W065--Lease of Mobile CT Unit - TOSHIBA 64 VCT OR APPROVED EQUAL
Solicitation Number: 36C24722Q0350 Notice Type: Combined Synopsis/Solicitation Synopsis: This is a COMBINED SYNOPSIS/SOLICITATION for commercial items prepared in accordance with the format in subpart 12.6, in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed under FAR 13.1, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. (ii) The solicitation number is 36C24722Q0350 and is issued as a Request for Quotation (RFQ) (iii) The provisions and clauses incorporated into this solicitation document are those in effect tough Federal Acquisition Circular 2020-05/03-30-2020.A A Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at: https://www.acquisition.gov/browse/index/far (iv) This solicitation is issued as a total set aside for Service-Disabled Veteran Owned Small Business and only qualified vendors may submit bids. The associated North American Industry Classification System (NAICS) code for this procurement is W065. (v) This requirement consists of the following BRAND NAME OR APPROVED EQUAL item(s): ***MANUFACTURER AND/OR MODEL NUMBERS ARE NOT INTENDED TO LIMIT COMPETITION, BUT TO ACCURATELY AND FULLY DESCRIBE ITEMS AND/OR FEATURES FOR BRAND NAME OR APPROVED EQUAL PRODUCTS. ITEM # QTY UNIT DESCRIPTION UNIT PRICE EXTENDED PRICE 0001 6 MO TOSHIBA 64 SLICE VCT or APPROVED EQUAL 0002 1 EA TRANSPORTATION/REMOVAL 0003 5 EA APPLICATIONS TRAINING DISCOUNTS SUBTOTAL: GRAND TOTAL: SALIENT CHARACTERISTICS/SPECIFICATIONS/SOW MOBILE CT LEASE CENTRAL ALABAMA VA MEDICAL CENTER, MONTGONERY, AL. Statement of Work 1. SERVICES: Contractor shall provide a mobile Toshiba Aquilian 64 Slice CT Scanner, or GE 64 Slice CT, from Installation to 6 months. The mobile/trailer CT unit must come with a patient lift and stairs with double sided handrails for safety. Contractor shall provide 5-days of applications training to VA Montgomery Perry Hill campus technologists, initial supplies necessary to perform CT examinations, maintenance and repair of all Contractor furnished equipment. Mobile CT trailer must have network and DICOM capability and provide an on-site assistance during lease startup and network configuration/connectivity in accordance with terms and conditions listed herein at Montgomery VA Medical Center, AL per VA Standards. Contractor shall remove all hard drives at the end of the performance period and hand it over to VA CAVHCS Biomed. Contractor shall be responsible to maintain all Contractor equipment in good working order. 2. CONTRACTOR S FURNISHED EQUIPMENT: Equipment shall include, but not be limited to, a Contractor furnished fully equipped CT Mobile Trailer. All equipment to be used shall be Food and Drug Administration (FDA) approved imaging equipment placed at the designated location. 3. SYSTEM CAPABILITY REQUIREMENTS: The Contractor shall provide an on-site Toshiba Aquilian 64 slice CT system, or GE 64 Slice, or equivalent that is a full body CT scanner system in accordance with the terms and conditions of this requirement. The unit must be a Windows 10 or Linux to be compatible with the VA CAVHCS network. The unit shall have the ability to perform a wide range of exams as listed below: The types of exams expected to be performed by the VA CAVHCS CT Technologist: CT Procedures. CT ABDOMEN WITH & W/O IVCM, CT ABDOMEN/PELVIS WITH & W/O IVCM CT ABDOMEN WITH PO WITH & W/O IVCM CT ABDOMEN/PELVIS WITH PO WITH & W/O IVCM CT CHEST WITH & W/O IVCM CT CHEST HIGH RESOLUTION CT HEAD WITH & W/O IVCM CT MAXIOFACIAL WITH & W/O IVCM CT SINUS W/O IVCM CT IAC WITH & W/O IVCM CT TEMPORAL BONE CT CERVICAL SPINE WITH & W/O IVCM CT THORACIC SPINE WITH & W/O IVCM CT LUMBAR SPINE WITH & W/O IVCM CT LOWER EXT WITH & W/O IVCM CT PELVIS WITH & W/O IVCM CT HIP CT KNEE CT ANKLE CT FOOT CT UPPER EXT WITH & W/O IVCM CT SHOULDER CT ELBOW CT WRIST CT HAND 4. MOBILE UNIT CAPABILITIES (SALIENT CHARACTERISTICS): Contractor shall provide the following: a. Hardware and software necessary to permit interpretation of CT Images at the site where images are obtained. b. Ability to create, store and export Digital Imaging and Communications in Medicine (DICOM), Joint Photographic Experts Group (JPEG) and Moving Picture Experts Group (MPEG) file formats. c. The mobile unit shall be equipped with Compact Disk-Recordable CD-R/DVD-R burning capabilities as having a backup to network transfer if available. d. The mobile unit shall be equipped with a phantom for daily quality assurance (QA) checks. e. The mobile unit shall be equipped with an Intravenous (IV) contrast injector. f. The mobile unit shall be equipped with a programmable injector with pressure monitor having the following capabilities (example unit would be the Medrad Stellant Single Syringe Injector): 1. Scan delay 2. Multiphase option 3. Protocol storing 4. Pause hold functionality Minimum security requirements: 1. Up-to-date Microsoft (MS) patches and anti-virus software at the vendor mobile unit. 2. Up-to-date MS patches and anti-virus software at the vendor workstation. 