J065--FY26 Elekta

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information ONLY. This is NOT a solicitation for proposals, proposal abstracts, or quotations.

The Department of Veterans Affairs South Texas Healthcare System in Dallas, Texas, intends to award a firm-fixed price contract, for the purchase of Elekta Versa Maintenance Agreement. (See below salient characteristics for more information).

The Government is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses, veteran-owned small businesses, small businesses, HUBZone small businesses and/or other large businesses capable of serving the needs identified below. This notice of intent is for open market as well as Federal Supply Schedule items.

The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women-owned small business, HUB Zone, 8(a), small business or large business, relative to NAICS 811210. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov or GSA E-Buy at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement.

***Brand-name or Equal *** Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. If you are an authorized distributor or reseller, please provide a letter of authorization from the original equipment manufacturer.

Please advise if you can provide the services for this requirement. Please submit all information to Oneka Robertson at Oneka.Robertson@va.gov no later than Wednesday, June 13, 2026, 12:00 PM ET (12:00 PM CT).

A.1 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

0001

12.00

MO

Versa HD Maintenance and Support. Gold Level Service Contract Period: Base POP: 9.14.2026 through 9.13.2027

LOCAL STOCK NUMBER: 0001

0002

12.00

MO

TPS Maintenance and Support. Gold Level Service Contract Period: Base POP Begin: 9.14.2026 POP End: 9.13.2027

LOCAL STOCK NUMBER: 0002

0003

12.00

MO

OIS Maintenance and support. Gold Level Service. Contract Period: Base POP Begin: 9.14.2026 POP End: 9.13.2027

LOCAL STOCK NUMBER: 0003

0004

12.00

MO

ABC Maintenance and support. Gold Level Service. Contract Period: Base POP Begin: 9.14.2026 POP End: 9.13.2027

LOCAL STOCK NUMBER: 0004

1001

12.00

MO

Versa HD Maintenance and Support. Gold Level Service Contract Period: Option Year 1 POP: 9.14.2027 through 9.13.2028

LOCAL STOCK NUMBER: 0001

1002

12.00

MO

TPS Maintenance and Support. Gold Level Service Contract Period: Option Year 1 POP: 9.14.2027 through 9.13.2028

LOCAL STOCK NUMBER: 0002

1003

12.00

MO

OIS Maintenance and support. Gold Level Service. Contract Period: Option Year 1 POP: 9.14.2027 through 9.13.2028

LOCAL STOCK NUMBER: 0003

1004

12.00

MO

ABC Maintenance and support. Gold Level Service. Contract Period: Base POP Begin: 9.14.2027 POP End: 9.13.2028

LOCAL STOCK NUMBER: 0004

2001

12.00

MO

Versa HD Maintenance and Support. Gold Level Service Contract Period: Option Year 2 POP: 9.14.2028 through 9.13.2029

LOCAL STOCK NUMBER: 0001

2002

12.00

MO

TPS Maintenance and Support. Gold Level Service Contract Period: Option Year 1 POP: 9.14.2028 through 9.13.2029

LOCAL STOCK NUMBER: 0002

2003

12.00

MO

OIS Maintenance and support. Gold Level Service. Contract Period: Option Year 1 POP: 9.14.2028 through 9.13.2029

LOCAL STOCK NUMBER: 0003

2004

12.00

MO

ABC Maintenance and support. Gold Level Service. Contract Period: Base POP Begin: 9.14.2028 POP End: 9.13.2029

LOCAL STOCK NUMBER: 0004

STATEMENT OF WORK

Contractor Shall Provide all materials, tools, labor, travel and equipment necessary to provide preventive and corrective maintenance for the Elekta Versa HD located (Site ID 30000079_CMS) in the South Texas Veterans Healthcare System as defined in the SOW. This shall be a base plus four contract.

Conformance Standards:

All services provided under this contract must be performed in conformance with the Code of Federal Regulations Part 21, National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), and Original Equipment Manufacturer standards and specifications.

Hours of Work and Badging Requirements:

Hours of work for preventative maintenance (PM) and Emergency Repairs shall be during normal business hours, Monday through Friday. This excludes federal holiday or as otherwise arranged with the Contracting Officer Representative (COR).

The ten holidays observed by the Federal Government are New Year s Day, Martin Luther King Day, president s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday.

The Contractor s Field Service Engineers must report to the COR to apply for a Contractor s Badge. If a contractor s badge is not obtained they must sign in at the Security Police Desk to obtain a one day badge. Field Service Engineers must sign in at Biomedical Engineering Services and inform Biomedical Engineering personnel of their presents before work begins. Upon completion of work, the Field Service Engineer must report to Biomedical Engineering personnel and debrief them on the work accomplished. If they received a one day badge from the Security Police they must report back to the Security Police Desk to return the badge and sign out.

