H265--Linear Accelerator (LINAC) Validation and Commissioning One-Time Service Brooklyn VA Medical Center in New York

Amendment / Modification

This document provides answers to questions submitted by vendors regarding Solicitation Number 36C24226Q0198 for Linear Accelerator (LINAC) Validation and Commissioning at the Brooklyn VA Medical Center.

Key clarifications include:

• Vendors must provide their own Quality Assurance (QA) hardware and software for the task.
• Shipping expenses should be included within the Price / Cost Schedule.
• Pricing should be structured per project, not necessarily divided by hours.
• The document does not explicitly state a 40-hour maximum per item number/individual, but implies project-based pricing.
• If fewer individuals are on-site than quoted, vendors can still bill the total project amount, provided the job is completed as described in the scope of work.

This amendment primarily addresses questions related to pricing, equipment, and billing structure, impacting the understanding of proposal requirements.

Vendors should ensure their quotes are structured according to the solicitation line items and include all necessary costs, including shipping and QA equipment, as clarified in this document.

Solicitation / RFP / RFQ

This solicitation seeks proposals for the validation and commissioning of a newly installed Varian Halcyon linear accelerator (LINAC) at the VA New York Harbor Healthcare System, Brooklyn VA Medical Center. The objective is to ensure the LINAC system is fully operational, clinically ready, and compliant with all relevant regulations.

• Comprehensive commissioning services for the Varian Halcyon LINAC.

• Services include pre-commissioning review, beam data collection and validation, and treatment planning system commissioning.

• Deliverables include a comprehensive commissioning report, electronic and hard copies of test results, calibration certificates, configuration data, and a summary presentation.

• Contractor personnel must adhere to VA Handbook 6500 and applicable IT and physical security policies. No patient health information (PHI) will be accessed or stored.

• Contract Type: Not explicitly stated, but implies a service contract.

• Period of Performance: Base period estimated from February 15, 2026, to May 14, 2026.

• Estimated Value: Not stated in the provided pages.

• Quotes must be submitted electronically to julie.monaganbarnard@va.gov.

• Quotes must be submitted in two parts: Part 1 (Technical Capability and Experience) and Part 2 (Price Quote).

• Evaluation will be based on three factors: Technical Capability, Experience, and Cost/Price.

• Technical Capability requires a capabilities statement (max 8 pages) and a management plan.

• Experience requires at least three references for similar services.

• Price will be evaluated for fairness and reasonableness based on the total aggregate cost for one LINAC validation and commissioning job.

• Offer submission due date: February 5th, 2026, at 3:00 PM EST.

• Set-Aside: SBA (Small Business Administration)

• A site visit is scheduled for Wednesday, January 28th, at 10 AM. Interested parties must confirm attendance by Monday, January 26th, at 3 PM EST.

• Questions regarding the solicitation must be submitted to julie.monaganbarnard@va.gov no later than January 30th, 2026, at 3:00 PM EST.

Solicitation / RFP / RFQ

This solicitation is for the one-time service of Linear Accelerator (LINAC) Validation and Commissioning for a Varian Halcyon linear accelerator system at the Brooklyn VA Medical Center in New York. The objective is to ensure the system is fully operational, clinically ready, and compliant with all VA, federal, and state regulations for radiation therapy equipment.

• Provide professional medical physics and engineering services for the full commissioning of the LINAC.

• Perform pre-commissioning review of manufacturer data.

• Acquire and validate all required dosimetric data for photon energies.

• Configure and validate beam models in the Eclipse treatment planning system.

• Generate comprehensive commissioning reports, including methods, data, results, and Quality Assurance baselines.

• Submit electronic and hard copies of all test results, calibration certificates, and configuration data.

• Provide a summary presentation and turnover meeting.

• Adhere to VA Handbook 6500 and applicable IT and physical security policies; no patient health information (PHI) will be accessed or stored.

• Contract Period: Base (02-15-2026 to 05-14-2026)

• Place of Performance: Brooklyn VA Medical Center, Brooklyn, NY 11209

• Product/Service Code: H265

• NAICS Code: 811210

• Response Date/Time: January 20, 2026, 15:00 Eastern Time.

• Submission Method: Electronic quotes in two parts to julie.monaganbarnard@va.gov.

  • Part 1: Technical Capability and Experience (Capabilities statement, no longer than 8 pages; management plan).
  • Part 2: Price Quote (Complete B.3 Price/Cost Schedule).

• Evaluation Factors:

  1. Technical Capability (Capabilities statement, management plan).
  2. Experience (At least 3 references with detailed information).
  3. Cost/Price (Fairness and reasonableness of total aggregate cost).

• Questions Deadline: January 30, 2026, 3:00 PM EST.

• Offer Submission Due Date: February 5, 2026, 3:00 PM EST.

• Set-Aside: SBA (Small Business Administration)

• A site visit is encouraged, scheduled for Wednesday, January 28th at 10 am. Confirm interest by emailing julie.monaganbarnard@va.gov by Monday, January 26th at 3 PM EST.

• The document references FAR and VAAR clauses, including 52.212-4, 52.212-2, and 852.232-72.

Request for Information (RFI) / Sources Sought

This is a Request for Information (RFI) for market research purposes. The Department of Veterans Affairs (VA) is seeking information from potential qualified Service-Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), 8(a), HUBZone, and other Small Businesses interested in providing new Varian Halcyon Linear Accelerator (LINAC) Equipment Validation and Commissioning Services for the Brooklyn VA Medical Center in Brooklyn, NY. This RFI is not a solicitation announcement or a request for proposals/quotes.

The contractor shall provide all personnel, labor, materials, equipment, and supervision necessary to perform commissioning of the Halcyon linear accelerator in accordance with AAPM Task Group Reports and Varian Medical Systems’ manufacturer specifications. Key tasks include:

• Pre-Commissioning Review (manufacturer installation and acceptance test data, mechanical and dosimetric performance verification, integration with oncology information systems).

• Beam Data Collection and Validation (acquiring and validating dosimetric data, generating beam modeling datasets, MLC parameter measurements, model validation).

• Treatment Planning System (TPS) Commissioning (configuring and validating beam models in Eclipse, performing dose calculation validation).

• Documentation and Reporting (providing a comprehensive commissioning report, submitting electronic/hard copies of test results, calibration certificates, and configuration data, and conducting a summary presentation).

• This is for a one-time contract.

• Work shall be performed in calendar year 2026 and completed within three (3) months of contract award.

• There will be no option years.

• Responses must be in writing and submitted via email to julie.monaganbarnard@va.gov.

• Phone calls will not be accepted.

• The deadline for notification of capability is December 18th, 2025, 3:00 pm EST.

• Interested parties must be capable of providing the services described.

• Companies must be registered in SAM.gov.

• The applicable NAICS Code is 811210 with a Small Business size standard of $34 Million.

• SDVOSB/VOSB vendors must be registered in the SBA Small Business Search Database.

• Responses should include company name, address, POC, SAM UEI, business type (SDVOSB, VOSB, HUBZone, 8(a), WOSB, etc.), and a Capability Statement detailing qualifications and experience. Subcontracting plans are also requested, noting limitations.

• A site visit will not be included in the official solicitation.

• Documentation on technical expertise must be presented in sufficient detail.