S02. 36C26226Q0957_Solicitation.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* Linear Accelerator System Preventative Maintenance Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 85723

SOLICITATION NUMBER* 36C26226Q0957

RESPONSE DATE/TIME/ZONE 06-19-2026 17:00 PACIFIC TIME

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* J065

NAICS CODE* 811210

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

NCO 22 - Network Contracting

3601 S. 6th Avenue Tucson AZ 85723

POINT OF CONTACT*

Contracting Officer Daniel Kneizeh daniel.kneizeh@va.gov

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Long Beach VA Healthcare System-LBVAHCS

5901 E. 7th Street Long Beach CA

POSTAL CODE 90822

COUNTRY USA

ADDITIONAL INFORMATION

DESCRIPTION

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-06, effective 8/26/2025.

This solicitation is open to all business types.

The associated North American Industrial Classification System (NAICS) code for this procurement is 811210, with a small business size standard of $34M.

The FSC/PSC is J065.

The award will be made to the quote most advantageous to the Government and best meets the requirement described in the statement of work.

The Long Beach Veterans Affairs Healthcare System (LBVAHCS) is seeking to purchase Preventative Maintenance, Inspection, and Repair Services (Including Software) for Government-Owned Linear Accelerator System.

The Government intends to award a base year and four one-year option periods to the Original Equipment Manufacturer if there are no viable alternatives.

All interested companies shall provide quotations for the following:

PRICE/COST SCHEDULE – SERVICES

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 YR ____________

ARIA Radiation Oncology Preventative Maintenance Services in accordance with the Statement of work.

Contract Period: Base

1.00 YR _____________

ELCIPSE Preventative Maintenance Services in accordance with the Statement of work.

TRUEBEAM-HIT194062 Preventative Maintenance Services in https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-12#FAR_12_202 https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-12#FAR_12_202 https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-12#FAR_12_202

RGSC Preventative Maintenance Services in accordance with the

TRUEBEAM- H196609 Preventative Maintenance Services in

Service Level Agreement Preventative Maintenance Services in

Contract Period: Option Period One

Contract Period: Option Period Two

Contract Period: Option Period Three

Contract Period: Option Period Four

STATEMENT OF WORK

1. Contract Title: Preventative Maintenance, Inspection, and Repair Services (Including Software) for the Linear Accelerator System

2. Background: The Long Beach Veterans Affairs Healthcare System (LBVAHCS) needs

Preventative Maintenance, Inspection, and Repair (including software upgrades/updates) for the Linear Accelerator System used in radiation treatments of Patients.

3. Scope: The services to be provided by the Contractor under this agreement shall consist of furnishing all necessary parts, labor, transportation, system updates and upgrades, and services required to repair and maintain the Government-Owned Varian systems (hardware and software) listed below:

a. TrueBeam (EE# 140860; S/N: H194062) o PerfectPitch Couch Serial Number: HPR1594 o MLC 120 Serial Number: HMLA448 o MV Imager Serial Number: HXMD269 o KV Imager Serial Number: HXKD269 o RapidArc Delivery Serial Number: HRD5709 o TrueBeam Optical Imager Serial Number: HOID269

b. Clinac Trilogy (EE#: 100694; S/N: H294418) o MLC 80/120 Serial Number: H545158 o PV 1000 Serial Number: H812560 o OBI Serial Number: H082969 o CBCT Serial Number: H072969 o Treat Serial Number: H515126 o SRS / SRT Serial Number: H090501 o Rapid Arc Serial Number: HRD0286 o RPM Serial Number: H503536

c. VELOCITY GRID-Essentials: HVG2068

d. ARIA/Eclipse Essentials: HIT1875

e. TPS Eclipse Essentials: HIT1875

f. RGSC (Respiratory Gating System): HGS508Z

g. Service Level Service Agreement-Software Support

h. These Services also include Preventative Maintenance Services, Corrective Maintenance

Services, Software Updates, Software Upgrades, Operating Systems (OS) Upgrades, Firmware Patches, Telephone Technical Support, and Remote Technical Support.

