J065--Base YR (03/24/2024 - 02/28/2025) + 4 OYs Varian LINAC Full-Service Contract

The Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with Varian Medical Systems to provide a preventative and emergency maintenance service contract for the Varian Radiotherapy Linear Accelerators and component equipment at the Edward Hines, Jr. VA Hospital in Hines, IL and the William S. Middleton Memorial Veteran Hospital in Madison, WI. This also includes updates and optional upgrades to software embedded or installed on the treatment delivery systems, its subcomponents, and all treatment consoles for the covered equipment. This procurement is being conducted in accordance with FAR Part 13.5 Limited Source Justification Approval and no other vendor will satisfy agency requirements. This notice of intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be accepted. However, any firm that believes it can meet these requirements may give written notification to the Contracting Officer by 10:00 AM local time January 16, 2024. Supporting evidence shall be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. This evidence shall include the following:

A letter from the Original Equipment Manufacturer (OEM) stating vendor is an authorized distributor per clause 852.212-71(c).

Proof vendor can purchase OEM parts.

Proof all technical personnel are OEM certified.

Proof the firm can utilize OEM s billable service, if using.

Proof the firm can abide by the required four (4) hour on-site response time for repairs.

These requests are mandatory for consideration. Information must be sent to the Contracting Officer, via email to eileen.meyer@va.gov; or mail to VAMC GLAC, 115 South 84th Street Suite 101, Milwaukee, WI 53214-1476; or via fax to (414) 844-4891. TELEPHONIC INQUIRIES WILL NOT BE ACCEPTED. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the GLAC will proceed with the sole source negotiation with Varian Medical Systems.

HINES VA Hospital Equipment

Manufacturer

Description

Model

Varian

Clinac

TrueBeam

Varian

PerfectPitch Couch

PerfectPitch Couch

Varian

MV Imager

MV Imager

Varian

KV Imager

KV Imager

Varian

RapidArc Delivery

RapidArc

Varian

Optical Imaging

Optical Imaging

Varian

ICVI

ICVI

Varian

Real-time Position Management

RPM

Varian

Eclipse Treatment Planning System

Eclipse

Varian

Aria Patient Data Management System

Aria

Varian

DoseLab QA Element

DoseLab

Varian

Mobius 3D QA Element

Mobius

MADISON VA Hospital Equipment

Manufacturer

Description

Model

Varian

Linac S/N 4472

TrueBeam

Varian

ARIA and Eclipse Software (See Attachment 2 for breakdown)

HITA883

Varian

IDENTIFY TREATMENT (HID1733) - Essentials

IDENTIFY SGRS

IDENTIFY Treatment System

IDENTIFY Server

HID1733

VAAR 852.212-71 GRAY MARKET AND COUNTERFEIT ITEMS (FEB 2023)

(a) No used, refurbished, or remanufactured supplies or equipment/parts shall be provided. This procurement is for new Original Equipment Manufacturer (OEM) items only. No gray market items shall be provided. Gray market items are OEM goods intentionally or unintentionally sold outside an authorized sales territory or sold by non-authorized dealers in an authorized sales territory.

(b) No counterfeit supplies or equipment/parts shall be provided. Counterfeit items include unlawful or unauthorized reproductions, substitutions, or alterations that have been mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer. Unlawful or unauthorized substitutions include used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics.

(c) Vendor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

(End of clause)