SOLICITATION NOTICE
H--H -- Commissioning of LINAC
- Notice Date
- 8/9/2005
- Notice Type
- Solicitation Notice
- Contracting Office
- Attn: Department of Veterans Affairs Medical Center, Acquisition and Materiel Management Service, (90CB), 10000 Brecksville Road, Brecksville, Ohio 44141
- ZIP Code
- 44141
- Solicitation Number
- 541-102-05
- Response Due
- 8/17/2005
- Archive Date
- 9/16/2005
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. Solicitation Number RFQ 541-073-05 is issued as a Request for Quotations. There will only be one award. This RFQ incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-03. The Louis Stokes Cleveland VA Medical Center intends to award a firm-fixed price contract. This procurement is unrestricted under NAICS code 541380 with a size standard not to exceed $10,000,000. The Louis Stokes Cleveland VA Medical Center (LSCVAMC) has a requirement for a technical service, the Commissioning of a Varian Linear Accelerator at the Wade Park Unit, 10701 East Boulevard, Cleveland, Ohio 44106. The Commissioning includes but is not limited to: 1. Beam data acquisition; 2. Entry of beam data into a Radiation Treatment Planning (RTP) system, modeling the data if required by the underlying dose calculation and other software algorithms, and verification of its accuracy; 3. Providing necessary information to professional and clinical staff pertinent to the commissioning. The primary responsibility of commissioning the Linac is beam data acquisition, and development of operational procedures based on this data, which includes: 1. Dosimetry Calibration: a. The Linac shall be calibrated according to the methodology of the AAPM Radiation Therapy Committee Task Group (TG) ? 51 protocol report ?AAPM?s TG-51 protocol for clinical reference dosimetry of high-energy photon and electron beams?, Medical Physics, Vol. 26, No. 9, September 1999. Additional references for useful electron beam dosimetry information relating to TG-51 are: TG-25 Report ?CLINICAL ELECTRON-BEAM DOSIMETRY?, Medical Physics, Vol. 18, No. 1, February 1991; TG-39 Report on calibration of plane-parallel ionization chambers, Medical Physics, Vol. 21, No. 8, August 1994; and Article ?A new approach to electron-beam reference dosimetry?, Medical Physics, Vol. 24, No. 3, March 1998. b. Dosimetry Transfer (Xfer) Correction Factors in soft tissue (e.g., muscle) for all photon and electron beam energies shall be generated for all of our calibration ionization chambers to be used in water and/or polystyrene. Independent verification of all photon and electron beam output using the mailed TLD service from the Radiological Physics Center (RPC) ? 547 at the University of Texas M.D. Anderson Cancer Center. 2. Commissioning of Photon Beams (6.0 MV and 16.0 MV Beams): a. The following specifications were taken from Section IV.C.: ?Commissioning photon beams? of ?AAPM code of practice for radiotherapy accelerators: Report of AAPM Radiation Therapy Task Group No. 45?, Medical Physics, Vol. 21, No. 7, July 1994. b. Determination of Phantom Scatter Factors (Sp) from measured Central Axis (CAX) Output Factors (Sc,p) in a 3-D scanning water phantom dosimetry system, and Collimator Scatter Factors (Sc) in a mini-phantom in air, both at dmax and 10.0 cm depth, and 100.0 cm SSD, for square field sizes of 2.0, 3.0, 4.0, 5.0, 6.0, 8.0, 10.0, 12.0, 15.0, 18.0, 20.0, 25.0, 30.0, 35.0, & 40.0 cm. Tables of these factors for all square fields with increments of 1.0 cm field dimension shall be generated. b. Acquire dose profiles (cross-beam along both x and y axes, and depth dose along CAX) of symmetric and some asymmetric fields to augment the Pinnacle-3 RTP system. d. Measure or generate, as appropriate, CAX Percentage Depth Ionization (PDI), and Percentage Depth Dose (PDD) profiles in water at the standard 100.0 cm Source to Surface Distance (SSD?s) and other required distances by ADAC, and Tissue Maximum Ratio (TMR) profiles at isocenter for all open square field sizes listed above, and square wedged (physical and enhanced dynamic wedge) beams of 5, 10, 15, 20, 25, and maximum allowed for wedge (cm). Create tables of this Central Axis (CAX) data at field increments of 1.0 cm, and depth increments of 1.0 mm from surface to depth of maximum dose (dmax) ? 