4. Details of Work to Be Performed:

a. Telephone Clinical and Technical Support: Standard Hours: Monday through Friday, between 8:00am to 5:00pm, Pacific Time. Non-Standard Hours: Monday through Friday, 5:00pm-8:00am Pacific Time (PT) and all day Saturday and Sunday. The Contractor will provide technical telephone support to LBVAHCS regarding the operation of the Aria and Truebeam Systems.

5. Preventative Maintenance: Preventive maintenance inspections will be provided during the contract period. The scheduling of preventive maintenance inspections will be coordinated with the Program Point of Contact. Preventive maintenance inspections will be performed in a manner which clearly demonstrates that the equipment meets or exceeds all manufacturers’ technical performance specifications. Maintenance of all specified systems will include, but is not restricted to:

a. Cleaning of the equipment.

b. Reviewing operating system diagnostics to ensure the system is operating within its specifications.

c. Calibrating and lubricating the equipment.

d. Installing and maintaining all recommended updates.

e. Inspecting electrical wiring for wear and fraying.

f. It is the sole responsibility of the Contractor to perform all preventive maintenance inspections. The VA will not assume the responsibility of reminding the Contractor that a preventive maintenance inspection is due to be performed. If a PM is not performed within the month specified, the amount corresponding will be deducted from the Contractor’s payments. Preventive maintenance inspections will be performed on a weekday at a time set once the contract is awarded. The equipment user and Program Point of Contact must all agree to the recurring time set for preventive maintenance inspections. The Contractor must maintain an uptime guarantee of at least 97% on all equipment as specified by OEM service and safety guidelines withing the service agreement.

6. Remote diagnostics support during business hours for issues that cannot be resolved by telephone or email. This support must meet all VA Cyber-Security and PHI requirements and vetted/approved through the MOU/ISA between the VA and Contractor. This agreement can be requested through the Contracting Officer Representative.

7. Parts: The Contractor will supply, at its own expense, necessary factory-certified equipment manufactured parts, if replacement of the parts is required because of normal wear and tear, or outright failure or as otherwise deemed necessary by the Contractor.

8. Upgrades/Updates: Contractor shall provide all necessary software and hardware upgrades necessary for the continued operability of the Linear Accelerator System. This includes all mandatory and eligible upgrades. The Contractor will provide all necessary training associated with upgrades and updates. These upgrades will be scheduled during normal working hours defined in the Statement of Work and at no additional cost to the LBVAHCS.

9. Software Coverage: Software Releases. Access to generally released Software updates and patches for the Aria and Truebeam Systems and SmartConnect when available.

10. Labor: The Contractor will provide all labor associated with the repair of the equipment covered under the contract agreement. Inadequate or improper repairs performed by the Contractor will be correctly repaired at a time convenient to the VA at no additional expense to the VA. There will be no limitation to the number of labor hours provided within the stipulated timeframes of contract coverage.

11. Hours of Coverage: Normal hours of coverage will be Monday through Friday from 8:00am to 5:00pm (PT), excluding federal holidays. All services/repairs will be performed during stipulated hours of coverage unless requested or approved by Biomedical Engineering.

12. Response Times: The Contractor will acknowledge requests by telephone for service within thirty (30) minutes. The Contractor will be on site within four (4) hours of telephone acknowledgement of service request.

a. The Contractor will always contact the Biomedical Engineering Section, (562) 826-5977 before and after arrival at the site.

In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following National holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays”:

13. Federal Holidays observed are:

HOLIDAY DATE

New Year’s Day January 1

Martin Luther King’s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth Independence Day June 19

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day November 26

Christmas Day December 25

14. On-Site Reporting Procedures:

a. The Contractor must report to the Biomedical Engineering Department (Building 5, Room 138) to sign the visitor logbook. In addition to signing-in, the Contractor personnel shall wear their VA issued badge and identify him/herself to the Using Service before proceeding to the job site.

b. For services to be performed outside normal working hours, the Contractor must obtain approval from the Biomedical Engineering’s Program Point of Contact prior to performing any after-hours’ work. If the afterhours request is approved, the Contractor must report to the Biomedical Engineering Department (Building 5, Room 138) to sign the visitor logbook and pick up a visitor badge. In addition to signing-in, the Contractor personnel shall identify him/herself to the Using Service before proceeding to the job site.

c. Prior to leaving the facility, the Contractor shall communicate status of equipment to the Using Service and sign out of the logbook in the Biomedical Engineering Department.

