Sole Source Justification Summary

This is a Sole Source Justification document for the Department of Veterans Affairs (VA) for Radformation Software and Maintenance Services. The procurement is for annual software subscription services for Radformation radiotherapy applications, including AutoContour, ChartCheck, ClearCalc, ClearCheck, and EZFluence. These cloud-based and locally integrated automation tools support contouring, plan checking, secondary dose calculation, and automated 3D planning for two linear accelerators (LINACs) at the Richmond VA Medical Center (VAMC). The purchase order will be a firm fixed-price contract utilizing HTM Funds for Radiotherapy Treatment Planning Software. The estimated total cost is redacted in the document. Services include licensed access, maintenance, updates, and vendor technical support for the subscription duration.

The justification establishes that Radformation is the sole source capable of meeting requirements under FAR 12.102(a). Market research conducted from May 1 through July 30, 2026, reviewed radiotherapy automation vendors through multiple sources including the VetCert database, NASA SEWP V GWAC, and GSA FSS/MAS schedules. No Service-Disabled Veteran-Owned Small Businesses (SDVOSBs), Veteran-Owned Small Businesses (VOSBs), or small business resellers offer compatible solutions. Radformation products are exclusively engineered and validated for interoperability with Richmond VAMC's Siemens radiotherapy hardware and software environments. Alternative vendors lack full functionality within the Siemens ecosystem and would require substantial workflow changes, custom integration, compliance recertification, and retraining, significantly increasing operational risk and costs. The document emphasizes that immediate implementation is critical to maintain uninterrupted patient care and that any service lapse would directly impact treatment planning efficiency and clinical operations.