J065--INTENT TO SOLE SOURCE | VARIAN SOFTWARE & HARDWARE SERVICE CONTRACT | VA MARYLAND HEALTH CARE SYSTEM | 04/15/2025 to 04/14/2027 | BASE PLUS OPTION YEARS

STATEMENT OF WORK

Solicitation # 36C24525Q0404

GENERAL INFORMATION

Title of Project: Varian Software & Hardware Service Contract

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.

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 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.

Performance Period: 2 years (1 base + 1 option year) beginning at the end of current contract. 04/15/25 04/14/27.

Type of Contract: Software & Hardware Support

Place of Performance:

Baltimore VA Medical Center

10 N. Greene St.

Baltimore, MD 21201

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)

INTENT TO SOLE SOURCE

THIS IS AN INTENT TO SOLE SOURCE ANNOUNCEMENT AND IT IS FOR INFORMATION & PLANNING PURPOSES ONLY; IT IS NEITHER A SOLICITATION ANNOUNCEMENT, NOR A REQUEST FOR INFORMATION, PROPOSALS OR QUOTES AND DOES NOT OBLIGATE THE GOVERNMENT TO AWARD A CONTRACT. IF A VENDOR RESPONDS TO THIS INTENT TO SOLE SOURCE, THE VENDOR WILL NOT RECEIVE A RESPONSE. THE PURPOSE OF THIS INTENT TO SOLE SOURCE ANNOUNCEMENT IS FOR MARKET RESEARCH, IN ORDER TO MAKE APPROPRIATE ACQUISITION DECISIONS, AND TO GAIN KNOWLEDGE OF POTENTIALLY QUALIFIED SERVICE-DISABLED VETERAN OWNED SMALL BUSINESSES, VETERAN OWNED SMALL BUSINESSES, 8(A), HUBZONE AND OTHER SMALL BUSINESSES WHO STATE THEY ARE CAPABLE OF PERFORMING THE WORK. **A sole source contract award will result from this Notice.**

IN THE EVENT THAT A VENDOR DISAGREES WITH THIS SOLE SOURCE, THEN DOCUMENTATION OF 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.

**VENDOR RESPONSE SHALL INCLUDE THE BELOW**

Responses to this INTENT TO SOLE SOURCE shall include company name, address, point of contact, phone number, point of contact e-mail, DUNS Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 811210, (size standard of $34M, per SBA Table of Small Business Size Standards January 1, 2022) AND whether your company has special socio-economic status (i.e., SDVOSB, VOSB, Small Business, HUBZone, etc.).

(A) COMPANY NAME

(B) ADDRESS

(C) POINT OF CONTACT

(D) PHONE, FAX, AND EMAIL

(E) DUNS NUMBER

(F) CAGE CODE

(G)TAX ID NUMBER

(H) TYPE OF SMALL BUSINESS, E.G. SERVICES DISABLED VETERAN OWNED SMALL BUSINESS, VETERAN-OWNED SMALL BUSINESS, 8(A), HUBZONE, WOMEN OWNED SMALL BUSINESS, SMALL DISADVANTAGED BUSINESS, OR SMALL BUSINESS HUBZONE BUSINESS, (I) WILL YOUR COMPANY BE PERFORMING THE WORK? OR DO YOU PLAN ON SUB-CONTRACTING OUT THE WORK?

(I) Is your company considered small under the NAICS code identified under this RFI? (Size standard of = or < $30M, per SBA Table of Small Business Size Standards August 19, 2019)

(J) Does your company have an FSS contract with GSA or the VA NAC or a GWAC contract holder with any other federal agency? If so, please provide the contract number.

(K) If your company holds a FSS GSA/VA NAC contract other federal GWAC contract holder, are the services requested available on your schedule/contract?

(L) General pricing of your products is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.

AND

(J) ***WILL YOUR COMPANY BE DOING ALL OF THE WORK? IF NOT, WILL YOUR COMPANY BE SUB-CONTRACTING OUT THE WORK?***MUST ANSWER*** MUST PROVIDE A CAPABILITY STATEMENT THAT ADDRESSES THE ORGANIZATIONS QUALIFICATIONS AND ABILITY TO PERFORM AS A CONTRACTOR FOR THE WORK DESCRIBED BELOW. IF THE VENDOR IS AN SDVOSB/VOSB, BE PREPARED TO DEMONSTRATE HOW IT WILL NOT SUB-CONTRACT THE WORK BY MORE THAN 51%, PER VAAR 852.219-75, VAAR 819.7011(b)Â Contract clauses. (DEVIATION)

***IF THERE ARE ANY OBJECTIONS TO THIS SOLE SOURCE, CONTACT THE CONTRACTING OFFICER AT AMY.WALTER1@VA.GOV.***

OEM Sole Source Letter