SPEC NOTICE SSJ - Redact_Redacted.pdf
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- Solicitation number
- 36C25025Q0555
About this file
This document is a Single Source Justification (SSJ) for a Simplified Acquisition Procedure (SAP) by the Department of Veterans Affairs' Richard L. Roudebush VA Medical Center in Indianapolis, Indiana. The justification is for renewing Radformation Software subscriptions for Radiation Oncology services, specifically for software licenses supporting cancer treatment planning. The required software includes AutoContour, ChartCheck, ClearCheck, ClearCalc, and EZFluence, each with a custom/annual subscription from 06/01/2025 to 05/31/2026 for two LINACS (linear accelerators).
The VA conducted market research using DSBS and VetCert platforms and found no suitable alternative vendors. RadFormation, Inc. is identified as the original equipment manufacturer (OEM) with proprietary software that uniquely increases treatment plan quality, safety, and efficiency. The contracting officer intends to sole source award to RadFormation as a large business in the open market, with the purchase deemed fair and reasonable. The solicitation number is 36C25025Q0555, and the acquisition is valued under the Simplified Acquisition Threshold of $250,000, with a planned contract effective date of 11/15/2024.
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VHAPG Part 813.106 Simplified Acquisition Procedures: Soliciting from a Single Source Attachment 1: Single Source Justification for SAP under the SAT
Revision: 01 Effective Date: 11/15/2024 Page 1 of 2 Acquisition ID#: 583-25-3-135-0019
DEPARTMENT OF VETERANS AFFAIRS
Justification for Single Source Awards IAW FAR 13.106-1 For
Over Micro-Purchase Threshold but Not Exceeding the SAT ($250K)
Acquisition Plan Action ID: 36C250-25-AP-3590
1. Contracting Activity: Department of Veterans Affairs, NCO10, Richard L. Roudebush VA Medical
Center, Indianapolis IN, submitted 2237 #583-25-3-020-0027 for a Radformation Software Subscription Renewal.
2. Brief Description of Supplies/ Services required and the intended use/Estimated Amount: This request is for Radiation Oncology Service for renewal of brand name software licenses to support the treatment of Veteran patients with cancer diagnoses. These products will aid in reducing the time it takes to complete a treatment plan while also easing the resource strain associated with treatment planning. RadFormation ClearCheck radiation treatment plan quality assurance is a report generator that increases efficiency in the radiation oncology workflow. Checks treatment plans for reasonableness and self-consistency, as well as providing an independent dose calculation for the treatment plans for radiation oncology.
Necessary supplies are:
AutoContour Radiotherapy Automated Contouring Software Custom Subscription: 06/01/2025 –
05/31/2026 (Quantity of 2 LINACS Each) ChartCheck Radiotherapy Treatment Evaluation Software Annual Subscription: 06/01/2025 –
05/31/2026 (Quantity of 2 LINACS Each) ClearCheck Radiotherapy Treatment Plan Evaluation Software Annual Subscription: 06/01/2025
– 05/31/2026 (Quantity of 2 LINACS Each) ClearCalc Secondary Calculation Software Annual Subscription: 06/01/2025 – 05/31/2026
(Quantity of 2 LINACS Each) EZFluence Radiotherapy Automated 3D Planning Software Custom Subscription: 06/01/2025 –
05/31/2026 (Quantity of 2 LINACS Each)
3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: ClearCheck Radiotherapy software is in current use by the radiology departmen with an approved FITARA (ARM # 177347). RADformation offers unique software services specific to Radiation Oncology treatment planning that are not yet available through other vendors. The software increases the plan quality, safety, and efficiency by streamlining the workflow between contouring, planning, checking and implementing treatment plans. RadFormation, Inc.
(OEM) is the only vendor capable of providing the intellectual property to maintain and provide necessary license, services, and ability to complete necessary treatment plans to meet the Radiation
VHAPG Part 813.106 Simplified Acquisition Procedures: Soliciting from a Single Source Attachment 1: Single Source Justification for SAP under the SAT
Revision: 01 Effective Date: 11/15/2024 Page 2 of 2 Acquisition ID#: 583-25-3-135-0019
Oncology Dept. requirements. OEM software is proprietary. Substituting software other than that specifically prescribed is detrimental to the treatment of the Veteran patient.
4. Description of market research conducted and results or statement why it was not conducted:
DSBS queried using NAICS 513210 and keywords “Radformation Software” for SD/VOSB’s with 0 vendors found. VetCert query by same NAICS with 285 results. Requested items were not found on any contract vehicles. OEM confirmed these products are proprietary and there are no authorized resellers/distributors. Sole Source letter provided. The VA Rule of Two nor SBA Rule of Two could not be satisfied. Product is not on the NMR Class Waiver List. No solicitation will be made. CO Intend to Sole Source award to the OEM, large business, open market. Price is fair and reasonable
5. Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.
Name Date Title
DWIGHT
PETSCHE
Digitally signed by DWIGHT
PETSCHE
Date: 2025.05.07 14:45:32 -04'00'
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