6515--580-21-3-167-0563 Pinnacle Server Upgrade

Combined Synopsis-Solicitation for Commercial Items

VHAPM Part 813.106 SAP: Soliciting Competition & Evaluation of Quotations SOP Page 3 of 5

Original Date: 10/12/17

Revision 04 Date: 06/10/20

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, 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: 2021-05, 3-10-2021.

This solicitation is set-aside for Service-Disabled Veteran Owned Business (SDVOSB)

The associated North American Industrial Classification System (NAICS) code for this procurement is 339112, with a small business size standard of 1,000. The FSC/PSC is 6515.

The NCO 16 is seeking a source to furnish including but not limited to all labor, materials, parts, equipment, tools, transportation, and supervision to provide the Michael E DeBakey VA Medical Center (MEDVAMC), at 2002 Holcombe Blvd, Houston, Texas 77030 with an upgrade to the current Pinnacle Professional server based treatment planning system. The Contractor shall provide all necessary services including setup, configuration, database transfer and installation to get the specified equipment working properly. The Contractor shall provide all necessary training to the designated VA employees on how to use the installed equipment after completion of installation. The equipment, all of its accessories, and supplies that come with the equipment shall be brand new. All work shall be done in a first-class manner. The equipment, all necessary services related to removal, mobile unit usage, setup, configuration, installation, and training services are hereinafter collectively referred as Deliverables . All Deliverables shall be delivered based on an agreed schedule of work after award, preferably within six months and as free on board (FOB) destination. The contractor must be an authorized Philips distributor.

See attached Statement of Work

All interested companies shall provide quotations for the following:

Supplies/Services

Line Item

Description

Quantity

Unit of Measure

Part #

Total Price

0001

ONC Pinnacle3 Plan w/Travel

1

EA

FNA5094

0002

Pinnacle3 Offsite Virtual

1

EA

FNA5095

0003

Educ Pinnacle w/Travel

1

EA

FNA5098

0004

CONCURRENT USER, 10 LICENSES

1

EA

NRTE773

0005

HSOP 1N PTP

1

EA

NHSA010

0006

PROS

1

EA

NHSA201

0007

PINNACLE SW IB UPG BASE

1

EA

FRT1682

0008

PERSONALIZED VMAT/IMRT 1N

1

EA

FRT1689

0009

P18 Software Kit

1

EA

NRTE765

See Attachment 1 Statement of Work (SOW)

The contractor shall complete the work required under this SOW over a 2 day or less period

within 60 days ARO.

Place of Performance/Place of Delivery

Address: 2002 Holcombe Blvd Houston, TX

Postal Code:

77030

Country:

UNITED STATES

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

FAR 52.212-1, Instructions to Offerors Commercial Items

FAR 52.212-3, Offerors Representations and Certifications Commercial Items

www.sam.gov registration is required to be complete at time of submission of response.]

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 Items. If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

FAR 52.212-4, Contract Terms and Conditions Commercial Items FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders

The following subparagraphs of FAR 52.212-5 are applicable:

All quoters shall submit the following: Price Proposal

.

All quotes shall be sent to the email of shannon.west1@va.gov

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The following are the decision factors: Lowest Price Technically Acceptable (LPTA)

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, 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."

Submission of your response shall be received not later than June 25, 2021 at 10:00am CST to shannon.west1@va.gov hand delivery will not be accepted.

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.

Point of Contact

Shannon L. West, Contract Specialist

Shannon.west1@va.gov

THE GOVERNMENT DOES NOT ACCEPT RESPONSIBILITY FOR NON-RECEIPT OF QUOTES. IT IS THE CONTRACTOR'S RESPONSIBILITY TO REQUEST AND RECEIVE A CONFIRMATION OF THE QUOTE RECEIPT.

Statement of Work

Title of Project: Upgrade to Pinnacle Professional Server

Scope of Work:

Contractor shall furnish including but not limited to all labor, materials, parts, equipment, tools, transportation, and supervision to provide the Michael E DeBakey VA Medical Center (MEDVAMC), at 2002 Holcombe Blvd, Houston, Texas 77030 with an upgrade to the current Pinnacle Professional server based treatment planning system. The Contractor shall provide all necessary services including setup, configuration, database transfer and installation to get the specified equipment working properly. The Contractor shall provide all necessary training to the designated VA employees on how to use the installed equipment after completion of installation. The equipment, all of its accessories, and supplies that come with the equipment shall be brand new. All work shall be done in a first-class manner. The equipment, all necessary services related to removal, mobile unit usage, setup, configuration, installation, and training services are hereinafter collectively referred as Deliverables . All Deliverables shall be delivered based on an agreed schedule of work after award, preferably within six months and as free on board (FOB) destination. The contractor must be an authorized Philips distributor.

