Notice of Intent to Sole Source - Maintenance for Varian Linear Accelerator System

The Defense Health Agency (DHA) intends to negotiate a sole source contract under the authority of FAR 13.5 – Simplified Procedures for Certain Commercial Products and Commercial Services Single Source.

The proposed source is Varian Medical Systems, Inc., 3100 Hansen Way, Palo Alto, CA 94304. Naval Medical Center Portsmouth (NMCP) has a requirement for a non-personal services and maintenance contract for designated Government-owned Varian Linear Accelerator Radiotherapy Systems listed on Technical Exhibit 1 – Equipment List.

The Contractor shall maintain the systems (hardware and associated software) within the original equipment manufacturer (OEM) specifications, in accordance with all U.S., State, and Local laws and regulations, U.S. Navy regulations, instructions, and Joint Commission requirements.

This contract shall include unlimited telephone support (24 hours per day, 7 days per week), preventive maintenance and inspections, corrective maintenance tasks, and unlimited emergency responses by the Contractor’s Field Service Engineers for all medical devices listed in the equipment list. All maintenance provisions shall apply to hardware, firmware, and software, as appropriate, unless otherwise stated.

The Contractor shall provide all parts, repair, disposal, labor, materials, travel, personnel, supervision, and freight shipping for the scheduled, preventive, and corrective maintenance of all equipment identified at no additional cost to the Government.

The estimated period of performance is 1 November 2025 – 31 October 2026, with four (4) option periods, Option 1: 1 November 2026 – 31 October 2027 Option 2: 1 November 2027 – 31 October 2028 Option 3: 1 November 2028 – 31 October 2029 Option 4: 1 November 2030 – 31 October 2030 There are no set-aside restrictions for this requirement. The intended procurement will be classified under North America Industry Classification System (NAICS) 811219 – Other Electronic and Precision Equipment Repair and Maintenance.

This notice of intent is not a request for competitive proposals and no solicitation document exists for the requirement. Sources interested in responding to this notice are required to submit a capability statement that includes management and technical data, in sufficient detail and with convincing evidence that clearly demonstrates the capability to perform the required work. Capability statements shall not exceed 5 (8.5 x 11 inch) pages using a font size no smaller than 10-point.

All capability statements received by the due date of this notice will be considered by the Government. A request for documentation or additional information, or submissions that only ask questions will not be considered as an affirmative response. A determination by the Government not to compete based on responses to this notice is solely within the discretion of the Government.

Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement or to proceed with a sole source contract. Capability statements are due by 4:00 P.M, 27 May 2025. Capability statements shall be submitted by email ONLY as a Microsoft Word or Adobe PDF attachment to Christine Russman, christine.l.russman.civ@health.mil. No phone calls will be accepted.