Acquisition of TrueBeam System Console Software Upgrades.
The Department of Health and Human Services (DHHS), National Institutes of Health (NIH), National Cancer Institute (NCI), plans to procure, on a sole source basis, TrueBeam Console Software Upgrades from Varian Medical Systems, Inc. 3100 Hansen Way, Palo Alto, CA 94304.
The response close date of the notice for this requirement is in accordance with FAR 5.203(a)(1). This acquisition will be processed under FAR Part 12 - Acquisition for Commercial Items and will be made pursuant to the authority in FAR Part 13.106-1(b)(1); and is exempt from the requirements of FAR Part 6. The North American Industry Classification System code is 335999 and the business size standard is 500 employees.
The anticipated award shall be firm fixed price.
It has been determined there are no opportunities to acquire green products or services for this procurement.
Contractor Requirements
The following units require the console software upgrade:
Instrument Serial Number
Varian TrueBeam Accelerator --
Varian TrueBeam Accelerator --
The following product features/characteristics are required for this procurement:
• TrueBeam system console software upgrade from v2.5 to v2.7 to include:
o Ability to acknowledge faults in the treatment room
o Fast sequential mode-up for fields of the same energy
o Improved deployment speed for imager arms
o Acquisition of double exposure Megavolt images when block trays are used
o CBCT dose recording
• Ability to acquire and utilize CBCT images that are synchronized to the patient's respiratory cycle; either while free breathing or with breath hold, including:
o Gated CBCT imaging license
o Short Arc CBCT imaging license
o CBCT image acquisition via normal 360° arc
o Image acquisition via a reduced 120°- 150° arc for single breath hold CBCT
o Image review and
o Image match to respiratory gated reference image
DELIVERY / INSTALLATION
Delivery Schedule
Delivery shall be within 90 days of the receipt by the company of a valid Government purchase order (90 days ARO).
Delivery P.O.C: TBD at Award
Delivery Location: TBD at Award
TRAINING
On-Site training covering all TrueBeam components including standard and respiratory gated CBCT imaging shall be provided.
PAYMENT
Payment authorization requires submission and approval of invoices to the COR and NIH OFM, in accordance with the payment provisions listed below:
The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: PROMPT PAYMENT (JUL 2013) FAR 52.232-25. Highlights of this clause and NIH implementation requirements follow:
I INVOICE REQUIREMENTS
A. An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions 1 through 12, below, in addition to the requirements of FAR 32.9. If the invoice does not comply with these requirements, the Contractor will be notified of the defect within 7 days after the date the designated billing office received the invoice (3 days for meat, meat food products, or fish, and 5 days for perishable agricultural commodities, dairy products, edible fats or oils) with a statement of the reasons why it is not a proper invoice. (See exceptions under II., below.) Untimely notification will be taken into account in the computation of any interest penalty owed the Contractor.
1. Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, e-mail and mailing address of point of contact).
2. Remit-to address (Name and complete mailing address to send payment).
3. Remittance name must match exactly with name on original order/contract. If the Remittance name differs from the Legal Business Name, then both names must appear on the invoice.
4. Invoice date.
5. Unique invoice #s for all invoices per vendor regardless of site.
6. NBS document number formats must be included for awards created in the NBS: Contract Number; Purchase Order Number; Task or Delivery Order Number and Source Award Number (e.g., Indefinite Delivery Contract number; General Services Administration number); or, BPA Call Number and BPA Parent Award Number.
7. Data Universal Numbering System (DUNS) or DUNS + 4 as registered in the Central Contractor Registration (CCR).
8. Federal Taxpayer Identification Number (TIN). In those exceptional cases where a contractor does not have a DUNS number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice. The VIN is the number that appears after the contractor's name on the face page of the award document.
9. Identify that payment is to be made using a three-way match.
10. Description of supplies/services that match the description on the award, by line billed.*
11. Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately.
12. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award.*
* NOTE: If your invoice must differ from the line items on the award, please contact the Contracting Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid.
B. Shipping costs will be reimbursed only if authorized by the Contract/Purchase Order. If authorized, shipping costs must be itemized. Where shipping costs exceed $100, the invoice must be supported by a bill of lading or a paid carrier's receipt.
C. Mail an original and 1 copy of the itemized invoice to:
National Institutes of Health
Office of Financial Management, Commercial Accounts
2115 East Jefferson Street, Room 4B-432, MSC 8500
Bethesda, MD 20892-8500
For inquiries regarding payment call: (301) 496-6088
In order to facilitate the prompt payment of invoices, it is recommended that the vendor submit a photocopy of the invoice to the "Consignee" designated for the acquisition in blocks 6A - 6E of the face page of the Order/Award document.
II. INVOICE PAYMENT
A. Except as indicated in paragraph B., below, the due date for making invoice payments by the designated payment office shall be the later of the following two events:
1. The 30th day after the designated billing office has received a proper invoice.
2. The 30th day after Government acceptance of supplies delivered or services
performed.
B. The due date for making invoice payments for meat and meat food products, perishable agricultural commodities, dairy products, and edible fats or oils, shall be in accordance with the Prompt Payment Act, as amended.
III. INTEREST PENALTIES
A. An interest penalty shall be paid automatically, if payment is not made by the due date and the conditions listed below are met, if applicable.
1. A proper invoice was received by the designated billing office.
2. A receiving report or other Government documentation authorizing payment was
processed and there was no disagreement over quantity, quality, or contractor
compliance with a term or condition.
3. In the case of a final invoice for any balance of funds due the contractor for supplies
delivered or services performed, the amount was not subject to further settlement
actions between the Government and the Contractor.
C. Determination of interest and penalties due will be made in accordance with the provisions of the Prompt Payment Act, as amended, the Contract Disputes Act, and regulations issued by the Office of Management and Budget.
IV. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS
SUBCONTRACTORS, FAR 52.232-40 (DEC 2013)
a) Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor.
b) The acceleration of payments under this clause does not provide any new rights under the prompt Payment Act.
Include the substance of this clause, include this paragraph c, in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial items.
Ricky J. Watson, Contract Specialist, Phone 2402766594, Email ricky.watson@nih.gov