3. Any workstation configuration must be compatible with VA supplied anti-virus (currently McAfee Enterprise). 4. Medical Device Isolation Architecture (MDIA) security to be provided by VA. 5. No patient identifiers such as name and Social Security Number shall reside on the mobile unit and images shall have an identifier which does not disclose Personally Identifiable Information (PII). 5. MOBILE UNIT ACCESSORIES: Accessory equipment that shall be provided by the Contractor: a. Handicap accessibility (wheelchair or elevator lift). 6. MOBILE UNIT EQUIPMENT SPECIFICATIONS: The following minimum performance characteristics of the equipment are required: a. Operating system must be Windows 10 or Linux to be compatible with VA CAVHCS network system. b. The CT shall provide images with consistently high technical quality to be approved by VA employed experts. Poor image quality will be considered non-performance under this contract and must be remedied within 30 days of notification or incurred default. c. The CT should be capable of acquiring and post-processing of 2-dimensional and/or 3-dimensional images or true 3-dimensional images. d. The CT Unit shall have a minimum of a 64 -slice detector and be capable of acquiring the transmission images within one breath hold. e. The CT shall be capable of acquiring data for anatomic localization and attenuation correction. f. The CT system shall have attenuation correction algorithm(s) that are designed to use non-contrast enhanced CT data. g. The CT system shall have attenuation correction algorithm(s) that are designed to use CT data with intravenous contrast enhancement. h. The CT system shall have attenuation correction algorithm(s) that are designed to use CT data with oral contrast enhancement with positive contrast (iodinated contrast). i. The CT system shall have attenuation correction algorithm(s) that are designed to use CT data with oral contrast enhancement with negative contrast (water). j. The Mobile CT unit shall maintain a temperature to assure proper operation of the scanner without frequent calibration and provide for patient comfort. k. The CT unit shall meet all federal, state and local fire and safety requirements. l. Telecommunications: The mobile unit shall be equipped with outlet jack s connections capable of transmitting data and voice tough Government provided category five (5) cable and dual pair phone cable. The Government will provide the connection required for the transmission of images, data and voice. m. VA CAVHCS is responsible for making the connections between the hospital and the Mobile CT for the purposes of transmitting data. A Configuration Form will be completed and sent to Contractor prior to delivery. n. The mobile unit shall support DICOM Modality Work list (DMWL), for future use. o. The mobile unit shall be able to export DICOM images to at least one destination. p. System shall meet minimal standards for the type of equipment being provided as defined herein. 7. EQUIPMENT MAINTENANCE: Equipment provided shall always be in good working order in order to provide high quality scans required under this requirement and any resulting contract. Contractor shall be completely responsible for the preventive maintenance, emergency and general repairs, safety, cleaning, and upkeep of all equipment furnished by the Contractor. Preventative maintenance/repairs on the Mobile CT unit and all associated equipment shall be performed in accordance with the Conformance Standards and manufacturer s recommendations. a. Telephone Technical Support: Contractor shall provide telephone assistance 24/7, all days of the year. b. Response Time: Contractor shall acknowledge request by telephone within 30 minutes and be on site within four (4) hours of telephone acknowledgement of service request. The Montgomery VA Medical Center, AL will not be held responsible for any loss or damage to the Contractor s property, which may be vandalized or damaged, including the mobile trailer while on site. Contractor shall maintain property insurance on all equipment toughout the duration of the contract and the successful Contractor shall provide proof of insurance as required herein. 