J--Varian Aria/Eclipse Support INTENT TO SOLE SOURCE

Agency: Department of Veterans Affairs
State: West Virginia
Level of Government: Federal
  • J - Maintenance, Repair, and Rebuilding of Equipment
Opps ID: NBD00159872087630498
Posted Date: Feb 6, 2019
Due Date: Feb 28, 2019
Solicitation No: 36C24519Q0127
Source: Members Only
Opportunity History
  • Original Synopsis
    Feb 06, 2019
    3:26 pm
Solicitation Number :
Notice Type :
Sources Sought
Synopsis :
Added: Feb 06, 2019 3:26 pm
The Aria and Eclipse systems are both highly specialized medical software systems that are regulated by the FDA. Varian is the software manufacturer for both systems and has proprietary knowledge that makes them the only source suitable for supporting these systems. The TrueBeam is a $4,000,000 system that requires the highest level of expertise to maintain. Varian has developed a comprehensive treatment plan that incorporates ARIA oncology information and image management solution that allows the provider complete oversight of all aspects of oncology care. This system also utilizes the Eclispe which a treatment planning feature that simplifies radiation therapy planning for several types of treatment, 3D conformal, intensity-modulated radiation therapy, electron, proton, and brachytherapy. The software used for every application of the treatment plan is proprietary and can only be accessed or manipulated by a recognized representative of the manufacturer and trained oncology staff. There are specific use restrictions that prohibit unauthorized access to the application. These restrictions limit maintenance of this highly complex system to the OEM. All software, firmware and technical documentation must be validated by the manufacturer. Only Varian is able to provide software upgrades to their proprietary software.

Scope of Work: The vendor shall:

Perform the full annual program for the Periodic Maintenance Inspections (PMI), in accordance with manufacturer s specifications

Perform all mandatory safety and reliability modifications for the equipment covered under this agreement during standard business hours

Provide all major software upgrade releases on the covered equipment by installing the most recent production version and providing any training associated with the upgrade

Maintain the functionality of existing interfaces

Provide on-site field service support for the covered equipment on weekdays for issues that cannot be resolved by telephone or through remote support

Supply all parts necessary to keep the Varian Software System related to the covered equipment functioning properly

Provide technical support for the covered equipment over telephone, through a web portal, and by e-mail

Provide clinical product support for the covered equipment over telephone, through a web portal, and by e-mail

Report to Baltimore VAMC Biomedical Engineering in 5B-183 before performing any software updates or upgrades

Provide Baltimore VAMC Biomedical Engineering with a detailed service report within 2 weeks of any software update or upgrade being performed

The systems manufacturer, Varian Medical Systems, was contacted and asked to provide all authorized sources for supporting the Aria and Eclipse systems. Varian Medical Systems was the only source authorized to provide software upgrades to their proprietary software.
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Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Posted Date:
February 6, 2019
Description: 36C24519Q0127 36C24519Q0127.docx
Description: 36C24519Q0127 Sole Source Letter.pdf
Contracting Office Address :
Department of Veterans Affairs;VAMC (613);VISN 5 Contract Satellite Office;510 Butler Avenue, Building 306A;Martinsburg WV 25405
Point of Contact(s) :

All Files
Feb 06, 2019
36C24519Q0127 36C245...
36C24519Q0127 36C24519Q0127.docx
36C24519Q0127 Sole S...
36C24519Q0127 Sole Source Letter.pdf
General Information
Notice Type:
Sources Sought
Posted Date:
February 6, 2019
Response Date:
February 28, 2019
Archiving Policy:
Automatic, on specified date
Archive Date:
April 29, 2019
Original Set Aside:
Set Aside:
Classification Code:
J -- Maintenance, repair & rebuilding of equipment
811 -- Repair and Maintenance/811219 -- Other Electronic and Precision Equipment Repair and Maintenance


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