SPECIAL NOTICE
70 -- RadCalc Extended Maintenance Software Service Intent to Sole Source Notice
- Notice Date
- 9/5/2024 8:07:03 AM
- Notice Type
- Special Notice
- NAICS
- 811210
—
- Contracting Office
- 256-NETWORK CONTRACT OFFICE 16 (36C256) RIDGELAND MS 39157 USA
- ZIP Code
- 39157
- Solicitation Number
- 36C25624Q1451
- Response Due
- 9/10/2024 3:00:00 PM
- Archive Date
- 11/09/2024
- Point of Contact
- Caleb Parker, Contract Specialist, Phone: (713) 791-1414 ext. 149866
- E-Mail Address
-
caleb.parker@va.gov
(caleb.parker@va.gov)
- Awardee
- null
- Description
- The Department of Veterans Affairs (VA), Network Contracting Office 16 (NCO 16) intends to negotiate a Period of Performance, sole source, firm fixed priced contract with, LifeLine Software, Inc. 102 N College Ave Ste 1014 75702-7287 Tyler, TX United States of America. The VA, G.V. (Sonny) Montgomery VA Medical Center has a requirement to purchase a RadCalc Extended Maintenance and Support Services. Reference the Performance Work Statement below for details. The period of performance will be 10-01-2024 through 09-30-2029. This acquisition is in accordance with FAR 13.106-1(b)(1)(i): Only one source is capable of providing the services required at the level or quality required because the services are unique or highly specialized. The proposed contractor; LifeLine Software, Inc.is currently the sole provider of RadCalc Extended Maintenance and Support Services within the United States, excluding territories. LifeLine Software, Inc.,is the developer of RadCalc NCO 16 intends to non-competitively award this requirement to LifeLine Software, Inc.on or about September 30, 2024. The North American Industry Classification Code (NAICS) is 811210, Analytical Laboratory Instrument Manufacturing with a size standard of $34 Million. This notice of intent to award a sole source contract is not a request for competitive proposals. Any interested party that believes it is capable of meeting the requirement described herein may identify their interest and capabilities in response to this notice. Only emailed responses will be considered. All responses shall be submitted to the attention of: Caleb Parker at caleb.parker@va no later than 5:00 PM CST on September 10, 2024. Any response to this notice must show clear and convincing evidence, that competition would be advantageous to the Government. 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. A determination by the Government not to compete the proposed procurement base upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for determining whether to conduct a competitive procurement. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government will not pay for any information submitted as a result of this notice. This notice shall not be construed as an obligation on the part of the Government to acquire any products or services. PERFORMANCE WORK STATEMENT RadCalc Maintenance and Support Service General: This is a services contract to provide RadCalc maintenance and support for RadCalc radiation dosage calculating software used in Radiation Therapy at the G.V. (Sonny) Montgomery VA Medical Center, 1500 E Woodrow Wilson, Jackson, MS 39216. Background: This contract is necessary for Radiation Therapy to complete the import of regions interest from a TPS for calculating depths and effective depths. The application enables the calculations of radiation dose to be accurately calculated for VMAT and other forms of Arc Therapy. Scope of Work: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision necessary to provide support and maintenance services for RadCalc software as defined in this Performance Work Statement. Performance Period: Base Period: October 1, 2024 September 30, 2025 Option Period 1: October 1, 2025 September 30, 2026 Option Period 2: October 1, 2026 September 30, 2027 Option Period 3: October 1, 2027 September 30, 2028 Option Period 4: October 1, 2028 September 30, 2029 Performance Requirements: Essential Package Includes use of the following software modules, during the Subscription Period: Rad Calc Base Program IMRT Validation Utility RTP / TPS Import Utility Region of Interest Module (ROI) Also includes, during the subscription period: Unlimited phone support during contractor s regular business hours, including consultations relating to changes in treatment planning systems and network setup and installation assistance. 24/7 web support through restricted access web site accessible. Software updates for all modules. Contracting Officer Representative (COR): The CO will minimally appoint one COR by written delegation to furnish technical guidance and monitor work performance. Contract Monitoring and Administration: Performance monitoring will be in accordance with the QASP. In accordance with FAR 1.601 (a) Contracts may be entered into and signed on behalf of the Government only by Contracting Officers; therefore, the COR may not modify contract terms. In accordance with FAR 52.212-4(c) only the Contracting Officer has the authority to make changes to the contract. Key Personnel: The Contractor shall minimally designate a program manager and alternate contact responsible for operational oversight. The individuals