Notice of Intent to Sole Source Varian Linear Accelerator maintenance services

The Naval Medical Logistics Command (NMLC) intends to award a sole source contract under the authority of FAR 6.302-1 to Varian Medical Systems, Inc., 3100 Hansen Way, Palo Alto, CA. 94304-1030 for the performance of the described requirement in support of the Naval Medical Center, Portsmouth, Virginia. The requirement intends to provide the support, service, maintenance, and software licensing of Government-owned Varian Linear Accelerator Radiotherapy Systems at the Naval Medical Center Portsmouth, VA. Varian Medical Systems, Inc. is the only vendor capable of providing these services.

The vendor shall provide unlimited telephone support, regularly scheduled preventive maintenance, inspections, calibrations, corrective maintenance tasks, unlimited emergency responses, and remote support (as allowable, via any existing authorized DISA Business to Business Gateway). Coverage shall be included for all Linear Accelerator Radiotherapy Systems, subsystem components, and assemblies listed in the performance work statement. 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 in the performance work statement. Maintenance and support shall be provided for a period of performance spanning seven months, initiating 01 November 2019 and ending 21 May 2020. Subsequent to the base period of coverage, two (2) option years shall be available without lapse. Software support shall be provided for a period of performance spanning one year, initiating 01 November 2019 and ending 30 April 2020. Subsequent to the base year of software coverage, two (2) option years shall be available, without lapse.

The contractor shall provide telephonic and e-mail technical support during standard business hours (Monday-Friday, 7:30AM-5:00PM, local time). This contract shall provide unscheduled support/service coverage between the hours of 7:30AM and 5:00PM, local time in Portsmouth, from Monday through Friday, unless otherwise specified in the equipment listing in Technical Exhibit 1. Preventive maintenance shall occur outside of the first shift of Radiation Oncology, at a mutually agreed upon time, so as to avoid interruption of clinical workflow and overall patient care. The vendor and COR or Biomedical Equipment Repair Department (BIOMED) Technical Liaison shall agree upon such a time to conduct the four (4) quarterly preventive maintenance service instances.

The Contractor shall maintain the equipment within the original equipment manufacturer's (OEM) specifications, in accordance with all US, State, and Local law and regulations, US Navy regulations, instructions, and Joint Commission requirements. The contractor must maintain the system, such that it meets Navy and DHA Cybersecurity requirements.

Vendor shall be an Original Equipment Manufacturer (OEM) authorized maintenance contractor for the proposed equipment/systems, such that OEM warranty and service 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.

The period of performance for this contract is anticipated to be 30 months.

NAICS Code: 811219

This notice of intent is not a request for competitive proposals and no solicitation document exists for the requirement. Sources interested in responding to this notice are required to submit a capability statement that includes management and technical data and cost information, in sufficient detail and with convincing evidence that clearly demonstrates the capability to perform the required work. Capability statements shall not exceed 1 (8.5 x 11 inch) page using a font size no smaller than 10-point. All capability statements received by the due date of this notice will be considered by the Government. A request for documentation or additional information will not be considered as an affirmative response. 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 or to proceed with a sole source contract.

Capability statements are due by 9:00 AM Eastern Time, 30 October 2019. Capability statements shall be submitted by e-mail ONLY as a Microsoft Word or Adobe PDF attachment to the following address: mindy.r.franks.civ@mail.mil.

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