SAM #36C25726Q0819

VA Sole Source Procurement of Radformation Radiation Oncology Software Subscriptions

This opportunity involves a sole source procurement by the Department of Veterans Affairs for advanced radiation oncology software subscriptions from Radformation Inc. for the North and South Texas Veterans Health Care Systems. - Agency: Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 17 - End Users: North Texas and South Texas Veterans Health Care Systems - Procurement Type: Sole source, firm fixed price contract - Products: Annual subscriptions for five Radformation software tools - AutoContour: Automated contouring for radiotherapy - ChartCheck: Treatment evaluation software - ClearCalc: Secondary calculation software - ClearCheck: Treatment plan evaluation - EZFluence: Automated 3D planning software - Quantity: One annual subscription for each software product - Scope: Includes provision, installation, integration, upgrade, and implementation - Purpose: Enhance workflow efficiency, accuracy, and quality assurance in radiation therapy - Delivery Locations: Dallas and San Antonio VA facilities - OEM: Radformation Inc. - Period of Performance: August 24, 2026 – December 24, 2026 (4 months) - Commercial Opportunity: Focused on automation and quality assurance in radiation oncology; limited to Radformation products

Description

STATEMENT OF WORK North Texas Veterans Health Care System

1. INTRODUCTION/BACKGROUND: The Radiation Oncology Service at North and South Texas Veterans Health Care Systems require advanced software tools to support the planning, delivery, and quality assurance of radiation therapy treatments. Radformation Software is a specialized radiation oncology platform designed to improve clinical workflow efficiency through automation of treatment planning processes, contouring assistance, plan evaluation, and quality assurance functions. Radformation Software integrates with existing treatment planning systems and provides clinicians, dosimetrists, medical physicists, and radiation oncologists with tools and reduce manual effort, improve consistency, and enhance treatment plan quality.

2. OBJECTIVES: The objective of acquiring and maintaining Radformation Software is to provide the Radiation Oncology Service with advanced automation, contouring, treatment planning, quality assurance, and workflow management tools that improve the efficiency, accuracy, and consistency of radiation therapy planning and delivery. The software will support clinicians in developing high-quality treatment plan, reduce manual processes, enhance patient safety, improve compliance with clinical standards, and optimize the delivery of radiation oncology services to Veterans receiving care within the North Texas Veterans Health Care System.

Table 1 CLIN Part Number Item Description Qty 1 Auto Contour AUTOCONTOUR RADIOTHERAPY AUTOMATED CONTOURING SOFTWARE SUBSCRIPTION.
1 2 ChartCheck CHARTCHECK RADIOTHERAPY TREATMENT EVALUATION SOFTWARE ANNUAL SUBSCRIPTION.
1 3 ClearCalc CLEARCALC SECONDARY CALCULATION SOFTWARE ANNUAL SUBSCRIPTION.
1 4 Clearcheck CLEARCHECK RADIOTHERAPY TREATMENT PLAN EVALUATION SOFTWARE ANNUALSUBSCRIPTION.
1 5 EZFluence EZFLUENCE RADIOTHERAPY AUTOMATED 3D PLANNING SOFTWARE ANNUAL SUBSCRIPTION.
1 Shipping Address:
North Texas Veterans HCS
Warehouse Building 44 4500 South Lancaster Rd Dallas. TX. 75216

South Texas Veterans HCS 7400 Merton Minter San Antonio, TX 78229

1. DESIGNATION OF CONTRACTING OFFICER S REPRESENTATIVE (COR):
   A Representative of the Contracting Officer (COR) will be designated to represent the Contracting Officer in furnishing technical guidance and advice under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to Contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of the Contracting Officer and shall not be delegated.

The COR will be responsible for contacting the vendor in a timely manner to prevent patient care interruptions. The COR will be required to immediately report any supply discrepancies (i.e., supply shortages, any damage items received, etc. to the vendor for immediate replacement.

Only authorized Government employees who have been specifically named by the Contracting Officer may schedule deliveries under this agreement. AUTHORIZED INDIVIDUALS will be identified once contract is awarded.

Invoicing:

All invoices will reference the contract number and Purchase Order (PO). This is a firm fixed price contract based on the contract inspection rates.

Work Hours: Monday through Friday 8:00am-3:00pm

Federal Holidays: VA observed Federal Holidays are:

New Year s Day Martin Luther King Jr. s Day Presidents Day Memorial Day Juneteenth (National Independence Day) Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

Vendors, Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding to the acquisition procurement policies and procedures.

1. ACRONYMS AND DEFINITIONS Contracting Officer (CO). A person duly appointed with the authority to enter and administer contracts on behalf of the U.S. Government.

Contracting Officer s Representative (COR). An individual designated in writing by the Contracting Officer to act as an authorized representative of the Contracting Officer to perform specific contract administrative functions within the scope and limitations as defined by the Contracting Officer.

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