INTENT TO SOLE SOURCE - 36C24418Q9753 The VA Pittsburgh Healthcare System intends to negotiate on a sole source basis with VMS Inc, Oncology Systems, 3290 Northside Parkway Atlanta, GA US to provide ARIA Software upgrade, in accordance with FAR 13.106-1. Sirona is the only authorized distributor for provide ARIA Software upgrade. This Notice of Intent is NOT a request for competitive proposals. Parties may identify their interest; accompanied by supporting literature, to the Contracting Officer no later than 9/7/18 at 10 am EST. ALL Responses should be sent to
contact@example.gov. No telephone responses will be accepted. Information received will be for the purpose of determining whether or not to conduct a competitive procurement. The determination to conduct a competitive procurement based on responses to this notice is solely within the discretion of the Contracting Officer. The NAICS Code for this procurement is 334517. Contracting Office Address: Attn: Amanda Saunders, Department of Veterans Affairs Network Contracting Office 4, 1010 Delafield Road Pittsburgh, Pennsylvania 15215-1802 I. Scope of Work The Michael J. Crescenz VA Medical Center (CMC VAMC), located at 3900 Woodland Avenue, Philadelphia, PA 19104, is soliciting for the replacement of five servers for the Varian Eclipse/Aria system used in Radiation Oncology. The existing hardware and Operating System (Windows Server 2003) is no longer supportable by Microsoft, and should it crash, there is no backup server in place. Failure to procure new servers will result in degradation of services. Current hardware is 3.7 versions behind based on a need for new servers. II. Contractor-Furnished Equipment and Supplies The contractor shall furnish all equipment and supplies necessary to provide state of the art Varian Eclipse/Aria System used by Radiation Oncology which meet the criteria established in Section III Performance Requirements . III. Performance Requirements Requirements The vendor shall provide all labor, parts, travel, tools, and equipment to perform all inspections, testing, repair, replacement, and maintenance as required, to maintain full functionality of the Varian Radiation Oncology System that includes five servers, back-up tape, and the database programs. Server specifications are identified below: The CMC VAMC invites authorized distributors of the Varian Radiation Oncology system to submit quotes for the following items: Item Number Description Quantity Required 1 RO Interface Exchange Manager (IEM) Server (1U) Mount Chassis for ARIA for Radiation Oncology v. 10.1 or higher 1 2 Medium ARIA RO HARRP Server Package consisting of a small or medium ARIA for the HARRP (Target) Server 1 3 Medium ARIA Radiation Oncology Server for Radiation Oncology 1 4 ARIA for Radiation Oncology T-Box Server v. 10.0 or higher (1U_ Rack Mount Chassis 1 5 ARIA Radiation Oncology Web Server 1 6 Medium AURA Server 1 7 Tape Backup Device Package including but not limited to external tape drive with 20 tape media 800GB/1.6TB, one SAS cable, one SAS control card, and a licensed copy of ARCserv Backup Software for Windows 1 8 Double-Take License Conversion, a high availability and fault tolerance solution for oncology Information System, ARIA. This is the software licensing requirements to use Varian products and technical services. 1 Server Compatibility Review. Varian Review The medical center has utilized four servers to transmit, store, and prepare diagnostic and treatment plans for radiation oncology. The upgrade requires five servers to properly support Varian software, and insure uninterrupted service. RO IEM Server keeps Radiation Oncology diagnostic images and patient set-up images ARIA RO HARRP Server is a high availability rapid recover server allowing Radiation Oncology information systems to rapidly recover from a server failure. ARIA RO Server keeps all patient information related to treatment and treatment planning except for images. (RO IEM Server retains images as noted in a above) RO T-Box Server is needed to test any new component before it is taken into production. The T-Box is the starting point for any upgrade and will be required to receive and test the current upgrade. ARIA Web Server is required to allow for remote access, critical in sharing documents with the Hospital of the University of Pennsylvania as many of our providers are dual appointees to the VA and UPENN. AURA Server is needed to generate and keep reports. This is a new Varian product. Tape Back-Up Device Package allows for tape-backup of all records. Trial Period Due to the urgency of this request and the life cycle of existing servers there shall be no trial period. The intent of this procurement is to replace four obsolete servers with five new servers that will sustain and upgrade the existing Varian programs. In-Service Training. CMC VAMC will conduct any required in-service training as the existing program with upgrades have been used in other facilities throughout the Philadelphia hospital district. Providers have extended experience with these programs and reports that provide state of the art treatment. Warranty, Extended Service Agreements, and Repair Parts Contractor shall provide a service contact telephone number to Biomedical Engineering/Engineering for 24/7 service support. Manufacturer must provide a recommendation for on-site spare parts inventory appropriate to the type and quantities of equipment anticipated to be purchased. The contractor shall provide at least a two year warranty on all parts and labor. The warranty shall include all parts, labor, travel and shipping costs associated with any warranty repair. Contractors shall provide extended warranty options and costs to be considered during technical evaluation of offers. Trade-In Allowances. None. No trade in devices are expected for this purchase. Points of Contact (POC) The principle POC for this project is Jennie Inemer, Chief of Radiation Therapy,
+1 (555) 000-0000, ext. 5855, email:
contact@example.gov. Additional points of contact as subject matter technical experts include: Rob Mooij PhD, Radiation Oncology,
+1 (555) 000-0000, ext. 4625, email:
contact@example.gov and Cathy Hranek, Biomedical Engineer,
+1 (555) 000-0000 x6105, email:
contact@example.gov. Manuals The contractor shall provide one (1) copy of an owner s manual for each device. The contractor shall provide five (5) copies of the repair manuals to Biomedical Engineering services for each equipment type purchased. IV. Evaluation Factors The following evaluation factors will be used to determine awarding of contract: Price Tort claims and Recalls V. Awarding Contracting officer to determine timeline for response and requirements upon award.