15. Documentation Instructions:

a. For Preventive Maintenance, the Contractor will provide a PM checklist to LBVAHCS Biomedical Engineering, listing each action taken to complete the maintenance.

b. Contractor will provide individual results which describe services performed (in sufficient detail to be acceptable to the field inspectors of The Joint Commission). The following information must be provided in each report:

i. Date of service

ii. Summary of problem and action taken

iii. Parts replaced

iv. Labor hours

v. Travel time

vi. Equipment serviced (description, Equipment ID #, serial number, etc.)

vii. Purchase order number

c. Note One: To ensure proper equipment history documentation, the Contractor will forward all preventive maintenance records within 5 working days of completion to Biomedical Engineering.

d. Note Two: This report must be approved and signed by Biomedical Engineering personnel or their representative. The service report must be provided to Biomedical Engineering within 5 business days of service provided. A copy of each report will be left with Biomedical Engineering. If Biomedical Engineering is not available to receive the service report (outside normal working hours), the service report will be left with the supervising official of the equipment that was serviced; the supervising official will forward the service report to Biomedical Engineering (138M) the next working day.

16. Contractor Submittals: Within fifteen calendar days after the contract award date, the

Contractor shall furnish two copies of its Preventative Maintenance Procedures which, shall be used during the Preventative Maintenance Service of this contract.

17. Contractor Qualifications: The Contractor shall be engaged full-time in the service and support of the equipment listed in the Statement of Work.

a. The Contractor shall have access to complete service manuals

b. The Contractor shall have access to software diagnostic keys

c. The Contractor shall, without exception, provide all hand tools, diagnostic test equipment, ladders, and anything else necessary to perform the work.

18. Contractor Badging:

a. Compliance with VA Handbook 0735 – HSPD-12 Program VA Handbook 0735 - HSPD-12 Program VA Handbook 0735 - HSPD-12 Program. To comply with Department of Veterans Affairs (VA) Handbook 0735, Homeland Security Presidential Directive 12 (HSPD-12) requirements, the Prime Contractor shall coordinate with the Program Point of Contact regarding all site visits to LBVAHCS. Badges are mandatory for all Contractors entering the facility.

b. The Contractor is responsible for ensuring that all required information and documentation are submitted to the Program Point of Contact with sufficient lead time, 30 days, to allow for proper processing of badge requests. No contractor or subcontractor may begin work onsite without an approved badge, except under emergency conditions as outlined below.

c. Processing Time

i. Badge issuance may take up to 30 calendar days due to required background checks. The Contractor must begin coordination with the Program Point of Contact immediately upon contract award to avoid repair, service, or project delays.

d. Onsite Visits for Badging: Contractor personnel should anticipate at least two separate onsite visits:

i. One visit for fingerprinting.

ii. One visit to pick up the issued badge.

e. Mandatory Training

i. All contractors and subcontractors must complete mandatory training assigned through the VA’s electronic Training Management System (TMS) before badges are issued. This training typically requires approximately two (2) hours to complete. Badge issuance and retention are contingent upon successful completion of this training. Information is to be provided by assigned VA Biomedical Equipment Technician working with the Contractor for services.

f. Emergency Repairs Exception

i. In cases where an emergency repair or service is required and the Contractor or subcontractor has not yet been issued a permanent VA badge, a temporary day badge may be issued by VA Police, Bldg. 5, for that emergency only. The Contractor must still ensure that permanent badging is pursued without delay following the emergency event.

19. Period of Performance: Base year and four, one-year options.

20. Government Points of Contact:

a. Program Point of Contacts:

NAME PHONE NUMBER EMAIL

TBD TBD TBD

NAME PHONE NUMBER EMAIL

TBD TBD TBD

The contract period of performance will be for one base year and four one-year option periods.

FOB: Destination

Place of Performance/Place of Delivery

Address: Long Beach Veterans Affairs Healthcare System -

[LBVAHCS]

5901 E. 7th Street Long Beach, CA 90822

Country: UNITED STATES

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far.

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications-Commercial Products and Commercial Services.” If paragraph (j) of the provision is applicable, a written submission is required.