0.5 cm, 0.5 mm to dmax + 0.5 cm, or next whole number value, and 1.0cm up to 40.0 cm maximum. From the above CAX data generate both SSD and ioscentric tables of monitor units (mu) for open square field increments of 1.0 cm, depth increments as above, and assuming a prescribed absorbed dose of 100.0 cGy to calibration point in a soft tissue (e.g., muscle) equivalent medium using standard calibration geometry (e.g., dmax depth, 100.0 cm distance, and 10.0 cm square field defined at isocenter). e. Provide tables of ?equivalent square fields? for rectangular field sizes. f. Provide tables of measured tray and wedge (physical and dynamic wedge) transmission factors for above field sizes up to the maximum allowed. g. Measure cross-beam profiles along both x & y axes for the above standard open square field sizes, some open rectangular field sizes (e.g., 5x20 and 20x5), some wedged (physical and dynamic wedge) square fields (e.g., 5, 10, 15, 20, 25, and maximum allowed with wedge in cm), and selective asymmetric fields for both sets of jaws at 100.0 cm SSD and those SSD?s required by ADAC, and at depths of dmax, 5.0 cm, 10.0 cm, 15.0 cm, 20.0 cm and 30.0 cm. h. Measure the nominal block transmission factors (T) as a function of open field size, and the effective Block Transmission Factor (BTF) for various square blocked fields in a standard open field. i. Measure CAX depth dose distributions in a number of clinically representative fields, in standard geometry, with custom blocks in the fields. For the same geometric conditions, measure dose profiles across beam, with the same blocks, at depths of dmax, 5.0, 10.0, 15.0, 20.0, and 30.0 cm. j. Measure/provide any additional photon beam data required by latest version of Philips/ADAC Pinnacle-3 RTP System (currently v.7.4). k. Model photon beam data on Pinnacle-3. 3. Commissioning of Stationary Electron Beams: a. The following specifications were taken from Section IV.D.: ?Commissioning stationary electron beams? of ?AAPM code of practice for radiotherapy accelerators: Report of AAPM Radiation Therapy Task Group No. 45?, Medical Physics, Vol. 21, No. 7, July 1994. b. Measure Output Factors in water at standard 100.0 cm SSD, and extended SSD?s, at both dref (TG-51 defined reference depths) and dmax depth for all standard cones and cutouts. c. Measure CAX depth dose curves in water for all cone sizes, and various cutout insert sizes in all clinically used cones at 1mm depth increments everywhere except in range dmax ? 0.5 cm to dmax + 0.5 cm where it should be 0.5mm. Create tables of these CAX PDD curves. From the above PDD data and output factor measurements generate mu tables for all open cones and standard insert sizes. d. Measure (cross-beam) dose profiles along both x and y axes for all standard cones and cutouts for various SSD?s and at depths of R90/2.0, dmax, R90, R70, R50, and Rp+2.0 cm. Provide tables of these profiles. e. Determine Virtual SSD and effective air-gap distances for all standard cones and cutouts. Provide tables of these factors. f. Measure/provide any additional electron beam data required by latest version of Philips/ADAC Pinnacle-3 RTP System (currently v.7.4). g. Model electron beam data on Pinnacle-3. 4. Commissioning of Multi-Leaf Collimators (MLC): a. The following specifications were taken from Section 3.B.: ?Commissioning? of AAPM Report No. 72 entitled ?Basic Applications of Multi-Leaf Collimators: Report of the AAPM Radiation Therapy Committee Task Group No. 50?, Medical Physics Publishing, July 2001. b. Measurement of the average leaf and interleaf transmission factors for purposes of planning treatments. c. Measurement of central axis profiles (e.g., percentage depth dose (PDD), and tissue-phantom ratio (TPR)). d. Determination of Phantom Scatter Factors (Sp) from measured Output Factors (Sc,p) and Collimator Scatter Factors (Sc). e. Acquiring profiles of both symmetric and some asymmetric fields to augment the RTP system with off-axis ratios (OARs) measured with the MLC. 5. Commissioning of Intensity Modulated Radiation Therapy (IMRT) Delivery Systems: a. The following specifications were taken from Section II: ?DELIVERY SYSTEMS FOR IMRT? from the Report of the IMRT subcommittee of the AAPM Radiation Therapy Committee, Medical Physics, Vol. 30, No. 8, August 2003. b. Verify that the Planning System (e.g., Pinnacle-3 RTP System) accurately models head scatter, penumbra, and transmission. c. Inverse planning appropriately generates leaf-sequencing patters for each field, and translates it to delivery instructions for the Linac. d. Based on CT scans of cylindrical phantoms with regions of known electron density, determine the conversion from CT number to relative electron density for all