NOTICE OF INTENT TO SOLE SOURCE: IAW FAR 5.101 this notice is to advise the public that The Department of Veterans Affairs, Regional Procurement Office East (RPOE), Network Contracting Office 4, intends to award a sole source, Firm-Fixed-Price contract pursuant to FAR 13.106.1(b)(2) to Varian Medical Systems Inc. located at 3100 Hansen Way, Palo Alto, CA, 94304, for a base year with four (4) option years, exercisable at the Government s discretion. The Philadelphia VA Medical Center (VAMC) requires preventative maintenance and service of Varian Linear Accelerator and Aria and Eclipse software to maintain operability and safety of government owned equipment. THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE PROPOSALS or QUOTATIONS. Responsible sources that believe they can meet the requirements may give written notification by submitting capability information that clearly demonstrates the capability to perform the required work and applicable certifications/licenses for the Hardware/Software. Capability information is required prior to the response due date and time, to establish the ability of the source to meet this requirement. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to perform the requirements and must include relevant corporate experience along with the applicable contract number, total contract dollar amount, contract period of performance, details of the relevant services and customer point of contact with corresponding telephone number and email address. Responses must include following information: 1. Company Name 2. SAM number 3. Company s address 4. Point of Contact information (title, phone number and email address) 5. Business size. A determination by the Government not to compete this proposed contract based upon 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. The Government will not be responsible for any costs associated with the preparation of responses to this notification. Responses are due by 12:00pm ET, Tuesday, October 1, 2024. No submissions will be accepted after this date and time. Responses shall be submitted via email to jefferson.mann@va.gov. Telephone inquiries will not be accepted. The NAICS code for this acquisition is 811210 and the size standard is $34 Million. Statement of Work (SOW) A. GENERAL GUIDANCE Title: Service and Maintenance Contract for Government-owned Varian Linear Accelerator Trilogy TX (EE#75973, SN5271) and Varian Aria and Eclipse Treatment Planning software at Corporal Michael J. Crescenz VA Medical Center (CMCVAMC) in Philadelphia, PA. Scope of Work: The contractor shall provide a service package for the Government-owned Varian Linear Accelerator and Varian Aria and Eclipse software per the requirements stated herein. The facility is located at: Philadelphia VA Medical Center (VAMC) 3900 Woodland Ave Philadelphia, PA 19104 Background: This contract is issued to ensure the continuous reliability of the Varian Linear Accelerator and Aria and Eclipse software in this Statement of Work (SOW). The equipment requires annual preventive maintenance and manufacturer-recommended operational and safety improvements to uphold availability and efficacy of the system. This equipment is critical for continuous operations of the laboratory at VA Philadelphia. The reliable and accurate operation of the system at all times is considered critical to the health of patients. Performance period: The period of performance (POP) is the duration of the service agreement for the base year, plus four option years. Type of Contract: Firm-fixed-price. B. GENERAL REQUIREMENTS This agreement includes software and equipment support for the continuous reliability of the Varian linear accelerator system and associated planning software. The following system is to be serviced in accordance with the specifications, terms, and conditions of the manufacturer and requirements stated in this contract. Trilogy TX (EE#75973, SN5271, vendor ID H295271) Service and support to be provided: Varian Maintenance Agreement CLINAC-TRILOGY - Essentials for H295271 ARIA Radiation Oncology Software Essentials TPS Eclipse Software Essentials Uptime Performance Guarantee 97% All parts, labor, travel, shipping & handling necessary for support Annual Periodic Maintenance Inspection s (PMI) in accordance with Varian specifications Maintenance Releases/Service Packs and associated training Software Upgrade & associated training Help Desk Support Remote Access for diagnostics and support Comprehensive Firmware Coverage Coverage for selected Tx room components CCTV monitors and cameras Lasers for patient positioning Intercom system In- Room Monitors Mandatory upgrades coverage On-site Emergency Labor Hours of Coverage: Standard Hours are from 8 a.m. to 5 p.m. Monday Friday. Non-Standard Hours are Saturdays, Sundays, Varian Holidays (U.S.) and weekdays from 5 p.m. to 8 a.m. (following day). Varian Holidays: New Year s Day Presidents Day Good Friday Memorial Day Independence Day Labor Day Thanksgiving Day Day after Thanksgiving Christmas Holiday 1 Christmas Holiday 2 Extended Hours are from 5 p.m. to 9 p.m. Monday - Friday, not including Varian Holidays (U.S.) Varian Holidays: New Year s Day Presidents Day Good Friday Memorial Day Independence Day Labor Day Thanksgiving Day Day after Thanksgiving Christmas Holiday 1 Christmas Holiday 2 Services shall be performed during standard and