The following solicitation provisions and clause apply to this acquisition:

• FAR 52.212-1 Instructions to Offerors–Commercial Products and Commercial Services (SEE

ATTACHMENT ONE)

• FAR 52.212-2 Evaluation-Commercial Products and Commercial Services (SEE

ATTACHMENT TWO)

• FAR 52.203-11 Certification And Disclosure Regarding Payments To Influence Certain Federal Transactions (SEP 2024)

• FAR 52.203-18 Prohibition On Contracting With Entities That Require Certain Internal Confidentiality Agreements Or Statements—Representation (JAN 2017)

• FAR 52.204-7 System For Award Management—Registration (Deviation) (NOV 2025)

• FAR 52.209-7 Information Regarding Responsibility Matters (OCT 2018)

• FAR 52.229-11 Tax On Certain Foreign Procurements—Notice And Representation (JUN 2020)

• FAR 52.233-2 Service Of Protest (SEP 2006)

• FAR 52.252-5 Authorized Deviations In Provisions (NOV 2020)

• FAR 52.240-90 Security Prohibitions And Exclusions Representations And Certifications (Deviation) (NOV 2025)

• VAAR 852.215-72 Notice Of Intent To Re-Solicit (OCT 2019)

• VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (OCT 2018)

• VAAR 852.233-71 Alternate Protest Procedure (OCT 2018) • VAAR 852.233-71 Alternate

Protest Procedure Note (MAY 2010) The following contract clauses apply to this acquisition:

• FAR 52.212-4 Contract Terms and Conditions–Commercial Products and Commercial Services

(NOV 2023)

• ADDENDUM to FAR 52.212-4, “Contract Terms and Conditions-Commercial Products and Commercial Services” applies to and is included with this acquisition.

• FAR 52.203-6 Restrictions On Subcontractor Sales To The Government Alternate I (Nov 2021)

(JUN 2020)

• FAR 52.203-13 Contractor Code Of Business Ethics And Conduct (NOV 2021)

• FAR 52.203-17 Contractor Employee Whistleblower Rights (NOV 2023)

• FAR 52.203-19 Prohibition On Requiring Certain Internal Confidentiality Agreements Or Statements (JAN 2017)

• FAR 52.204-9 Personal Identity Verification Of Contractor Personnel (JAN 2011)

• FAR 52.204-13 System For Award Management—Maintenance (Deviation) (NOV 2025) https://www.sam.gov/portal https://www.sam.gov/portal

• FAR 52.209-6 Protecting The Government's Interest When Subcontracting With Contractors Debarred, Suspended, Proposed For Debarment, Or Voluntarily Excluded (JAN 2025)

• FAR 52.209-9 Updates Of Publicly Available Information Regarding Responsibility Matters

(OCT 2018)

• FAR 52.209-10 Prohibition On Contracting With Inverted Domestic Corporations (NOV 2015)

• FAR 52.217-8 Option To Extend Services (NOV 1999)

• FAR 52.217-9 Option To Extend The Term Of The Contract (MAR 2000)

• FAR 52.219-8 Utilization Of Small Business Concerns (Deviation) (NOV 2025)

• FAR 52.219-14 Limitations On Subcontracting (Deviation) (NOV 2025)

• FAR 52.222-3 Convict Labor (Deviation) (NOV 2025)

• FAR 52.222-35 Equal Opportunity For Veterans (Deviation) (NOV 2025)

• FAR 52.222-36 Equal Opportunity For Workers With Disabilities (Deviation) (NOV 2025)

• FAR 52.222-37 Employment Reports On Veterans (Deviation) (NOV 2025)

• FAR 52.222-40 Notification Of Employee Rights Under The National Labor Relations Act (Deviation) (NOV 2025)

• FAR 52.222-41 Service Contract Labor Standards (Deviation) (NOV 2025)

• FAR 52.222-42 Statement Of Equivalent Rates For Federal Hires (MAY 2014)

• FAR 52.222-50 Combating Trafficking In Persons (Deviation) (NOV 2025)

• FAR 52.222-54 Employment Eligibility Verification (Deviation) (NOV 2025)

• FAR 52.222-62 Paid Sick Leave Under Executive Order 13706 (Deviation) (NOV 2025)

