H265--FY26 SERVICES - LINAC Validation and Commissioning for (1X) Brooklyn VA Medical Center in Brooklyn, NY

This is a REQUEST FOR INFORMATION only. This Sources Sought Notice is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to the Sources Sought Notice must be in writing.

The purpose of this Sources Sought Notice is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HUBZone and other Small Businesses interested and capable of providing the services described below.

Documentation on technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition.

This Sources Sought Notice is for the VA New York Harbor Health Care, Brooklyn VA Medical Center located at 800 Poly Place, Brooklyn, NY 11209-7104, who have a requirement for new Varian Halcyon Linnear Accelerator (LINAC) Equipment Validation and Commissioning Services for a one-time contract. A site visit will not be included in the official solicitation. Work shall be performed in calendar year 2026 and completed within three (3) months of contract award. There will be no option years included in the solicitation.

The contractor shall provide all personnel, labor, materials, equipment, and supervision necessary to perform commissioning of the Halcyon linear accelerator in accordance with AAPM (American Association of Physicists in Medicine) Task Group Reports and Varian Medical Systems manufacturer specifications.

Pre-Commissioning Review

Review manufacturer installation and acceptance test data.

Verify mechanical and dosimetric performance meets Varian acceptance criteria.

Confirm integration with oncology information systems.

Beam Data Collection and Validation

Acquire all required dosimetric data for photon energies available on the Halcyon unit.

Validate data using calibrated reference dosimetry equipment traceable to NIST standards.

Generate beam modeling datasets for import into the Eclipse treatment planning system.

Data acquisition replicating the beam model data set.

All open photon percentage depth dose, profile, and output factor measurements as required by Eclipse

MLC parameter measurements as required by Eclipse

Data acquisition for model validation according to best practice guidelines, including small fields

Verification of integrity of measured beam data by comparison with pre-installed beam model data.

Gamma analysis of scan data

Comparison of point dose measurement (output factors, applicator factors, cone factors, etc...)

Beam model validation

Gamma analysis of validation scan data (measured vs calculated for all licensed Eclipse algorithms)

Point dose comparison (measured vs calculated for all licensed Eclipse algorithms)

Portal Dosimetry model validation (if licensed)

IMRT and VMAT validation using TG119-type and clinical plans

Absolute dose calibration verification (AAPM TG51 or IAEA TRS398), in customer-defined geometry

All raw and processed measurement data (scans, point doses, arrays)

All validation plans installed and calculated on the TPS

Validation analysis

Comprehensive commissioning report

Treatment Planning System Commissioning

Configure and validate beam models in Eclipse.

Perform dose calculation validation using test cases and phantom measurements.

Documentation and Reporting

Provide comprehensive commissioning report including methods, data, results, and Quality Assurance baselines.

Submit electronic and hard copies of all test results, calibration certificates, and configuration data.

Provide a summary presentation and turnover meeting to Radiation Oncology leadership.

Responses to this notice shall include the following:

Company name, address, point of contact (phone and e-mail), SAM UEI number

Type of business (e.g. SDVOSB, VOSB, HUBZone, 8(a), WOSB, Small Disadvantaged Business, or other Small Business)

Capability Statement addressing the Company's qualifications and ability to perform according to description above

Subcontracting plans (note the limitations on subcontracting at 50% for services, RFO FAR 52.219-14, Limitations on Subcontracting, and/or VAAR 852-219-75/852.219-76)

Contractor shall be registered in SAM.gov. The NAICS Code of 811210 with a Small Business size standard of $34 Million. SDVOSB/VOSB vendors shall be registered in the SBA Small Business Search Database.

Any offer capable of providing this service shall notify the Contract Specialist no later than December 18th, 2025, 3:00 pm EST.

All information is to be submitted via e-mail to: julie.monaganbarnard@va.gov. Phone calls will not be accepted.