RFB Radiation Therapy QA - Bid # 25-08-01E.doc

SLIDELL MEMORIAL HOSPITAL

Slidell, Louisiana

REQUEST FOR BID

FOR

RADIATION THERAPY EQUIPMENT AND SOFTWARE FOR PATIENT QUALITY MANAGEMENT

RFB # 25-08-01E

ISSUE DATE: JULY 16, 2025

NOTICE: PROSPECTIVE RESPONDENTS WHO HAVE RECEIVED THIS DOCUMENT FROM A SOURCE OTHER THAN THE ISSUING OFFICE SHOULD IMMEDIATELY CONTACT THE ISSUING OFFICE TO PROVIDE THEIR NAME AND ADDRESS SO THAT AMENDMENTS OR OTHER COMMUNICATIONS MAY BE SENT TO THEM. ANY PROSPECTIVE RESPONDENT WHO FAILS TO PROVIDE THIS INFORMATION TO THE ISSUING OFFICE ASSUMES COMPLETE RESPONSIBILITY IN THE EVENT THEY DO NOT RECEIVE COMMUNICATIONS PRIOR TO THE CLOSE DATE.

SLIDELL MEMORIAL HOSPITAL

Supply Chain Department

Mailbox 7 1001 Gause Blvd., Slidell, LA 70458

Ph: (985) 280-8520

REQUEST FOR BID

Request for Bid Number: 25-08-01E

Date: July 16, 2025 Procurement: Radiation Therapy Equipment and Software for Patient Quality Management Location Equipment Installed: Slidell Memorial Hospital Cancer Center at 1120 Robert Blvd., Slidell, LA 70458 Subject to the terms, conditions, specifications/Scope of Services and provisions listed herein. Responses to this request for bid will be received at this office until the stated date and time below.

Date/Time: August 14, 2025, at 1:00 P.M. CST.

Location Bid Opening:

Slidell Memorial Hospital Main (SMH) Supply Chain and Logistics Office, 1025 Florida Ave., Slidell, LA 70458

Direct Inquiries To:

Barry Winters, Director of Supply Chain and Logistics 985-280-8520 Barry.Winters@Ochsner.org

TABLE OF CONTENTS

SECTION 1

- Introduction

SECTION 2

- Instructions to Respondents

SECTION 3

- Bid Preparation/Format

SECTION 4

- Scope of Services

SECTION 5

- General Terms and Conditions

ATTACHMENT A: Affidavit of non-collusion

SECTION 1

INTRODUCTION

1.01 EXECUTIVE OVERVIEW

St. Tammany Parish Hospital Service District No. 2, d/b/a Slidell Memorial Hospital is a political subdivision of the State of Louisiana, being a hospital service district created by Act 180 of the 1984 Louisiana Legislature as amended, a 501(3)(c) corporation, governed by a nine-member Board of Commissioners.

1.02 PURPOSE

SMH is seeking qualified respondents to furnish SMH with one (1) Radiation Therapy Equipment and Software for Patient Quality Management. Any contract awarded hereunder shall be performed in accordance with the scope of services and specifications set forth in this solicitation, as well as the terms and conditions contained herein.

The purpose of this Request for Bid (“RFB”) is to provide information to any person, partnership, corporation, or other entity interested in preparing and submitting bids to meet SMH’s requirements for one (1) Radiation Therapy Equipment and Software for Patient Quality Management.

SECTION 2

INSTRUCTIONS TO RESPONDENTS

2.01

DELIVERY OF BIDS

An original signed copy of the bid must be submitted in a sealed package. The envelope should read “Radiation Therapy Equipment and Software for Patient Quality Management” - RFB# 25-08-01E,” and addressed as follows, if mailed or delivered:

Slidell Memorial Hospital Attn: Barry Winters Supply Chain, Mailbox 7 1001 Gause Blvd., Slidell, LA 70458

Each bid package submitted must clearly show the respondent’s company name on the outside. Facsimile bids will not be accepted. Any bid received after the above stated time and date will not be opened or considered. It is the sole responsibility of the respondent to have its bid delivered to SMH as specified herein on or before the above date and time. Reliance upon mail, public carrier or other delivery services is at respondent’s risk. LATE BIDS WILL NOT BE CONSIDERED. All expenses for making bids to SMH are to be borne by the respondent and will not be borne, charged to or reimbursed by SMH in any manner or under any circumstance.