8. SITE PREPARATION: The Montgomery VA Medical Center Engineering will provide a docking site for the contractor s CT Scan mobile unit. The Contractor or designee shall perform a site visit at the Montgomery VA Medical Center location after notification of contract award and prior to commencement of work to coordinate with the POC in order to confirm site conditions for trailer/mobile unit docking. 9. CONTRACTOR S QUALIFICATIONS: The contractor must be regularly established in the business called for, financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all items under this requirement. Contractor s assigned personnel must be computer literate in the type of software and/or hardware associate with their duties. 10. CONTRACTOR S STAFF CT Mobile Unit Driver shall be licensed as applicable to operate and drive the mobile vehicle in which the unit is housed. DAILY ACCESS TO FACILITIES: The contractor shall be responsible for contacting the VA Police at the site of service at the time of arrival, in which the contractor will need access to both the building and data port connections. Contractor shall also comply with all COVID-19 screening requirements currently in effect at the Montgomery VA Medical Center during the term of the contract. 11. CONTRACTOR S RESPONSIBILITIES: a. Contractor shall be responsible for the timely delivery of the CT trailer such that the Contractor may facilitate the following start up functions: 1. Prior to the commencement of services, the Contractor shall ensure that the mobile trailer is properly positioned and docked. Contractor shall also ensure that the normal temperature within the mobile trailer is set and maintained prior to services. 2. Prior to the commencement of the contract services the Contractor shall ensure that the mobile trailer is level and set for the safety of all Montgomery VA Medical Center patients and the appropriate utilities connected for proper warm up of all on board systems. 3. Contractor shall allow enough time for contacting the VA Police when gaining access to Montgomery VA Medical Center. 4. Communications systems shall be operational before commencement of services. b. DATA/IMAGE TRANSFER SUPPORT: Contractor will have a field service engineer ( FE ) available on the day of delivery to assist Montgomery VA Medical Center O&IT personnel to verify that images are able to be sent from the mobile CT to remote locations (i.e. PACS, Eclipse network) The FE will input data based on the instructions of the hospital. Once this is accomplished, the service responsibility for network related issues lies solely with the Montgomery VA Medical Center. The Contractor may be provided an IP address for Source Data, Default Gateway, and Subnet Mask from the VI OI&T personnel. If applicable, the Contractor shall be responsible for implementation of data transfer to the VA network with the assistance of VA OI&T personnel. The mobile truck s IP address (es) cannot be part of the VA network. The IP range for the workstation / equipment must be in a range supplied by the Government. It should allow for the IP address to be changed locally. The VA will create an Access Control List (ACL) to address security controls. The Contractor shall ensure all IT devices located in the CT mobile unit be cleansed of all Virus and Malware prior to connecting to the VA network. c. CONTRACTOR FURNISHED FACILITIES, SERVICES, SUPPLIES AND EQUIPMENT: 1. The Contractor s Vehicle shall be parked at the designated docking pad ramp location. Contractor shall be responsible for leveling of the vehicle at location designated by the Montgomery VA Medical Center. 2. Contractor shall provide 5 days of applications training included on the quote. Training consists of CT protocol set-up, necessary hardware/software training (Quality Assurance, hard and soft shutdown, safety, etc.), scanning and the use of its accessories. 3. Contractor shall be held responsible for any damages, which may be done to the Montgomery VA Medical Center property during delivery, hookup and/or removal of equipment at the site. Any damages caused by the Contractor shall be repaired at the Contractor s expense to the satisfaction of the Montgomery VA Medical Center. 