H265--FY26 SERVICES - LINAC Validation and Commissioning for (1X) Brooklyn VA Medical Center in Brooklyn, NY

Description

{"description":"This is a REQUEST FOR INFORMATION only. This Sources Sought Notice is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to the Sources Sought Notice must be in writing.\nThe purpose of this Sources Sought Notice 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.\nDocumentation on 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.\nThis Sources Sought Notice is for the VA New York Harbor Health Care, Brooklyn VA Medical Center located at 800 Poly Place, Brooklyn, NY 11209-7104, who have a requirement for new Varian Halcyon Linnear Accelerator (LINAC) Equipment Validation and Commissioning Services for a one-time contract. A site visit will not be included in the official solicitation. Work shall be performed in calendar year 2026 and completed within three (3) months of contract award. There will be no option years included in the solicitation.\nThe contractor shall provide all personnel, labor, materials, equipment, and supervision necessary to perform commissioning of the Halcyon linear accelerator in accordance with AAPM (American Association of Physicists in Medicine) Task Group Reports and Varian Medical Systems manufacturer specifications.\nPre-Commissioning Review\nReview manufacturer installation and acceptance test data.\nVerify mechanical and dosimetric performance meets Varian acceptance criteria.\nConfirm integration with oncology information systems.\nBeam Data Collection and Validation\nAcquire all required dosimetric data for photon energies available on the Halcyon unit.\nValidate data using calibrated reference dosimetry equipment traceable to NIST standards.\nGenerate beam modeling datasets for import into the Eclipse treatment planning system.\nData acquisition replicating the beam model data set.\nAll open photon percentage depth dose, profile, and output factor measurements as required by Eclipse\nMLC parameter measurements as required by Eclipse\nData acquisition for model validation according to best practice guidelines, including small fields\nVerification of integrity of measured beam data by comparison with pre-installed beam model data.\nGamma analysis of scan data\nComparison of point dose measurement (output factors, applicator factors, cone factors, etc...)\nBeam model validation\nGamma analysis of validation scan data (measured vs calculated for all licensed Eclipse algorithms)\nPoint dose comparison (measured vs calculated for all licensed Eclipse algorithms)\nPortal Dosimetry model validation (if licensed)\nIMRT and VMAT validation using TG119-type and clinical plans\nAbsolute dose calibration verification (AAPM TG51 or IAEA TRS398), in customer-defined geometry\nAll raw and processed measurement data (scans, point doses, arrays)\nAll validation plans installed and calculated on the TPS\nValidation analysis\nComprehensive commissioning report\nTreatment Planning System Commissioning\nConfigure and validate beam models in Eclipse.\nPerform dose calculation validation using test cases and phantom measurements.\nDocumentation and Reporting\nProvide comprehensive commissioning report including methods, data, results, and Quality Assurance baselines.\nSubmit electronic and hard copies of all test results, calibration certificates, and configuration data.\nProvide a summary presentation and turnover meeting to Radiation Oncology leadership.\n\nResponses to this notice shall include the following:\nCompany name, address, point of contact (phone and e-mail), SAM UEI number\nType of business (e.g. SDVOSB, VOSB, HUBZone, 8(a), WOSB, Small Disadvantaged Business, or other Small Business)\nCapability Statement addressing the Company's qualifications and ability to perform according to description above\nSubcontracting plans (note the limitations on subcontracting at 50% for services, RFO FAR 52.219-14, Limitations on Subcontracting, and/or VAAR 852-219-75/852.219-76)\nContractor shall be registered in SAM.gov. The NAICS Code of 811210 with a Small Business size standard of $34 Million. SDVOSB/VOSB vendors shall be registered in the SBA Small Business Search Database.\nAny offer capable of providing this service shall notify the Contract Specialist no later than December 18th, 2025, 3:00 pm EST.\nAll information is to be submitted via e-mail to: julie.monaganbarnard@va.gov. Phone calls will not be accepted.