Varian ARIA Oncology Information System and Eclipse Treatment Planning Systems - Maintenance Service
Closed Pre-Solicitation Posted
- Solicitation number
- DHA12395683
- Agency
-
Defense Health Agency
Department of Defense
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 334510 Electromedical and Electrotherapeutic Apparatus Manufacturing
- Place of performance
- Virginia 22060, United States
- Points of contact
-
- Phillip W. York phillip.w.york2.civ@health.mil (703) 275-6355
- Tiphenie Wise-Trayham tiphenie.a.wise-tryham.ctr@health.mil
Notice details come from SAM.gov. Updated .
About this opportunity
The Defense Health Agency Contracting Activity (DHACA), on behalf of A.T. Augusta Military Medical Center (ATAMMC) in Fort Belvoir, Virginia, is procuring comprehensive maintenance and support services for Varian ARIA Oncology Information System and Eclipse Treatment Planning Systems currently in operation at the facility's Oncology Department. This sole-source procurement will provide manufacturer-authorized software support, preventive maintenance, clinical application assistance, and emergency field service to ensure continued safety, compliance, and uninterrupted radiation therapy operations. Key contract requirements include annual preventive maintenance inspections, mandatory safety upgrades, software release management with training, on-site emergency support with tiered response times (30 minutes for Severity Levels 1-2 and next business day for Levels 3-4), and help desk technical support during business hours Monday through Friday, 8:00 AM-5:00 PM EST. Contractor personnel must demonstrate a minimum of three years of factory training and direct experience with ARIA and Eclipse systems and possess clear English communication skills for interaction with medical staff and patients. Performance will be evaluated based on adherence to response time requirements, completion of preventive maintenance schedules, and delivery of annual refresher training. The deadline for informational responses and capability statements is Monday, March 6, 2026 at 5:00 PM EST, and inquiries should be directed to Contract Specialist Tiphenie Wise-Trayham at Tiphenie.a.wise-tryham.ctr@health.mil.
This procurement carries no small business set-aside and is anticipated as a sole-source award to Varian Medical Systems Inc., an other than small business entity. The estimated contract value is approximately $788,077.00 for a three-year period consisting of a base year plus two option years, running from March 15, 2026 through March 14, 2029. The contract is classified under NAICS Code 334510 (Electromedical and Electrotherapeutic Apparatus Manufacturing) and PSC Code J065 (Maintenance/Repair/Rebuild of Medical, Dental, and Veterinary Equipment and Supplies). All parts and labor for normal maintenance are included at no additional cost to the government, with payment submissions processed through the Wide Area Workflow-Receipt and Acceptance (WAWF-RA) system. The Statement of Work specifies comprehensive support for multiple software modules and configurations including ARIA OIS Base, Eclipse planning systems across multiple desktops, RapidArc planning, 3D BrachyVision, Portal Dosimetry, and proton planning packages. The contractor must maintain all equipment to original equipment manufacturer specifications and comply with 21 Code of Federal Regulations and applicable federal, state, and local laws.
Notice text
The Defense Health Agency Contracting Activity (DHACA), Healthcare Contracting Division – North East (HCD-NE), Falls Church, VA on behalf of A.T. Augusta Military Medical Center (ATAMMC), Fort Belvoir, VA, Oncology Department, Cancer Radiation Treatment Services, intends to award a sole source Firm Fixed Price contract under the authority of 10 U.S.C. 2304(c)(1) - FAR 6.302-1(a)(2)(ii)(B) - Only one responsible source and no other supplies will satisfy the agency requirements, to provide a comprehensive service agreement for Varian ARIA Oncology Information System and Eclipse Treatment Planning System currently installed and operational at ATAMMC. Service shall include manufacturer - authorized software support, maintenance, and clinical application assistance required to ensure continued safety, compliance, and uninterrupted radiation therapy operations. The estimated cost of this renewal is approximately $788, 077.00. The NAICS code is 334510, Electromedical and Electrotherapeutic Apparatus Manufacturing.
This notice of intent to award a sole source contract IS NOT a request for competitive proposals, or quotes. There will be no Request for Proposals (RFP); or Quote (RFQ) available for competitive responses. Phone calls will not be accepted. However, the government will consider informational responses to this notice (BY ELECTRONIC MAIL ONLY) (email) for a period of eleven (10) days beginning upon the date of this posting.
Varian Medical Systems Inc. is an other than small business. Interested parties may express their interest and provide a capabilities statement NLT Monday 6 March 2026 at 5:00 PM EST. The point of contact for this action is Contract Specialist, Tiphenie Wise-Trayham who can be reached at Tiphenie.a.wise-tryham.ctr@health.mil. The determination by the government not to compete this requirement is solely within the discretion of the government. Information received will be considered solely for the purpose of determining whether to consider revision of its determination not to pursue a competitive procurement.
Files
| File | Type | Posted |
|---|---|---|
| ARIA and Eclipse SOW Revised.docx | DOCX document |
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