Notice of Intent to Sole Source - Maintenance and Service Agreement for two (2) Varian TrueBeam Radiation Therapy Systems

The Department of Health and Human Services (HHS), National Institutes of Health (NIH), National Cancer Institute (NCI), Center for Cancer Research (CCR), Radiation Oncology Branch (ROB) plans to procure, on a sole source basis, maintenance for two (2) Government owned Varian Medical Systems TrueBeam Radiation Therapy Systems from:

Varian Medical Systems
2250 Newmarket Parkway, Suite 120
Marietta, GA  30067
 

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 is the designer and Original Equipment Manufacturer (OEM) of the TrueBeam radiotherapy treatment linear accelerators and their subsystems. To NCI’s knowledge Varian Medical Systems does not authorize third-party service providers, and as such is the only source for technically qualified staff with necessary access to proprietary parts, data, software, and drawings necessary to perform all aspects of maintenance and repairs, as well as provide technical support for the TrueBeam systems. It is essential that all parts, software, and work performed are seamlessly compatible with the OEMs intended design, as any deviation could potentially cause treatment delivery errors, which would pose a significant risk to patient health and safety. 

As the only vendor capable of providing technically qualified staff, Varian Medical Systems is also the only source able to provide an onsite response time of four (4) hours, which is essential for preventing disruptions to ROB’s clinical operations. Extended equipment downtimes for repairs could also have unintentional adverse effects on patient care efforts, making it essential that equipment is restored to an operational status in a timely manner. To further ensure minimal downtimes, Varian Medical Systems also provides secure remote monitoring capabilities for detecting and predicting pending component failures, which automatically alerts the technicians so that replacement parts can be ordered, and services scheduled without compromising patient care schedules.

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 Friday, June 28, 2024 (06/28/24). 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 75N91024Q00135 on all correspondence.