Notice of Intent to Sole Source Immobilization Units

Special Notice Special Notice Page 9 of 9 Special Notice *= Required Field Special Notice Page 1 of 9 Notice of Intent to Sole Source Requirement The Department of Veterans Affairs, Washington DC VA Medical Center - 50 Irving Street NW, Washington DC 20422, NCO 5 Contracting Activity intends to negotiate a sole source contract under Simplified Acquisition Procedures and the authority of FAR Part 13.106-1(b), only one responsible source for the following items listed below. The associated NAICS code for this is 339112. The vendor will be CQ Medical (MEDTEC LLC), 440 Church RD Avondale, Pennsylvania 19311-9786. Description of requirements: Line Item Description Quantity Immobilization Units - BPL110 - BODY PRO-LOK ONE PLATINUM PACKAGE 2 Manufacturer: CQ Medical A firm fixed price contract is anticipated and shall be awarded. It is the Government's belief that only the proposed candidate possesses the required capabilities to successfully meet this requirement. It is the Government's intention to solicit and negotiate with only this source. This notice of intent is not a request for competitive proposals. It is not a solicitation or request for offers. No solicitation package is available. Any response to this notice must show clear and convincing evidence that competition would be advantageous to the Government. Responses must be received no later than 1:00 pm on Friday, 08/21/2026. Sheldon Streets, Contract Specialist, EMAIL: Sheldon.streets@va.gov STATEMENT OF WORK (SOW) Background. The Washington DC VA Medical Center requires the purchase of two Immobilization Units Body Pro-Lok ONE Systems to provide customizable and reproducible solutions for complex Stereotactic Body Radiotherapy (SBRT) patient setups. These immobilization devices must be capable of providing variable height adjustment, lateral and tilting offset capabilities, and quick-release latches for patient safety and rapid setup/release. Scope of Work. The procurement shall include all parts, materials, labor, software/licenses, resources, and training required to implement and utilize the equipment/system to their fullest capacity. All items must be covered by manufacturer s warranty and procured through a manufacturer-approved distribution channel. Distributers and resellers must be able to document ability to provide items through manufacturer-approved distribution channels upon request. Specifications. 2.1 Equipment Line Item Description Quantity Immobilization Units - BPL110 - BODY PRO-LOK ONE PLATINUM PACKAGE 2 2.2 Required Features ONEPLATFORM (Stable Base): Ensures a secure and repeatable foundation for immobilizing patients, essential for consistent SBRT setup and minimizing patient movement. ONEBRIDGE (x2) with Variable Height, Lateral & Tilting Offset: Allows for precise adjustment to accommodate different body types and postures, leading to customized and reproducible patient positioning as well as optimal gantry clearance. ONEBRIDGE STORAGE BASE (x2): Keeps bridge components organized and accessible, improving workflow efficiency and protecting equipment between uses. RESPIRATORY BELT (Pneumatic Compression): Provides abdominal compression for respiratory management, reducing tumor motion caused by breathing and increasing treatment accuracy and reproducibility. WIDE RESPIRATORY PLATE: Offers gentle, broad pressure to further control respiratory movement, enhancing patient comfort while restricting motion during treatment. COMFORT CARE CUSHIONS: Improve patient comfort and facilitate longer immobilization periods without movement, supporting more effective SBRT delivery. HAND PUMP: Enables fine-tuning of immobilization components, ensuring optimal fit and patient stability for each individual case. CLAM-LOK CUSHIONS (x2): Adds customizable support to restrict lateral and rotational movement, further enhancing overall immobilization and safety. KNEEFIX3 & FEETFIX3: Stabilize the lower limbs for consistent and reproducible whole-body positioning with each treatment session. Latch Mechanism (Quick Release): Allows for patient release in less than three seconds, enhancing safety and enabling quick response in emergencies. Compatibility with existing imaging modalities: Varian Edge and GE Discovery RT Specific Tasks. 3.1 Delivery. All equipment shall be delivered to: Washington DC VA Medical Center 50 Irving St NW Washington, DC 20422 ATTN: VHAWAS Equipment Committee Contract VA Purchase Order (PO) number shall be included with delivery information (e.g., packing slip). Note: PO number starts with station code 688 followed by a letter and 5 digits (e.g., 688A12345) Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays. Contractor shall coordinate delivery with the on-site Point of Contact (POC) and provide shipment tracking information. Contractor shall verify delivery date and time with the on-site POC at least 3 business days prior to scheduled delivery. Delivery is required within 90 days from award of the contract. 3.2 On Site Procedures. COVID-19 Screening: All persons entering the facility shall be subject to screening for COVID-19 per the current CDC (Center for Disease Control) guidelines. Mask Requirement: All contractors shall wear masks while indoors. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government Officials. Time spent on site shall be for a period sufficient to complete the work set forth in the statement of work. On site visits shall be scheduled in advance with the designated on-site POC. Contractor shall check in and out with Biomedical Engineering prior to visiting the worksite for each day of work. The VA campus is non-smoking. Contractor personnel are required to comply with this policy. Parking: it is the responsibility of the Contractor to park in the appropriate designated parking areas. Contractor personnel s tool bags are subject to inspection. 3.3 Installation/Implementation. Installation/Implementation will be completed by personnel certified and knowledgeable with the designated equipment/system. Installation shall be completed within the period of performance. Contractor shall be responsible for any Personal Protection Equipment (PPE) required when performing work on site. Contractor shall submit all removable media to be used on a VA system to Biomedical Engineering for scanning with anti-virus software prior to use. In the case turn-in, exchange, repair, or replacement of equipment containing hard drives used by the VA, the hard drives shall be removed from the equipment and remain in possession of the VA (this includes loaned or rented equipment). The contractor shall take all necessary precautions to prevent damage to any government property. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the government, upon approval of the Contracting Officer. 3.4 Training. Contractor shall be responsible for providing training to clinical staff/users. Training is to be scheduled in advance with the designated on-site POC. Education shall be provided prior to and/or at time of installation. Education professional shall be certified to provide instruction on the designated equipment/system. Education curriculum must include: operations and set-up, user maintenance, safety, and user troubleshooting tips. 3.5 Inspection and Acceptance. Contractor shall conduct a joint inspection with the on-site POC upon completion of installation. In the event deficiencies are identified, the contractor shall provide the date when the identified deficiencies will be addressed if not addressed on the date of installation. The Contractor shall conduct a joint inspection with the on-site POC after addressing all deficiencies. All deficiencies identified in the joint inspections shall be corrected by the Contractor prior to Government acceptance of the item. Any disputes shall be resolved by the Contracting Officer. 3.6 Deliverables. The Contractor shall provide the below documentation for the proposed equipment to TBA within 10 business days of work completion: Service report. Warranty information. Electronic copy of the Operators Manual. Electronic copies of the complete technical service manuals, including troubleshooting guides, necessary diagnostic software and equipment information, schematic diagrams, and parts lists. Hours of Operation. DC VAMC s normal business hours are Monday-Friday, 8:00 am to 4:30 pm, excluding observed Federal holidays: New Year s Day Labor Day Martin Luther King s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day Any other national holiday as declared by the President of the United States Contract Type. Firm-Fixed Priced Contract