Special Notice 36C25626Q0975 Service Plan Software Maint MOSAIQ.pdf

Special Notice

*= Required Field Special Notice

SUBJECT* Service Plan Agreement for Software Maintenance and Support for the MOSAIQ Record & Verify system Radiation Oncology Service Line Overton Brooks VAMC Shreveport LA

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25626Q0975

RESPONSE DATE/TIME/ZONE 07-20-2026 16:00 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 9 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* J075

NAICS CODE* 541511

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

POINT OF CONTACT*

Contracting Officer Jeneice Matthews jeneice.matthews@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS jeneice.matthews@va.gov

EMAIL DESCRIPTION Special Notice 36C25626Q0975

DESCRIPTION

Notice of Intent to Sole Source

The Department of Veteran Affairs (VA), Network Contracting Office 16 located in Houston, Texas 77056 in support of the Overton Brooks VA Medical Center in Shreveport, LA intends to negotiate a sole source Firm-Fixed Price contract as a single award for procurement titled:

Service Plan Agreement for Software Maintenance and Support of the MOSAIQ Record & Verify system at the Overton Brooks VA Medical Center, Radiation Oncology Service Line located at 510 E. Stoner Ave, Shreveport, Louisiana 71101 with ELEKTA INC. This is for a base period of twelve (12) months, with four (4) additional, 12 month option periods to be exercised at the discretion of the government; and, in accordance with 41 U.S.C. §3304(a)(1) as implemented by FAR 6.302-1 only one responsible source and no other supplies or services will satisfy agency requirements. See attached document and Draft Scope of Work.

This is not a request for competitive offers and no solicitation is available. Market research has determined that the supply/service is highly specialized, only available from the original source without an unacceptable delay or duplication of cost and no other type of items will satisfy agency requirements. The government intends to award the contract with an anticipated date of 1 October 2026 to ELEKTA INC. 400 Perimeter Center Terrace, Ste 50., Atlanta, GA 30346 UEI: KASJPKCN5BM8. The intended procurement will be classified under North America Industry Classification System (NAICS) 541511 Custom Computer Programming Services with a small business size standard of $34.0 million.

THIS NOTICE OF INTENT IS NOT A SOLICITATION OR REQUEST FOR COMPETITIVE

QUOTES. However, interested parties may identify their interest and capability to respond to this requirement no later than the date/time indicated below. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the government. Information received will normally be considered solely for determining whether to conduct a competitive procurement. The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent.

Only written responses will be considered. All responses from responsible sources will be considered. As a result of analyzing responses to this notice of intent, the Government shall determine if a solicitation will be issued. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for award.

Interested parties are encouraged to furnish information by email only with “RESPONSE TO NOTICE OF INTENT TO SOLE SOURCE 36C25626Q0975” in the subject line. All documents submitted will not be returned. Responses to this notice must be supported with clear and substantial evidence to basically be able to provide the services outlined in this notice (see attachment) and sent via email to Jeneice Matthews, jeneice.matthews@va.gov NO LATER THAN July 20, 2026 at 4:00PM Central Standard Time.

Statement of Work (SOW) for Elekta Mosaiq Record & Verify Application Services

1. General Overview The contractor shall provide full coverage for the MOSAIQ Record & Verify system in Radiation Oncology, base year and four option years. This agreement shall include full remedial maintenance and technical support, software upgrades and updates. The vendor shall maintain VHA approved VPN connectivity to facilitate remote troubleshooting, repairs, and upgrades.

2. Definitions and Acronyms

a. VPN = Virtual Private Network

b. LINAC = Linear Accelerator

c. IMRT = Intensity-Modulated Radiation Therapy

d. MLC = Multileaf Collimator

e. COR = Contracting Officer’s Representative

3. Place of Performance Remedial maintenance, technical support, software and license updates, and upgrades will be done remotely via VPN, chat messaging such as TEAMS, or telephone.

4. Period of Performance and Schedule

a. Tentative Contract period of performance dates:

i. Base Period: 10/1/26 – 9/30/27

ii. Option Period I: 10/1/27 – 9/30/28

iii. Option Period II: 10/1/28 – 9/30/29

iv. Option Period III: 10/1/29 – 9/30/30

v. Option Period IV: 10/1/30 – 9/30/31

b. Support and services are to be performed during business hours, Monday through Friday excluding Federal Holidays.

5. Products List

a. Connectivity to DICOM Virtual Sim

b. Connectivity to Linac

c. Connectivity to MLC/IMRT

d. ESI: Interfaces

e. IQ Server Software

f. MOSAIQ Application

g. MOSAIQ Procedure Management

h. MOSAIQ RO

i. MOSAIQ Resource Scheduling

j. SYNERGISTIQ

6. Contractor Requirements

DRAFT

a. - Management Service Reviews

b. - Hardware and software safety releases

c. - Software updates/upgrades

d. - Technical & Application Support (phone/email)

e. - Technical information Supply

f. - Remote Services technical & application Online Support

g. - Remote Services Alerts and Notifications

h. - Data Dictionary

i. - Practice Database Refresh

j. - Test Server Maintenance

k. - Elekta Care Community

7. Reporting Requirements

a. During performance of the contract, service reports are to be provided to COR.

b. Electronic copies may be emailed to delegated VA COR

c. Details of service should include the date of action, cause or concern for action, which system was affected, the resolution of the issue, and contact information for the person performing the service.

8. Applicable Documents

a. In the performance of the tasks associated with this contract, the Contractor shall comply with the following requirements.

i. Identify all applicable documents, regulations, industry standards, VA requirements, etc. If the regulation/standard/statute is not readily available for all potential offerors, provide a copy of it so it can be included in the solicitation and contract.

9. General Requirements

a. It shall be understood that, throughout performance of the contract, the Contractor’s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property.

b. Among all other requirements, the VA Health Care System and its property is now entirely smoke-free.

10. Limitations on Subcontracting

a. By submission of an offer and execution of a contract, the Offeror/Contractor agrees in performance of the contract, in the case of a contract for Services, it will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count toward the 50 percent subcontract amount that cannot be exceeded.

b. An independent contractor shall be considered a subcontractor.

11. Gray Market Prevention Language

a. Gray market items are Original Equipment Manufacturers’ (OEM) goods sold through unauthorized channels in direct competition with authorized distributors.

This procurement is for a services contract for maintenance of medical equipment for VA Health Care Systems. No remanufactures or gray market items will be acceptable.

b. The Contractor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed medical supplies, medical equipment, and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.

c. The delivery of gray market items to the VA in the fulfillment of an order/award/contract constitutes a breach of contract. Accordingly, VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at VA’s election, allowing the Contractor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA Health Care System upon discovery of such items.

12. National Archives and Records Administration (NARA) Records Management

Language for Contracts

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C.

552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

j. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.