\n\n\n"} Solicitation Number: 36C24226Q0198 Type: Sources Sought Base Type: Sources Sought NAICS: 811210 Classification Code: H265 Response Deadline: 2025-12-18T15:00:00-05:00 Office Address: ALBANY, NY Place of Performance: Brooklyn, New York, 11209-7104 POC: Julie Monagan Barnard, julie.monaganbarnard@va.gov, (607) 590-1325 {"description":"This is a REQUEST FOR INFORMATION only. This Sources Sought Notice is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to the Sources Sought Notice must be in writing.\nThe purpose of this Sources Sought Notice 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.\nDocumentation on 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.\nThis Sources Sought Notice is for the VA New York Harbor Health Care, Brooklyn VA Medical Center located at 800 Poly Place, Brooklyn, NY 11209-7104, who have a requirement for new Varian Halcyon Linnear Accelerator (LINAC) Equipment Validation and Commissioning Services for a one-time contract. A site visit will not be included in the official solicitation. Work shall be performed in calendar year 2026 and completed within three (3) months of contract award. There will be no option years included in the solicitation.\nThe contractor shall provide all personnel, labor, materials, equipment, and supervision necessary to perform commissioning of the Halcyon linear accelerator in accordance with AAPM (American Association of Physicists in Medicine) Task Group Reports and Varian Medical Systems manufacturer specifications.\nPre-Commissioning Review\nReview manufacturer installation and acceptance test data.\nVerify mechanical and dosimetric performance meets Varian acceptance criteria.\nConfirm integration with oncology information systems.\nBeam Data Collection and Validation\nAcquire all required dosimetric data for photon energies available on the Halcyon unit.\nValidate data using calibrated reference dosimetry equipment traceable to NIST standards.\nGenerate beam modeling datasets for import into the Eclipse treatment planning system.\nData acquisition replicating the beam model data set.\nAll open photon percentage depth dose, profile, and output factor measurements as required by Eclipse\nMLC parameter measurements as required by Eclipse\nData acquisition for model validation according to best practice guidelines, including small fields\nVerification of integrity of measured beam data by comparison with pre-installed beam model data.\nGamma analysis of scan data\nComparison of point dose measurement (output factors, applicator factors, cone factors, etc...)\nBeam model validation\nGamma analysis of validation scan data (measured vs calculated for all licensed Eclipse algorithms)\nPoint dose comparison (measured vs calculated for all licensed Eclipse algorithms)\nPortal Dosimetry model validation (if licensed)\nIMRT and VMAT validation using TG119-type and clinical plans\nAbsolute dose calibration verification (AAPM TG51 or IAEA TRS398), in customer-defined geometry\nAll raw and processed measurement data (scans, point doses, arrays)\nAll validation plans installed and calculated on the TPS\nValidation analysis\nComprehensive commissioning report\nTreatment Planning System Commissioning\nConfigure and validate beam models in Eclipse.\nPerform dose calculation validation using test cases and phantom measurements.\nDocumentation and Reporting\nProvide comprehensive commissioning report including methods, data, results, and Quality Assurance baselines.\nSubmit electronic and hard copies of all test results, calibration certificates, and configuration data.\nProvide a summary presentation and turnover meeting to Radiation Oncology leadership.\n\nResponses to this notice shall include the following:\nCompany name, address, point of contact (phone and e-mail), SAM UEI number\nType of business (e.g. SDVOSB, VOSB, HUBZone, 8(a), WOSB, Small Disadvantaged Business, or other Small Business)\nCapability Statement addressing the Company's qualifications and ability to perform according to description above\nSubcontracting plans (note the limitations on subcontracting at 50% for services, RFO FAR 52.219-14, Limitations on Subcontracting, and/or VAAR 852-219-75/852.219-76)\nContractor shall be registered in SAM.gov. The NAICS Code of 811210 with a Small Business size standard of $34 Million. SDVOSB/VOSB vendors shall be registered in the SBA Small Business Search Database.\nAny offer capable of providing this service shall notify the Contract Specialist no later than December 18th, 2025, 3:00 pm EST.\nAll information is to be submitted via e-mail to: julie.monaganbarnard@va.gov. Phone calls will not be accepted.\n\n\n"}