SOURCES SOUGHT
10 -- COMMISSIONING OF TWO VARIAN CLINAC iX MEDICAL LINEAR ACCELERATORS AT FORT BELVOIR COMMUNITY HOSPITAL (FBCH)
- Notice Date
- 5/20/2011
- Notice Type
- Sources Sought
- NAICS
- 541690
— Other Scientific and Technical Consulting Services
- Contracting Office
- Medcom Contracting Center North Atlantic, ATTN: MCAA NA Bldg T20, 6900 Georgia Avenue NW, Washington, DC 20307-5000
- ZIP Code
- 20307-5000
- Solicitation Number
- W91YTZ-11-LA-SOUGHT
- Response Due
- 5/24/2011
- Archive Date
- 7/23/2011
- Point of Contact
- Acy Bellamy, 703-806-3258
- E-Mail Address
-
Medcom Contracting Center North Atlantic
(acy.bellamy@amedd.army.mil)
- Small Business Set-Aside
- N/A
- Description
- This is a Sources Sought Notice (SSN). The Department of the Army, Medical Command, Health Care Acquisition Activity, North Atlantic Regional Contracting Office, Ft Belvoir Cell Office, Ft Belvoir, VA 22060, on behalf of the Manager, Department of Radiology, Ft. Belvoir Community Hospital (FBCH), is conducting a marketing search through this sources sought notice to obtain marketing information. A solicitatiion in the form of proposal, proposal abstract, bid or quotation, is not requested. However, as a result of this SSN, a solicitation request may be issued in the future. Moreover, should such a requirement materialize, no basis for claims against FBCH shall arise as a result of a response to this SSN or FBCH's use of such information as either part of our evaluation process or in developing specifications for any subsequesnt requirement. Purpose, Requirement and Objectives: The purpose of this notice is to obtain information regarding source(s) that can provide: 1.1Scope of Work. 1.1.1 The contractor shall provide Commissioning of two Varian Clinac iX linear accelerators at Fort Belvoir Community Hospital (FBCH). The contractor shall provide Radiation Oncology Physicist services at the Department of Radiology, FBCH in accordance with established principles, practices and ethics of both the medical profession and the American Association of Physicists in Medicine (AAPM). The contractor shall daily provide these services with current clinical physicists at FBCH. 1.1.2 There are three stages for completing the Varian linear accelerators commissioning: I) scanning of photon and electron beams, II) calibrating of photon and electron beams, and III) beam modeling utilizing the scanned beam data from stage I. 1.1.3 The commissioning beam data, stage I & II, will be used for the beam modeling, stage III, by the Varian Eclipse treatment planning system. The modeling work includes MLC, block, dynamic wedge, upper & lower wedges, IMRT,VMAT (if required) etc.. Calculation Models such as PBC,AAA, GGPB,eMC, DVO, and Acura if required are also included. Accordingly, it is vitally important that the data collected are of the highest quality to avoid dosimetric and patient treatment errors. Beam data commissioning should only be performed with individuals with the proper knowledge and tools. 1.1.4 In regards to proper knowledge, Task Group (TG) 106 of the Therapy Physics Committee of the AAPM was formed in 2008 to provide linear accelerator commissioning guidelines and recommendations on the proper selection of phantoms and detectors for beam data acquisition. A more recent TG 142 Report of Quality Assurance of Medical Accelerators specify tests and tolerances for mechanical and dosimetric performance of linear accelerator. 1.2 Equipment Requiring Service: 1.2.1 Two Varian model Clinac IX 6/16MV & 6e configuration Medical Linear Accelerator with all purchased accessories, including but not limited to 1. Dual photon & multiple electron Energies 2. Multileaf Collimator 3. Digital Portal Imager (for one machine) 4. IMRT Capability 5. Patient Positioning Lasers 6. Eclipse Integrated Treatment Planning System 7. Portal Dosimetry Software (for one machine) 8. Respiratory Gating System 9. Aria Record and Verify System 1.3 Installer 1.31 Varian Medical Systems (Original Equipment Manufacturer) 1.4 Task 1.4.1 The contractor shall supply all travel, material, test equipment, and services necessary to perform all stages of commissioning task for clinical use. In addition the contractor shall provide and utilize only fully calibrated test equipment/measurement instruments to perform the task and shall furnish copies of calibration certificates. 1.5 Timeframe 1.5.1 The contractor shall have sixty (60) consecutive calendar days to complete commissioning work. 1.5.2. Complete all remaining phases of Acceptance Testing/Commissioning in the following order including: 1. Commissioning of all IMRT Treatment Plans (with Eclipse) 2. Commissioning of Record and Verify system (Aria) 3. All other commissioning processes as noted in the scope of work paragraph 1.1 of the PBWS 1.6 Experience 1.6.1 The contractors shall be Independent/Certified/Licensed Medical Physicists with no direct affiliation with or interest in Varian Medical or its subcontractors. The contractor shall have an insured, active, legitimate business in this field and shall demonstrate practical experience working with this Equipment by providing Ms. Lori Smith FBCH with a minimum of three (3) references. 