R425--REQUEST FOR INFORMATION | BIOMEDICAL ENGINEERING NEEDS MEDICAL PHYSICIST FOR FULL COMMISSIONING AND VALIDATION SERVICES ON A NEWLY PROCURED EDGE LINEAR ACCELERATOR | PERIOD OF PERFORMANCE 09/25/2025 - 09/24/2026

Active

Contract Opportunity

REQUEST FOR INFORMATION
STATEMENT OF WORK
Solicitation #512-25-4-098-1032

GENERAL INFORMATION

Title of Project: Linac Commissioning & Validation Service

Scope of Work: The vendor shall provide commissioning and validation services for the new Linear Accelerator at the Baltimore VA Medical Center. Work must be completed in a 10-day span.

Service coverage will include:
Edge Commissioning for 5 photons and 5 electrons
Eclipse TPS validation
Eclipse photon algorithm small field commissioning
HyperArc commissioning for one photon energy
Linear Accelerator Validation

The vendor will supply the Baltimore VAMC Biomedical Engineering department with a copy of a detailed service report that meets the requirements of 21CFR820, subpart N, within 2 weeks of maintenance being completed. The service shall be performed between the hours of 8:00am and 5:00pm, Monday through Friday, unless mutually agreed upon by the contractor and the VA Biomedical Engineering department. The contractor shall schedule all maintenance with Biomedical Engineering and report to Biomedical Engineering in room 5B-183 upon arriving on-site at the Baltimore VAMC, before performing any maintenance.

Background: The Baltimore VA Medical Center will be receiving a new EDGE Linear Accelerator in the Radiation Oncology clinic later this year. Once installed, it will need to go through the full commissioning and validation process to ensure it is functioning at full efficiency. This requirement is for a medical physicist(s) support to complete edge commissioning with different photons and electrons; Eclipse validation per APEX guidelines; Eclipse Photon algorithm small field commissioning; and HyperArc Commissioning. The physicist(s) will also complete validation of the system as the final step before Applications and Training.

Performance Period: 09/25/2025 09/24/2026

Type of Contract: One-time service.

Place of Performance:
Baltimore VA Medical Center
Rm. BC-126
10 N. Greene St.
Baltimore, MD 21201

Security: The contractor must have a photo ID available when performing work at a VA Medical Center and be willing to present it to VA staff. The vendor is responsible for personal protective equipment. The C&A requirements do not apply, and a Security Accreditation Package is not required. The vendor must have a current Business Associate Agreement (BAA) with the Department of Veterans Affairs to perform maintenance on equipment that would result in incidental access to patient Protected Health Information (PHI)

PLEASE SEND CAPABILITIES STATEMENTS TO AMY.WALTER1@VA.GOV, CONTRACTING OFFICER.

**Required if Response is Given**
ALL RESPONDENTS SHALL INCLUDE and SUBMIT THE FOLLOWING:
Responses to this Request for Information (RFI) shall include company name, address, point of contact, phone number, point of contact e-mail, DUNS Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 541380, (size standard of $19M, per SBA Table of Small Business Size Standards 2022) AND whether your company is a special socio-economic status (i.e., SDVOSB, VOSB, Small Business, HUBZone, etc.)
Respondents shall answer the following questions:
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), Small Business (SB), Large Business, etc.

Is your company considered small under the NAICS code identified under this RFI? (Size standard of = or
Is your company a large business?

Does your company have an FSS contract with GSA or the VA NAC or a GWAC contract holder with any other federal agency? If so, please provide the contract number.

If your company holds an FSS GSA/VA NAC contract with other federal GWAC contract holders, are the services requested available on your schedule/contract?

General pricing of your products is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate any type of award.

Information provided by potential sources will be utilized by the Government to determine market availability and procurement strategy. **A contract award will not result from this RFI Notice.
Vendors who can meet the requirements listed above shall provide the following information:
Business Name
Business Address
Business Point of Contact, including phone number and email address
Business size
Business Socioeconomic Status
Federal Supply Scheduling (FSS) number, if the items required by the Government are available for purchase on an FSS contract.
Any other pertinent capability information that relates to the above stated requirement.

***WILL YOUR COMPANY BE DOING ALL OF THE WORK? IF NOT, WILL YOUR COMPANY BE SUB-CONTRACTING OUT THE WORK?***MUST ANSWER***
Do you intend to self-perform this effort?
If you are located outside of the state of Maryland, West Virginia, Virginia, Washington DC, Delaware, how will you self-perform? Or do you intend to sub-contract the work under these requirements?
For SDVOSB/VOSB vendors: If you intend to subcontract the work under this contract, how will you ensure compliance with the limitations of sub-contracting clause VAAR 852.219-75Â VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction?

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