6515--Patient Visual Coaching Device - Cleveland

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Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

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Combined Synopsis/Solicitation Notice
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Combined Synopsis/Solicitation Notice

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DESCRIPTION
Combined Synopsis-Solicitation for Commercial Products and Commercial Services

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This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ 36C25026Q0884. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC)2026-01. This solicitation unrestricted, under FAR Part 12.

The associated North American Industrial Classification System (NAICS) code for this procurement is 339113, Surgical Appliance and Supplies Manufacturing with business size of 500 million. The FSC/PSC is 6515.

The Department of Veterans Affairs, Network Contracting Office (NCO)10, Louis Stokes Cleveland VA Medical Center 10701 East Blvd., Cleveland, Ohio 44106 is seeking to purchase the following, Patient Visual Coaching Device for the Radiation and Oncology Department.

All interested companies shall provide quotations for the following, Brand Name or Equal item(s):

Supplies/Services requested:

Line Item
Item/Product
Description
Quantity
Unit of Measure
1
H193051
Patient Visual Coaching Device: Device to prompt and coach patients breathing, to allow respiratory gated treatments.
01
EA
Statement of Work (SOW):
STATEMENT OF WORK (SOW)

1. Contracting Officer s Representative (COR).

Name:

Section:
Radiation Oncology: VAMC Cleveland ; VISN 10
Address:
10701 E. BLVD. Cleveland OH, 44106

2. Contract Title: The Cleveland VAMC is requesting to purchase an Upgraded Visual Coaching Device, Installation and Integration for the Radiation Oncology Department.
3. Background: The Cleveland VA Radiation Oncology Department uses a visual coaching system to assist patients with respiratory motion control, breath hold guidance, and positional feedback during radiation therapy. The current system requires an upgrade to:
Improve real time visual feedback
Enhance compatibility with modern treatment planning and delivery systems
Increase reliability and reduce workflow interruptions
Support advanced motion management techniques (e.g., DIBH, gating, surface guidance)
4. SCOPE: The Contractor shall provide all labor, equipment, software, licensing, installation, testing, and training necessary to upgrade the existing Visual Coaching Device. The upgrade must include:
Updated hardware components (as applicable)
Updated software and firmware
Integration with existing linear accelerators and imaging systems
Validation and performance testing
Staff training and documentation
The Contractor shall ensure minimal disruption to clinical operations.
Hardware Requirements
The upgraded system shall include, as applicable:
Updated wireless display system with adjustable couch mount.
Enhanced projection or monitor based visual coaching interface
Improved sensors or tracking components (if part of the upgrade)
All necessary hardware, cables, and accessories
2 rechargeable batteries and charging system.
All hardware must be new and compatible with existing room configurations

4.2 Software Requirements
The Contractor shall provide:
Latest OEM software version for visual coaching
Updated user interface for patient guidance
Improved motion tracking algorithms (if applicable)
Integration with existing treatment delivery systems
Full licensing for clinical use
Software must be FDA cleared for radiotherapy applications.
4.3 Installation & Integration
The Contractor shall:
Remove outdated components (if required)
Install all new hardware and software
Integrate the upgraded system with:
Linear accelerators
Imaging systems
Motion management platforms
Treatment planning systems (as applicable)
Perform system configuration and calibration
Conduct full operational testing
All work must comply with VA safety and facility requirements.
4.4 Training Requirements
The Contractor shall provide:
On site training for Radiation Therapists, Physicists, and Physicians
Training materials (digital or printed)
System operation, troubleshooting, and workflow optimization guidance
Training must be completed before the system is placed into clinical service.
5. Warranty & Support
The Contractor shall provide:
Minimum 1 year OEM warranty on all upgraded components
Technical support for hardware and software
Remote and on site service options
Software updates during the warranty period
6. Specific Tasks: Full system testing and clinical readiness verification, On-site staff Training and documentation, OEM Warranty and support documentation.
7. Deliverables:
Hardware Upgrade
All new components required for the visual coaching upgrade
Software Upgrade
Latest OEM software with full licensing
Installation
Complete installation and integration with existing systems
Testing & Validation
Full system testing and clinical readiness verification
Training
On site staff training and documentation
Warranty
OEM warranty and support documentation
Acceptance Criteria:
The upgraded system will be accepted when:
All hardware and software are installed and operational
System passes clinical performance testing by Medical Physics
Staff training is completed
Documentation and warranty information are provided
The system integrates successfully with existing radiotherapy equipment
8. Performance Monitoring: N/A.
9. Period of Performance: This is a one time procurement. The period of performance begins with a contract award and concludes with successful delivery and acceptance and installation.
10. Place of Performance: Cleveland VA Medical Center Radiation Oncology Department 10701 East Boulevard Cleveland, OH 44106.
11. Other Pertinent Information or Special considerations. N/A.
12. Risk Control: N/A.
13. Security Requirements: The C&A requirements do not apply, and a Security Accreditation Package is not required.
This procurement is for new items only; no remanufactured or "gray market" items. No remanufacturers or gray market items will be acceptable. Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. Vendor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed equipment, verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All warranty and service associated with the equipment shall be in accordance with the OEM terms and conditions.

The Government will award a contract resulting from this solicitation to the responsible and best offer to the solicitation most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Price: The Government will evaluate the price by adding the total of all line-item prices. The Total Evaluated Price will be that sum.

Technical or Quality: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation.

A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms and conditions.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:
"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."
OR
"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"
Quoters shall list exception(s) and rationale for the exception(s), if any.

Quotes must be received by August 19, 2026, by 2:00pm EST. Email your quote to Jennifer.Tisdale@va.gov. Please ensure to reference solicitation #36C25026Q0884 within the subject line of the email. Quote(s)/offer(s) received after the prescribed deadline, shall be considered non-responsive and will not be considered for award.

All questions or concerns can be address to Jennifer A. Tisdale, Contract Specialist at email address Jennifer.Tisdale@va.gov. The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

FAR 52.203-16 PREVENTING PERSONAL CONFLICTS OF INTEREST (JUN 2020)
FAR 52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT TO INFORM EMPLOYEES OF WHISTLEBLOWER RIGHTS (JAN 2023)
FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (DEVIATION AUG 2025)
FAR 52.212-4, Contract Terms and Conditions Commercial Items (NOV 2023)
FAR 52.222-90, Addressing DEI Discrimination by Federal Contractors effective 24 April 2026
FAR 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS (MAR 2023)
FAR 52.233-2 SERVICE OF PROTEST (SEPT 2006) - - Hand-Carried Address: Department of Veterans Affairs, Network Contracting Office 10, Louis Stokes Cleveland VAMC, 10701 East Blvd., Cleveland, OH 44106.
FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractor (Nov 2021)
VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)
VAAR 852.212-71 GRAY MARKET AND COUNTERFEIT ITEMS (FEB 2023)
VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)
VAAR 852,233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (SEP 2018)
VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (SEP 2018)

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