RFQ AFRRI LINAC.pdf

Request for Quote

Clinical Linear Accelerator

Solicitation Number: HU000125Q0028 Solicitation Issue Date: 15 July 2025

Questions Date/Time 21 July 2025 2:00PM EDST Site visit: 29 July 2025 at 1:00PM EDST (Tentative) Response Date/Time: 14 August 2025 2:00PM EDST

PSC: 6640 - Laboratory Equipment and Supplies

Contact Points: Shea Foster, Contract Specialist Email: shea.foster@usuhs.edu

Christopher White, Contracting Officer Email: christopher.white@usuhs.edu

Contracting Office: Uniformed Services University of the Health Sciences (USU)

Acquisitions Directorate 4301 Jones Bridge Road, Bethesda, MD 20814

This is Request for Quotes (RFQ) commercial supplies in accordance with (IAW) FAR part 12 and FAR part 13, as supplemented with additional information included in this notice. This announcement constitutes the only RFQ.

This requirement is full and open competition. The North American Industry Classification System Code (NAICS) for this requirement is 334517, Irradiation Apparatus Manufacturing. Size standard: 1,200 employees.

This RFQ incorporates the provisions and clauses in effect in Federal Acquisition Circular 2025-03 dated 17 Jan 2025 and Defense Federal Acquisition Regulation Supplement dated 17 Jan 2025.

Refer to the FAR and DFARS for this information at www.acquisition.gov.

Requirement Description

The Uniformed Services University of the Health Sciences (USUHS), Armed Forces Radiobiology Research Institute (AFRRI) has a requirement to replace their clinical linear accelerator (LINAC).

AFRRI uses the LINAC for various research purposes related to the effects of ionizing radiation.

The site location of the current LINAC will also be the location for the new LINAC. The site is slated to undergo demolition and construction activities by the Government related to HVAC replacement estimated to begin 1 March 2026.

This is a Request for Quote for the following:

about:blank mailto:shea.foster@usuhs.edu about:blank about:blank http://www.acquisition.gov/

CLIN 0001: Linear Accelerator

The vendor will provide delivery, installation, commissioning, onsite training, and warranty for a new LINAC and removal and disposal of the current linear accelerator in accordance with Attachment 2: LINAC Requirements and Specifications.

Delivery: F.O.B Destination to 4301 Jones Bridge Road, Bethesda, MD 20814

General Information

Notice of Site Visit:

USUHS anticipates a site visit on 29 July 2025 at 1:00PM EDST for the purposes of briefing requirements, touring the site location for installation and answering questions regarding this solicitation. This site visit will be held at the Armed Forces Radiobiology Research Institute, 4301 Jones Bridge Rd, Bethesda, MD 20814. Interested parties may bring up to 5 individuals.

Parking is available in Bldg 32, the large deck across from AFRRI. A map of NSAB is available under Attachment 3: NSAB Map.

Access to Naval Support Activity Bethesda (NSAB) is required and all quoters must register with NSAB to attend this site visit.

1. Base Access Requirements:

To gain access to the AFRRI facilities or any other military installation, all vendor personnel must complete and submit a SECNAV 5512 form prior to the site visit. This form is a required document for obtaining base access and ensuring compliance with Department of Navy security protocols.

Registration can be accomplished through the website:

https://ndw.cnic.navy.mil/BethesdaVCC/

● Form Submission Deadline: Completed SECNAV 5512 forms must be submitted to (Insert AFRRI Sponsor) at least 3 business days prior to the scheduled site visit to allow sufficient time for processing.

● Form Accuracy: It is the responsibility of the vendor to ensure that all information provided on the SECNAV 5512 form is accurate and complete. Inaccurate or incomplete submissions may result in delays or denial of base access.

● Personal Identification: Vendor personnel will be required to present valid photo identification when submitting the SECNAV 5512 form for processing. Acceptable forms of ID include [list acceptable IDs, e.g., driver’s license, passport, military ID, etc.].

2. SECNAV 5512 Form Processing:

● Approval Process: The SECNAV 5512 form will be reviewed by base security personnel, and approval is required before base access is granted. The Government will notify the vendor once access has been approved.