2.02

OBLIGATION OF RESPONDENTS

The respondents must be fully aware of SMH’s contractual requirements for the contract. Failure to do so will not relieve a successful respondent of its obligation to furnish the services to carry out the provisions of the contract documents and to complete the services at the price proposed.

In addition, the respondent will be held responsible for having examined the details of the proposed scope of services. The respondent will use its personal knowledge and experience or professional advice regarding the character of the proposed services and any other conditions surrounding and affecting the proposed services.

2.03

ISSUING ADDENDA – CHANGES WHILE PROPOSING

No interpretation of the meaning of the specifications or other contract documents, nor corrections of any apparent ambiguity, inconsistency, or error therein, will be made to any respondent orally. Any request for such interpretations or corrections must be made in writing to:

SLIDELL MEMORIAL HOSPITAL

Attn: Barry Winters Barry.Winters@Ochsner.org

Supply Chain, Mailbox 7 1001 Gause Blvd., Slidell, LA 70458

Any such request, which is not received within at least five (5) working days before opening of bids, will not be considered. All such interpretations and supplemental instructions will be in the form of written addenda to the contract documents, which if issued, will be emailed to all known prospective respondents. Failure to acknowledge addendum(s) may be cause for rejection of bids. Only the interpretation or correction given by SMH in writing will be binding, and prospective respondents are advised that only SMH will give information concerning or will explain or interpret the contract documents.

2.04

PREPARATION OF BID

A. Bids must be made in the official name of the firm or individual under which business is conducted (showing official business address) and must be signed by the duly authorized agent or officer. All bids will be firm for a period of forty-five (45) days from the closing date for submission of bids.

B. If the bid is made by an individual, he or she must sign his or her name herein and state his or her address and the name and address of every other person interested in the bid as principal. If the bid is made by a firm or partnership, the name and address of each member of the firm or partnership must be stated. If the bid is made by a corporation, the bid must be signed by an authorized officer or agent, subscribing the name of the corporation, with his or her own name and affix the corporate seal. If applicable, also provide evidence of registration with the Secretary of State of Louisiana for doing business in the state of Louisiana.

2.05

WITHDRAWAL OF BID

Any bid may be withdrawn by written request of the respondent until the date and time established herein for opening of the bids. Any bid not timely withdrawn will, upon opening, constitute an irrevocable offer for forty-five (45) days (or until one or more of the bids have been duly accepted by SMH, whichever is later) to provide SMH the services solicited in the attached specifications. SMH’s action on bids normally will be taken within forty-five (45) days of bid opening; however, no guarantee or representation is made as to the time between the bid opening and the subsequent SMH action regarding an award.

2.06

DISQUALIFICATIONS OF RESPONDENTS

Any of the following causes may be considered as sufficient for the disqualification of a respondent and rejection of the bid:

A. Evidence of collusion among respondents in the preparation and submittal of any bids.

B. Incomplete service for which the respondent is committed by contract, which in the judgment of SMH, might hinder or prevent the prompt completion of services under this contract if awarded to such respondent.

C. Failure to provide the notarized form(s) in the bid documents, if required, in a timely manner or to satisfy any other requirements listed in Section 3. Minor irregularities that do not materially affect the bid may be waived at the sole discretion of SMH.

2.07

QUESTIONS AND/OR CLARIFICATIONS

All questions concerning the RFB are to be submitted in writing to Barry Winters by e-mail at Barry.Winters@Ochsner.org. Questions received and related responses prepared by SMH will be sent via e-mail to all respondents. Questions or requests for clarification will not be responded to if received less than five (5) days prior to the opening of bids. Questions will be answered accordingly and if warranted an addendum will be e-mailed to all respondents outlining changes or clarifications being made to the RFB. Addendum(s) must be acknowledged on the appropriate forms. Failure to acknowledge addendum(s) may result in the rejection of a respondent’s bid. SMH is not responsible for verbal representations.

2.08

EXECUTION OF CONTRACT

SMH reserves the right to reject any and all bids for just cause. The winning bid is subject to Slidell Memorial Hospital’s Board of Commissioner’s acceptance and approval.

