Linear Accelerator Solicitation and Site Visit Questions.pdf

Linear Accelerator Solicitation and Vendor Site Visit Questions

HU000125Q0028

1. Will the Shielding Report and Radiation Survey be conducted by the vendor?

No. AFRRI will be conducting the shielding report and radiation survey.

2. Flattened high dose rate energies are available in both 6X FFF and 10X FFF. Can you specify which is required?

6X FFF is required.

3. The solicitation does not reference any changes to the existing OIS and Treatment Planning System (TPS). Would you prefer the vendor to quote OIS and TPS?

No. Including OIS and TPS in the quote is not required.

4. We reviewed the Requirements and Specifications document, and the space requirements described (Width: 20' 8-1/8'', Opening for the machine: 13' 1-1/2'', Depth: 22', Height: 8' 6-3/8'') align with the dimensions in our drawings. Part of the redraw of this vault came from a PDF photo of the Elekta machine placement. Do you happen to have a PDF/ CAD file with the entire floor plan to use as a guide for the rigging path walkthrough on the 29th?

Floor plans are provided under this amendment. See Attachment 4, Floor Plan.

5. Can you confirm that the existing terrazzo flooring will only be removed at the new pit and conduit locations, and all other existing terrazzo flooring will remain in place?

Yes, this is correct, all other existing flooring will remain in place.

6. Can you confirm that the existing casework within the treatment room and control room will remain in place?

Yes, this is correct, the casework will remain in place.

7. As part of the comprehensiveness terms and conditions of the warranty should vendors address the vendor’s ability for maintenance by, or technical training for, certified Federal Biomedical Engineers/technicians who could then conduct a first look for repairs and conduct annual preventive maintenance?

No, this is outside the scope of our requirements.

8. Should vendors consider an installed power conditioner in their quotes to reduce noise and surges with an arc-free operation to provide stable voltage to prevent dips or spikes? For the event that we have on-board imaging (OBI), the conditioner will provide step-up voltage for the OBI if needed.

Yes, vendors should consider power conditioners in their quotation submittals. The specifications require onboard imaging, both megavoltage (MV) portal and kilovoltage (kV) Cone Beam Computed Tomography (CBCT).

9. Please confirm the elevator dimensions and is there an alternative route to gain access to the LINAC vault?

The elevator dimensions are 120” length, 84’ width, 94.5” height. The elevator door opening is 61” width, 83.5” height. See Attachment 5, Elevator Dimensions for more details. There is another route that may be used. See Attachment 6, LINAC - Alternate Route for dimensions of alternate route.

10. Please confirm that a Turn Key installation is not required.

Turn Key installation is required. Turn key expectations are that everything required from installation through acceptance testing will be completed. Government assistance will be required when connection to the main power breaker is made and/or any IT connections are made. Training is performed after acceptance testing.

11. Will first line Bio Medical Engineering training be required?

No, required training is:

(1) Introduction of the operation and use of the LINAC including how to customize configurations and settings.

(2) LINAC Accelerator Physics Course

(3) General LINAC QA Training Course

12. During our meeting commissioning was brought up. We could offer the opportunity to send a physics team with the water tank to scan beams for commissioning. Is this service required or do you only need Acceptance Testing?

Please clarify the definition of commissioning in the RFQ.

Acceptance testing is all that is required to verify that the machine meets the product specifics in the RFQ. Although the term “commissioning” was used in the RFQ, there are no additional requirements beyond testing to verify that the machine meets the product specifics and RFQ specifications. The comprehensive measurements of dosimetric parameters that are necessary to validate a treatment planning system are not required.

13. Based on our walkthrough, we saw that the elevator is rated for 10,000 lbs. Can you please confirm if it’s acceptable to place 9,315 lbs, which would be our heaviest piece (gantry rigging weight), inside the elevator?

Yes, the maximum is 10,000 lbs.

14. Can your elevator company provide the specification for the static load capacity and what is the travel load capacity?

The Static Load max and Travel Load Max is 10,000 lbs.

15. Could you please provide the full interior dimensions of the elevator; i.e., height, width, and depth?

The elevator dimensions are 120” length, 84’ width, 94.5” height. The elevator door opening is 61” width, 83.5” height. See Attachment 5, Elevator Dimensions for more details.

16. Does the LINAC need to be DoD ATO compliant?

Yes. All quotes will be evaluated against DoD IT security guidelines to include architecture, dependencies (license, operating system, runtime, framework, etc.), and configuration prior to deployment. Depending on the proposed architecture and approved configuration, additional hardening may be necessary to secure the environment and such costs will be considered in evaluation. The government will carefully review the proposed systems architecture, customer responsibilities for systems operation, and vendor commitment to ensuring that all system dependencies remain patched for security throughout the product’s supported life.

17. Is the vendor responsible for delivery to the LINAC room?

Yes.

18. What is your current Oncology information System (OIS)?

We do not use an OIS and do not have a requirement for one.

19. Are reconditioned or refurbished LINAC systems allowed to be submitted in response to this RFQ?

The RFQ specifications do not limit vendors to only new LINAC systems. Vendors should consider the Government’s evaluation factors when quoting.

20. I understand that USU will be renovating the space housing the LINAC shortly after the LINAC is delivered (slated for early March 2026). During construction, the LINAC will be unavailable for use (estimated 3-4 months). Does USU want quotes that extend the warranty period to cover this time of LINAC inactivity?

Vendors should propose their best, most comprehensive solution to address the warranty period including, but not limited to, repairs, parts, maintenance and servicing aspects.

21. To ensure the manufacturer's required utility infrastructure for their unit can be met (e.g., cooling, relative humidity, electrical requirements) should vendors provide utility requirements?

Yes, quotes should include manufacturer's utility infrastructure requirements/specifications. USU will evaluate the unit specifications provided in each quote to validate that the existing utility infrastructure is compatible with the equipment quoted or not.

22. Should the unit and control room be connected to an emergency power supply? If so, is a UPS required to protect the control room from power fluctuations and power blips?

Each quote should address the manufacturer’s recommendations for UPS as needed.

23. Should vendors include costs associated with any preparatory work needed to properly install and commission the equipment (e.g. temporary door removal and replacement)?

Each quote shall include all costs associated with any preparatory work needed to properly install and acceptance test the equipment.

24. Since there are other construction activities scheduled in the area during the time of the LINAC installation, will the Government provide a construction schedule for proper coordination?

Yes, a construction plan will be provided after any contract award.

25. As part of the comprehensiveness terms and conditions of the warranty should vendors address the down time for the LINAC facility construction period as it relates to requirements the government must comply with in order to maintain warranty coverage?

Vendors shall clearly identify in their proposals any Government responsibilities required during the construction period to ensure continued warranty coverage after construction is completed.