6530--Immobilization Units

THIS REQUEST FOR INFORMATION (RFI) 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 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 339112. 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. The Department of Veterans Affairs (VA), VISN 5 Network Contracting Office, is seeking sources that can provide delivery of immobilization units for the Washington DC VAMC - 50 Irving Street NW, Washington DC 20422. STATEMENT OF WORK (SOW) Contract Title. Immobilization Units for Radiation Therapy Background. The Washington DC VA Medical Center requires the purchase of two additional Body Pro-Lok ONE Systems (or equal) to provide customizable and reproducible solutions for complex Stereotactic Body Radiotherapy (SBRT) patient setups. These immobilization devices offer variable height adjustment, lateral and tilting offset capabilities, and advanced quick-release latches for enhanced patient safety and rapid setup/release. The Body Pro-Lok ONE System (or equal) is essential for accurate patient positioning, which is critical for minimizing radiation exposure to healthy tissues and ensuring consistent, high-quality SBRT treatment. The requested quantity will allow for each clinical area, two linear accelerators and one CT simulator, to have dedicated devices, preventing workflow interruptions and eliminating the staff safety risks associated with moving equipment between rooms. The department originally purchased just one immobilization device; however, increased patient volume and reliance on SBRT have created a bottleneck, with prolonged patient wait times and potential for delays in therapy. Scope of Work. The procurement shall include all parts, materials, labor, software/licenses, resources, and training required to implement and utilize the equipment/system to their fullest capacity. All items must be covered by manufacturer s warranty and procured through a manufacturer-approved distribution channel. Distributers and resellers must be able to document ability to provide items through manufacturer-approved distribution channels upon request. Specifications. 4.1 Equipment Line Item Description Quantity BODY PRO-LOK ONE PLATINUM PACKAGE (or equal) 2 4.2 Required Features ONEPLATFORM (Stable Base): Ensures a secure and repeatable foundation for immobilizing patients, essential for consistent SBRT setup and minimizing patient movement. ONEBRIDGE (x2) with Variable Height, Lateral & Tilting Offset: Allows for precise adjustment to accommodate different body types and postures, leading to customized and reproducible patient positioning as well as optimal gantry clearance. ONEBRIDGE STORAGE BASE (x2): Keeps bridge components organized and easily accessible, improving workflow efficiency and protecting equipment between uses. RESPIRATORY BELT (Pneumatic Compression): Provides abdominal compression for respiratory management, reducing tumor motion caused by breathing and increasing treatment accuracy and reproducibility. WIDE RESPIRATORY PLATE: Offers gentle, broad pressure to further control respiratory movement, enhancing patient comfort while restricting motion during treatment. COMFORT CARE CUSHIONS: Improve patient comfort and facilitate longer immobilization periods without movement, supporting more effective SBRT delivery. HAND PUMP: Enables fine-tuning of immobilization components, ensuring optimal fit and patient stability for each individual case. CLAM-LOK CUSHIONS (x2): Adds customizable support to restrict lateral and rotational movement, further enhancing overall immobilization and safety. KNEEFIX3 & FEETFIX3: Stabilize the lower limbs for consistent and reproducible whole-body positioning with each treatment session. Advanced Latch Mechanism (Quick Release): Allows for rapid patient release in less than three seconds, enhancing safety and enabling quick response in emergencies. Compatibility with existing imaging modalities: Varian Edge and GE Discovery RT Specific Tasks. 5.1 Delivery. All equipment shall be delivered to: Washington DC VA Medical Center 50 Irving St NW Washington, DC 20422 ATTN: VHAWAS Equipment Committee Contract VA Purchase Order (PO) number shall be included with delivery information (e.g., packing slip). Note: PO number starts with station code 688 followed by a letter and 5 digits (e.g., 688A12345) Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays. Contractor shall coordinate delivery with the on-site Point of Contact (POC) and provide shipment tracking information. Contractor shall verify delivery date and time with the on-site POC at least 3 business days prior to scheduled delivery. Delivery is required within 90 days from award of the contract. 5.2 On Site Procedures. COVID-19 Screening: All persons entering the facility shall be subject to screening for COVID-19 per the current CDC (Center for Disease Control) guidelines. Mask Requirement: All contractors shall wear masks while indoors. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government Officials. Time spent on site shall be for a period sufficient to complete the work set forth in the statement of work. On site visits shall be scheduled in advance with the designated on-site POC. Contractor shall check in and out with Biomedical Engineering prior to visiting the worksite for each day of work. The VA campus is non-smoking. Contractor personnel are required to comply with this policy. Parking: it is the responsibility of the Contractor to park in the appropriate designated parking areas. Contractor personnel s tool bags are subject to inspection. 5.3 Installation/Implementation. Installation/Implementation will be completed by personnel certified and knowledgeable with the designated equipment/system. Installation shall be completed within the period of performance. Contractor shall be responsible for any Personal Protection Equipment (PPE) required when performing work on site. Contractor shall submit all removable media to be used on a VA system to Biomedical Engineering for scanning with anti-virus software prior to use. In the case turn-in, exchange, repair, or replacement of equipment containing hard drives used by the VA, the hard drives shall be removed from the equipment and remain in possession of the VA (this includes loaned or rented equipment). The contractor shall take all necessary precautions to prevent damage to any government property. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the government, upon approval of the Contracting Officer. 5.4 Training. Contractor shall be responsible for providing training to clinical staff/users. Training is to be scheduled in advance with the designated on-site POC. Education shall be provided prior to and/or at time of installation. Education professional shall be certified to provide instruction on the designated equipment/system. Education curriculum must include: operations and set-up, user maintenance, safety, and user troubleshooting tips. 5.5 Inspection and Acceptance. Contractor shall conduct a joint inspection with the on-site POC upon completion of installation. In the event deficiencies are identified, the contractor shall provide the date when the identified deficiencies will be addressed if not addressed on the date of installation. The Contractor shall conduct a joint inspection with the on-site POC after addressing all deficiencies. All deficiencies identified in the joint…