75N91023Q00067_Pre-Solicitation Notice.pdf

Title: Maintenance Service for Elekta Brachytherapy System

Document Type: Pre-solicitation Notice of Intent to Sole Source Solicitation Number: 75N91023Q00067 Posted Date: 4/26/2023 Response Date: 5/5/2023

Classification Code: J066 – Maintenance, Repair, and Rebuilding of Equipment –

Instruments and Laboratory Equipment

NAICS Code: 811210 – Electronic and Precision Equipment Repair and Maintenance

Issued By:

National Institutes of Health (NIH), National Cancer Institute (NCI), Office of Acquisitions (OA)

Description:

The National Institutes of Health (NIH), National Cancer Institute (NCI), Center for Cancer Research (CCR), Radiation Oncology Branch (ROB) requires preventative maintenance and software updates for its government-owned Elekta Brachytherapy equipment and software.

The Office of Acquisitions (OA) plans to procure, on a sole source basis, maintenance services for this specialized equipment and software from:

Elekta, Inc.

400 Perimeter Center Terrace, Suite 50 Atlanta, Georgia 30346

The response close date of this notice for this requirement is in accordance with FAR 5.203(a)(1). This acquisition will be processed under FAR Part 12 and will be made pursuant to the authority in FAR 13.106-1(b)(2) and, in accordance with FAR 13.501, is exempt from the requirements of FAR Part 6.

The North American Industry Classification System (NAICS) code is 811210 – Electronic and Precision Equipment Repair and Maintenance; and the small business size standard is $34 million.

The Contractor shall provide all labor, material and equipment necessary to maintain and provide preventive maintenance, including testing the parts, accessories, and software for the following government-owned Elekta Brachytherapy System equipment and software:

1. Elekta Flexitron Afterloader Brachytherapy Delivery System Serial Number: FT00280 Service Level: Gold

Inclusive of the following hardware components:

Part Number Description SBFL-40CH-IR-Y Flexitron 40Chennels Iridium SBFL-3POSCHCK-Y 3 CH Source Position Check Ruler SBFL-REM-CAM-Y Remote Controlled Camera

To receive quarterly replacement of radioactive source material (192Ir, model 136.147, nominal activity 12 Ci), which includes the following:

Part Number Description OBFL-SRC-10CI Flexitron Source HDR 10Ci OBFL-IR-CHCKCBL Flexitron Iridium Check Cable OB-SHIP-HNDLNG Shipping and Handling Costs

And the following Terminal Control Console workstation, that shall be refreshed once during the total 5-year contract period:

Part Number Description Ref #136960 Serial# FT08537

HP Small Form Factor desktop

2. Elekta Oncentra Brachy - Brachytherapy Planning System and Software Suite

Serial Number: 85512 Service Level: Gold

Inclusive of the following operational software licenses:

SBOB-APPL-MOD-Y Oncetra Brachy, Applicator Modeling SBOB-EXP-FLT-Y Oncetra Brachy, Export float SBOB-IPSA-FLT-Y Oncetra Brachy, IPSA float SBOB-IR-FLT-Y Oncetra Brachy, Image Registration float SBOB-IMP-FLT-Y Oncetra Brachy, Import float SBOB-PA-FLT-Y Oncetra Brachy, Plan Analysis float SBOB-BP-FLT-Y Oncetra Brachy, float

And the following computer workstation, that shall be refreshed once during the total 5-year contract period:

Part Number Description

SBOB-HW-PLFM-Y

Ref #170009-00 Serial #851841

Oncetra Brachy, Hardware Platform - HP Z8 workstation

3. Elekta Oncentra Prostate - Brachytherapy Planning System and Software Suite

Serial Number: 70209 Service Level: Gold

Inclusive of the following operational software licenses:

SBOP-ECRM-Y ECRM (EndoCavity Rotational Mover) SBOP-SEEDS-Y Oncentra Seeds SBOP-STPENCDR-Y Oncentra Prostate OncoSelect Step+Enc SBOP-SLCT-BK8-Y Adapter OncoSelect Step B-K Med8848 (OCP)

And the following hardware component:

SBOP-ENC-SLCT-Y Stepper encoder – OncoSelect Stepper

And the following computer workstation, that shall be refreshed once during the total 5-year contract period:

Part Number Description Product# 131055A02-06 Serial # 70209

Oncetra Prostate – HP ZBook 15 laptop

All maintenance services shall be performed on-site in accordance with the Original Equipment Manufacturer’s (OEM) most current standard commercial maintenance practices. Onsite and emergency services shall be provided during standard business hours (defined as 8:00 am – 5:00 pm EST, Monday through Friday, excluding Elekta observed holidays and Federal Holidays found at www.opm.gov/policy-data-oversight/pay-leave/federal-holidays and extended hours (5:00 pm – 9:00pm EST, Monday through Friday) for any issues not able to be resolved remotely, or during normal business hours. Software updates/services maybe provided remotely as applicable. All travel, labor, materials, and related charges shall be included in the purchase order price.

Brachytherapy involves the use of radioactive source material that is highly regulated by the Nuclear Regulatory Commission (NRC) due to the inherent public health implications of the possession and transportation of these types of materials. The radioactive source material used in the system degrades over time and must be replaced every three months for the system to remain effective. The quarterly replacement of the radioactive source material is a critical part of the maintenance for the Elekta Brachytherapy System. As the manufacturer of their proprietary Elekta Brachytherapy System, Elekta does not license third party technicians to service their systems. The Elekta technicians are NRC certified to transport and handle the radioactive source material during their quarterly visits. Elekta controls the risk associated with mishandling the highly regulated radioactive source material by restricting maintenance service to their own technicians. To NCI’s knowledge, Elekta is the only maintenance service provider for their brachytherapy system. Additionally, Elekta is the only known vendor with the ability to provide on-site repairs within 24 hours of notification.

This notice is not a request for competitive quotation. However, if any interested party, especially small businesses, believes it can meet the above requirement, it may submit a capability statement, proposal, or quotation, which shall be considered by the agency. The statement of capabilities and any other information furnished must be in writing and must contain material in sufficient detail to allow the NCI to determine if the party can perform the requirement. Responses must be received no later than 12:00PM EST, May 5, 2023. All responses and questions must be in writing and emailed to Lena Lee, Contract Specialist, via electronic mail at lena.lee@nih.gov. A determination by the Government not to compete this proposed requirement based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. No collect calls will be accepted. In order to receive an award, Contractors must be registered and have valid, current Entity Record, including current Representations and Certifications, in the System for Award Management (SAM) through SAM.gov. Reference: 75N91023Q00067 on all correspondence.

***Please reference the attached Statement of Work for more details pertaining to the nature of the work to be performed.***

This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use the information http://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays mailto:lena.lee@nih.gov provided by respondents for any purpose deemed necessary and legally appropriate.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).