Treatment Planning System Refresh and Expansion

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    "description": "The Authority considers that use of the negotiated procedure without prior publication of a contract notice in terms of Regulation 33(4)(b) of The Public Contracts (Scotland) Regulations 2015 is justified in the circumstances detailed below. The Authority's Radiotherapy Physics Service (based at Aberdeen Royal Infirmary) (the \"Service\") uses the 'Eclipse' treatment planning system (\"TPS\") which is supplied by Varian Medical Systems UK Limited (\"Varian\"). The Authority's priority for the Service is to ensure that a quality service is delivered to patients and that the Service is capable of meeting the ever increasing demand that is placed on it. The 'Eclipse' TPS is fully compatible with the Authority's existing: (a) linear accelerators (being 'Truebeam' linear accelerators, supplied by Varian); and (b) radiotherapy patient information system (being 'Aria', also supplied by Varian). The linear accelerators, the radiotherapy information system and the TPS are all integral components of the Service which must be compatible with each other in order for the Service to be delivered effectively to patients. While the software comprised in the TPS has benefitted from regular updates under an ongoing support contract with Varian, the underlying hardware comprised in the TPS is now obsolete and requires to be refreshed. The highest priority for the Authority is to ensure that any replacement hardware is compatible with the existing equipment, hardware and software used in the Service. Furthermore, it is essential that minimal technical difficulties are encountered in connection with the replacement of the hardware so as to ensure that there is minimal disruption to the Service and that patient care is not impacted negatively by the replacement. In addition to the refresh of the hardware comprised in the TPS, the Authority also needs to purchase additional user licences for the software comprised in the TPS to allow the Service to meet the demand of the ever increasing patient numbers being referred to it. This purchase will be an extension to the Authority's existing number of software user licences. Accordingly, the Authority considers that the hardware and licences being procured comprise a partial replacement and extension of existing hardware and licences and that to conclude a contract with any economic operator other than Varian would result in the acquisition of hardware and licences having different characteristics to existing hardware and software licences, resulting in incompatibility and disproportionate technically difficulties in operation and maintenance. (SC Ref:513798)",
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