Background:

The hardware for a treatment planning system is periodically replaced with more powerful and faster ones when new versions of the software are released. These treatment planning systems usually come in the form of computer workstations that independently compute the dose for a radiation treatment plan. With a server-based system, plans will be computed on the server that is more robust and bigger than an individual workstation. A server-based system would also allow for a simple and low-cost upgrade in terms of computing power and data storage. Commissioning and QA for treatment planning system is much simpler on a server-based system than to have to do it for every single workstation.

New software features such as 1) Personalized planning improve the quality of the treatment planning process with personalized, patient-specific goals integrated into the therapy plan from the start. The creation of patient-specific, personalized therapy plans helps, improve the planning workflow by reducing trial and error. 2) Automation with intelligent algorithms provide consistency to all users. By increased consistency of plan quality, regardless of the planner s experience level, automated planning produces plans that are preferred by physician with and significant reductions in dose for many normal organs at risk (OARs). 3) Optimized performance that quickly achieves clinically deliverables, personalized therapy plans with fast optimizations and an efficient user interface. The speed of optimization is critical in workflow as it allows for an iterative approach to improve plan quality. Pinnacle Evolution features proprietary optimization to improve speed performance, as well as integration in IntelliSpace Radiation Oncology to enhance workflow.

Performance Period:

The contractor shall complete the work required under this SOW over a 2 day or less period.

Product Specifications and Features:

The system (listed below), all of its accessories, auxiliaries, parts and supplies shall be brand new (No refurbished products will be accepted):

Part #: FNA5094; Quantity: 1; Description: OCN Pinnacle3 Plan w/Travel; Clinical Education Program for Oncology Pinnacle3 Personalized Planning

Pinnacle Level III Personalized Planning Offsite: Philips will provide one (1) Physicist or Dosimetrist, as selected by customer, with lectures, hands-on lab, and demonstrations using Personalized Planning to create IMRT and VMAT treatment plans. Development of Treatment Techniques and the use of Feasibility will also be covered. Before taking this class, student must have six (6) months experience on Pinnacle utilizing IMRT software -OR- approval from the instructor prior to being scheduled for class. This twenty-eight (28) hour class is located in Cleveland, Ohio, and is scheduled based on your equipment configuration, geography, and availability. Due to program updates, the number of class hours is subject to change without notice. Customer will be notified of current, total class hours at the time of registration. ASRT or MDCB CEU credits may be available for each participant that meets the Guidelines provided by Philips during the scheduling process.

Full Travel Package: Includes one (1) participant's airfare from North American customer location to Cleveland, Ohio, with modest lodging, ground transportation, and meal expenses. Breakfast/dinner provided by the hotel, and lunch/breaks are catered by Philips. All other expenses will be the responsibility of the attendee. Details are provided during the scheduling process. Note: Cancellation/rescheduling policy strictly enforced.

Pinnacle Personalized Planning Onsite: Clinical Application Specialists will provide twenty-four (24) hours of Pinnacle Personalized Onsite Education for up to three (3) Radiation Oncology staff members, selected by customer, who are experienced in basic 2D and 3D planning on Pinnacle. Training will include advanced IMRT and VMAT planning if applicable. The use of Treatment Techniques and Feasibility will also be covered. CEU credits are available for this activity if Guidelines are closely followed, which will be provided to you during the scheduling process. Note: Philips personnel are not responsible for actual patient contact or operation of equipment during education sessions except to demonstrate proper equipment operation. Cancellation/rescheduling policy strictly enforced. Note: It is highly recommended that Offsite training is attended prior to the Onsite training.

Special Note: 1) The North America Clinical Education Specialists for oncology are a team of Certified Medical Dosimetrists with expert level knowledge of the Pinnacle3 product, radiotherapy treatment planning and CT simulation. 2) Education expires one (1) year from equipment installation date.

