Maintenance Agreement for ARIA Radiation Oncology Information System and Eclipse Radiation Treatment Planning System

Added:
Jul 05, 2018 5:02 pm Contracting Office Address
Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions, 9609 Medical Center Drive, Room 1E134, Bethesda, MD 20892, UNITED STATES.

Non-USPS mail such as Fedex, UPS and other private carriers please use Rockville, MD 20850.
The National Cancer Institute (NCI), Center for Cancer Research (CCR), Radiation Oncology Branch (ROB) would like to procure a maintenance agreement for the Government-owned ARIA Radiation Oncology Information System and Eclipse Radiation Treatment Planning System.
This is a combined synopsis/solicitation for commercial items, prepared in accordance with format in FAR 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation and a separate written solicitation will not be issued. This solicitation: No. N02RC82552-24 includes all applicable provisions and

clauses in effect through FAR FAC 2005-98 (May 2018) simplified procedures for commercial items.
The North American Industry Classification System code is 811219 and the business size standard is $20.5 million.
This acquisition is a 100% small business set-aside. Only one award will be made as a result of this solicitation. This will be awarded as a firm fixed price type contract with a 12 month base period and four 12 month option periods.
BACKGROUND
The Radiation Oncology Branch (ROB) exists to plan and conduct pre-clinical and clinical research on the biologic and therapeutic effects of radiation administrated alone or in combination with other modalities of treatment; to develop novel technology and imaging based approaches for radiation oncology; to investigate the natural history of disease to understand and evaluate means of diagnostic assessment for the purpose of optimizing treatment selections; and to provide radiation therapy as well as general oncology consultations for patients admitted to other NIH Clinical Research Center (CRC) clinical services, in a collaborative approach.
The ARIA Oncology Information System (OIS) is a software system designed to manage all therapeutic and diagnostic data for each patient, including clinical images such as CT scans. The Eclipse treatment planning component takes patient data and simulates radiation delivery mapped onto the clinical images, using sophisticated proprietary algorithms to calculate the correct radiation dose and path. This treatment plan is transferred to the Varian Medical Systems TrueBeam linear accelerators which deliver the correct therapeutic radiation to the patient. The System also stores all these parameters as well as data from the TrueBeam treatment sessions to ensure that the patient is receiving the same correct dose over the days or weeks of daily fractionated dose radiotherapy.
Associated Systems:
• Insightive server and software - for performing data analysis and research utilizing the ARIA patient database
• IEM Server and interfaces - for data exchange between ARIA and the NIH Hospital Information System (CRIS)
• HARRP server - High Availability, Rapid Recovery Platform server to provide redundancy in the event the primary ARIA server fails
• ARIA Citrix server farm- provides web-based remote access to ARIA so that ROB physicians can access ARIA from other parts of the campus, across domains.
• FAS servers - Additional calculation nodes for Eclipse to utilize in parallel, as necessary to perform treatment planning calculations
Patients cannot be treated in the ROB clinic without the ARIA/Eclipse platform, so it is essential that it is covered with a comprehensive service contract.
OBJECTIVE
The ROB, CCR at the NCI requests to enter into a service contract to maintain, repair, and provide software updates for a Government-owned Varian ARIA Oncology Information System, Eclipse Radiation Treatment Planning System, and all associated computer hardware. These integrated software systems are utilized to manage patient data and calculate treatment plans for patients receiving radiotherapy as part of their cancer treatment.
SCOPE
The Contractor shall be a bona fide service provider and shall provide all labor, material, and equipment necessary to maintain and provide preventive maintenance for the Government-owned ARIA Oncology Information System (OIS) and Eclipse Radiation Treatment Planning System (TPS) integrated data platforms along with all associated computer hardware. All software maintenance services shall be performed via remote access or on-site in accordance with the manufacturer's standard commercial maintenance practices. All hardware maintenance/upgrades shall be performed on-site in accordance with the manufacturer's standard commercial maintenance practices. The Contractor shall provide periodic maintenance inspections for software and associated computer hardware, software upgrade/updates, training for software upgrades or an annual refresher in the absence of an upgrade, remote software support, on-site regular hours and emergency service if remote service is unable to remedy an issue, and parts coverage (excepting consumables). The maintenance plan should provide training, and the flexibility to add additional licenses. The Contractor shall provide a hardware refresh portion of the agreement that must provide replacement of computer hardware associated with the software platform as necessary for required software upgrades/updates. No subcontractors or affiliate service providers shall be used.
CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS
The Contractor shall perform the following tasks:
PREVENTIVE MAINTENANCE
The Contractor shall perform at least one (1) annual planned preventive maintenance inspection (PMI) during the contract period. Technically qualified factory-trained personnel shall perform the required service which shall consist of a thorough inspection and testing of all software and associated hardware in accordance with the manufacturer's latest established service procedures. All equipment shall be operationally tested through at least one (1) complete operating cycle at the end of the preventive maintenance inspection to assure optimum and efficient performance.
EMERGENCY SERVICE
On-site, emergency repair service visits shall be provided during the term of this contract at no additional cost to the Government for any issues that cannot be resolved by telephone or remote service. Emergency service shall be provided during normal working hours, Monday through Friday excluding Federal Holidays. Upon receipt of notice that any part of the equipment or software is not functioning properly, the Contractor shall provide an initial response within one (1) hour and within four (4) hours, have a qualified factory-trained service representative either remotely connected through a secure Machine-to-Machine (IP to IP) link via a Global Access Server network which employs secure authentication and password protection and/or on-site to inspect the equipment and perform all repairs and adjustments necessary to restore the equipment to normal and efficient operating condition during standard hours (8am to 5pm). Emergency service calls shall not replace the necessity for planned preventative maintenance. All labor and travel shall be included.
REPLACEMENT PARTS
The Contractor shall furnish all required replacement parts at no additional cost to the Government, with the exception of consumables. Parts shall be new to original equipment specifications.
SOFTWARE UPDATES/SERVICE
The Contractor shall provide software service and updates in accordance with the manufacturer's latest established service procedures, to include telephone access to technical support for use of program software and troubleshooting of the operating systems, at no additional cost to the Government. Software service shall include all major software upgrade releases, installing the most recent version of the covered software. Software service shall include all maintenance release/service pack updates. The Contractor shall receive advance approval for the installation of all software updates and upgrades from the Government. Defective software shall be replaced at no additional cost to the Government.
The Contractor shall provide unlimited technical and clinical product support over phone, remote access internet portal, and email during Standard Hours: 8am to 5pm, EST Monday through Friday, excluding Federal holidays.
Software training shall be provided at no additional cost for any major software version upgrades. In a service year in which there is no major software version upgrade, one (1) day of refresher training shall be provided.
The Contractor shall provide at least one (1) hardware refresh option during the period of this agreement to replace all computer hardware for the ARIA/Eclipse integrated software platforms. In addition, hardware shall be refreshed at the time of a software upgrade if the current specifications do not meet the technical requirements of the upgrade. The following computer hardware components are covered under the hardware refresh:
Eclipse calculation workstations (4)
Eclipse non-calculation workstation (1)
Framework Agent Servers (2)
SERVICE EXCLUSIONS
The Contractor shall not be responsible for any repairs necessitated by abuse, neglect, vandalism, Acts of God, fire or water. These repairs shall be the subject of a separate purchase order and shall not be performed under this contract.
PERSONNEL QUALIFICATIONS
The Contractor shall provide technically qualified factory-trained service personnel to perform the services to the ARIA and Eclipse systems located in the ROB clinic, fully operational and covered by this contract. All primary service personnel shall have at least five years' experience in maintaining the ARIA/Eclipse environment and related Operating Systems and have at least one backup support person with at least the same level of expertise on the equipment covered by this contract. The ARIA/Eclipse integrated system is classified as a medical device by the Food and Drug Administration, which maintains stringent requirements on who can perform service. As this system manages patient Personally Identifiable Information (PII), service providers must meet additional requirements for the training of service technicians.
TYPE OF ORDER
This will be a firm fixed price purchase order.
PERIOD OF PERFORMANCE
The base period of performance shall be for twelve (12) months with four (4) 12-month option periods:
Base Period: September 22, 2018 - September 21, 2019
Option Period One: September 22, 2019 - September 21, 2020
Option Period Two: September 22, 2020 - September 21, 2021
Option Period Three: September 22, 2021 - September 21, 2022
Option Period Four: September 22, 2022 - September 21, 2023
PLACE OF PERFORMANCE
Onsite services shall be performed at the following location:
NIH, NCI, CCR
10 Center Drive
Bldg. 10 CRC/RM B3661
Bethesda, MD 20892
REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE
The Contractor shall perform at least one (1) annual planned preventive maintenance inspection (PMI) during the contract period. All equipment shall be operationally tested through at least one (1) complete operating cycle at the end of the preventive maintenance inspection to assure optimum and efficient performance.
