This Request for Proposal (RFP) seeks to solicit proposals to establish a contract through competitive negotiations by Virginia Polytechnic Institute and State University (Virginia Tech), an agency of the Commonwealth of Virginia. Virginia Tech’s Animal Cancer Care and Research Center (ACCRC), located in Roanoke, Virginia, requires specialized Veterinary Radiation Oncology Medical Physics Services to support the safe, accurate, and effective delivery of radiation therapy to veterinary patients. These services are critical for ensuring regulatory compliance, maintaining rigorous quality assurance standards, and supporting the clinical, teaching, and research missions of the department. The ACCRC seeks these services beginning February 4, 2026, to meet ongoing operational, programmatic, and patient-care needs within the Radiation Oncology service. STATEMENT OF NEEDS/SCOPE OF WORK: A. Provide Physics QA for Varian EDGE Radiosurgery System with 6 degrees of freedom couch & Siemens Somatom Confidence 64 Simulator with moveable LAP Lasers. Must maintain tolerances within guidelines of AAPM TG-142 and AAPM TG-51. Routine QA may be performed through a combination of remote review of system-generated QA reports, automated daily/weekly QA verification, and periodic on-site visits. B. Provide annual Physics QA for Varian EDGE Radiosurgery System with 6 DOF couch & Siemens Somatom Confidence 64 Simulator with moveable LAP Lasers. (Must maintain tolerances within guidelines of AAPM TG-142 annual testing and AAPM TG-51 for annual reference dosimetry calibration, including SRS/SBRT-specific requirements.) C. Provide support, in partnership with the Institutional Radiation Safety Officer, to enable the Animal Cancer Care and Research Center and the University to meet Virginia State Regulatory Requirements, to include but not limited to the following: a. State inspection survey. Annual inspection of LINAC and IGRT X-ray system and evaluation of facility-specific design and operations for compliance with Virginia regulations. b. Preparation of regulatory documentation required for facility submittal to the state. D. Provide clinical medical physics support for veterinary radiation oncology cases in a primarily remote environment with on-site support as needed (Center expects to treat approximately 150 cases per year), to include but not limited to the following: a. Physicist review of scheduled treatment plans/QA charts prior to administration on a regular basis. b. Ability to arrange on-site support for new treatment procedures/techniques with prior notice. c. Remote spot-checking of charts/imaging for patients on treatment. d. Availability to answer questions from the unit regarding physics support including but not limited to questions regarding clinical dosimetry, patient setup, machine/equipment troubleshooting.