SECTION 3

BID PREPARATION/FORMAT

ALL RESPONDENTS MUST READ THE FOLLOWING INSTRUCTIONS CAREFULLY AND BE SURE THEY PREPARE THEIR BIDS ACCORDINGLY. IT IS THE RESPONSIBILITY OF THE RESPONDENT TO ENSURE THE COMPLETENESS AND ACCURACY OF ITS BID. FAILURE TO COMPLY WITH THESE INSTRUCTIONS MAY RESULT IN REJECTION OF THE BID OR MAY RESULT IN ANOTHER COMPANY BEING AWARDED THE CONTRACT.

3.01

RESPONSE FORMAT

A. Respondent(s) must display the Project Bid Number on the outside of the sealed envelope.

B. Respondent(s) must have the company name on the outside of the sealed envelope.

C. Respondent(s) must acknowledge receipt of addendum(s).

D. Respondent(s) bid is to be signed by a duly authorized officer or agent of the company.

3.02

ADDITIONAL ITEMS TO BE SUBMITTED WITH THE BID

1. Affidavit of Non-Collusion (See Attachment A)

2. Business References

SECTION 4

SCOPE OF SERVICES

4.01

SCOPE OF SERVICES

It is the intent of SMH to solicit bids for the purchase one (1) Radiation Therapy Equipment and Software for Patient Quality Management. The primary considerations are quality of the product, meeting bid specifications, and economy of price.

The bid will be received and opened on Thursday, August 14, 2025, at 1:00 P.M. CST at Slidell Memorial Hospital, Supply Chain Office located at 1025 Florida Ave., Slidell, LA 70458. Bids will be publicly opened and read at the time and date mentioned above.

For information relating to the bid proposal requirements, contact Barry Winters, Director of Supply Chain and Logistics at Barry.Winters@Ochsner.org / (985) 280-8520.

SPECIFICATIONS FOR BID ARE AS FOLLOWS:

It is the intent of SMH to solicit bids for the purchase one (1) Radiation Therapy Equipment and Software for Patient Quality Management. The primary considerations are quality of the product, meeting bid specifications, and economy of price.

The bid will be received and opened on Thursday, August 14, 2025, at 1:00 P.M. CST at Slidell Memorial Hospital, Supply Chain Office located at 1025 Florida Ave., Slidell, LA 70458. Bids will be publicly opened and read at the time and date mentioned above.

For information relating to the bid proposal requirements, contact Barry Winters, Director of Supply Chain and Logistics at Barry.Winters@Ochsner.org / (985) 280-8520.

SPECIFICATIONS FOR BID ARE AS FOLLOWS:

The specifications listed below are used only to denote the quality standard of product desired and do not restrict bidders to a specific brand, make, manufacturer, or specification named; these specifications are used only to set forth and convey to prospective bidders the general style, type, character, and quality of product desired; and that equivalent products will be acceptable.

SMH will purchase one (1) Radiation Therapy Patient QA Equipment and Software with the following specifications.

· Software for independent secondary 3D dose calculation solution using a TPS-quality algorithm.

· System specifications include:

· Full 3D dose volume calculation on patient anatomy independent of the TPS

· Browser-based application provides access from any location with access to the clinical network.

· Unified database for centralized access to data

· 3D dose calculation on patient anatomy (planning CT), using a GPU-accelerated.

Collapsed Cone Convolution/Superposition (CCCS) algorithm.

· Supports Varian and Elekta Linacs and plans created using any TPS which provide DICOM output of CT images, RT-Structure Set, RT-Plan and RT-Dose

· 3D dose calculation on patient anatomy (planning CT), using a GPU-accelerated Monte Carlo (MC) algorithm (Radixact/TomoTherapy only)

· Supports Radixact, TomoTherapy Hi-Art and H-series systems using the legacy TomoTherapy Planning System or Precision Planning System

· Machine-specific beam model adjustment available

· Pre-commissioned beam models for quick setup

· Dashboard display provides quick access to recently completed secondary check results, plus review/approval workflows.

· Ability to approve results and add comments to QA results.

· Automated email alerts provide notification of QA failures.

· Integrated and automated workflow, provides automatic background processing of data, making analysis results available with minimal user interaction to maximize efficiency.