Equipment

Versa HD EE# 139062 SN# 154178

Monaco EE# 139068 SN# 2UA6201NFS

HexaPOD EE# 139063 SN# 042552

ABC EE# 139064 SN# 1000365

Mosaiq EE# 139066 SN# 142370000792

HOURS OF COVERAGE

a. Normal business hours of coverage are Monday through Friday, 8:00am thru 9:00pm for Versa HD, 8:00am thru 5:00pm for TPS excluding federal holidays. All service/repairs will be performed during the normal business hours of coverage unless requested and approved by the COR.

b. Preventive maintenance will be performed annually. Preventive maintenance is to be performed inside normal business hours.

c. Work performed inside the normal hours of coverage will include service time and include parts and travel time.

d. Note: Hardware/software scheduled and performed inside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by COR).

e. Federal Holidays observed by the VAMC are:

New Years Day Labor Day

Martin Luther King Day

Columbus Day

President s Day

Veterans Day

Memorial Day

Juneteenth

Christmas Day

Thanksgiving Day

Independence Day

And any other day specifically declared by the President of the United States to be a national holiday

LABOR AND PARTS COVERAGE

Management Service Reviews

The vendor service manager will conduct a periodic management meeting. This will take place either in person or remotely as agreed between the Parties, with the intention of reviewing the performance of both the vendor and the Products, and to mutually plan any activities or changes needed for the period ahead.

Hardware/Software Safety Releases

The supply, and, where STVHCS is unable to do so itself, installation of all software and hardware releases declared by Elekta, via the publication of a mandatory Field Change Order, as necessary to maintain the safe operation of the Products.

Genuine Parts Availability

Availability of Unique vendor product spare parts, Field Replaceable Units or modification kits by vendor's Lifecycle Stock Control Management System to ensure availability throughout the expected system lifetime.

Spare Parts

Should any Product or part be defective in material or workmanship and/or does not perform according to the Product s Specifications, the vendor shall supply and deliver at its cost any replacement spare parts necessary to restore compliance with the Specifications.

Unique Components Coverage

Unique Components are spare parts not covered under the general Spare Parts Module

The Unique Components are:

All Imaging panels

All X-Ray Tubes

All Ion Chambers

All MLC Cameras

All Magnetrons

All Thyratrons

All Image Intensifiers

All Electron Guns

Corrective Maintenance (Emergency Support)

On-site technical support by vendor-certified engineers to resolve urgent technical issues. The service includes a report detailing any actions undertaken and any additional work the engineer recommends needs to be addressed. Emergency Support is carried out during the Agreed Available Time. Travel time and costs are to be included.

Planned Maintenance

The vendor shall perform site visits for the purposes of planned maintenance ("PM"). The number and duration of the visits required shall vary according to the products covered and will be in accordance with the vendor planned maintenance schedules published at the time. Unless specifically agreed otherwise, all planned maintenance will be carried out during Normal Office Hours. The vendor will make available the recommended schedule including the duration of visits, time between visits and general scope of work at the beginning of each agreement year. Mutually convenient dates will then be agreed upon between STVHCS and the vendor. The vendor shall issue a report detailing the actions undertaken during the planned maintenance visits and any additional recommended work.

SOFTWARE SUPPORT

Software Updates

Updates are minor improvements, patches, or service pack releases to a version of software, but do not upgrade the software to the next major version (if one exists).

Software Upgrades

Upgrades are major software releases of feature enhancements and performance improvements to existing licensed software functionality. This option does not cover the transition onto alternative or next generation platforms.

Updates/Upgrades/New Licensable Software installation will be scheduled at times convenient to both the STVHCS and the vendor, but within Normal Office Hours. The responsibility for installation may be that of the vendor or STVHCS, depending which Software is being installed.

SYSTEM AVAILABILITY

The Customer will inform vendor in a timely manner and in advance of any planned power outages.

Uptime Guarantee

The vendor guarantees that the Hardware will achieve an annual Uptime listed in the Service Scope of Supply for the duration of this Agreement. Uptime statistics will be evaluated for each successive twelve (12) month period from the Effective Date ( Contract Year ).

Uptime percentage will be calculated using the following formula:

UPTIME = Agreed Available Time Downtime

Agreed Available Time: For the purposes of the Uptime calculation, Agreed Available Time

shall exclude time set aside by STVHCS or in mutual agreement between STVHCS and the vendor for

planned activities such as planned maintenance, system modifications, improvements and/or updates or customer-initiated treatment shutdowns. Downtime, with the exclusions set out below, means the aggregate hours within the Agreed Available Time during a Contract Year, when the Product(s) are inoperable solely due to system failure in the Product(s) which, as a result thereof, cannot be used for patient treatment. For the avoidance of a doubt, if a specific system component is inoperable but a

patient can still be treated, the Product(s) will be classified as degraded and will not constitute Downtime. Downtime begins when STVHCS notifies the vendor during the Agreed Available Time notifying that, due to an unplanned event, the Customer is no longer able to treat patients and the Product(s) is available for immediate servicing. Downtime continues during the Agreed Available

Time period until repair has been completed and the vendor returns access to the Product(s) back to the customer for them to initiate QA procedures and thereafter allow clinical use to recommence. Start and end of Downtime shall be as documented within the vendor s service management

system.

Any repair time or inoperability that occurs outside the Agreed Available Time

is excluded from the Downtime calculation.

All system failures, damage or malfunction of the Product(s) caused by STVHCS are excluded from the downtime calculation.

If the Hardware fails to achieve the specific Uptime criteria on average over a Contract Year, then STVHCS shall benefit from a discount, applicable to the agreed service for the applicable Product for the Contract Year following that in which the Uptime has not been met. This discount shall be the sole

and exclusive remedy for any failure to meet the Uptime Guarantee.

Percentage Uptime Linac

From To Gold

99 100 0.0%

98 99 0.0%

97 98 0.0%

96 97 3.0%

95 96 4.0%

94 95 5.0%

93 94 6.0%

92 93 7.0%

91 92 8.0%

90 91 9.0%