5. Proper installation/staging of the Contractor s furnished equipment including the mobile trailer must be completed in accordance with industry standards, all OSHA regulations and applicable manufacturer s recommendations. The above must be completed prior to commencement of services. Dates and time for completion of the above shall be mutually agreed upon between the Montgomery VA Medical Center and the Contractor. d. NON-CONFORMING PRODUCTS OR SERVICES: Non-conforming products or services will be rejected. Unless otherwise agreed by the parties, deficiencies shall be corrected within seven (7) days of the rejection notice. If the deficiencies cannot be corrected within seven (7) days, the Contractor shall immediately notify the POC and the Contracting Officer of the reason for the delay and provide a proposed corrective action plan within seven (7) working days. e. EMERGENCY REPAIRS: Emergency service: Contractor shall provide to the Montgomery VA Medical Center, all emergency service to include all required personnel, parts and labor, and preventive maintenance/repairs of CT structure and equipment to maintain a safe environment as recommended by the original equipment manufacturer (OEM) recommendations/specifications in accordance with the agreed upon schedule with the POC. Contractor s service contract hours of coverage is 8 AM until 9 PM seven days a week, excluding observed holidays. Service travel and labor outside of these hours is always available but will be billable by Contractor. Response Time: In the event of an equipment failure during normal working hours while in the performance of the Contractor s services, the Contractor shall notify the POC or designee immediately after discovery of equipment failure while on site. All reasonable efforts should be made to keep equipment down time to a minimum of 24 hours or less. If repair services are required to be performed on site after the normal working hours, the Contractor must notify the POC and the VA Police that services will be performed on-site. All emergency repairs are the responsibility of the contractor and only qualified service engineers shall perform emergency repairs. f. DOCUMENTATION/REPORTS: 1. The Contractor shall provide equipment and maintenance reports to the POC if requested during the duration of the contract. The Contractor shall also provide system pre-check and associated documentation at the time the unit is set up at the site where services are to be performed. This is to ensure safety of equipment utilized by the Montgomery VA Medical Center beneficiaries. 2. The Contractor shall permit onsite inspection by personnel selected by the Montgomery VA Medical Center without prior notice to ensure the Contractor s equipment is operated in accordance with appropriate safety guidelines and/or regulations as applicable. 3. The following documentation shall be maintained by the Contractor and be available for inspection by a duly authorized VA representative: i. Certificate of Insurance not limited to but includes: Professional Liability, Worker s Compensation, liability, and property insurance of Contractor s furnished equipment which shall be submitted to the Contracting Officer and VA POC within ten (10) calendar days of receipt of notification of award. It is agreed upon and understood that the Montgomery VA Medical Center shall not be held responsible for any damage or vandalism, which may be caused to the Contractor s equipment while on Montgomery VA Medical Center premises. Required state licenses, not to include Certificate of Need, if applicable to the end user. g. EQUIPMENT REQUIREMENTS: 1. The Contractor agrees to ensure compliance/acceptance testing of the CT equipment is performed on at least an annual basis or if major components of the machine are serviced or replaced. 