extended hours of coverage unless one of the following conditions exists: The contractor wishes to furnish services at a time that is outside of the normal hours of coverage, at no additional cost to the Government, the contractor submits a request to Biomed Engineering prior to the proposed start of the work, and the request is approved in writing before work is begun. The technical point of contact in Biomed Engineering directs that the services be furnished at a time that is outside the normal hours of coverage and the additional cost is recommended authorized by the CO. Work performed outside the standard and extended hours of coverage must be preapproved by the CO. The Contractor will provide a written estimate of the charges prior to approval of the work. Work performed outside the standard and extended hours of coverage at the request of the Field Service Engineer (FSE)/contractor shall be considered service performed during normal hours of coverage. There will be no additional charge for time spent waiting at the site during or after the normal hours of coverage for delivery of parts. Federal Holidays Observed by the VA Medical Center: New Year s Day, Martin Luther King, Jr. Day, President s Day (Washington s birthday), Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day specifically designated by the President of the United States. Customer Notification: Contractor shall notify Biomedical Engineering when they arrive on site. Contractor will schedule all services with Biomedical Engineering. When the service(s) is/are completed, the FSE shall document the services rendered on a legible Engineering Service Report(s) per Section E. The FSE shall be required to check out with the Biomedical Engineering Department and submit the ESR(s). All ESRs shall be submitted to the equipment user for an "acceptance signature" and to Biomed for an "authorization signature." If a Biomedical Engineering signature is not available, a FSE signed accepted copy of the ESR will be sent to the point of contact in Biomedical Engineering within five business days of work completion. Failure to comply, either in whole or in part, with either the notification or ESR requirements will be deemed significant non-compliance with the contract and may cause for negative contractor performance in the Contractor Performance Assessment Reporting System (CPARS). C. DEFINITIONS/ACRONYMS: Biomedical Engineering - supervisor or designee. CO - Contracting Officer. POC - Program Office Point of Contact. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or operative conditions. Service shall consist of calibration and testing in accordance with the manufacturer s latest established service procedures to ensure operation of equipment within manufacturer s or VA s performance specifications, whichever is the most rigorous. PM includes cleaning, inspecting lubricating and testing all equipment. All equipment shall be operated at least one complete operating cycle at the end of each PM. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VA Medical Center premises. ESR - Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Acceptance Signature - VAPHI employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. Authorization Signature - POCs signature; indicates POC accepts work status as stated in ESR. NFPA - National Fire Protection Association. CDRH - Center for Devices and Radiological Health. VAPHI - Department of Veterans Affairs Philadelphia Medical Center. OEM - Original Equipment Manufacturer CEU Continuing Education Credit D. CONFORMANCE STANDARDS: Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, TJC, NEC, OSHA, HIPAA, Federal and VA security specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM s technical specifications. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA. E. DOCUMENTATION/REPORTS: The documentation will include equipment down time and detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards. ESR s must also be emailed to vhaphibiomedicalservicereports@va.gov, with the Vendor Name and contract Obligation Number listed in the Subject Line. In addition, each ESR must at a minimum document the following data legibly and in complete detail: Name of Contractor Name of FSE who performed services. Contractor Service ESR Number/Log Number. Date, Time (starting and ending), Hours-On-Site for service call. VA Purchase Obligation (PO) number covering the call, if outside normal working hours. Description of Problem Reported by POC/User. Identification of Equipment to be serviced to include the following: Equipment ID # or EE# from the bar-code, Manufacturers Name, Device Name, Model#, Serial #, and any other Manufacturers identification numbers. Itemized Description of Service(s) Performed (including Costs associated with after normal working hour services), including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. Total price to be billed. Signatures from the following: FSE performing services described. VA Employee who witnessed service described. Equipment downtime calculated in accordance with Conformance Standards. Note: Any additional charges claimed must be approved by the CO before service is started. F. SCHEDULE FOR DELIVERABLES Draft copies of deliverables shall be provided to Biomedical Engineering staff before the contractor leaves the facility at each visit. If a final copy can be provided at that time, then a draft copy is not necessary. Final copies must be provided to Biomedical Engineering within 5 business days of the time of each deliverable. G. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written modification of the contract by the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. H. CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment described in this scope of work, in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract. I. CONTRACTOR EXPERIENCE REQUIREMENTS Each respondent must be an authorized provider of service and support from the original equipment manufacturer. Contractor personnel coming on-site must provide a copy of: Tuberculosis (Tb) vaccination documentation, Flu vaccination documentation, and Copy of HIPAA compliance training certificate. J. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD: The contractor shall comply with the Federal OSHA Bloodborne Pathogens Standard. The contractor shall: Have methods by which all employees are educated as to risks associated with bloodborne pathogens. Have policies and procedures that reduce the risk of employee exposure to bloodborne pathogens. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract. K. INFLUENZA PREVENTION PROGRAM: VHA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Healthcare personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. Those HCP unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center. It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation: Documentation of vaccination, e.g., signed record of immunization from a healthcare provider or pharmacy, or a copy of medical records documenting the vaccination. Completed Healthcare Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine. The contractor is required to submit annual certification to the Program Office s Point of Contact (POC) or designee that all contract staff performing services at VA facilities are in compliance with the VHA Directive 1192. L. COVID-19: Upon entering the VAMC, per CDC and federal regulations, all personnel must wear the required PPE while on-site; at a minimum this includes a cloth mask. PPE will not be provided by the Government. All individuals are required to enter through the main entrance for screening. If contractor does not pass screening per most recent guidelines, they will be asked to leave. In the event of an FSE being forced to vacate the premises, they shall notify the necessary Biomedical Engineering staff and provide a contact for a replacement. Effective August 13, 2021, Recertified VHA Directive 1193 requires all contractors to have received a complete COVID-19 vaccine series (unless exempt from vaccination for medical or religious reasons) when entering the medical center. M. CONFIDENTIALITY AND NONDISCLOSURE: It is agreed that: The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. N. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS: The contractors FSE shall wear visible identification at all times while on the premises of VAPHI. Identification shall include, as a minimum, the employee s name, position, and the contractor s trade name. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. VAPHI will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings and on premise at VAPHI. This covers all smoking and tobacco products, including but not limited to: Cigarettes Cigars Pipes Any other combustion of tobacco Electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens, or e-cigars. Chewing tobacco Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court. O. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Contractor must follow national MOU/ISA in place for access to the VA Network. Contractor owned computer equipment including laptops are not permitted to be connected to the VA network without concurrence from CMCVAMC Biomedical Engineering. All removable storage devices used in medical equipment (USB drives, CDs, DVDs, etc.) must be scanned by Biomed before use. Contractors shall not remove from the facility any equipment containing patient information and shall not disclose any patient information. The following language from VA Handbook 6500.6 is required in this contract: Appendix B: To be provided Appendix C: To be provided All Contractors must receive Privacy training annually using one of the following methods: Complete VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information training by using VA s TMS system (https://www.tms.va.gov/). Contractors may use the TMS Managed Self Enrollment method to complete the training in TMS. The COR or designee must ensure that all contractors are validated in the PIH domain. Complete the hard copy version of VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information . Signed training documents must be submitted to the COR or designee. Contractors may not leave tools and equipment unattended. Biomedical Engineering staff must be made aware of any work performed within Information Technology Communication closets. All contractors and contractor representatives must follow any Business Associate Agreement (BAA) their company has established with the VAMC. Contractor may not remove any equipment containing patient data from the premises. Biomedical Engineering must remove and sanitize hard drives containing PHI/PII.

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