36C25726Q0819.docx

Special Notice Special Notice

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs South Texas Veterans HCS 5441 Babcock Rd. STE 302 San Antonio TX 78240

POINT OF CONTACT*

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Special Notice – Notice of Intent to Award a Sole Source Procurement The Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Network Contracting Office (NCO) 17, for the North Texas Veterans Health Care System in Dallas, Texas 75216 and South Texas Veterans Health Care System in San Antonio, intends to issue a sole source award to Radformation Inc., 261 Madison Ave 9th Floor, New York, NY, 10016.

The procurement action requires the contractor to provide provision, installation, integration, upgrade, and implementation of the Radformation software subscription services that integrates with existing treatment planning systems.

Radformation Software will provide the Radiation Oncology Service with advanced automation, contouring, treatment planning, quality assurance, and workflow management tools that improve the efficiency, accuracy, and consistency of radiation therapy planning and delivery. The software will support clinicians in developing high-quality treatment plan, reduce manual processes, enhance patient safety, improve compliance with clinical standards, and optimize the delivery of radiation oncology services to Veterans receiving care within the North and South Texas Veterans Health Care System.

Radformation Inc. is the sole manufacturer and distributor Radformation software which includes Auto Contour, ChartCheck, ClearCalc, Clearcheck and EZFluence. Software is required for North and South Texas Health Care Systems Radiation Oncology Service in accordance with the specifications of the attached Statement of Work (SOW).

The VA intends to solicit a sole source contract under the authority of RFO 6.303-2. The VA anticipates awarding a contract on or about August 24, 2026. The projected period of performance will be from August 24, 2026, through December 24, 2026.

The NAICS Code for this procurement is 513210 – “Software Publishers” which has a Business Size Standard of $47M. This notice of intent to award a sole source contract is not a request for competitive proposals. However, in accordance with FAR 5.207 (c) (16) (ii), all responsible sources that feel they can fulfill this requirement may submit a capability statement which shall be considered by the VA. Responses to this notice shall contain sufficient information to establish the interested parties bona-fide capabilities for fulfilling the requirement, and include: SAM UEI number, along with documentation that the vendor is an authorized service provider of the equipment listed. All respondents must have an active registration in the System for Award Management at www.sam.gov. Interested Service Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) must be listed as verified on the Vendor Information Pages (VIP) database located at www.vip.vetbiz.va.gov/ in order to receive contract awards under the Veterans First Contracting Program. A determination by the VA not to compete this proposed action based upon responses to this notice is solely within the discretion of the VA. In addition, the information received because of this notice of intent will be retained as market research only. If no affirmative written response is received by the response date and time, a sole source contract will be awarded to Radformation Inc., 261 Madison Ave, 9th Floor, New York, NY, 10016, without any further notice.

All interested parties must submit information directly to Tammy.Wilson5@va.gov no later than August 10, 2026 by 11:00 A.M., CST.

STATEMENT OF WORK

North Texas Veterans Health Care System

1. INTRODUCTION/BACKGROUND: The Radiation Oncology Service at North and South Texas Veterans Health Care Systems require advanced software tools to support the planning, delivery, and quality assurance of radiation therapy treatments. Radformation Software is a specialized radiation oncology platform designed to improve clinical workflow efficiency through automation of treatment planning processes, contouring assistance, plan evaluation, and quality assurance functions. Radformation Software integrates with existing treatment planning systems and provides clinicians, dosimetrists, medical physicists, and radiation oncologists with tools and reduce manual effort, improve consistency, and enhance treatment plan quality.

2. OBJECTIVES: The objective of acquiring and maintaining Radformation Software is to provide the Radiation Oncology Service with advanced automation, contouring, treatment planning, quality assurance, and workflow management tools that improve the efficiency, accuracy, and consistency of radiation therapy planning and delivery. The software will support clinicians in developing high-quality treatment plan, reduce manual processes, enhance patient safety, improve compliance with clinical standards, and optimize the delivery of radiation oncology services to Veterans receiving care within the North Texas Veterans Health Care System.

Table 1

Shipping Address:

North Texas Veterans HCS Warehouse Building 44 4500 South Lancaster Rd Dallas. TX. 75216

South Texas Veterans HCS 7400 Merton Minter San Antonio, TX 78229

3. DESIGNATION OF CONTRACTING OFFICER’S REPRESENTATIVE (COR):

A Representative of the Contracting Officer (COR) will be designated to represent the Contracting Officer in furnishing technical guidance and advice under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to Contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of the Contracting Officer and shall not be delegated.

The COR will be responsible for contacting the vendor in a timely manner to prevent patient care interruptions. The COR will be required to immediately report any supply discrepancies (i.e., supply shortages, any damage items received, etc. to the vendor for immediate replacement.

Only authorized Government employees who have been specifically named by the Contracting Officer may schedule deliveries under this agreement.

AUTHORIZED INDIVIDUALS will be identified once contract is awarded.

Invoicing:

All invoices will reference the contract number and Purchase Order (PO). This is a firm fixed price contract based on the contract inspection rates.

Work Hours: Monday through Friday 8:00am-3:00pm

Federal Holidays: VA observed Federal Holidays are:

Vendors, Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding to the acquisition procurement policies and procedures.

4. ACRONYMS AND DEFINITIONS

Contracting Officer (CO). A person duly appointed with the authority to enter and administer contracts on behalf of the U.S. Government.

Contracting Officer’s Representative (COR). An individual designated in writing by the Contracting Officer to act as an authorized representative of the Contracting Officer to perform specific contract administrative functions within the scope and limitations as defined by the Contracting Officer.

Special Notice