7A20--Radformation Software Subscription - Notice of Intent to Sole Source

This is a notice of intent to award a sole source contract and is not a request for quotes. The Department of Veterans Affairs on behalf of NJ VA Medical Center, intend to award a Firm Fixed Price (FFP), sole source action to Name and Contractor Radformation, Inc. Street Address: 261 Madison Ave 9th Floor City, State, Zip: New York, NY 10016 The objective of this action is to provide Radformation Oncology Software Subscription, detailed below, for existing software needed. In accordance with FAR Part 13.106-1(b), it has been determined that only one source is reasonably available due to the requirement for compatibility and therefore limits this requirement to a brand name only procurement. This notice of intent to sole source with justification for brand name only satisfies the public posting requirements of FAR 13.501. Market research was conducted in accordance with FAR part 10; Radformation, Inc. as the manufacturer and has identified themselves as the only vendor authorized to provide this specific Oncology Software Subscription and has expressed interested in fulfilling this requirement. Veterans Health Administration prohibits the use of gray market items in their Medical Centers. Gray market items are considered to be items outside of the original equipment manufacturer s intended distribution channels. This notice is not a request for quotes; however, all responsible sources may submit a capability statement which shall be considered by the Government. All capability statements must be received by no later than 10:00AM Eastern Standard Time on July 27, 2026. Responses to be submitted to Patricia Tolini, Contracting Officer at patricia.tolini@va.gov. A determination by the Government not to compete this proposed contract based on responses to this notice is solely within the discretion of the Government. Statement of Work Radformation Software Subscription Objective The purpose of the Statement of Work (SOW) is to outline the tasks and responsibilities of the awarded Contractor for the provision, installation, integration, upgrade, and implementation of the Radformation software subscription services. This document outlines the technical specifications and services requested by the NJ VA Medical Center for consideration of the purchase of Radformation Software. Background/Justification The NJ VA Medical Center is requesting the purchase of Radformation Software subscription to enhance safety, quality processes, automation, and standardization of patient-specific organ contouring, second check programming, and streamlined documentation for the Radiation Oncology Service. 1. Improved Safety and Quality Radformation s tools automate repetitive and complex tasks, acting as a safety net to prevent human error, which is especially critical in complex treatment planning and quality assurance (QA). Automated plan evaluation: ClearCheck is a one-click tool that automates comprehensive plan checks against departmental standards and clinical guidelines (such as the American Association of Physicists in Medicine (AAPM) TG-275), ensuring consistency and catching errors such as improper dose constraints, small field openings, or potential collisions. Comprehensive QA Management: RadMachine consolidates all machine QA data, from daily linac checks to diagnostic equipment QA, into a single, centralized platform. It sends automated alerts for failed tests and creates detailed reports, ensuring regulatory compliance and freeing up physicists time. Independent Dose Verification: ClearCalc performs fast, independent secondary dose calculations. . This provides an additional layer of verification for treatment plans and increases confidence in accuracy. 2. Increased efficiency and automation The software automates time-consuming tasks, streamlining workflows from planning to billing and freeing up clinical staff to focus on higher-level patient care. Shorter Planning Time: EZFluence automates 3D treatment planning, which can reduce planning time from hours to minutes, even for complex cases. Faster, AI-driven contouring: AutoContour uses deep learning to generate high-quality, review-ready contours for organs-at-risk and target volumes in seconds, saving significant time for dosimetrists and physicians. Efficient Chart Rounds: The Chart rounds module in Clear Check organizes all pertinent patient information, allowing for faster and more streamlined interdisciplinary reviews. Streamlined billing: QuickCode automates billing QA by instantly auditing procedure codes captured in the oncology information system (OIS). This helps prevent missing or incorrect charges and ensures compliance. 3. Enhanced collaboration and standardization By unifying workflows and data on a single platform, Radformation improves communication and standardizes practices across a department or entire network of clinics. Centralized QA and data: RadMachine centralizes QC data across multiple sites and equipment, ensuring a standardized QA process and providing an at-a-glance view of machine performance Improved team communication: With all plan review data available in one place, ClearCheck fosters more effective communication between physicians, dosimetrists, and physicists. This leads to more collaborative decision-making and fewer planning iterations. Vendor-neutral flexibility: Many Radformation products are designed to be vendor-neutral and integrate seamlessly with various treatment planning systems. This allows clinics to standardize their workflows even when using equipment from different manufacturer Project Management / Equipment Implementation Product delivery will be the responsibility of the NJ VA Medical Center project management Point of Contact (POC), and the Vendor will be responsible for coordinating and performing the delivery, implementation, and training for the devices. The Contractor is responsible for the set-up of the equipment; However, the VA Staff in Healthcare Technology Management (HTM) is responsible for connecting the equipment to the VA network. Equipment Specifications All equipment must be new, state of the art, and not recertified nor refurbished. All equipment must be compliant with current VA requirements for allowable operating system platforms. Auto Contour Product type: AI-driven automated contouring software. Key features: Generates contours for over 290 common anatomical structures in seconds. Uses deep learning to create accurate, clinically validated contours. Supports rigid and deformable image registration. Integrates with DICOM-compliant systems. Has models for multiple modalities, including CT and MR images. System integration: Works seamlessly with most treatment planning and imaging systems, including specific integrations with Varian Eclipse . Regulatory clearance: Holds multiple regulatory clearances, including FDA 510(k) and MDR CE Mark. Clear Check Product type: Automated plan evaluation software. Key features: Performs over 90 automated plan checks. Checks a variety of constraints, including dose, volume, homogeneity, and conformity. Automates documentation and reporting. Features collision checks using customizable LINAC models. System integration: Fully integrated with Varian Eclipse and ARIA, with API options for other applications. ClearCalc Product type: Independent calculation software. Key features: Validates treatment plan accuracy with independent dose calculations. Supports multiple modalities, including photons, electrons, and brachytherapy. Offers various algorithms, from FSPB to the more advanced Raystation. System integration: Part of the Radformation suite and can integrate with Clear Check for reporting. Software / License: The preventative maintenance and repair services shall be completed by the OEM certified service personnel if the NJ VA Medical Center agrees to pay for a Full-Service/Maintenance program. This Software License Agreement (the "Agreement"), by and between the entity ("Customer") named in the Radformation Quote (the "Quote") or electronically agreeing to this Agreement, and Radformation, Inc., a Delaware corporation ("Radformation"), is effective as of the date set forth in the first Quote between Customer and Radformation (the "Effective Date"). In consideration of Radformation s engagement hereunder to provide the Software described in the Quote, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree to the following terms and conditions: Grant of License; Ownership. 2.1. Grant. Radformation hereby grants to Customer a non-exclusive, non-transferable, non-sublicensable, license during the Term to use the Software and Documentation for the Authorized Purpose (the "License"), subject to the terms and conditions of this Agreement. 2.2. Permitted Uses. The License grants Customer the right to: (a) install a single copy, in object code form, of those components of the Software and the Documentation provided on an…