● Access Denial: In the event that base access is denied due to security concerns or failure to submit the required documentation, the vendor will not be permitted to attend the site visit.

https://ndw.cnic.navy.mil/BethesdaVCC/

3. Changes to Access:

If there are any changes in the personnel attending the site visit, the vendor must submit updated SECNAV 5512 forms for each individual requiring access, and follow the same submission and approval process outlined above.

4. Violations:

Failure to submit the SECNAV 5512 form, or submission of inaccurate or incomplete information, may result in denial of access to the AFRRI facilities, delays in the procurement process, or disqualification from participation in the bidding process.

5. Access to AFRRI:

Vendor access to the AFRRI (Armed Forces Radiobiology Research Institute) facilities during the site visit will be granted only under specific conditions outlined in this section. All vendors must adhere to the following protocols to ensure compliance with security requirements:

● Escort Requirement: Vendors will be escorted by a Government employee at all times while in AFRRI. Contractor escorts are not authorized under any circumstances.

● Identification: All vendor personnel must present valid Gov identification at the time of entry. Additionally, vendor personnel must sign in and out of the site visit to ensure proper documentation of access.

6. Photography and Documentation:

All photography, video recording, or any form of image capture during the site visit is strictly prohibited unless explicitly approved by USU Security. Any photographs or videos captured during the site visit must be:

● Compliance with Security Protocols: All photography must align with AFRRI's security guidelines. Unauthorized photography or video recording will result in immediate expulsion from the site and potential disqualification from further participation in the procurement process.

7. Confidentiality and Security:

● Non-Disclosure Agreement (NDA): Vendors may be required to sign a Non-Disclosure Agreement (NDA) before access to AFRRI is granted, ensuring that all sensitive and controlled unclassified information (CUI) encountered during the visit remains confidential.

● Personal Belongings: All personal belongings (e.g., bags, electronic devices, etc.) must be stored in designated areas and may not be brought into AFRRI facilities without prior approval.

● Compliance with Site Security Measures: Vendors are required to follow all security protocols and instructions provided by the Government security personnel, including but not limited to security screening, ID checks, and other necessary precautions.

8. Violations:

Failure to adhere to any of the above requirements may result in:

● Immediate termination of the site visit.

● Potential disqualification from the bidding process or suspension from future consideration.

● Legal actions in accordance with applicable laws and regulations.

USU site visit point of contact is Mr. Andrew Cook at Andrew.Cook@usuhs.edu with cc: to Ms.

Shea Foster at Shea.Foster@usuhs.edu. Names of attendees must be provided to the USU POC in advance.

The site visit will begin promptly at 1000 EDST. All interested attendees must arrive at least 15 minutes prior to be processed in the AFRRI front lobby (accessible by the public who have NSAB access). Sign in with the guard staff. Government issued ID is required. During the site visit, everyone will be escorted at all times by AFRRI staff.

Quoters are urged to inspect the site to assess considerations for delivery, installation, commissioning, training, and warranty for a LINAC and disposal of the current LINAC system and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. The site location of the current LINAC will also be the location for the new LINAC. The site is slated to undergo government demolition and construction activities related to HVAC replacement estimated to begin 1 March 2026. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

Information provided at this site visit shall not qualify the terms and conditions of the solicitation and specifications. Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing. If an amendment is issued, normal procedures relating to the acknowledgment and receipt of solicitation amendments shall apply.

USUHS will provide a record of the site visit and to all prospective quoters via posting at www.SAM.gov. The record will include questions (on a non-attribution basis) and answers.

Basis of Award – Trade Offs/Best Value

The Government will award a purchase order resulting from this solicitation to the responsible vendor whose quote, conforming to the solicitation, will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotes:

(i) Technical: The vendor must provide sufficient technical information for USU to evaluate the following:

Technical Solution: The degree to which the quoted LINAC meets or exceeds Attachment 2:

LINAC Requirements and Specifications.

Warranty, if any: Length, comprehensiveness and terms and conditions of the warranty. A longer warranty with the initial purchase is preferable to a shorter warranty with a follow-on preventative maintenance contract.

mailto:Andrew.Cook@usuhs.edu

Software support: For any required LINAC software, the software support and length of the support provided by the vendor, access and permissions required, recurring software costs beyond initial purchase, and what would be USUHS responsibilities, if any.

