/3-YR Subscription at the Michael E. DeBakey VAMC in Houston, TX. THIS SPECIAL NOTICE ISSUED AS A NOTICE OF INTENT TO SOLE SOURCE IS NOT A SOLICITATION OR REQUEST FOR COMPETITIVE QUOTES. However, interested parties may identify their interest and capability to respond to this requirement no later than the date/time indicated below. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the government. Information received will normally be considered solely for determining whether to conduct a competitive procurement. The VA will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses will be considered. All responses from responsible sources will be considered. As a result of analyzing responses to this notice of intent, the government will determine if a solicitation be issued. Any prospective contractor must be registered in the System for Award Management (SAM) with a current registration to be eligible for award.

RFI responses are due by 4:00p.m. Central Time on November 19, 2025; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word or Adobe Acrobat format and virus checked prior to submission via email to Jeneice Matthews, Contracting Officer jeneice.matthews@va.gov. All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements to Jeneice Matthews, jeneice.matthews@va.gov.

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 the requirement.

36C25626Q0176, DRAFT Statement of Work 1

Statement of Work

Chart Check (Radformation) Software Subscription

DTCL

Houston, TX 2025

1. PURPOSE:

1.1 The overall purpose is to provide a comprehensive framework for the deployment and utilization of Chart Check. Ensure the proper integration of Chart Check with Varian ARIA® and Cyber Knife, enhance the efficiency and accuracy of treatment checks by automating the evaluation process and foster continuous improvement through training, support, and feedback mechanisms. The software, software updates and corrective maintenance are required and a necessary asset at the Diagnostic and Therapeutic Care Line (DTCL) 2002 Holcombe Blvd. Houston, Tx. 77030.

SCOPE:

2.1 The Contract shall provide, install, and test the listed software. All products must meet all salient characteristics defined in this section.

2.2 Updated software must meet manufacturers and VA specifications.

2.3 The contractor shall furnish all supplies and services required for installation of the software.

2.4 The Contractor is responsible for any missing part and components not included in order to carry out the installation.

3. SALIENT CHARACTERISTICS:

3.1 Software License

• ChartCheck

3.2 Specifications/Salient Characteristics:

• ChartCheck :

ChartCheck is a sophisticated software solution designed to evaluate treatment checks automatically as treatments are completed. It integrates seamlessly with both locally-hosted and cloud-hosted OIS, supporting Varian ARIA®. ChartCheck provides users with access to comprehensive information related to prescriptions, plans, treatments, imaging, and documentation. It also allows for customizable alerts and automatic billing charge updates for ARIA® OIS users. Moreover, it allows more accurate documentation of physics weekly chart checks improving efficiency and quality.

DRAFT

36C25626Q0176, DRAFT Statement of Work 2

4. SOFTWARE TRAINING

4.1 Contractor shall provide remote training of the equipment and software to the users. Scheduling of operator training shall be coordinated with the Radiotherapy Section Chief after installation is complete. Initial training may need to be provided at a time and date later than initial installation.

5. PROTECTION OF PROPERTY

5.1 All work and software installation will be provided remotely. No physical property should be affected.

6. SITE CONDITIONS:

6.1 All work is remote, not applicable.

The C&A requirements do not apply, and a Security Accreditation Package is not required

7. INSPECTION AND ACCEPTANCE:

The COR shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall be resolved by the Contracting Officer.

8. DELIVERABLES:

8.1 ChartCheck Software Annual Subscription

9. TRAINING:

9.1 Contractor shall provide remote training on how to use the Software to the Staff. Scheduling of operator training shall be coordinated with the Radiotherapy Section Chief after installation is complete.

10. SECURITY REQUIREMENTS:

10.1 Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. Contractor/subcontractor’s rights to use data is expressly limited to need to know basis as it relates to information used and/or stored in software package.

DRAFT