6525--Intent to Sole Source Brand Name Only - Sun Nuclear - Dynamic Thorax Phantom System. This is NOT a request for quotes.

Published Date
November 16th, 2023
Response Deadline
November 27th, 2023
Notice Type
Special Notice
Solicitation No.






Special Notice: VETERANS AFFAIRS, DEPARTMENT OF intends to sole source a Brand Name Only - Sun Nuclear - Dynamic Thorax Phantom System. This system is used by the Radiation Oncology Department at the Corporal Michael J. Crescenz Veteran Affairs Medical Center in Philadelphia, PA to investigate and minimize the impact of tumor motion inside the lungs during image-guided radiation therapy. The system provides known, accurate, and repeatable three-dimensional target motion inside a tissue-equivalent phantom, allowing for comprehensive analysis of image acquisition, planning, and dose delivery. The Dynamic Thorax Phantom is a unique system that integrates with the department's existing Sun Nuclear suite and is essential for quality management and patient safety. The contractor is required to deliver the system to the Corporal Michael J. Crescenz VA Medical Center in Philadelphia, PA. The contractor must also provide a one-year manufacturer's warranty on all parts and be responsible for any recalls or warranty repairs, including shipping costs. The period of performance is for a single procurement with no base or option period. Interested parties must demonstrate their ability to fulfill the required specifications and provide company information, including size status and representations. Responses must be submitted by email to david.santiago2@va.gov by November 27, 2023.


STATEMENT OF NEED Radiation Oncology Department Corporal Michael J. Crescenz Veteran Affairs Medical Center 3900 Woodland Avenue Philadelphia, PA 19104 Background: The Corporal Michael J. Crescenz Veteran Affairs Medical Center (CMCVAMC) Radiation Oncology Department has a new requirement to purchase one (1) Brand name Only - Sun Nuclear DBQA-P Dynamic Thorax Motion Phantom DBQA-P which is a precision instrument for investigating and minimizing the impact of tumor motion inside the lungs. The Sun Nuclear Dynamic Thorax Motion Phantom provides known, accurate and repeatable three-dimensional target motion inside a tissue-equivalent phantom. It is designed for comprehensive analysis of image acquisition, planning and dose delivery in image-guided radiation therapy. The Dynamic Thorax Motion Phantom s body represents an average human thorax in shape, proportion and composition. A lung equivalent rod containing a spherical target and or various detectors inserted into the lung equivalent lobe of the phantom. The body is connected to a motion actuator box that induces three-dimensional target motion through linear translation and rotation of the lung equivalent rod. The motion of the rod itself is radiographically invisible due to its matching density with the surrounding material. The target and its motion, given its density difference, can be resolved. The target and surrogate motion are independently controlled with CIRS Motion Control Software. The Radiation Oncology Department currently owns the Sun Nuclear ArcCHECK 4D Isotropic Arc Delivery QA system, which is valued at $188,145.00. The Sun Nuclear Dynamic Thorax Motion Phantom is needed to use in conjunction with the ArcCHECK 4D Isotropic Arc Delivery QA system which is used to identify errors in radiation rotational dosage, and delivery. The impact of not purchasing this equipment would impact quality management which would affect patient safety. The Dynamic Thorax Phantom is a unique system in the way that it integrates with the departments existing Sun Nuclear suite. Most other options are not dynamic and therefore insufficient for the task. Other companies standard imaging does not have an equivalent system. Deliverables: The contractor shall complete the delivery of the Dynamic Thorax Motion Phantom System. If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to formally explain (include the original deliverable due date) in writing to the COR (Contracting Officer Representative) and CO (Contracting Officer) the justification for late delivery. The formal document shall include a firm commitment of when the work shall be completed. This notice to the COR and CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response in accordance with the FAR. CHANGES TO STATEMENT OF WORK Any changes to this SON shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of contractor s staff, sub-contractors, and all other parties other than the CO shall be the responsibility of the contractor. DELIVERY/STORAGE REQUIREMENTS The Corporal Michael J. Crescenz VA Medical Center Attn: Warehouse 3900 Woodland Avenue Philadelphia, PA 19104 Deliver material to job in manufacturers original sealed container with brand name marked thereon or maintain coverings in place and in good repair. PO# must be on the outside of the shipping box for easy identification. Delivery Days are Monday through Friday during normal business hours which are defined as 7:30am to 3:00pm. National Holidays are excluded. Any delivery service performed for emergency orders may be delivered other than normal business work hours and must be approved. The Contractor is not required to provide delivery services on the following National Holidays, nor shall the Contractor be paid for these Holidays and any other declared national holiday by the President. HOLIDAY New Year s Day Martin Luther King s Birthday President s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day WARRANTY: The Contractor shall provide at least a one-year manufacturer s warranty on all parts. Any recalls to the equipment, the vendor agrees to replace within three business workdays without any additional cost to the government. The Government understands there could be global supply and shipping issues for replacement parts. The warranty shall include shipping costs associated with any warranty repair. PERIOD OF PERFORMANCE - Single procurement. No base or option period of performance. MISCELLANEOUS INFORMATION: Payment Net 30 days. HIPAA Training Certificates For on-site installation work and activation of equipment, the contractor must provide all HIPAA training completion documentation to the COR listed in the awarded contract. Smoking All VA Philadelphia property is smoke-free. Contractor personnel will comply with VA Philadelphia smoking policies. Violations will result in a warning and possible citation. COVID-19: Upon entering CMCVAMC, per CDC and federal regulations, all personnel must wear the required PPE while on-site; at a minimum this includes a cloth mask. PPE will not be provided by CMCVAMC. All individuals are required to enter through the main entrance for temperature screening. If Contractor s temperature exceeds the designated threshold, they will be asked to leave. In the event of an FSE being forced to vacate the premises, they shall notify the necessary Biomedical Engineering staff and provide a contact for a replacement. Instructions The information identified above is intended to be descriptive of the Brand Name Only - Sun Nuclear - Dynamic Thorax Motion Phantom System, 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 mentioned above. Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, DUNS Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 334519. Please answer 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, distributor, or an equivalent solution to the items being referenced above? (4) If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available). (5) Describe how your small business takes ownership of the equipment in the manufacturing, assembly, or delivery process. (6) If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? (7) If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work and completion of job. (8) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract number. (9) If you are an FSS GSA/NAC contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract? General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award. (10) Please submit your capabilities regarding the brand name equipment. (11) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A. This RFI will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13. Responses must be received via e-mail to david.santiago2@va.gov, no later than, 4 PM Eastern Standard Time (EST) on November 27, 2023. This notice will help the VA in determining available potential sources only. Reference 36C24424Q0117 in the subject of the email response. Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action. All questions will be addressed by the Contract Specialist, David Santiago. All firms responding to this Request for Information are advised that their response is not a request for proposal, therefore will not be considered for a contract award. If a solicitation is issued, information will be posted on the Beta.Sam web site for all qualified interested parties at a later date and interested parties must respond to this Intent to Sole Source Notice to be considered for a set-aside. This notice does not commit the government to contract for any supplies or services. The government will not pay for any information or administrative cost incurred in response to this Request for Information. Information will only be accepted in writing by e-mail to Contract Specialist at david.santiago2@va.gov 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. 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 associated with responding to this RFI.

Contact Information

PrimaryDavid SantiagoContract Specialist
(412) 822-3746
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Special Notice