J065--512C50242 | 05/08/2025-05/01/2026 | base + 1 OY 05/02/2026-05/02/2027| varian software + hardware service contract

B.3 STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project: Varian Software & Hardware Service

2. Scope of Work: The vendor shall provide support for all Varian softwares (Aria, Eclipse,

DoseLab and Mobius3D) and Hardware (EDGE Linear Accelerator) in use at the Baltimore

VA Medical Center. These are proprietary softwares and hardware that must be serviced

by an authorized trained Varian service member.

Service coverage will include:

Annual Periodic Maintenance Inspections (PMI), in accordance with

manufacturer s specifications.

All mandatory safety and reliability modifications for the equipment covered

under this agreement during standard business hours.

All major software upgrade releases on the covered equipment by installing the

most recent production version and providing any training associated with the

upgrade.

Maintenance of functionality of existing interfaces.

On-site field service support for the covered equipment on weekdays for issues

that cannot be resolved by telephone or through remote support.

All parts necessary to keep the Varian Software System related to the covered

equipment functioning properly.

Technical support for the covered equipment over telephone, through a web

portal, and by e-mail.

Clinical product support for the covered equipment over telephone, through a

web portal, and by e-mail.

Reporting to Baltimore VAMC Biomedical Engineering before performing any

software updates or upgrades.

Providing Baltimore VAMC Biomedical Engineering with a detailed service report

within 2 weeks of any software/hardware update or upgrade being performed.

The vendor will supply the Baltimore VAMC Biomedical Engineering department with a

copy of a detailed service report that meets the requirements of 21CFR820, subpart N,

within 2 weeks of maintenance being completed. The service shall be performed between

the hours of 8:00am and 5:00pm, Monday through Friday, unless mutually agreed upon by

the contractor and the VA Biomedical Engineering department. The contractor shall

schedule all maintenance with Biomedical Engineering and report to Biomedical

Engineering in room 5B-183 upon arriving on-site at the Baltimore VAMC, before

performing any maintenance.

3. Background: The VA Maryland Health Care System requires coverage of Aria, Eclipse,

DoseLab, and Mobius3D softwares and the EDGE Linear Accelerator at the Baltimore VA

Medical Center. Our current Linear Accelerator is being replaced this year, after which a 1-

year warranty will cover the equipment. Once the warranty ends, support from this contract

will begin in the 1st option year. This full-service coverage includes scheduled preventive

36C24525P0455

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maintenance, software and quality updates, repairs, & phone and remote support in

accordance with the manufacturer s recommendations to ensure that the softwares and

hardware are properly maintained.

4. Performance Period: 2 years (1 base + 1 option year)

5. Type of Contract: Software & Hardware Support

6. Place of Performance:

Baltimore VA Medical Center

10 N. Greene St.

Baltimore, MD 21201

7. Security: The contractor must have photo ID available when performing work at a VA

Medical Center and be willing to present it to VA staff. The vendor is responsible for

personal protective equipment. The C&A requirements do not apply, and a Security

Accreditation Package is not required. The vendor must have a current Business Associate

Agreement (BAA) with the Department of Veterans Affairs to perform maintenance on

equipment that would result in incidental access to patient Protected Health Information

(PHI) Awarded contract 36C24525P0455 to VARIAN MEDICAL SYSTEMS, INC for 244396.00 on 2025-05-08.