Infrastructure Modifications: Any equipment or infrastructure modifications required to support the installation and commissioning of the new LINAC. This includes, but is not limited to, electrical, mechanical, shielding, cooling, or structural modifications necessary to ensure proper functionality and compliance with applicable codes and safety standards.

Schedule Plan: Assuming an award on or before 1 Sep 2025, the optimal date to complete delivery, installation, commissioning, onsite training, and disposal is prior to 1 March 2026 when government demolition and construction activities to the site are slated to begin.

(ii) Past Performance: The Government will evaluate the vendor’s past performance history using vendor past performance submissions and Government contract data bases.

(iii) Price: The Government will evaluate the vendor’s proposed price for reasonableness.

(b) Evaluation Approach

The Government intends to award a purchase order to the vendor that provides the best value to the government. This may result in an award to a vendor other than the one with the lowest price. A trade-off analysis will be performed to determine the best value. The perceived benefits of a higher-priced quote must merit the additional cost.

Past Performance Evaluation:

Vendors should provide at least two (2), but no more than four (4) previous Federal contracts for the same or similar requirement within the past five (5) years. The Government will assess the quality and relevance of this past performance.

Questions

Quoters shall submit all questions about this RFQ in writing to the Contracting Officer and the Contract Specialist no later than the date and time specified above. All responses to the questions shall be in writing, without identification of the questioner, and will be included in any potential amendment to the RFQ. The Government will provide copies of any amendments to the RFQ to interested parties. The contractor is required to acknowledge receipt of all RFQ amendments.

Quote Submission

Quoters shall submit their quotes via email to the Contracting Officer and the Contract Specialist no later than the date and time specified above. FAX quotations will not be accepted. Responses received after the response date and time will not be considered.

Cancellation

The Government reserves the right to cancel this solicitation, either before or after the closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse a quoter for any costs.

System for Award Management (SAM)

In order to be eligible for an award, vendors must be registered and active in SAM.gov.

Security

Due to the nature and location of the work being conducted, in order to be eligible for an award the vendor must possess a facility clearance prior to contract award.

Additionally, the contractor will be required to provide a copy of each employee’s current security investigation upon request.

Any award is subject to review by the University Security Directorate for a final assessment of the applicable clearance requirements.

Instructions to Quoters

Technical Requirements

1. Quoters must provide a detailed narrative overview of the product provided and technical solutions to augment their quote.

2. Quote submissions must include the following information:

a. Company’s full name and address

b. CAGE, Unique Entity Identifier (UEI), and Tax Identification Number

c. Name, title, phone number, and email of the person authorized to sign contracts for the company.

d. Linear accelerator specifications

e. Warranty Documentation

f. Details on required software, type and length of support for the software and any required access, permissions, recurring costs beyond initial purchase, and USUHS responsibilities.

g. Provide a detailed list of equipment and description of any infrastructure modifications required to support the installation and commissioning of the new LINAC. This includes, but is not limited to, electrical, mechanical, shielding, cooling, or structural modifications (and all associated costs and impacts on schedule) necessary to ensure proper functionality and compliance with applicable codes and safety standards.

h. Plan for delivery, installation, commissioning, disposal, and training schedule

Past Performance

1. Quoters should provide at least two but no more than four contracts for the same or similar requirement within the last five years.

2. Quote submissions must include the following information:

a. Name of Contracting Organization

b. Contract Number (for subcontracts, provide the prime contract number and the subcontract number)

c. Contract type

d. Total contract value

e. Description of requirement

f. Contracting officer’s name and contact information

g. Program manager’s name and contact information

Price Quote

1. The quote should provide prices and solutions to meet all the requirements and specifications in the attached requirements and specifications document. The quoter may add lines to their quote if needed to account for additional items or for items that are separately priced.

2. The quoter must provide a price for each item listed and provide a total delivered price, to include the shipping costs if applicable.

3. If an item is not separately priced, quoters may enter NSP (not separately priced) or $0.00 in the price column. For example, if shipping is included in the price, enter NSP or $0.00 in the price column.

4. Quote prices shall be valid for a minimum of 60 days.

Provisions and Clauses

This RFQ is subject to the FAR provisions and the Defense Federal Acquisition Regulations (DFARS) provisions and clauses listed in Attachment 1.

List of Attachments

Attachment 1: Provisions and Clauses Attachment 2: LINAC Requirements and Specifications Attachment 3: NSAB Map