5430-- RFI: PTW 3D Water Phantom QA Device - Sources Sought

The Department of Veterans Affairs, through the Michael E. DeBakey VA Medical Center in Houston, Texas, is conducting market research via a Sources Sought Notice and Request for Information (RFI) to identify qualified vendors capable of providing a brand-new PTW 3D Water Phantom QA system for use with the BrainLab TrueBeam radiation therapy platform. This RFI, issued under solicitation number 36C25626Q0899 and classified under NAICS code 334517, is strictly for planning and procurement strategy development and is not a solicitation for bids or proposals. The government seeks information on vendors who can deliver, install, configure, and train staff on a fully integrated QA system that includes a SunScan 3D detector, reservoir, calibrated detectors, a Dell Latitude laptop, and associated software including TrackIt, all supported by an embedded water reservoir with a small footprint and a TPR module. The system must support flattening-filter-free beam QA and enable continuous and step-by-step scanning with fast speeds, auto-leveling, and auto field alignment. The contractor must complete all installation and integration tasks within two days or less, with work occurring only during clinical hours—Monday through Friday, 8:00 AM to 4:30 PM, excluding federal holidays. Delivery is preferred within six months of contract award, and the system must be delivered to the specified Texas location with all components new and not refurbished. To respond, vendors must provide their company name, address, Unique Entity Identifier, point of contact, and socioeconomic status, with particular emphasis on Small Businesses, Service-Disabled Veterans-Owned Small Businesses (SDVOSBs), and Veterans-Owned Small Businesses (VOSBs), as these are the government’s targeted respondents. Responses must be submitted via email to [email hidden] with a specific subject line format, cannot exceed ten pages, and must include a capabilities statement demonstrating experience with similar radiation QA systems, technical documentation proving compliance with the Statement of Work, proof of OEM authorization if applicable, estimated lead time, and the ability to meet the six-month delivery window. Respondents are also expected to comment on the draft SOW and identify any potential barriers to competition. No pricing will be requested at this stage, and the government will not pay for or reimburse any costs incurred during this market research phase. All submissions must avoid proprietary or restrictive markings, and the government will not be obligated to award a contract based on this RFI. A future formal solic