36C25626Q0899_RFI.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* RFI: PTW 3D Water Phantom QA Device - Sources Sought

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25626Q0899

RESPONSE DATE/TIME/ZONE 06-22-2026 1:00pm CENTRAL TIME, CHICAGO, USA

ARCHIVE 1 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* 5430

NAICS CODE* 334517

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 Shasta Britt shasta.britt@va.gov

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Michael E. DeBakey VA Medical Center

MEDVAMC

2002 Holcombe Blvd.

Houston Texas

POSTAL CODE 77030-4211

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov URL DESCRIPTION Department of Veterans Affairs AGENCY CONTACT’S EMAIL ADDRESS shasta.britt@va.gov EMAIL DESCRIPTION RFI 36C25626Q0899_PTW 3D Water_[Vendor Name] mailto:shasta.britt@va.gov https://www.va.gov/ mailto:shasta.britt@va.gov

DESCRIPTION

SOURCES SOUGHT NOTICE / REQUEST FOR INFORMATION (RFI)

PTW 3D Water Phantom QA Device

Michael E. DeBakey VA Medical Center (MEDVAMC) – Houston, TX

NAICS: 334517 – Irradiation Apparatus Manufacturing

PSC: 5430 – Storage Tanks

DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS NOT A

REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by

FAR 2.101, therefore it shall not be construed as a commitment by the government to enter into a contract, nor does it restrict the government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the government. Information submitted in response to this notice is voluntary; the government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the government. The government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the Federal Contract Opportunities website or General Services Administration (GSA). It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI.

1. Notice Type:

This is a Sources Sought / Request for Information (RFI) issued solely for market research and planning purposes. This is NOT a solicitation and does not obligate the Government to award a contract.

2. Purpose:

The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy, for example, set-aside, sole source, or unrestricted for a solicitation the VA intends on issuing shortly. The Department of Veterans Affairs (VA), Michael E. DeBakey VA Medical Center (MEDVAMC) in Houston, TX, is seeking to identify qualified and capable vendors who can provide a PTW 3D Water Phantom QA Device, including installation, setup, configuration, database transfer, and staff training as described in the attached Statement of Work (SOW).

The VA is specifically seeking responses from:

a. Small Businesses.

b. SDVOSB / VOSB firms.

c. Any vendor capable of meeting the full technical and service requirements.

3. Background:

The Radiation Oncology Section requires a brand-new (no refurbished) PTW 3D Water Phantom QA system to support commissioning and annual QA of the BrainLab TrueBeam system. The device will reduce commissioning time and scanning time and will support flattening-filter-free beam QA.

4. Description of Required Supplies and Services:

a. The contractor shall provide all labor, materials, equipment, tools, transportation, supervision, and training necessary for the delivery and installation of a fully functional PTW 3D Water Phantom QA device. Deliverables include:

i. Equipment delivery

ii. Setup, configuration, and database transfer

iii. Installation and integration

iv. On-site training for VA personnel

v. User manuals and reference guides

b. Required Device Capabilities

i. Per SOW, the water phantom must provide:

ii. Continuous and step-by-step scanning with fast scan speeds

iii. Auto-leveling and auto field alignment

iv. Built-in water reservoir with small footprint

v. Included TPR module

vi. TrackIt software plus scanning and analysis software packages

c. Performance Period

i. Contractor must complete all work within two days or less after installation begins.

d. Deliverable Items:

Item # Description/Part Number* Qty Price

Extended Amount

1 1234000-0Z: SunScan 3D (BNC) 1

2 1234000-2Z: SunScan RESERVOIR 1

1041000-2Z: SNC 125C (BNC)

Calibrated, TG-51

1047000-2Z SNC600c BNC Calibrated, TG-51

5 1048000-0Z SunSILICON (BNC) 1

6 1049000-0Z SunSILICON P (BNC) 1

7 117000-C Dell Latitude Laptop Computer 1

8 7MM DETECTOR HOLDER 1

TRNG-T2 Customer Training (Additional Day)

10 INST-SS3D SunSCAN 3D Installation 1

TOTAL:

5. Delivery & Work Requirements:

a. Delivery and installation shall occur within clinical hours, Monday–Friday, 8:00

AM to 4:30 PM, excluding federal holidays.

b. Preferred delivery completion: within six months of order.

c. Contractor must coordinate installation and training with the designated COR.

6. Testing & Acceptance:

a. The contractor shall-

i. Notify the COR upon readiness for acceptance testing

ii. Perform the Government Acceptance Test onsite with the COR present

iii. Provide written documentation for successful test completion prior to departure

7. Warranty:

A minimum one-year support and software maintenance period is required.

8. Recall or Modification Requirements:

If the product is subject to modification, removal, or recall, the contractor must follow mandatory notification and corrective action procedures as outlined in the SOW.

9. Requested Information from Respondents:

Interested vendors must submit the following-

a. Company Information

i. Name, address, UEI

ii. Point of contact

iii. Socioeconomic status (Small Business, SDVOSB, VOSB, etc.)

b. Capabilities Statement

i. Demonstration of ability to meet the SOW requirements

ii. Evidence of providing similar radiation QA systems

c. Technical Documentation

i. Product literature showing compliance with SOW requirements

ii. Proof of OEM authorization (if applicable)

d. Delivery Capability

i. Estimated lead time

ii. Ability to meet the six-month delivery window

e. Discussion / Feedback

i. Comments on the draft SOW

ii. Identification of potential barriers to competition

10. Submission Instructions:

a. Responses shall be submitted via email to: Shasta.Britt@va.gov

b. Subject Line: RFI 36C25626Q0899_PTW 3D Water_[Vendor Name]

c. Response Due Date: 22June2026 – 1PM (CT)

d. Length Limit: Responses should not exceed 10 pages.

11. Disclaimer:

This is NOT a solicitation and NOT a Request for Quote (RFQ).

No reimbursement will be made for costs associated with responding.

Information provided will be used solely by MEDVAMC as “Market Research” and will not be released outside of the MEDVAMC Purchasing and Contracting Team.

If no responses to this notice are received from an authorized distributor of the cited items listed above, then this action will be sole sourced to the manufacturer.

Your response to this notice is greatly appreciated!

mailto:Shasta.Britt@va.gov