NOTICE OF INTENT TO AWARD SOLE SOURCE: Department of Veterans Affairs (VA) Network Contracting Office 2 (NCO 2) intends to award a sole source contract award to Accuray Incorporated 1310 Chesapeake Ter Sunnyvale, CA 94089. The period of performance for contract award will be from May 1, 2020 through September 30, 2020. This requirement is to provide all labor and materials to provide full service and maintenance for a government-owned Tomotherapy Hi-Art System and associated components listed below located at the Stratton VA Medical Center, located at 113 Holland Ave., Albany NY 12208. All maintenance and repairs for equipment is to be done at the direction of VA medical Center personnel per manufacturer s specification in accordance with the service agreement. This coverage shall include full support for all components, and software. Accuray Incorporated is the only known provider since the software is proprietary and maintenance can only be provided by Accuray Incorporated. THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES; however, any firm that believes it can meet the requirements may give written notification prior to the response due date and time. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to perform the requirements. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Government will proceed with the award. Responses are due by June 6, 2020 at 10:00 a.m. (ET). Responses shall be submitted via e-mail to [email protected]. Telephone requests or inquires will not be accepted. Statement of Work Equipment List The Contract shall cover the equipment detailed in the table. 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 2810410 116a 155267 Model DGS1005 Ethernet Gigabit Switch 2816 116 155268 Model 28991003 Hi-Art Status Console 1210192 116 155272 Tatung model TCM1002 Color CCTV Monitor 12514110087 116 155269 Model 90016 Tomoelectrometer 8 Channel Electrometer L061802 116 194667 NEC EA190M-BK 19 Monitor 9X102239TA 116 201837 Ricoh Aficio SPC240DN Color Laser Printer 7AXHMA15103 103 155256 CTX model VL501 Color Monitor DMW63AL00237 121c 155257 Model 289410023 Hi-Art SDAP Workstation 1611045 122 197900 NEC LCD2090HXi Multisync Monitor 85154100YA 122 155258 Model 91750 Tomoscanner Dosimeter K132911 122 155275 Model 289410022 Hi-Art Dosimetry Workstation ADV Pro-Film 1810312 123 155261 NEC LCD1970NX Multisync Monitor 06137117TA 123 155276 Vidar Dosimetry Pro Advantage Film Digitizer 362953 123 155259 Ricoh Aficio SP C320DN Laser Printer S9939200089 123 232796 Tomotherapy Cluster Rack (Electronics) 2328BAT0B831 121c 232797 Operators Station 12152M00078 116 232798 Multisync LCD1970 19 Monitor 34308498TA 116 232799 Planning Station 1 1213M00076 123 232800 Multisync LCD1970 19 Monitor 3X101292TW 123 232802 Planning Station 2 1215M00074 122 232803 Multisync LCD1970 19 Monitor 34308501TA 122 Periodic calibration of the following equipment is NOT included in this contract: VA ID #155269 TomoElectrometer 8 Channel Electrometer VA ID #155258 TomoScanner Dosimeter IV Detailed Scope of Work Contractor shall furnish all labor, tools, and equipment as applicable to perform full-service maintenance and repairs on identified equipment and associated software, unless otherwise specified, during normal working hours, unless otherwise specified. Normal working hours for corrective maintenance are 8:00 AM EST - 9:00 PM EST, Monday through Saturday. Normal hours for preventive maintenance and upgrade installation are 8:00AM EST 9:00 PM EST Monday through Friday. Holidays observed by the VAMC are: New Year s Day Martin Luther King Day President s Day Memorial Day Independence Day Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day All work shall be performed by competent personnel, experienced and qualified to work on the specific equipment listed on the schedule. Contractor shall provide certification as required by The Joint Commission (TJC) that all personnel authorized to maintain the equipment specified by the contract are competent and able to perform all duties listed under the terms of the contract. All work performed shall be first class in accordance with good manufacturing practices. Contracting Officer reserves the right to request proof of appropriate training and experience from vendor personnel for servicing the equipment on the schedule. It is the Contractors responsibility to provide all personnel, equipment, manuals, tools, and schematics to perform contracted services. Contractor's service representative shall contact Biomedical Engineering prior to any service performed. Service tickets will be signed and filed in Biomedical Engineering (room C52c, Bldg 2). In lieu of presenting service tickets while on-site, service tickets may be emailed to Biomedical Engineering COR representative. Failure to provide signed service tickets will result in non-payment. Scheduled preventive maintenance will include, but not be limited to, electrical safety testing, lubrication, adjustment, calibration, review of system diagnostics to ensure that the equipment is operating within specifications, installing and maintaining all software updates/upgrades, testing, and replacement of parts which would normally be replaced during the course of a standard PM (as recommended/required by manufacturer procedures), or parts found in the manufacturers PM Kit . The contractor s PM procedures will be comparable to that required by the equipment manufacturer. These procedures shall be presented in writing to the COR. At the conclusion of the preventive maintenance visit, the instrument(s) and/or equipment shall be returned to the operating condition stipulated by the manufacturer's factory specifications. Scheduled preventive maintenance service will be provided at intervals based on manufacturer recommendations in their technical service manuals. Preventive maintenance inspections will be coordinated with Radiation Therapy and Biomedical Engineering. Unless a particular month is specified in the contract, the Contractor shall notify the COR within thirty (30) days of acceptance of the contract of the month during which the preventive maintenance inspections are to be performed. The contractor is responsible for performing all PM service prior to the end of the month in which they are due. Any deviations from this schedule must be approved in advance by the COR. Any work outside SOW must be approved with a written modification from Contracting Officer. Invoices for charges resulting from additional work performed without prior approval will not be honored. The contractor shall be responsible for informing the COR of any uncorrected deficiencies and noting these on the service ticket. Notation will include the type of deficiency, dated and initialed. Any deficiency which poses a hazard to patients, staff, or other equipment will immediately be called to the attention of the users and the COR. The contractor shall provide updates and repairs for all software that was originally included with the system, or subsequently purchased through the manufacturer. Contractor shall provide a method of requesting service/support 24 hours-a-day, 7 days-a-week. Services provided shall include support for both hardware and software issues. Contractor shall respond to all repair requests within the specified time frame. Response by the Contractor is defined as: Telephone troubleshooting/repair services within one (1) hour of the initial contact. This initial response shall include consultations, diagnostic assistance, and advice on the use and maintenance of the system; and/or System is down and patients are unable to be treated on-site visit by a qualified repairperson within twenty-four (24) hours of the initial contact; and/or System is functioning, able to treat patients, but with some limitations and interruptions on-site visit by a qualified repairperson within seventy-two (72 hours of the initial contact; and/or System is functioning, able to treat patients, but with minor inconveniences or observations that require further investigation on-site visit by a qualified repairperson as soon as practical, but not later than the next preventive maintenance visit. Contractor shall repair, modify, or correct as necessary equipment deficiencies related to any and all hazard alerts from the manufacturer, FDA, or Veterans Administration, etc. Contractor shall provide any documentation required by law regarding the final disposal of any components and/or supplies, as defined by the EPA, the Resource Conservation & Recovery Act, and 6NYCRR, replaced during any service performed on the listed equipment. This documentation shall include, but not be limited to, manifests, detailed lists of disposed waste, etc. showing cradle-to-grave documentation of proper disposal.

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