Analysis Options

· Independent calculation of Monitor Units (MUs) and comparison with planned MUs for C-Arm Linacs

· Software calculates results for three different tolerance levels/ pass-fail criteria.

sets simultaneously, providing a fast and convenient way to better characterize QA results.

· Fast/easy 3D dose-volume evaluation with user-configurable metrics

· Comprehensive 3D dose-volume evaluation with user-configurable Clinical Goals protocols

3D gamma analysis per total dose volume and structure-by-structure

· Dose and 3D gamma overlays on patient anatomy (CT) images.

· Fully interactive 3D image viewer providing image scrolling in transverse, coronal and sagittal anatomical views, window/level controls, pan and zoom controls, dose opacity overlay control, plus dose/image density profile display tool.

Fully automated system for phantom-less and array-based External Beam RT Patient-QA

· Quality Assurance (QA) software for pre-treatment delivery QA and in-vivo monitoring of each fraction of external beam radiation therapy (EBRT).

System specifications include:

· General Specifications:

· Configurations available for EPID-based and log-file based operation.

· Fully automated: supports any combination of Varian and Elekta Linacs with ARIA and/or MOSAIQ record & verify systems.

· Part of integrated the Quality Assurance platform, allowing seamless integration with plan quality checks and independent secondary 3D dose calculation and comprehensive machine QA functionality.

· Supports integration with array-based patient pre-treatment QA to uncover errors.

· Array-based results are stored as part of the patient QA record in the Quality Management System

· Machine-specific beam model adjustment available

· Pre-commissioned beam models for quick setup

· Trending capabilities allow analysis of data for all patients for a particular time or

· for individual patients

· Independent dose calculation as a reference dose – Eliminates differences due to different 3D dose calculation algorithms.

· Features and Analysis Options For EPID-based Configuration:

· Quick and user-friendly EPID absolute dose calibration process

· Absolute dose for pre-treatment QA (Optional)

· Transit Dosimetry absolute dose for in-vivo monitoring (Optional): high-sensitivity detection of critical patient-related errors (patient position, patient weight loss, tumor changes) by measuring EBRT beams after they have passed through the patient.

· Relative dosimetry mode: Compares EPID fluence images to a baseline image for detection of patient and delivery errors.

· Log-file mode: For use in cases where the EPID cannot be deployed, log files are used automatically for dose reconstruction.

· 3D dose calculation and display on patient anatomy via planning CT or CBCT images for in-vivo monitoring (Optional)

· Also available for overlay display on patient anatomical images

· Software calculates results for three different tolerance levels/ pass-fail criteria simultaneously, providing a fast and convenient way to better characterize QA results.

· Fully interactive 3D image viewer providing image scrolling in transverse, coronal and sagittal anatomical views, window/level controls, pan and zoom controls, dose opacity overlay control, plus dose/image density profile display tool.

· Features and Analysis Options for Log-File Based Configuration:

· EPID-based 3D dosimetry: dose reconstruction using data from log-files.

· 3D dose calculation and display on patient anatomy via planning CT or CBCT images for in-vivo monitoring (Optional)

· Also available for overlay display on patient anatomical images

· Software calculates results for three different tolerance levels/ pass-fail criteria simultaneously, providing a fast and convenient way to better characterize QA results.

· Fully interactive 3D image viewer providing image scrolling in transverse, coronal and sagittal anatomical views, window/level controls, pan and zoom controls, dose opacity overlay control, plus dose/image density profile display tool.

QA Equipment: Detector Array for Stereotactic Patient Specific QA and End-to-End Testing

· Detector Array for film replacement for patient specific QA and end to end testing. System

· specifications include:

· System Features Include:

· For both end-to-end testing, Patient Specific QA, and Machine QA (Cyberknife)

· Absolute dose measurement down to 5 mm field size

· Full suite of Cyberknife machine QA tests to replace film (TAQA, Iris, MLC, Beam QA)

· Hardware Features Include:

· Fits in the end-to-end QA phantom

· Minimum 1000 diodes

· Largest field size measurable no smaller than 77 mm x 77 mm

· Detector diameter less than 0.5 mm

· Detector Resolution better than 2.5 mm

· Detector Spacing less than 2.5 mm.

· Weight no greater than 2.0 kg/4.4 lbs

· Measurement of vertex fields in true composite orientation for standard and FFF beams

· Diode array to replace film.