1.7 Test Equipment 1.7.1 (Stage I) Water scanner system, water hose, a faucet adapter, and blank CD-RWs 1.7.2 (Stage II) Water phantom, solid water phantom,electrometer, farmer chamber, parallel plate chamber, and thermoluminescence dosimeters 1.7.3 (Stage III) Varian Eclipse Computer System provided by FBCH 1.8 Liquidated Damages 1.8.1. Failure to complete the Task in the allotted Timeframe will result in liquidated damages being charged to the contractor at a cost of $4,000.00 per day for every day the contractor is past the allotted completion time. 1.8.2. The Timeframe clock will pause when: * The contractor identifies an out of specification parameter which requires Varian to correct. * The Equipment is inoperable and requires service or parts to repair. 1.8.3. The Timeframe clock will resume after repairs/corrections have been completed by the Varian. 1.9 Documentation 1.9.1 The contractor shall provide the FBCH with a Full/Detailed/Complete/Written Commissioning Report meeting requirement of AAPM report 142, Varian Eclipse Physics and Administration Manual, and other related AAPM TG reports regarding QA of linear accelerators and treatment planning systems such as 119,105,70,51,40,25,etc. within five (5) business days after completing the Task. 1.10 Special Contract Requirements 1.10.1 The services specified in the Sections entitled Schedule of Supplies/Services and Special Contract Requirements may be changed by written modification to this contract. The FBCH Contracting Officer will prepare the modification. 1.10.2 There is no employer-employee relationship between the FBCH and the contractor or the contractor's employee(s). 1.10.3. The Chief, Radiation Oncology or designee may provide professional direction to the contractor and/or the contractor's employee(s). 1.10.4. Provide proof of current immunizations. Attachment # 1 PERFORMANCE REQUIREMENT SUMMARY Medical Radiation Physicist Fort Belvoir Community Hospital, Ft. Belvoir, VA 22060 The Government will measure the Radiation Oncology Physicist's performance under the performance objectives listed in the following table by applying the corresponding performance standards and acceptable performance quality levels. Performance OutcomesPWS ParagraphAcceptable Performance Level Monitoring Method Licensed staff shall have and maintain a current and unencumbered (unrestricted) license1.6 100% compliance required COR ATTACHMENT # 2 QUALITY ASSURANCE SURVEILLANCE PLAN STANDARD MEASUREMENT PAST PERFORMANCE ASSESSMENT 99% to 100% Excellent Document Past Performance 96% to 98% Very Good Assessment Report, paying 95% Satisfactory particular attention to 92% to 94% Marginal performance that exceeds 92% or Less Unsatisfactory the standard 1. PERFORMANCE STANDARDS. The Performance Requirements Summary Matrix, paragraph 1.13 and attachment 2 in the Performance Work Statement includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). PERFORMANCE REQUIREMENT SUMMARY REQUIRED SERVICEPBWSACCEPTABLE QUALITY LEVEL (AQL)METHOD OF SURVEILLANCE REMEDIES Complete commission as stated in the scope of work and per AAPM Guidelines1.1 1.8COMPLETE TASK WITHIN 60 DAYSCOR will monitorLiquidated Damages Based on the response(s) received from this sources sought synopsis, the proposed acquisition may be solicited as a full and open competition. Response(s) will be carefully reviewed only by the requestor and will be held in a strictly confidential manner. Submission requirement for response(s) to this sources sought synopsis: 1.Your intent to submit a proposal for this requirement when/if it is formally advertised. 2.Name of firm with address, phone and point of contact/email address. 3.CAGE Code, DUNS number, or a copy of your Central Contractor Registration (CCR) information. 4.Statement of capability stating your skills, experience, knowledge and ability to supply items/services listed herein. Period of Performance: Commissioning completed no later than July 25, 2011. Immediate questions and responses to this sources sought synopsis should be transmitted via email to Acy Bellamy, Contract Specialist, Acy.Bellamy@Amedd.Army.Mil in either Microsoft Word or Adobe Portable Document Format (PDF). All responses shall be received on or before May 24, 2011, 10:00am, Eastern Standard Time. The response/package should be marked with the Request for Information (RFI) number, due date and time. All responses must be received by the specified due date and time in order to be considered. ANY RESPONSES RECEIVED AFTER THAT DATE AND TIME WILL NOT BE CONSIDERED. Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in the response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work or requirement. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. Qualified respondents may be added to the prospective offerors list for any subsequent solicitation. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary information in any resultant solicitation(s).
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USA/MEDCOM/DADA15/W91YTZ-11-LA-SOUGHT/listing.html)
- Place of Performance
- Address: Medcom Contracting Center North Atlantic (FT. BELVOIR CONTRACTS CELL OFFICE) ATTN: MCAA NA Bldg T20, 6900 Georgia Avenue NW Washington DC
- Zip Code: 20307-5000
- Zip Code: 20307-5000
- Record
- SN02453101-W 20110522/110520234533-d525262751b75702769916900717d39d (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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