Maintenance and Service Agreement for Varian TrueBeam/ARIA/Eclipse Radiation Therapy System

The Department of Health and Human Services (HHS), National Institutes of Health (NIH), National Cancer Institute (NCI), Radiation Oncology Branch (ROB) plans to procure, on a sole source  basis maintenance and upgrade services for their Aria-Eclipse-TrueBeam Maintenance Services from:

Varian Medical Systems, Inc
3100 Hansen Way
Palo Alto, CA 94304

The response close date of the notice for this requirement is in accordance with FAR 5.203(b).This acquisition will be processed under FAR Part 12 – Acquisition for Commercial Items and will be made pursuant to the authority in FAR Part 13.501(a) and is exempt from the requirements of FAR Part 6. The North American Industry Classification System code is 811210 (Electronic and Precision Equipment Repair and Maintenance) and the business size standard is $34 Million.

Varian Medical Systems Inc. is the Original Equipment Manufacturer (OEM), and sole service provider for the linear accelerator system and its subcomponents. Varian Medical Systems Inc. does not authorize third-party service providers, or resellers for individual systems, OEM parts or components, and maintains sole proprietary rights to the licenses, software, and firmware for all system components. As such, Varian Medical Systems Inc. is the only source for factory trained and certified staff with access to proprietary parts, system schematics, software, firmware, and system configurations required to maintain all the equipment properly and in accordance with OEM’s most current standard commercial maintenance practices, and as required for FDA compliance. Additionally, only Varian Medical Systems Inc. can remotely monitor the system through their secure proprietary internet connection, Varian SmartConnect. This connection performs automatic remote diagnostic and maintenance services, predicts and detects fault conditions, and sends alerts in real time. The system also utilizes Varian software system ARIA/Eclipse/InSightive which works in concert with the linear accelerators, and allows radiation treatment planning and data analysis, and securely interfaces with NIH’s Hospital Information System for seamless data exchange. Given these unique capabilities Varian Medical Systems Inc. is the only source capable of meeting the Government’s needs. 

This notice is not a request for competitive quotations. However, if any interested party, especially a small business, believes it can meet the Government’s needs, it may submit a capability statement, proposal, or quote for the Government to consider. The response and any other information furnished must be in writing and must contain sufficient details to allow NCI to determine if the party can perform the requirement. Responses to this notice shall be submitted via email to Contracting Officer, John Russell, at John.Russell3@nih.gov no later than 10:00 A.M. EST on Monday, January 27, 2025 (01/27/25). A determination by the Government not to compete this proposed requirement based upon responses to this notice is solely within the discretion of the Government. Information received will be considered for the purpose of determining whether to conduct a competitive procurement. The Government reserves the right to use the information provided by respondents for any purpose deemed necessary and legally appropriate. To receive an award, Contractors must be registered and have valid certification through SAM.GOV. Please reference the notice number 75N91025Q00006 on all correspondence.

***Please reference attached Statement of Work for more details pertaining to the nature of the work to be requested. ***