· Single cable connection to the device (manages both Power and data)

· Software features include:

· Plan and view QA setup in advance of beam delivery.

· Angular dependence corrections to meet TG218 requirements.

· No separate inclinometer required to measure gantry angles.

· Data security through user login and event tracking All shipping/handling, education/in-serving, and a one-year warranty including PM’s, should be included in the base bid price.

ADDITIONAL SPECIFICATIONS:

1.

Bid must include all shipping and handling costs.

2.

Bid must include full one year manufacturer’s warranty.

3.

Systems must include all installation training packets and annual training.

4.

Bid must NOT include any tax. Slidell Memorial Hospital is tax-exempt; thus, any applicable taxes will be the responsibility of the bidder.

4.02

AWARD

SMH reserves the right to award a contract, in whole, to the respondent determined to be the most qualified to provide the products and services required in the outlined of this RFB.

4.03

RECEIPT OF BID

SMH will be accepting bids up to August 14, 2025, at 1:00 P.M. CST in the Slidell Memorial Hospital Supply Chain Office.

4.04

WAIVER

SMH reserves the right to accept or reject all bids; to waive any informality in bids; and, unless otherwise specified by the respondent, to accept any item in any bid that is in our opinion, in the best interest of SMH. This solicitation does not commit SMH to pay any cost incurred in the submission of bids, nor to procure or contract for the articles of services.

SECTION 5

GENERAL TERMS AND CONDITIONS

5.01

DEFINITIONS

St. Tammany Parish Hospital Service District No. 2, d/b/a Slidell Memorial Hospital (the “owner”).

Bid – The approved forms on which the respondent is to submit, or has submitted, its charges for the services contemplated.

Agreement – The Agreement consists of the Request for Bid Number #25-08-01E, the respondent’s bid and any addendum issued before the execution of the contract.

5.02

SCOPE OF SERVICE

The service to be performed under this contract is specified in Section 4.01, Scope of Services.

5.03

ACCEPTANCE OF TERMS AND CONDITIONS AND COMPLIANCE WITH LAW

By submitting an offer in response to this RFB, the respondent shall: (1) be deemed to have accepted all the terms, conditions, special provisions, and requirements set forth in the RFB, including all attachments to the RFB; and (2) if selected for award, agrees that it will comply with all federal, state, and local laws applicable to its activities and obligations under the contract, including but not limited to, all applicable licensing requirements.

5.04

NO OBLIGATIONS

This solicitation implies no obligation on the part of SMH until such solicitation is executed by a duly authorized official of SMH.

5.05

PROTECTION OF SLIDELL MEMORIAL HOSPITAL

Respondent shall indemnify, defend and hold harmless Slidell Memorial Hospital and its board members, executives, employees, agents, or servants from and against any and all actions, demands, losses, expenses, damages, penalties, fines, claims, and any other liability relating to, in connection with, or arising out of any injury, or alleged injury, to persons (including death), or damage or alleged damage to any property, equipment, or the natural environment, sustained or alleged to have been sustained to the extent caused by the negligent performance of the contractor of the services arising from this contract, and pay all damages, cost, and expenses, including reasonable attorney’s fees, in connection therewith or resulting therefrom, except to the extent and portion that such losses, damages, and claims are caused by the negligence, fault, or breach of this contract by Slidell Memorial Hospital or its board members, executives, employees, agents, or servants or its other contractors or invitees.

5.06

ASSIGNMENT

Due to the additional administrative burden placed on SMH, the respondent will not assign or otherwise transfer its rights under the contract, without the express written consent of SMH.

5.07

FORCE MEJEURE

A. Performance of this contract by both SMH and the respondent will be pursued with due diligence in all requirements hereof; however, neither SMH nor the respondent will be considered in default in the performance of its obligation under this contract to the extent that such performance is prevented or delayed by causes not within the control of either party and not foreseeable or, if foreseeable cannot be avoided by the exercise of reasonable care, including, but not limited to, act of civil or military authority (including but not limited to courts or administrative agencies); acts of God; war; riots; insurrection; inability to secure approval, validation or sale of bonds; inability to obtain any required permits, licenses or zoning; blockades; embargoes; sabotage; epidemics; fires; floods; strikes; lockouts; or collective bargaining. Upon any delay resulting from such cause, the time for performance of each party hereunder (including the payment of money if such event prevents payment) will be extended for a period necessary to overcome the effect of such delays.

