6515--Patient Visual Coaching Device - Cleveland

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Page 3 of 12 Combined Synopsis/Solicitation Notice *= Required Field Combined Synopsis/Solicitation Notice Page 1 of 12 DESCRIPTION Combined Synopsis-Solicitation for Commercial Products and Commercial Services Page 12 of 12 Page 1 of This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ 36C25026Q0884. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC)2026-01. This solicitation unrestricted, under FAR Part 12. The associated North American Industrial Classification System (NAICS) code for this procurement is 339113, Surgical Appliance and Supplies Manufacturing with business size of 500 million. The FSC/PSC is 6515. The Department of Veterans Affairs, Network Contracting Office (NCO)10, Louis Stokes Cleveland VA Medical Center 10701 East Blvd., Cleveland, Ohio 44106 is seeking to purchase the following, Patient Visual Coaching Device for the Radiation and Oncology Department. All interested companies shall provide quotations for the following, Brand Name or Equal item(s): Supplies/Services requested: Line Item Item/Product Description Quantity Unit of Measure 1 H193051 Patient Visual Coaching Device: Device to prompt and coach patients breathing, to allow respiratory gated treatments. 01 EA Statement of Work (SOW): STATEMENT OF WORK (SOW) 1. Contracting Officer s Representative (COR). Name: Section: Radiation Oncology: VAMC Cleveland ; VISN 10 Address: 10701 E. BLVD. Cleveland OH, 44106 2. Contract Title: The Cleveland VAMC is requesting to purchase an Upgraded Visual Coaching Device, Installation and Integration for the Radiation Oncology Department. 3. Background: The Cleveland VA Radiation Oncology Department uses a visual coaching system to assist patients with respiratory motion control, breath hold guidance, and positional feedback during radiation therapy. The current system requires an upgrade to: Improve real time visual feedback Enhance compatibility with modern treatment planning and delivery systems Increase reliability and reduce workflow interruptions Support advanced motion management techniques (e.g., DIBH, gating, surface guidance) 4. SCOPE: The Contractor shall provide all labor, equipment, software, licensing, installation, testing, and training necessary to upgrade the existing Visual Coaching Device. The upgrade must include: Updated hardware components (as applicable) Updated software and firmware Integration with existing linear accelerators and imaging systems Validation and performance testing Staff training and documentation The Contractor shall ensure minimal disruption to clinical operations. Hardware Requirements The upgraded system shall include, as applicable: Updated wireless display system with adjustable couch mount. Enhanced projection or monitor based visual coaching interface Improved sensors or tracking components (if part of the upgrade) All necessary hardware, cables, and accessories 2 rechargeable batteries and charging system. All hardware must be new and compatible with existing room configurations 4.2 Software Requirements The Contractor shall provide: Latest OEM software version for visual coaching Updated user interface for patient guidance Improved motion tracking algorithms (if applicable) Integration with existing treatment delivery systems Full licensing for clinical use Software must be FDA cleared for radiotherapy applications. 4.3 Installation & Integration The Contractor shall: Remove outdated components (if required) Install all new hardware and software Integrate the upgraded system with: Linear accelerators Imaging systems Motion management platforms Treatment planning systems (as applicable) Perform system configuration and calibration Conduct full operational testing All work must comply with VA safety and facility requirements. 4.4 Training Requirements The Contractor shall provide: On site training for Radiation Therapists, Physicists, and Physicians Training materials (digital or printed) System operation, troubleshooting, and workflow optimization guidance Training must be completed before the system is placed into clinical service. 5. Warranty & Support The Contractor shall provide: Minimum 1 year OEM warranty on all upgraded components Technical support for hardware and software Remote and on site service options Software updates during the warranty period 6. Specific Tasks: Full system test