PAYMENT
Payment shall be made after delivery and acceptance of the Technical Point of Contact. Payment authorization requires submission and approval of invoice to the NCI COR and NIH Commercial Accounts.
QUESTIONS ARE DUE: July 13, 2018 at 5:00pm EST
PROVISIONS AND CLAUSES
The following FAR provisions and clauses apply to this acquisition:
52.212-1 Instructions to Offerors Commercial Items (January 2017);
52.212-2 Evaluation Commercial Items (OCT 2014):
FAR clause 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS-COMMERCIAL ITEMS- (March 2015) WITH DUNS NUMBER ADDENDUM {52.204-6 (January 2017)};
FAR Clause 52.212-4 CONTRACT TERMS AND CONDITIONS - COMMERCIAL ITEMS (January 2017);
FAR Clause 52.212-5: CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS-COMMERCIAL ITEMS (March 2015). The following FAR clauses cited in paragraph (b) of the clause at FAR 52.212-5 are also applicable to this acquisition;
FAR Clause 52.203-6, Restrictions on Subcontractor Sales to the Government (Sep 2006)
FAR Clause 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2016)
FAR Clause 52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (Oct 2015)
FAR Clause 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Jul 2013)
FAR Clause 52.219-4 Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Oct 2014)
FAR Clause 52.219-6 Notice of Total Small Business Set Aside (Nov 2011)
FAR Clause 52.219-8, Utilization of Small Business Concerns (Nov 2016)
FAR Clause 52.219-13, Notice of Set-Aside of Orders (Nov 2011)
FAR Clause 52.219-14, Limitations on Subcontracting (Jan 2017)
FAR Clause 52.219-28 Post Award Small Business Program Representation (Jul 2013)
FAR Clause 52.222-3 Convict Labor (June 2003)
FAR Clause 52.222-19 Child Labor - Cooperation with Authorities and Remedies (Oct 2016)
FAR Clause 52.222-21 Prohibition of Segregated Facilities (Apr 2015)
FAR Clause 52.222-26 Equal Opportunity (Sept 2016)
FAR Clause 52.222-35, Equal Opportunity for Veterans (Oct 2015)
FAR Clause 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014)
FAR Clause 52.222-37, Employment Reports on Veterans (Feb 2016)
FAR Clause 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010)
FAR Clause 52.222-50, Combating Trafficking in Persons (Mar 2015)
FAR Clause 52.222-54, Employment Eligibility Verification (Oct 2015)
FAR Clause 52.223-18, Encouraging Contractor Policies to Ban Text Messaging while Driving (Aug 2011)
FAR Clause 52.225-13 Restrictions on Certain Foreign Purchases (June 2008)
FAR Clause 52.232-33 Payment by Electronic Funds Transfer-System for Awards Management (SAM) (Jul 2013)
Full text copies of the representations and certifications for other cited provisions and clauses may be obtained on line at the NCI website at http://ncioa.cancer.gov/oa-internet/ or from Kimesha Leake, Contract Specialist at Kimesha.Leake@nih.gov
OFFERORS: Offers must be submitted with a completed 52.212-3 Offeror Representations and Certifications-Commercial Items-with DUNS Number Addendum, signed by an authorized representative of the offeror OR provide a copy of the valid SAM registration through www.sam.gov.
Quotations must be received in the NCI-OA contracting office by 5:00 p.m. EST on July 20, 2018. Please refer to solicitation number N02RC82552-24 on all correspondence. Faxed quotations will NOT be accepted. Quotations may be submitted via email to Kimesha Leake, Contracting Officer at Kimesha.leake@nih.gov . No collect calls will be accepted. In order to receive an award, contractors must be registered and have valid certification in the System for Award Management through sam.gov.

Added:
Aug 02, 2018 5:53 pm
The purpose of this modification is to add the evaluation criteria to the solicitation.
BASIS FOR AWARD:
Selection of an offeror for award will be based on an evaluation of proposals against four factors. The factors, in order of importance are: technical, personnel requirements and organizational experience, past performance and price. All evaluation factors other than cost or price, when combined, are significantly more important than cost or price. However, cost/price may become a critical factor in source selection in the event that two or more offerors are determined to be essentially equal following the evaluation of all factors other than cost/price. The process described in FAR 15.101-1 may be employed, which permits the Government to make tradeoffs among cost or price and non-cost factors to consider award to other than the lowest price offer or other than the highest technically rated factor. The Government intends to make an award to the offeror whose proposals provide the best overall value to the Government.