B. In case of any delay or nonperformance caused by the above causes, the party affected will promptly notify the other in writing of the nature, cause, date of commencement and the anticipated extent of such delay, and will indicate in writing the extent, if any, to which it is anticipated.

5.08

NONWAIVER

Failure by either party to insist upon strict performance of any of the provisions of this contract will not release either party of any of its obligations under the contract.

5.09

OWNERSHIP OF DOCUMENTS

All bids and supporting materials (including all data, materials, and documentation originated and prepared for SMH pursuant to this RFB and including correspondence relating to this RFB) shall, upon delivery to SMH, become the property of SMH.

Attachment A

THE EXECUTION OF THE FOLLOWING AFFIDAVIT IS A

PREREQUISITE FOR CONSIDERATION OF ANY VENDOR’S BID

As a condition precedent to the award of any contract for this bid, there must be filed a sworn statement executed by, or on behalf of, any person, firm, or association, or corporation submitting a bid on any such contract to be awarded; said sworn statement shall certify that such person, firm, association or corporation submitting a bid has not, either directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with said contract. The sworn statement shall be in the form of an affidavit executed and sworn to by the respondent before a person who is authorized by the laws of his state to administer oaths. The original of such sworn statement shall be included in and made a part of the respondent’s bid. This sworn statement shall also include a provision to the effect that all legal formalities required for the proper execution of affidavits pursuant to state laws have been complied with. Thereafter, in any prosecution against any person, firm, association, or corporation for perjury committed in the submission of said affidavits, it shall not be a defense to such charge of perjury that said formalities were not in fact complied with.

NONCOLLUSION AFFIFDAVIT

STATE OF LOUISIANA

PARISH OF __________________________________________________________________________

BEFORE ME, the undersigned authority, personally came and appeared: _____________________________________, (Name of individual appearing), hereinafter “Affiant”, who after being by me duly sworn, deposed and said that Affiant is appearing in the following capacity:

FORMCHECKBOX

Individually, or as

FORMCHECKBOX

The duly authorized _______________________________________________________________________________of

(Title)

(Legal Name of Proposing Entity, i.e. Corp., LLC, etc.)

(Hereinafter Respondent), which party has submitted or will submit a bid to perform all work for project known as:

Radiation Therapy Equipment and Software for Patient Quality Management - Bid #25-08-01E, which Bid is to be submitted, or was received by St. Tammany Parish Hospital Service District No. 2 d/b/a Slidell Memorial Hospital on ______________, 2025, and said Affiant further said:

1) That Respondent employed no person, corporation, firm, association, or other organization, either directly or indirectly, to secure the public contract under which Proposed received payment, other than persons regularly employed by the Respondent whose services in connection with the project or in securing the public contract were in the regular course of their duties for Respondent; and

2) That no part of the contract price received by Respondent was paid or will be paid to any person, corporation, firm, association, or other organization for soliciting the contract, other than the payment of their normal compensation to persons regularly employed by the Respondent whose services in connection with the project were in the regular course of their duties for Respondent.

3) Said bid is genuine and Respondent has not colluded, conspired or agreed directly or indirectly with any other respondents to offer sham or collusive bid.

4) Said Respondent has not in any manner directly or indirectly agreed with any other person to fix the bid price of affiant or any other respondent, or to fix any overhead, profit or cost element of said price, or that of any other respondent, or to induce any other person to refrain from submitting a bid.

5) Said Respondent is not intended to secure an unfair advantage or benefit from the St. Tammany Parish Hospital Service District No. 2, d/b/a Slidell Memorial Hospital or in favor of any person interested in the proposed contract.

6) All statements contained in said Bid are true and correct.

7) Neither affiant nor any member of affiant’s company has divulged information regarding said Bid or any data relative thereto to any other person, firm or corporation.

(Print Legal Name of Entity, i.e. Corp., LLC, etc. if applicable)

By: _____________________________________________________________________________

Print Name & Title: ____________________________________________________________________

SWORN TO AND SUBSCRIBED BEFORE ME THIS ____ DAY OF _________________, 2025.

X_______________________________________

Print Name: ___________________________________________

NOTARY PUBLIC, COMMISSION NO. ________