shall be competent to oversee all operations. Telephone numbers, email addresses, facsimile numbers and a business address shall be provided for each individual. The business address shall not be a post office box. The Contractor shall list all key personnel in the QASP and provide immediate written notice to the Contracting Officer and COR if these individuals change. Staffing: The Contractor shall maintain staffing levels sufficient to meet performance objectives throughout the life of the contract. Quality: The Contractor shall maintain a program for performance monitoring throughout the life of the contract. The program shall include a communication process for reporting, tracking, and resolving performance issues. The quality process shall minimally reflect standards that are usual and customary for commercial non-governmental entities. Inspection: Inspection shall be in accordance with FAR 52.212-4(a). The VA reserves the right to inspect any facility or records used in performance of this contract without advance notice during normal business hours. Licensing: The Contractor shall ensure all employees, agents, sub-contractors, or anyone acting for or on behalf of the Contractor, is properly licensed under applicable federal and state law. Records Management: Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. G.V. Sonny Montgomery VAMC (GVSMVAMC) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. Contractor personnel shall sign VA Form 10-0708 Employee Clearance from Indebtedness before resigning or termination from Contractor working for GVSMVAMC and Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with GVSMVAMC policy. The Contractor shall not create or maintain any records containing any non-public GVSMVAMC information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The GVSMVAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which GVSMVAC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. TMS (Talent Management System) course VA 4192704: Records Management for Everyone [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] Flow-down of requirements to subcontractors: The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. SCHEDULE Period of Performance Requirements October 1, 2024 September 30, 2025 Essential Package Includes use of the following software modules, during the Subscription Period: Rad Calc Base Program IMRT Validation Utility RTP / TPS Import Utility Region of Interest Module (ROI) Also includes, during the subscription period: Unlimited phone support during contractor s regular business hours, including consultations relating to changes in treatment planning systems and network setup and installation assistance. 24/7 web support through restricted access web site accessible. Software updates for all modules October 1, 2025 September 30, 2026 Essential Package Includes use of the following software modules, during the Subscription Period: Rad Calc Base Program IMRT Validation Utility RTP / TPS Import Utility Region of Interest Module (ROI) Also includes, during the subscription period: Unlimited phone support during contractor s regular business hours, including consultations relating to changes in treatment planning systems and network setup and installation assistance. 24/7 web support through restricted access web site accessible. Software updates for all modules October 1, 2026 September 30, 2027 Essential Package Includes use of the following software modules, during the Subscription Period: Rad Calc Base Program IMRT Validation Utility RTP / TPS Import Utility Region of Interest Module (ROI) Also includes, during the subscription period: Unlimited phone support during contractor s regular business hours, including consultations relating to changes in treatment planning systems and network setup and installation assistance. 24/7 web support through restricted access web site accessible. Software updates for all modules October 1, 2027 September 30, 2028 Essential Package Includes use of the following software modules, during the Subscription Period: Rad Calc Base Program IMRT Validation Utility RTP / TPS Import Utility Region of Interest Module (ROI) Also includes, during the subscription period: Unlimited phone support during contractor s regular business hours, including consultations relating to changes in treatment planning systems and network setup and installation assistance. 24/7 web support through restricted access web site accessible. Software updates for all modules October 1, 2028 September 30, 2029 Essential Package Includes use of the following software modules, during the Subscription Period: Rad Calc Base Program IMRT Validation Utility RTP / TPS Import Utility Region of Interest Module (ROI) Also includes, during the subscription period: Unlimited phone support during contractor s regular business hours, including consultations relating to changes in treatment planning systems and network setup and installation assistance. 24/7 web support through restricted access web site accessible. Software updates for all modules
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- SN07199157-F 20240907/240905230117 (samdaily.us)
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