CT scanners used by Radiation Therapy. e. Check and verify the accuracy of the RTP Systems heterogeneity corrections using heterogeneous test phantoms; f. Evaluate the performance of the optimization (e.g., inverse planning) algorithms with respect to target dose uniformity vs. dose shaping (e.g., steep gradients) near critical structures. g. Using cylindrical ion-chambers, small volume chambers in high dose gradient areas, and/or CR plate images, as appropriate, for a series of open fields on a flat phantom, confirm that the CAX PDD and off-axis profiles match expected values. h. Representative IMRT test cases will be performed and reviewed with the site physicist.end which types of plans need heterogeneity corrections. i. Measure/provide any additional IMRT (e.g., Inverse Planning) data required by latest version of Philips/ADAC Pinnacle-3 RTP System (currently v.7.4). 6. Verify Seamless Connectivity/Compatibility of Various Systems Involved in Treatment. These systems include, but are not limited to, RTP systems, the IMPAC System, imaging systems, Linac control system, EPID, MLC, RIT, and RadCalc. Commissioning service on a Linear Accelerator must have been provided to another VA or other governmental health system. The vendor shall provide all materials, equipment, labor, and supervision in order to provide Commissioning service. Desired date of service is September 26, 2005. Vendor must contact the Cleveland VAMC 10 days prior to target service date so that arrangements can be made for access to the medical center and equipment to be commissioned. The Government will award a purchase order to the responsible offeror whose offer conforms to the solicitation and is the most advantageous to the Government, price and other factors considered. The following evaluation factors, in descending order of importance, shall be used to evaluate offers: (1) Technical Capability to Meet the Government's Needs; (2) Past Performance; (3) and Price. The combination of Technical and Past Performance evaluation factors shall be considered more important than price. The Government shall award a contract to the responsible offeror whose offer conforms to the solicitation and is the most advantageous to the Government, price and other factors considered. To be considered responsible and responsive, the offeror must submit the following by the RFQ close date: (1) The proposal, addressing the technical portion of the solicitation--the ability to provide Commissioning service and the ability to provide the appropriate certification(s); (2) Past Performance?Provide at least three references demonstrating the Commissioning of another like linear accelerator currently operating in a medical facility (another VA or government medical facility will be viewed most favorably); (3) Proposed Pricing; (4) Warranty Information; (5) Statement certifying that you have gone to website: http://orca.bpn.gov/ and registered in CCR and filled out the ORCA template (52.212-3) also at that website. The following FAR provisions and clauses apply and are incorporated by reference. 52:212-1 Instructions to Offerors?Competitive Acquisition (delete e and h). Addenda to 52.212-1: 52.233-2 Service of Protest (Nancy A. Phares, Contracting Officer, Louis Stokes Cleveland, Department of Veterans Affairs Medical Center, Acquisitions & Materiel Management Service, Acquisition Management Section, Building 1, Room A-104, 10000 Brecksville Road, Brecksville, Ohio 44141). 52.212-4, Contract Terms and Conditions?Commercial Items. Addenda to 52.212-4: 852.233-70, 852.233-71, 852.270-4. 52.212-5 Contract Terms and Conditions Required to Implement Status or Executives Orders?Commercial Items. Addenda to 52.212-5: 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-37, 52.225-3, 52.232-34, 52.222-41, 52.222-42. All offers should be sent to Louis Stokes Cleveland VA Medical Center, Attn: Nancy A. Phares, Brecksville Unit, 10000 Brecksville Rd, Brecksville, OH 44141. Offers may be transmitted via electronic files as long as they are received by the closing time/date. For additional information, call Ms. Phares at 440-526-3030, Ext. 7439. No collect calls will be accepted. Submission must be received by 4 p.m. EST on Wednesday, August 17, 2005.
- Place of Performance
- Address: 10701 East Boulevard, Cleveland, OH
- Zip Code: 44106
- Country: United States
- Zip Code: 44106
- Record
- SN00866004-W 20050811/050809211941 (fbodaily.com)
- Source
-
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