Special Notice

*= Required Field Special Notice

SUBJECT* Special notice Mosaic Service Plan agreement

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 71101

SOLICITATION NUMBER* 36C25627Q0067

RESPONSE DATE/TIME/ZONE 10-23-2026 16:00 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 7 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* J075

NAICS CODE* 541511

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

POINT OF CONTACT*

Contract Specialist

Christopher Monosiet christopher.monosiet@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL https://sam.gov/content/opportunities

URL DESCRIPTION department of veteran affairs

AGENCY CONTACT’S EMAIL ADDRESS christopher.monosiet@va.gov

EMAIL DESCRIPTION Special notice 36C25627Q0067

DESCRIPTION

Notice of Intent to Sole Source

The Department of Veteran Affairs (VA), Network Contracting Office 16 located in Houston, Texas 77056 in support of the Overton Brooks VA Medical Center in Shreveport, LA intends to negotiate a sole source Firm-Fixed Price contract as a single award for procurement titled:

Service Plan Agreement for Elekta Mosaiq Record & Verify Application at the Overton Brooks VA Medical Center, in Radiation Oncology located at 510 E. Stoner Ave, Shreveport, Louisiana 71101. This is for a base period of twelve (12) months, with four (4) additional, 12 month option periods to be exercised at the discretion of the government; and, in accordance with 41 U.S.C.

§3304(a)(1) as implemented by FAR 6.302-1 only one resp onsible source and no other supplies or services will satisfy agency requirements. See attached document and Draft Scope of Work.

This is not a request for competitive offers and no solicitation is available. Market research has determined that the supply/service is highly specialized, only available from the original source without an unacceptable delay or duplication of cost and no other type of items will satisfy agency requirements. The government intends to award the contract with an anticipated date of 26 February 2027 to ELEKTA INC. 400 Perimeter Center Terrace, Ste 50., Atlanta, GA 30346 UEI: KASJPKCN5BM8. The intended procurement will be classified under North America Industry Classification System (NAICS) 541511 Custom Computer Programming Services with a small business size standard of $34.0 million.

THIS NOTICE OF INTENT 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 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 will be considered. All responses from responsible sources will be considered. As a result of analyzing responses to this notice of intent, the Government shall determine if a solicitation will be issued. 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 NOTICE OF INTENT TO SOLE SOURCE 36C25627Q0067” in the subject line. All documents submitted will not be returned. Responses to this notice must be supported with clear and substantial evidence to basically be able to provide the services outlined in this notice (see attachment) and sent via email to Christopher Monosiet, Christopher.Monosiet@va.gov NO LATER THAN October 23, 2026 at 4:00PM Central Standard Time.

STATEMENT OF WORK (SOW)

Service for Elekta Mosaiq Record & Verify Application

1. General Overview The contractor shall provide Gold level Versa HD service for the Elekta Infinity Linear Accelerator system in Radiation Oncology.

2. Definitions and Acronyms

a. LINAC = Linear Accelerator

b. VAMC = Veteran’s Affairs Medical Center

c. MLC = Multileaf Collimator

d. COR = Contracting Officer’s Representative

3. Place of Performance Remedial maintenance, technical support, software and license updates, and upgrades will be provided at Overton Brooks VAMC, 510 E Stoner Ave, Shreveport, LA 71101.

4. Tentative Period of Performance and Schedule

5. Covered Services

a. Elekta LINAC; Model: Versa HD, Serial No: 149332516001, MX #3848953, Elekta Site:

10902003

b. Other covered items:

i. Magnetron

ii. Thyratron

iii. Electron Gun

iv. MLC

v. IView Camera

vi. IViewGT

vii. Amorphous Silicon Panel

viii. XVI Imaging Panel

ix. X-ray Tube and Generator

x. All associated hardware

xi. Computers and Servers

Period Dates Base 2/26/27 – 2/25/28

OY1 2/26/28 – 2/25/29

OY2 2/26/29 – 2/25/30

OY3 2/26/30 – 2/25/31

OY4 2/26/31 – 2/25/32

DRAFT

6. Covered Terms

a. Elekta guarantees 99% uptime with this GOLD Agreement

b. The contractor shall provide two preventive maintenance inspections per year IAW manufacturer's requirements

c. The contractor shall schedule preventive maintenance visits at least 48 hours in advance.

All work shall be accomplished from 7:00 am to 9:00 pm, Monday through Friday, excluding federal holidays

d. Federal holidays:

o New Year's Day o Martin Luther King Jr.'s Birthday o President's Day o Memorial Day o June Tenth o Independence Day o Labor Day o Columbus Day o Veteran's Day o Thanksgiving Day o Christmas Day

7. Reporting Requirements

a. During the performance of the contract, service reports are to be provided to the COR

b. Electronic copies may be emailed to COR.

c. Details of service should include the date of action, cause or concern for action, which system was affected, the resolution of the issue, and contact information for the person performing the service

8. Applicable Documents

a. In the performance of the tasks associated with this contract, the Contractor shall comply with the following requirements

i. Identify all applicable documents, regulations, industry standards, VA requirements, etc. If the regulation/standard/statute is not readily available for all potential offerors, provide a copy of it so it can be included in the solicitation and contract

9. General Requirements

a. It shall be understood that, throughout the performance of the contract, the Contractor’s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property

b. Among all other requirements, the VA Health Care System and its property is now entirely smoke-free

10. National Archives and Records Administration (NARA) Records Management Language for Contracts

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

j. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.