Linear Accelerator Radiotherapy System Hardware and Software Maintenance Service, Naval Medical Center San Diego

THIS IS A NOTICE OF INTENT TO AWARD A SOLE SOURCE CONTRACT AND IS NOT A REQUEST FOR COMPETITIVE QUOTES. 

The Defense Health Agency Contracting Activity (DHACA), Western Markets Contracting Division (WMCD), San Diego, intends to award, on a sole source basis, in accordance with Federal Acquisition Regulation 13.501(a) Sole Source acquisitions. The proposed source is Varian Medical Systems, Inc., 3100 Hansen Way, Palo Alto, CA 94304-1030.

The WMCD has a requirement for non-personal services contract to maintain, Government-owned Varian Linear Accelerator Radiotherapy Systems hardware and software manufactured by Varian Medical Systems, Inc. and/or their subsidiary companies for Naval Medical Center San Diego. Software and hardware maintenance shall be provided for one (1) year period of performance spanning 22 May 2022 through 21 May 2023, including one (1) 12-month subsequent option period. The selected vendor must be able to provide support immediately upon award of a resulting order.

The Contractor shall maintain all equipment listed in the performance work statement. The Contractor shall maintain the systems within the original equipment manufacturer (OEM) specifications, in accordance with all U.S., State, and Local laws and regulations, U.S. Navy regulations, instructions, and Joint Commission requirements. The Joint Commission’s requirements specified in its Comprehensive Accreditation Manual for Hospitals (CAMH), readily found on https://www.jointcommision.org/. U.S. Navy regulations and instructions will be made available upon request. The Contractor must maintain any network systems such that they meet Navy and DHA Cybersecurity requirements.

The firm, fixed-price (FFP) maintenance agreement shall include unlimited telephone support, regularly scheduled preventive maintenance, inspections, calibrations, corrective maintenance tasks, unlimited emergency responses, and remote support (as allowable, via any existing authorized Defense Information Systems Agency (DISA) Business to Business Gateway). Coverage shall be included for all Linear Accelerator Radiotherapy Systems, subsystem components, and assemblies: Clinac Trilogy (H291014) and Clinac Trilogy Silhouette (H140971) systems. All maintenance provisions shall apply to hardware, firmware, and software, as appropriate, unless otherwise stated. The Contractor shall provide all parts, labor, materials, travel, personnel, supervision, and freight for the scheduled (preventive) and unscheduled (corrective) maintenance for all equipment identified.

When product recalls or updates are necessary to maintain the contractual equipment inventory within the Original Equipment Manufacturer (OEM’s) specifications, the Contractor shall obtain and install the necessary updates.

This Contractor will be required to provide unscheduled support/service coverage between the hours of 0730 and 1700 Pacific Standard Time (PST), Monday through Friday, excluding United States Federal Government holidays, which are identified online at the following site: https://www.opm.gov/policy-data-oversight/pay-leave/pay-administration/fact-sheets/holidays- work-schedules-and-pay. 

Vendor shall be an OEM authorized maintenance contractor for the proposed equipment/systems, such that OEM warranty and services are provided and maintained by the OEM. All software licensing, warranty, and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

There are not set-aside restrictions for this requirement. The intended procurement will be classified under North American Industry Classification System (NAICS) 811219 with a size business standard of $22 million. This notice of intent is not a request for competitive proposals and no solicitation document exists for this requirement. However, interested parties in responding to this notice will need to submit technical data sufficient to determine capabilities in providing the identical service to include but not limited to OEM-certification/authorization issued by Varian to service Varian linear accelerators. Service capability statements shall not exceed 2 (8.5 x 11 inch) pages, using a font size no smaller than 12-point and in acceptable formats (formats for submission: PDF, Microsoft Word or Microsoft Excel). All capability statements received by the closing date of this synopsis will be considered by the Government. A request for documentation or additional information or submissions that only ask questions will not be considered as an affirmative response. Responses must be supported with clear and convincing evidence to clearly articulate the ability to provide this requirement as outlined above. A determination by the Government not to compete based on responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. If no responses are received after publication of this notice, to the effect that comparable services are available, and that it is more advantageous to the Government that obtaining this service through a sole-source contract, then a sole-source award will be made.

If a vendor challenges the basis of this requirement, please email service capability statements to the Contract Specialist, Karen Barba at karen.l.barba.civ@mail.mil. The  email  subject  line shall state, “HT9410-22-N-0003 Linear Accelerator Radiotherapy System Hardware and Software Maintenance  Service,  Naval  Medical  Center  San  Diego.”  Closing  for  challenges is no later than 2:00 PM PDT (San Diego, CA)  on  25  April  2022.  All  sources  eligible  to  provide  this requirement must respond in writing. No phone calls will be accepted.