• FAR 52.222-90 Addressing DEI Discrimination By Federal Contractors (Deviation) (APR 2026)

• FAR 52.226-8 Encouraging Contractor Policies To Ban Text Messaging While Driving (MAY 2024)

• FAR 52.232-33 Payment By Electronic Funds Transfer—System For Award Management (OCT 2018)

• FAR 52.232-40 Providing Accelerated Payments To Small Business Subcontractors (MAR 2023)

• FAR 52.233-3 Protest After Award (AUG 1996)

• FAR 52.233-4 Applicable Law For Breach Of Contract Claim (OCT 2004)

• FAR 52.240-91 Security Prohibitions And Exclusions (Deviation) (NOV 2025)

• FAR 52.244-6 Subcontracts For Commercial Products And Commercial Services (Deviation)

(APR 2026)

• FAR 52.252-6 Authorized Deviations In Clauses (NOV 2020)

• Mandatory Written Disclosures

• VAAR 852.201-70 Contracting Officer's Representative (DEC 2022)

• VAAR 852.203-70 Commercial Advertising (MAY 2018)

• VAAR 852.204-70 Personal Identity Verification Of Contractor Personnel (Deviation) (MAR 2026)

• VAAR 852.222-71 Compliance With Executive Order 13899 (Deviation) (Apr 2025) (APR 2025)

• VAAR 852.228-71 Indemnification And Insurance (MAR 2018)

• VAAR 852.232-72 Electronic Submission Of Payment Requests (NOV 2018) *

• VAAR 852.237-74 Non-Discrimination In Service Delivery (OCT 2019)

• VAAR 852.242-71 Administrative Contracting Officer (OCT 2020)

* This is accomplished through the Tungsten Network located at: http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

This will be a Firm Fixed-Priced Contract.

The award will be made to the quote most advantageous to the Government and best meets the requirement described in the Statement of Work.

Responses should contain your best terms and conditions.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Basis of Award. This procurement is being conducted pursuant to FAR Part 12 and FAR Part 9.104- 1/9.104-2 procedures. The Government intends to award a contract resulting from this solicitation to the responsible offeror whose quote, conforming to the solicitation, quotes the lowest price, whose quoted price does not exceed the amount of funding available for the procurement, and whose quoted price is found to be reasonable. Price alone is the sole evaluation factor. In addition to the general standards of responsibility found at FAR § 9.104-1, in accordance with FAR § 9.104-2, the special standards of responsibility described below apply to this procurement. Offerors who fail to meet any special standard of responsibility will not be eligible to receive contract award.

The following are the decision factors: Price alone with Special Standards.

Price: The Government will evaluate offers for award purposes on the total cost to determine that cost is fair and reasonable. The Government anticipates adequate price competition and intends to award without discussions with respective Offerors. However, the Government reserves the right to conduct discussions if deemed in its best interest.

Special Standards of Responsibility: The following special standards of responsibility apply to this procurement:

(Provide Certifications, Relevant Experience and Qualification Statements) SP1: Current Certifications by the Original Equipment Manufacturer (OEM) to perform

Preventative Maintenance, Inspection, and Repair Services and the ability to utilize OEM parts, no substitutes will be accepted.

a. Certifications

b. Access to OEM Parts (Non-OEM parts are not acceptable)

SP2: Current Certifications by the Original Equipment Manufacturer (OEM) to perform Software/Firmware updates on the Linear Accelerator System.

a. Certifications

b. Ability to perform Software/Firmware updates on the Linear Accelerator System.

Submission of your response shall be received not later than 5:00 PM PT, June 19, 2026, via email only to daniel.kneizeh@va.gov. Subject line shall include “RESPONSE TO RFQ 36C26226Q0957” for consideration. RFQ response must be in PDF format; it is the Offerors’ responsibility to ensure that the quote/offer is received on time.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the

Point of Contact listed below.

Daniel Kneizeh, Contracting Officer, Email: daniel.kneizeh@va.gov.

ATTACHMENTS

Attachment One: FAR 52.212-1 Instructions to Offerors Attachment Two: FAR 52.212-2 Evaluation Attachment Three: Statement of Work Attachment Four: Solicitation Schedule