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THIS REQUEST FOR INFORMATION (RFI) RFI# 36C26221Q0631 VHALB Healthcare System: Â Radformation Clearcheck Radiotherapy Treatment Plan Evaluation Software; Annual Fee IS ISSUED SOLELY FOR INFORMATION AN... THIS REQUEST FOR INFORMATION (RFI) RFI# 36C26221Q0631 VHALB Healthcare System: Â Radformation Clearcheck Radiotherapy Treatment Plan Evaluation Software; Annual Fee IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e). DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses/incidentals associated with responding to this RFI. SOURCES SOUGHT DESCRIPTION This is NOT a solicitation announcement. This is a sources sought/RFI only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 511210. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement. All interested offerors will have to respond to the solicitation announcement in addition to responding to this sources sought announcement. The Department of Veterans Affairs (VA), VISN 22 Network Contracting Office, is seeking to acquire CLEARCHECK RADIOTHERAPY TREATMENT PLAN EVALUATION SOFTWARE with a base-year plus four option year service contract that will allow Government personnel to collect these images from an outside imaging location and save them to VA workstations. At a minimum the requirement shall meet the following salient characteristics with brand name, Original Equipment Manufacturer (OEM) product for the VA Long Beach Healthcare System: Software must be compatible and integrate with existing ECLIPSE System (version 13.6) equipment. Brand name Info: Item Description Qty Unit Unit Price Total Price 1 Radformation CLEARCHECK RADIOTHERAPY TREATMENT PLAN EVALUATION SOFTWARE; ANNUAL FEE 1 YR $0.00 $0.00 Salient Characteristics Name of equipment: Radformation, ClearCheck and EZ Fluence Software Essential/significant physical, functional, or performance characteristics. ClearCheck is a treatment planning tool that integrates seamlessly with Eclipse to evaluate dose constraints, automate documentation/reporting, and provide a variety of plan checks to complement and improve the planning process. Features: Structure Checks: Detect stray pixels, slice gaps, laterality issues, and more. Prescription Checks: Compare Eclipse plans with ARIA prescriptions. Plan Checks: Verify 60+ plan metrics including structure margins, dose grid, algorithms, structure overrides, CT slice thickness, etc. Collision Checks: Predict potential collision risks based on your linac model. Compatibility TPS Eclipse, Varian ARIA record and verify Dimensions N/A Industry Standard ClearCheck s automation and reporting tools make standardizing documentation faster and less cumbersome, transforming what was once a manual and time-consuming process. This is a key benefit for accreditation-compliant facilities. Automating these tasks makes high-quality plans and plan checks achievable consistently. By implementing ClearCheck, clinical standardization is a reality, with dose constraints and individualized plan checks for all patients. ClearCheck is built to organize and streamline the reporting and review process, with tools to customize templates to tailor to each patient s unique plan while maintaining a cohesive look at the departmental level. Purpose Linear Accelerator is required for radiation treatments of veterans with cancer. Governing Body or Organization N/A Complete generic identification N/A Applicable model/make/catalog number- N/A Manufacturer name Radformation Background: This requirement for ClearCheck automation and reporting tools make standardizing documentation faster and less time-consuming process and makes high-quality plans and plan checks achievable consistently. By implementing ClearCheck, clinical standardization is a reality, with dose constraints and individualized plan checks for all patients. ClearCheck is built to organize and streamline the reporting and review process, with tools to customize templates to tailor to each patient s unique plan while maintaining a cohesive look at the departmental level utilizing the existing system. General Requirements: Contractor shall provide all Labor, Parts, Materials, Equipment, and Supervision required to perform all work. Contractor shall communicate with Contracting Officer s Representative (COR) that oversees the contract, the COR is located at the VHA Long Beach Healthcare System. Contractor and Employees are required to abide by the VHA Security and Health Insurance Portability and Accountability Act. The Contractor shall ensure safety of all medical images and exclude the possibility lost information and handling medical images with negligence. VA Healthcare System: VHA Long Beach Healthcare System includes the following designated facilities and Software Connectivity Service provider shall ensure medical images can be accessible at each location: Scope: The Software Connectivity Service provider will provide support services to include maintenance and training. Progress Meetings: The Government and the Contractor shall meet as mutually agreed. The purpose of jointly reviewing the actual progress of the project as compared to the as planned progress and to review planned activities for the upcoming two weeks and to resolve any issues identified. Meeting minutes will be documented to capture issues that effect the software upload process. The meeting minutes will verify issues so that an action plan can put into effect to overcome all noted obstacles related to medical image upload. Training and Trouble Shooting: The Contractor shall provide on-site implementation and training to include outreach and support services. The Contractor shall provide the contract information for a customer support agent or team that can be called or emailed within normal business hours. At no additional cost, service provider will provide system upgrades and ensure the upgrades are compatible with the VHA network. Performance Monitoring - Routine inspections by Facilities Personnel: On a quarterly yearly basis the contractor will meet (in-person or conference call) with the COR and/or VHA Staff PACS team to discuss any operational issues. The Contractor shall provide the following data upon request. Security and Safety Requirements: Vendor will have access to patient records, data and VHA computer systems. Government-Furnished Equipment / Government-Furnished Information: Vendor will have access to patient records, data and VHA computer systems. No government equipment will be used by the awarded Contractors. The Contractor will access a portal to upload medical images to the VHA. Payment and Invoicing: The contractor shall invoice once on an annual interval. The contract is a firm fixed price per year. Other Pertinent Information or Special Considerations: Base + Four (4) Years Option contract. Place of Performance: All work shall be scheduled during normal work hours (6:00 AM to 6:00 PM) Monday Sunday, Pacific Standard Time (PST), excluding Federal Holidays. Work shall not impact patient care services. If a holiday falls on Sunday, the following Monday shall be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies. Also included, would be any other day specifically declared by the President of the United States of America to be a National Holiday. Government Holidays observed include: New Year s Day 1 January Martin Luther King s Birthday . Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December Period of Performance: Contract Year Period of Performance Per Contracted Year Base Year TDB TBD Option Year 1 TDB TBD Option Year 2 TDB TBD Option Year 3 TDB TBD Option Year 4 TDB TBD Delivery Schedule: The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications. If you are interested, and capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc. Is your company considered small under the NAICS code identified under this RFI? Are you the manufacturer or distributor of the items being referenced above (or equivalent product/solution)? What is the warranty coverage? What is the manufacturing country of origin of these items? If you re a small business and you are an authorized distributor/reseller to the VA for the items identified above (or equivalent product/solution), please submit letter/documentation stating authorization/partnering from the manufacturer for bid to be considered for selection. Do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract type and number. If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the referenced items/solutions available on your schedule/contract? Please provide general pricing for your products/solutions for market research purposes. Please submit your capabilities in regards to the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes? *** Submissions addressing Section (8) should show clear, compelling and convincing*** evidence that all equal to items" meet all required salient characteristics. Responses to this notice shall be submitted via email to james.simms@va.gov referencing Radformation Clearcheck Radiotherapy Treatment Plan Evaluation Software 36C26221Q0631. Telephone responses shall not be accepted. Responses must be received no later than April 23, 2021 at 1:00 p.m. PST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.