SAM #36C24627Q0002

Sole Source Software Support and Maintenance for Varian Radiation Oncology Equipment at Durham VA Medical Center

This notice announces the VA's intent to award a sole source contract for software support and maintenance of Varian Radiation Oncology equipment at the Durham VA Medical Center. - Agency: Department of Veterans Affairs, Network Contracting Office 6 - Sole source vendor: Varian Medical Systems - Covered equipment and systems: - TrueBeam linear accelerators - ARIA Radiation Oncology Information System - Eclipse Treatment Planning System - FullScale on Premise (FSoP) - Clinac - Halcyon Delivery System - Velocity - Scope of services: - Software support and maintenance - Upgrades and updates - Inspections and repairs - Parts replacement - Training for staff - Technical support and remote diagnostics (SmartConnect) - Only Varian-certified employees may perform services; no third-party maintenance allowed - Compliance required with VA cyber-security, PHI, and MOU/ISA standards - Use of non-Varian parts or services may result in contract termination - Period of performance: One base year with four option years - No competing vendors or products are permitted due to proprietary technology

Description

The Department of Veterans Affairs, Network Contracting Office (NCO) 6 intends to award a sole source purchase order to Varian Medical Systems for the provision of software support and maintenance services for high-cost, high-tech Radiation Oncology equipment at the Durham VA Medical Center, Material Management. This requirement covers support and maintenance for TrueBeam linear accelerators, the ARIA Radiation Oncology Information System, and the Eclipse Treatment Planning System. Services include software maintenance, upgrades, inspections, and training to ensure optimal functionality, minimize downtime, and maintain state-of-the-art clinical operations. Varian s FullScale on Premise (FSoP), Clinac, TrueBeam, Halcyon Delivery System products, and ARIA, Eclipse, and Velocity products are proprietary and utilize Varian s unique software and remote diagnostic-support tools (SmartConnect) that meet VA cyber-security, PHI, and MOU/ISA requirements. Only Varian can provide and install software upgrades, firmware patches, customized system components, and utilize proprietary technician training and procedures. All technical support, escalations, repairs, parts replacement, and training are handled exclusively by Varian-certified employees. No third parties are trained, sanctioned, or permitted to perform maintenance, and support contracts may be terminated if non-Varian parts or services are used. The loss of vendor support after September 30, 2025, would critically impact patient care and clinical outcomes. The period of performance will be one base year and 4 option years. The justification for this sole source procurement is in accordance with FAR 12.102, soliciting from a single source, due to proprietary technology, exclusive capabilities, and compatibility requirements with existing clinical infrastructure. This notice of intent is not a request for competitive quotations. No solicitation documents are available and telephone requests will not be accepted. However, any business that believes it can meet this requirement may submit a written response with sufficient evidence to demonstrate capability to provide the required services and all proprietary maintenance features described above. Responses received by 10:00 am EST on July 15, 2026, will be considered by the Government, though a decision not to compete the proposed acquisition is solely at the Government s discretion. NAICS Code: 518210 Data Processing, Hosting, and Related Services. PSC: J065 Maintenance, Repair, and Rebuilding of Equipment: Medical, Dental, and Veterinary Instruments/Equipment. All inquiries and responses must be emailed to Ricard.McIntosh@va.gov. No telephone requests will be accepted.

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