Linear Accelerator System Preventative Maintenance Services

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide Preventative Maintenance, Inspection, and Repair services, including software upgrades/updates, for the Linear Accelerator System used in radiation treatments at the Long Beach Veterans Affairs Healthcare System (LBVAHCS).

• Furnish all necessary parts, labor, transportation, system updates and upgrades, and services for the Government-Owned Varian systems (hardware and software) listed.

• Key systems include TrueBeam and Clinac Trilogy, along with associated components like couches, imagers, delivery systems, and gating systems.

• Services encompass Preventative Maintenance, Corrective Maintenance, Software Updates/Upgrades, Operating Systems (OS) Upgrades, Firmware Patches, Telephone Technical Support, and Remote Technical Support.

• Uptime guarantee of at least 97% on all equipment as specified by OEM service and safety guidelines.

• Preventive maintenance inspections must meet or exceed manufacturers' technical performance specifications.

• Response Times: Acknowledge requests by telephone within thirty (30) minutes; on-site within four (4) hours of telephone acknowledgement.

• Period of Performance: Base year and four one-year options.

• Place of Performance: LBVAHCS facility.

• Contractor must supply factory-certified equipment manufactured parts at their own expense.

• Contractor must provide all necessary software and hardware upgrades at no additional cost.

• Contractor must coordinate with the Program Point of Contact for scheduling and site access.

• Contractor personnel require VA-issued badges, which involve fingerprinting, background checks, and mandatory training (approx. 2 hours).

• On-site reporting procedures include signing visitor logbooks and communicating equipment status.

Form / Attachment / Pricing Sheet

This document is an addendum to FAR 52.212-1, "Instructions to Offerors – Commercial Products and Commercial Services." It supersedes the current version of FAR 52.212-1 for this solicitation and provides specific instructions for offerors.

• Submission of Offers: Requires solicitation number, offeror's UEI, SAM status, all required submittals, responses to representations and certifications, and a statement of agreement with solicitation terms.
• Period for Acceptance: Offers must be held firm for 90 calendar days from the receipt date, unless otherwise specified.
• Late Submissions: Offers received after the deadline are considered late and may not be accepted, with exceptions for late modifications that benefit the government or in cases of emergency.
• Contract Award: The government intends to award without discussions, expecting the initial offer to contain the best terms. The government reserves the right to conduct discussions if necessary and may reject any or all offers.
• Quote Format: Quotes must be in PDF, compatible with Microsoft Office, on 8" x 11" paper with 12-point font. The package must be labeled with contractor information, UEI, solicitation number, and point of contact.
• Offer Due Date: June 19, 2026, 5:00 PM PT. Submissions are to be sent electronically to daniel.kneizeh@va.gov with a specific subject line. Zip files, hyperlinks, and faxes are not accepted.
• Required Submittals:
  • General Information and Price Schedule.
  • Management Plan (6-page limit) detailing how Preventative Maintenance Services will be managed, including OEM certifications, OEM parts procurement, and software/firmware updates.
  • Past Performance (summary of up to three prior contracts within the last five years).
• Notice of Compliance Check: A preliminary review will be conducted; incomplete submissions will not be forwarded for evaluation.

This document is critical for bidders as it outlines the specific requirements for preparing and submitting their offers, including formatting, content, deadlines, and evaluation considerations. Failure to comply with these instructions may result in disqualification.

Solicitation / RFP / RFQ

This document provides critical schedule dates for Solicitation 36C26226Q0957.

• Proposals Due: June 19, 2026, at 5:00 PM PT.

• Bidders are instructed to reference the main Solicitation document for detailed submission instructions.

Form / Attachment / Pricing Sheet

This document, "Attachment 2: 52.212-2 Evaluation - Commercial Products and Commercial Services," outlines the evaluation and award process for the solicitation. It details the factors the Government will consider when selecting an offer and specifies special standards of responsibility.

• Basis of Award: The Government will award to the responsible offeror whose quote is most advantageous, considering price and other factors. The procurement is being conducted under RFO 12 procedures.
• Evaluation Factors: The primary evaluation factors are PRICE, SPECIAL STANDARDS OF RESPONSIBILITY, and PAST PERFORMANCE.
• Price Evaluation: Offers will be evaluated on total cost to determine if it is fair and reasonable. The Government anticipates awarding without discussions but reserves the right to conduct them.
• Special Standards of Responsibility:
  • SP1: Requires current Original Equipment Manufacturer (OEM) certifications to perform Preventative Maintenance, Inspection, and Repair Services, and the ability to utilize OEM parts (no substitutes accepted).
  • SP2: Requires current OEM certifications to perform Software/Firmware updates on the Linear Accelerator System.
• Past Performance: Assessed based on the quoter's record of past performance, which may include knowledge, customer surveys, CPARS, or other reasonable bases. A neutral rating will be assigned if no past performance is available.
• Evaluation Process: The lowest-priced offer will be evaluated for reasonableness. If reasonable, the offeror will be assessed for responsibility against general and special standards. This process continues until an award can be made or determined impossible.
• Compliance Check: A preliminary review will ensure all documentation is submitted and complete; incomplete submissions will not be forwarded for evaluation.
• Award Without Discussions: The Government intends to award without discussions but reserves the right to conduct them.
• Options: Option prices will be added to the basic requirement price for evaluation. Unbalanced or excessive option prices may lead to unacceptability.

This attachment is critical for bidders as it defines how their proposals will be evaluated. Bidders must ensure their quotes address all evaluation factors, particularly the specific OEM certifications and parts requirements for maintenance, inspection, repair, and software/firmware updates. Understanding the evaluation process and the importance of past performance is essential for preparing a competitive offer.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for Preventative Maintenance, Inspection, and Repair Services (including software) for Government-Owned Linear Accelerator Systems at the Long Beach VA Healthcare System (LBVAHCS). The government is seeking quotes from all business types.

• Preventative Maintenance, Inspection, and Repair Services for specific Varian Linear Accelerator Systems (TrueBeam, Clinac Trilogy, etc.) and associated software.

• Services include furnishing all necessary parts, labor, transportation, system updates/upgrades, and repair services.

• Specific tasks include cleaning, diagnostics, calibration, lubrication, and installation of updates.

• Contractor must provide telephone clinical and technical support, remote diagnostics, and necessary parts and upgrades at no additional cost.

• Uptime guarantee of at least 97% on all equipment.

• Contract type: Firm Fixed-Priced.

• Period of Performance: Base year and four one-year option periods.

• The government intends to award to the Original Equipment Manufacturer (OEM) if no viable alternatives exist.

• Response Date/Time: June 19, 2026, 17:00 Pacific Time.

• Submission Method: Email only to daniel.kneizeh@va.gov with subject line "RESPONSE TO RFQ 36C26226Q0957". Response must be in PDF format.

• Evaluation Criteria: Award will be made to the quote most advantageous to the Government, with price alone being the sole evaluation factor. The government will evaluate offers on total cost to determine if it is fair and reasonable.

• Special Standards of Responsibility: Offerors must provide current OEM certifications for maintenance/repair and software/firmware updates, and demonstrate access to OEM parts. Non-OEM parts are not acceptable.

• NAICS Code: 811210, with a small business size standard of $34M.

• Open to all business types.

• Incorporated provisions and clauses are effective through Federal Acquisition Circular 2025-06.

• Attachments include Instructions to Offerors, Evaluation, Statement of Work, and Solicitation Schedule.