Part #: FNA5095; Quantity: 1; Description: Pinnacle3 Offsite Virtual; Clinical Education Program for Oncology Pinnacle3 Personalized Planning

Pinnacle3 One Day Virtual Offsite: Philips will provide virtual training for one (1) dosimetrist or physicist to attend a one (1) day virtual course, as selected by customer. Virtual courses consist of didactic lecture and educational demonstrations. Customer to select attendance to one (1) course; Pinnacle3 Level I Basic Planning, Pinnacle3 Level II Applied/IMRT or Pinnacle3 Level III Auto Planning. Each course contains remote lectures and in-depth demonstrations of the Pinnacle planning system. Course agenda will be provided at time of scheduling.

Pinnacle3 Personalized Planning Onsite: Clinical Application Specialists will provide twenty-four (24) hours of Pinnacle Personalized Onsite Education for up to three (3) Radiation Oncology staff members, selected by customer, who are experienced in basic 2D and 3D planning on Pinnacle. Training will include advanced IMRT and VMAT planning if applicable. The use of Treatment Techniques and Feasibility will also be covered. CEU credits are available for this activity if Guidelines are closely followed, which will be provided to you during the scheduling process. Note: Philips personnel are not responsible for actual patient contact or operation of equipment during education sessions except to demonstrate proper equipment operation. Cancellation/rescheduling policy strictly enforced. Note: It is highly recommended that at least 1 Day Virtual training is attended prior to the Onsite training.

Special Note: 1) The North America Clinical Education Specialists for oncology are a team of Certified Medical Dosimetrists with expert level knowledge of the Pinnacle3 product, radiotherapy treatment planning and CT simulation. 2) Education expires one (1) year from equipment installation date.

Part #: FNA5098; Quantity: 1; Description: Educ Pinnacle w/Travel

Part #: NRTE773; Quantity: 1; Description: Concurrent User, 10 Licenses

Part #: NHSA010; Quantity: 1; Description: HSOP 1N PTP; HealthSuite On Premises Single-Node, 1U (HPE DL360 Gen10) Server

CPU (x2): 18 Cores each, 72 threads total, each node

RAM: 384GB, each node

Direct Attached Storage (DAS): 3.2TB

Windows 2016 R2 STD 64

RHEL Server 7.8 (Radiation Oncology Applications)

Network ports: 2 (10GB)

Part #: NHSA201; Quantity: 1; Description: PROS

Part #: FRT1682; Quantity: 1; Description: Pinnacle SW IB UPG Base; Pinnacle Evolution software license for HealthSuite On Premise (HSOP) Single Node (1N), or multi node (3N+) configurations

Pinnacle Base License enables an efficient workflow from simulation to 3D treatment planning with the following capabilities included:

Image Review, Manual and Automatic Rigid Fusion Registration (Syntegra)

Manual and Model Based (MBS) Target and Organ-At-Risk Contouring and Segmentation tools

Simulation & Beam Placement (AcQSim)

Stereotactic Planning

3D Conformal Dose Computation

Dynamic Planning

DICOM support for send, receive, and storage of:

CT, NM, MR, and PET images, RT Plan, Structure, and Dose objects

Please refer to DICOM Conformance Statement for more detail.

Image Review, Manual and Automatic Rigid Fusion Registration

Image review with slice and volume navigation display for CT, MR, NM, and PET DICOM images

Automated multi-modality image registration on two or more image data sets

Manual and point based image registration tools

Automated image-based registrations algorithms include:

Mutual information,

Cross correlation, and

Local correlation

Define a volume of interest within the primary and each secondary data set to be utilized during the automated registration process (bounded box)

Designate multiple secondary image sets as "movable" to a single fixed primary image set allowing simultaneous registration of multiple image sets

Advanced PET visualization including thick slices, SUV values (Philips ONLY),

Advanced image color maps and both logarithmic and exponential window/level algorithms

Create image cut planes, annotations, user or predefined window/level settings, and bone, skin and internal anatomy renderings for presentations

Target and Organ-At-Risk Contouring and Segmentation

Basic Contouring Tools

Enable manual creation of structures for organ segmentation with

Point based, paintbrush, freehand, and interpolation segmentation tools

Semi-Automated Contouring

Contour Interpolation Algorithm

Automated Uniform and Non-Uniform Margin

Automatic ROI expansion

Model Based Segmentation (MBS)