The evaluation will be based on the demonstrated capabilities of the prospective Contractors in relation to the needs set forth in the Combined Synopsis/Solicitation. The merits of each proposal will be evaluated carefully. Each proposal must document the feasibility of successful implementation of the requirements of the Combined Synopsis/Solicitation. Offerors must submit information sufficient to evaluate their proposals based on the detailed factors listed below.
The Evaluation Process:
The Government will award a contract resulting from this quotation to the responsible Contractor whose quote conforming to the quotation will be the most advantageous to the Government, price and other factors considered. The following evaluation factors shall be used to evaluate the prospective contractors and are listed in order of importance.
1. Technical Capabilities (60)
2. Personnel Requirements and Organizational Experience (40)
3. Past Performance
4. Price
TECHNICAL EVALUATION CRITERIA:
1. Technical Capabilities: (60 points):
• The Offeror will be evaluated by the quality and reasonableness of the proposed technical plan as evidence of understanding of the scope, purpose, and complexity of the requirements as described in the Statement of Work (SOW) in enough detail that someone with a rudimentary knowledge of the subject would be able to understand the offeror's ability to perform the work. The proposed technical plan shall demonstrate the following:
o Must show evidence that previous work performed from at least two (2) past clients with ARIA and Eclipse systems meets the standards of the government-owned ARIA and Eclipse systems.
o Must show ability to update/upgrade ARIA and Eclipse software systems to the most recent production versions, including any associated software sub-modules/packages.
o Ability to train Government personnel to use new ARIA and Eclipse software versions.
o Ability to demonstrate email and telephone technical expertise with troubleshooting ARIA and Eclipse systems.
o Must demonstrate ability to access the Varian secure remote service connection to remotely identify and correct problems with the system and provide software updates.
o Capability to replace all computer hardware listed in the SOW as part of a hardware refresh program, including re-installation of all ARIA and Eclipse systems.
2. Personnel Requirements and Organizational Experience: (40 Points):
• The Offeror will be evaluated by the appropriateness and adequacy of the proposed project personnel and organization experience as it relates to the completion of the requirements in the Statement of Work, including the responsibilities and level of effort for all personnel who will be assigned to the contract. Staff as well as their detailed qualifications must be described. The key personnel assigned to this contract shall include a primary field service engineer and at least one backup engineer with at least the same expertise. The contractor shall provide a copy of the training certificate for key personnel that will be performing the work stated in the SOW. Contractor shall also include the following in the quote/proposal:
o Demonstrate knowledge and expertise on servicing and troubleshooting the ARIA and Eclipse, associated computer hardware, and any subsystems.
o Demonstrate certification for end-to-end system maintenance and repair of these systems (including both hardware and software).
o Demonstrate training includes knowledge of proper handling of any patient Personally Identifiable Information (PII) stored on these systems.
o Demonstrate the ability to have remote or on-site response capabilities (depending on the nature of the issue) within four working hours following initial call by customer.
Past Performance (Evaluated but not scored)
Offerors shall submit the following information as part of their response:
• A list of three (3) contracts providing services for ARIA and Eclipse systems currently in process that are similar in nature to the solicitation. Contracts listed may include those entered into by the Federal Government, agencies of state and local governments and commercial concerns.
Include the following information for each contract or subcontract:
1. Name of Contracting Organization
2. Contract Number (for subcontracts, provide the prime contract number and the subcontract number)
3. Contract Type
4. Total Contract Value
5. Description of Requirement
6. Contracting Officer's Name and Telephone Number
7. Program Manager's Name and Telephone Number
o The quoter/offeror must provide specific information on Emergency Service calls for ARIA/Eclipse systems encountered on the identified contracts and the quoter's/offeror's corrective actions.
Each quoter/offeror may be evaluated on their performance under existing and prior contracts for similar products or services. The Government is not required to contact all references provided by the quoter/offeror. Also, references other than those identified by the quoter/offeror may be contacted by the Government to obtain additional information that will be used in the evaluation of the quoter/offeror's organizational experience.
The Government may evaluate the offeror's past performance on organizational experience based on information obtained from references provided by the offeror, other relevant past performance on organizational experience information obtained from other sources known to the Government, and any information supplied by the offeror concerning problems encountered on the identified contracts and corrective action taken.
The Government will assess the relative risks associated with each offeror. Performance risks are those associated with an offeror's likelihood of success in performing the acquisition requirements as indicated by that offeror's record of past performance.