Sources Sought Announcement: This is a SOURCES SOUGHT ANNOUNCEMENT ONLY , it 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 this sources-sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential sources 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. Responses to this notice shall include the following: (a) Company name: (b) Address: (c) Point of Contact: (d) Phone, Fax (if applicable), and Email: (e) Unique Entity ID: (f) Cage Code: (g) Tax ID Number: (h) Type of business, SDVOSB; VOSB, WOSB, small, large, etc., as appropriate: (i) Must provide a Capability Statement that addresses the organization s qualifications and ability to perform as a contractor for the statement of work draft described below in italics. Failure to provide sufficient information may result in the Government s inability to determine that the respondent is capable. GENERAL STATEMENTS OF CAPABILITY ARE NOT ACCEPTABLE. Scope: The Contractor shall provide all necessary labor, materials, supplies, parts, software (needed for the general operation of the equipment), tools, equipment, travel, transportation expenses and other related costs to provide Preventive Maintenance Inspection (PMI) and Corrective Maintenance services on the Government Owned Accuray Radixact X7 System at the participating facility. The Accuray Radixact system is a linear accelerator used to provide tomotherapy radiation treatment to our cancer patients in our Radiation Oncology Department. The contractor is responsible for maintaining an uptime guarantee of 98% or higher. General Requirement: All work shall be in accordance with manufacturer s instructions, including, but not limited to, adjustments, calibration, cleaning, lubrication, testing, disassembly, checkout, and replacement of worn and/or defective parts. The above shall be performed as necessary as required to keep equipment in optimal working condition. This refers to the equipment listed below: Equipment PM Frequency RADIXACT TOMOTHERAPY UNIT Quarterly Preventive maintenance and Inspection (PMI) The Contractor shall perform all manufacturer recommended PMI duties, including but not limited to: Inspect or Replace the Magnetron Enclosure RF Gaskets, Radixact Calibrate the Dose Control System (DCS), Radixact Check and Regulate Compressed Air Pressure, Radixact Test for Electrical Safety, Radixact Exchange the System Water, Radixact Inspect the Water Tubing, Radixact Check the Auxiliary Monitoring Assembly (AMA) Data, Radixact Check the Sulfur Hexafluoride (SF6) Pressure, Radixact Replace the Compressed Air Filters, Radixact Replace the TCS Debris Filter Element, Radixact Replace the TCS Deionization Filter Element, Radixact Replace the Enclosure Fan Filters, Radixact Inspect Air Vents and Heat Exchangers for Dust, Radixact PDU Input and Output Tests, Radixact Verify the Integrity of 3 Phase Power Connections, Radixact Verify the System Interlocks, Radixact Calibrate and Pair the Gen 1 kV Generator and Tube, Radixact Torque the ScandiNova Modulator Pulse Cable Screws Pair the Gen 2 Generator and Tube Inspect and Clean the PDU UPS, Radixact The Contractor shall perform PMI in accordance with the equipment manufacturer during the life of the contract. All equipment must also be maintained in such a condition that will satisfy the requirements of the Joint Commission (JC). The Contract may request a copy of the JC standards from the COR. The Contractor shall provide all PMI-related replacement parts at no cost to the Government. The Contractor shall provide all travel and transportation expenses at no cost to the Government. The PMI will be scheduled for a minimum of five business days in advance with the Contracting Officer s Representative (COR). The Contractor shall provide a detailed service report to the COR within ten business days of PMI maintenance. Corrective Maintenance / Repair Services: The Contractor shall conduct corrective maintenance/software upgrades/repair services as required by the Government. All equipment must also be maintained in such a condition that will satisfy the requirements of the Joint Commission. The Contractor may request a copy of the JC standards from the COR. The Contractor shall provide all travel and transportation expenses at no cost to the Government. The Contractor shall provide phone technical support 24 hours, 365 days a year. The Contractor shall provide all corrective maintenance repair and replacement parts at no cost to the Government. The Contractor shall provide a detailed service report to the COR within ten business days of corrective maintenance. Replacement Parts: Only standard new or like-new parts shall be furnished by the Contractor. All parts shall be of current manufacture and shall have versatility with presently installed equipment. All major components and parts furnished shall carry the manufacturer s standard commercial warranty. All newly installed parts will become the property of the Government. Replaced parts are to be disposed of by the Contractor after approval of COR. All worn or defective parts are to be replaced at no cost to the Government. Operating and consumable supplies are not included in this contract. The Veterans Affairs Healthcare Facility shall not furnish parts, service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring appropriate equipment and/or supplies necessary to complete the work as required. 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. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. Notice to Potential Offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM). Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at VetBiz Portal . All interested Offerors should submit information by e-mail to Jennell.christofaro@va.gov. All information submissions to be marked Attn: Jennell Christofaro; Contract Specialist and should be received no later than 09:00 AM Pacific Time on the due date found on page 1 of this sources sought notice.
