Solicitation Number: VA528-14-Q-0412 Notice Type: Special Notice of Intent to Sole Source This is a SPECIAL NOTICE ANNOUNCEMENT ONLY. The Department of Veteran Affairs, VISN 2 Network Contracting Office intends to award a sole source contract for the Stratton Albany VA Medical Center, 113 Holland Avenue, Albany NY 12208-3410. This proposed contract action is for a service in which the Government intends to award a one year (12 month), firm, fixed-price contract with only one source, Tomotherapy, Inc., 1240 Deming Way Madison WI, 53717 under the authority Federal Acquisition Regulation (FAR) Part 6.302-1 (a)(2), only one responsible source. Place of Performance: Department of Veterans Affairs Stratton Albany VA Medical Center 113 Holland Avenue Albany New York 12208-3410 Purpose and Objectives: The intent of this Special Notice is to identify potential offerors capable of providing full service maintenance, software upgrades, on-line, telephonic and email support, and on-call emergency support services for: 1). Tomotherapy Accuray Hi-Art System and associated components listed below: All repair personnel must be fully qualified, OEM certified in order to work on this equipment. Fully Qualified is based upon training and on experience in the field. For training, the Service Representatives must have successfully completed a formalized training program, for the equipment identified herein. Certifications and/or training records may be requested. SCOPE AND EQUIPMENT: This is a Service and Maintenance Contract for a Tomotherapy Accuray Hi-Art System. Contractor shall provide all supervision, tools, equipment, labor, and materials necessary to provide full software maintenance and on-call emergency support services, including software upgrades, service bulletins and alerts, telephone, email, and online support. VA ID # Equipment Description Serial Number Room 155128 Model H00000001 Hi-Art Treatment System 110100 116a 155228 Model 269010003 Gantry 0210100 116a 155229 Model T020 Patient Table Q410028 116a 155260 Model 389410090D Hi-Art Operators Station 0610092 116 155399 NEC LCD1970NX Multisync Monitor 61D05466YA 116 155267 Model DGS1005 Ethernet Gigabit Switch DR8V259003611 116 155268 Model 28991003 Hi-Art Status Console 1210192 116 155270 Tatung model TCM1002 Color CCTV Monitor 12514110088 116 155272 Tatung model TCM1002 Color CCTV Monitor 12514110087 116 155269 Model 90016 Tomoelectrometer 8 Channel Electrometer L061802 116 201837 Ricoh Aficio SPC240DN Color Laser Printer S3899022547 103 155254 Model 289910031 Cluster Rack 2010019 121c 155256 CTX model VL501 Color Monitor DMW63AL00237 121c 155257 Model 289410023 Hi-Art SDAP Workstation 1810081 122 197900 NEC LCD2090HXi Multisync Monitor 85154100YA 122 155258 Model 91750 Tomoscanner Dosimeter K061912 122 155275 Model 289410022 Hi-Art Dosimetry Workstation ADV Pro-Film 1810312 123 155261 NEC LCD1970NX Multisync Monitor 61D03496YA 123 155276 Vidar Dosimetry Pro Advantage Film Digitizer 310616 123 155259 Ricoh Aficio CL3500N Color Laser Printer 7AXHMA15103 123 155274 APC SUA750 Smart-UPS Power Conditioner AS0608240850 123 155397 Model 289410028 Hi-Art Planning Station 0510125 123 155398 NEC LCD1970NX Multisync Monitor 61D05222YA 123 CORRECTIVE MAINTENANCE: A. Unlimited remote (online) consultation and repairs by qualified service technicians, trained by the manufacturer. Contractor shall maintain equipment in accordance with the Conformance Standards. B. The Contracting Officer (CO), COR or designated alternate has the authority to approve/request a service call from the contractor. C. Unlimited telephone support Mon-Fri 8am-5pm (excluding Federal Holidays). This support shall include technical and clinical troubleshooting and consultation. D. Response Time: The Contractor will respond to requests for service by telephone within thirty (30) minutes of notification during normal business hours and no later than eight (8) A.M. of the next business day if called after normal business hours. E. Contractor shall repair, modify, or correct as necessary software deficiencies related to any and all hazard alerts from the manufacturer, FDA, or Veterans Administration, etc. at no additional cost. ONLINE SUPPORT A. Contractor shall provide unlimited email support for all clinical and technical questions and/or troubleshooting in addition to the telephonic support listed in section C above. Response to emails may be may be made by phone or return email. B. Contractor shall provide unlimited (24 hr/day, 7 days/week) internet-based support tools which provides access to installation and troubleshooting documents, an online demonstration system, product upgrade information, training videos, up-to-date information on installed products, maintenance and support status, software updates, online template sharing, and support FAQs. C. Contract shall provide electronic notification of service alerts regarding critical support issues. SOFTWARE UPGRADES A. Contractor shall provide OEM approved software upgrades (feature enhancements). OEM releases at least one major upgrade every year with significant enhancements. Contractor shall manage all software upgrades, working in collaboration with local users and Biomedical Engineering. Upgrades may be provided and installed remotely, and shall be scheduled to ensure little or no downtime. B. Contractor shall provide an electronic bulletin service, designed to provide notification of current and pending software upgrades, upcoming events and training opportunities, and important service announcements. CONFORMANCE STANDARDS: Contractor shall ensure that the equipment functions IAW OEM performance standards. SERVICE MANUALS: The contractor shall have on file or make available to its FSE's, all operational and service manuals, schematics and parts lists, and any other documentation necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. Response: Responses to this Special Notice should be able to demonstrate the firm's ability, capability, and responsibility to deliver the service listed above. The purpose of this Special Notice announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. No funds have been authorized, appropriated, or received for this effort. Responses should include the following information: Business name, address, business size and Socioeconomic Category (HUBZone, 8(a), Service Disabled Veteran, Small Business, Large Business, etc.), and point of contact to include e-mail address and telephone number. All offerors must be registered in the System for Award Management (www.sam.com) and Representations and Certifications must be completed prior to any future award. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to provide the full maintenance and repair service on equipment listed. Determination by the Government not to compete this proposed contract based on responses to this notice is solely within the discretion of the Government. Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 811219 ($20.5 Million). Any offeror capable of providing this service shall notify the Contracting Officer by email within 7 calendar days from the date of the publication of this sources sought notice. All information is to be submitted via e-mail to: [email protected].

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