Automated 3D model-based segmentation

Extensive library of pre-defined models and organ structures

Create and add models to an initial organ/structure library

Drag-and-drop models on CT images

Automated model adaptation to CT datasets

Interactive manipulation of 3D models

Propagate and adapt models to secondary CT datasets

Move, scale and rotate and edit models in 3D

Simulation & Beam Placement

Automatic import of patient demographics from DICOM CT image data

3D and Volumetric Reconstruction

Virtual Simulation

Beam placement tools

Stereotactic Planning

Provides tools for automatic detection of stereotactic localization frames (including angio frames), that utilize the following coordinate systems:

BRW

Fischer

Compass

Leksell

Small field stereotactic dose calculation algorithm for dose calculation of coplanar and noncoplanar arcs.

Stereotactic physics data entry and interactive modeling utilities.

3D Conformal Dose Computation

Create 3D Conformal Radiotherapy Plan (CRT) with

Fast

Adaptive

Collapsed Cone Convolution (CCC)

Plan evaluation using biological parameters:

Tumor Control Probability (NCP)

Normal Tissue Complication Probability (NTCP)

Biological Trend

EPID QA Plan creation capabilities

Dynamic Planning

Assess, adapt, and re-plan with Deformable Image Registration (DIR)

Robust rigid and deformable (Demons) Registration Tools and algorithms

Limit the registration volume to a user selected anatomy improve registration accuracy with bounding box tool

Reduce deformation irregularities with smoothing algorithms.

Transfer complete plan parameters, such as prescription, beam set up, to new image sets with minimal user intervention,

Option to propagate contours from original plan

Review multiple CT, cone beam CT images (CBCT), and plans across multiple time points

Accumulate and deform dose including multi-modality delivery types (SRS, brachytherapy, electron, photon)

Qualitative and quantitative tools for image registration QA

Capture Approval/Rejection of a completed registration

Evaluate organ movements and changes in tumor size

Scale previously delivered dose during dose compositing with the new plan dose.

DICOM support includes:

CT, NM, MR, and PET images

RT Plan, Structure, and Dose

A DICOM Conformance Statement will be provided upon request

Pinnacle Evolution Conventional Planning requires the following minimum specifications:

HealthSuite On Premise (HSOP) Single Node (1N), or multi node (3N+) configurations.

Part #: FRT1689; Quantity: 1; Description: Personalized VMAT/IMRT 1N Planning

The Pinnacle Evolution Personalized Planning includes the following capabilities:

Feasibility assessment

Automated Planning tools

Philips proprietary optimization for IMRT or VMAT planning

Plan evaluation scorecards

The Pinnacle Evolution Personalized Planning enables an efficient workflow defining feasible, personalized patient goals at the start of the planning process and then creates a treatment plan with automated planning algorithms and proprietary optimization in one integrated, easy to use, user interface:Integration with functionality found in the Pinnacle Base License

Select a pre-defined or user defined treatment technique for that patient with standard OAR goals

Review Feasibility Assessment to determine a patient s personalized optimization goals based their unique anatomy and relationship of the target volume to the Organs at Risk (OARs)

Drive proprietary automated planning algorithms with feasible goals to create VMAT or IMRT therapy plans.

Undo/redo for manually added goal parameters

Normal Tissue Dose Control

Target dose transitions to either other targets or proximal OARs

Progressive algorithms that utilizes Integrated Goal Tuning

Adjust manually, individual goals if needed, in a completed Personalized Plan to further refine plan quality (Warm Start)

Review results with a Scorecard of pre-defined, customized benchmarks or with sample scorecards based on select RTOG protocols

Includes Conventional Planning workflow for VMAT or IMRT delivery:

Manual setting or user defined Protocols

Selectable prescription to be optimized, dose from additional prescriptions are considered as background dose

Iterative review and manual changes to dose plan after each optimization

Undo/redo for manually added objective parameters

Manual creation of ring, hot/cold spot and other tuning structures

Investigate plan quality with advanced evaluation tools integrated within the same planning interface

DVH zoom tools

Point and click to return DVH statistics

Side by side isodose distribution and DVH comparison

Navigate with one click to maximum or minimum point of target or OAR

Cine display of control points

IMRT Treatment Optimization

Philips proprietary IMRT optimization:

Beam and segment weight based optimization algorithms

General Equivalent Uniform Dose (gEUD) based biological optimization

Dose or dose-volume based treatment objectives

Direct optimization of MLC leaf position

Combine forward and inverse plans to form a composite plan of the entire patient treatment

Define minimum MU, minimum segment area, length and width of control point, and number of control points

Compute dose at specified depth for QA check of optimized plan

Transfer beam parameters from an optimized plan to a user-defined QA phantom

Save and recall standard or custom-made QA phantom geometries

EPID QA Plan creation capabilities

User defined parameters for IMRT or VMAT planning

Dose grid size,

Dose grid resolution (2.0 to 4.0 mm)

Define patient/air threshold to limit ray tracing start

Remove couch plane

Use either relative or absolute patient set up information

Link individual CT scanner to specific CT/density tables

Part #: NRTE765; Quantity: 1; Description: P18 Software Kit

Delivery, Work Hours and Coordination with MEDVAMC for Setup & Training Services:

Delivery Timeframe: All Deliverables shall be completed based on a schedule of work provided after award, preferably within six months of Contractor s receipt of a delivery task order from the Contracting Officer.

Shipping and Handling: Contractor shall be responsible for the shipping and handling of all the equipment.

Work Hours: All work and delivery shall take place during clinical hours (Monday through Friday, 8:00 am to 4:30 pm excluding weekends and federal holidays). Federal holidays include the following: New Year s Day, Washington s Birthday, Martin Luther King s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas, and any days declared by the Government as holidays.

Coordination with MEDVAMC for Equipment Installation and Training Services: Contractor shall be required to coordinate with the MEDVAMC Contracting Officer s Representative (COR) (to be determined after the award of the delivery task order) for scheduling the setup and training services.

Testing and Certification:

Upon completing installation of the system, the Contractor shall notify the COR in writing that the system is ready for acceptance testing, and that it meets all requirements as specified. Submission of this notification of system readiness shall be accomplished by the contractor prior to the beginning of the scheduled Government Acceptance Test.

Government Acceptance Test:

Contractor shall perform the Government Acceptance Test in the presence of the MEDVAMC Physicist(s) for proof-of-performance. The Government Acceptance Test shall be performed at a mutually agreed date and time. Upon completing the Government Acceptance Test successfully, Contractor shall document the success of this Government Acceptance Test and furnish a copy to the COR before Contractor s Representative departs the VA premises. Payments can be withheld until final acceptance by the Government.

Warranty Repair Service:

Minimum of a 90-day warranty for hardware

Equipment Manuals:

The Contractor shall furnish User Manual and reference guides for the specified equipment.

Product Modification, Removal or Recall:

If any product awarded under this solicitation requires modification, is removed or recalled by the Contractor or manufacturer, or if any required modification, removal or recall is suggested or mandated by a regulatory or official agency, the following steps will immediately be taken by the Contractor or manufacturer:

Notify the Contracting Officer, in writing, by the most expeditious manner possible. Provide two copies of the notification which shall include, but not be limited to the following:

Complete item description and/or identification, order numbers from customers, and the contract number assigned as a result of an award on this solicitation.

Reasons for modifications, removal, or recall.

Necessary instructions for return for credit, replacement, or corrective action.

Provide the above information to all agencies and VA Facilities who purchased the product. The Contracting Officer shall be provided a copy of the notification in b. above, and a list of all agencies and/or VA facilities notified

Contractor shall be responsible for any costs associated with the above.

Invoice and Payment:

Contractor shall invoice the MEDVAMC in arrears only after the completion of all Deliverables identified in this Statement of Work.

Vendor Electronic Invoice Submission Methods:

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

VA s Electronic Invoice Presentment and Payment System The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website:Â http://www.tungsten-network.com/US/en/veterans-affairs/Â to begin submitting electronic invoices, free of charge.

A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org).

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

Tungsten e-Invoice Setup Information: 1-877-489-6135

Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

FSC e-Invoice Contact Information: 1-877-353-9791

FSC e-invoice email: vafsccshd@va.gov

Payments will be made in accordance with the Prompt Payment Act out of the Government annual appropriated funds obligated in a task order which will be issued after the contract is awarded.