2. The Contractor is responsible for ensuring the compliance testing of the CT machine shall be performed by a qualified medical physicist in the last 13 months. A copy of this report must be forwarded to POC for documentation, along with any documents showing resolution of any discrepancies noted in the report. A qualified medical physicist as defined is an individual who is certified by the American Board of Radiology, American Board of Health Physics, or American Board of Medical Physics in the appropriate disciplines of radiologic physics and maintain state certification as a Health Physicist. h. REMOVAL OF CONTRACTOR S EQUIPMENT: Contractor shall be responsible for the timely removal of the CT trailer from the Montgomery VA Medical Center premises as agreed upon with the POC not to exceed a 24-hour period after completion of the last procedure is performed and shall also be responsible for the following exit functions: 1. At the termination of the contract, Contractor shall remove and surrender the hard drive of the workstation to Biomed for destruction. The Montgomery VA Medical Center will reimburse Contractor for all reasonable costs incurred in replacing the hard drive. 2. VA information retained by the CT scanner itself and other Contractor equipment shall be returned to the VA at the end of the contract and when no longer required for regulatory purposes. The security of information retained by the CT scanner and other Contractor equipment both during the contract period and post contract period shall be the responsibility of the vendor. 3. All connections from the trailer to the Montgomery VA Medical Center property are properly disconnected. 4. Unit and all necessary accessories, devices and the like are removed from the Montgomery VA Medical Center premises. 12. PERIOD OF PERFORMANCE: Services shall upon delivery/installation and conclude in 6 months, unless otherwise notified in advance, with weekly options thereafter at the discretion of the Montgomery VA Medical Center. 13. PLACE OF INSPECTION AND ACCEPTANCE: Delivery location of CT Mobile Trailer site shall be coordinated with the POC. 14. SCOPE OF INSPECTION: a. Compliance with Statement of Work will be inspected for content, completeness, and accuracy and conformance to contract requirements by the POC or his/her designee. Inspection will include validation of information or software using automated tools and/or testing of the deliverables, as specified in the contract order. The scope and nature of this testing must be negotiated prior to the contract award and will be sufficiently comprehensive to ensure the completeness, quality and adequacy of all deliverables. b. Reports, documents and narrative type deliverables shall only be accepted when all discrepancies, errors or other deficiencies identified in writing by the government have been corrected. c. Maintenance logs shall be available upon request. (vii) 52.212-1 Instructions to Offerors - commercial Items, apply to this solicitation with the following addenda, FAR 52.216-18 Ordering;A VAAR 852.236-76 Correspondence; VAAR 852.237-70 Contractor Responsibilities; VAAR 852.270-1 Representatives of Contracting Officers; VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resources (viii) 52.212-2,A Evaluation - Commercial Items: FAR provision 52.212-2 applies to this solicitation. The Government anticipates awarding a single contract resulting from this solicitation to the lowest priced technically acceptable offer that conforms to all solicitation requirements.A Award without discussions is contemplated and all offerors are encouraged to submit their best offer with their initial submission.A Submitted offers shall not exceed 15 single-sided pages and any pages beyond this amount will be removed and not evaluated. To be considered technically acceptable for award each offeror must provide with their submitted quote/offer: Documentation that confirms the company/employees are manufacturer authorized resellers/distributors and installers of the quoted items.A If you are quoting/offering or equal items, the offeror must clearly identify the exact make, model, manufacturer and item description for each line item to be considered. Quotes/offerors that do not provide an adequate description of how the equal product meets the salient characteristics will not be considered for award. This is not applicable to offerors that are quoting EXACT MATCH items. Documentation that confirms the company is registered and is the required socio-economic category in the System for Award Management (SAM) located at https://www.sam.gov/SAM/ The SDVOSB company must be verified in https://www.vip.vetbiz.gov/ (ix) 52.212-3 Offeror Representations and Certifications - Commercial Items- Offeror's are to include a COMPLETED COPY OF PROVISION 52.212-3 with the faxed and written quote, a copy of the provision may be attained from https://www.acquisition.gov/browse/index/far ; if not provided, the offer may not be considered for award. (x) 52.212-4 Contract Terms and Conditions - Commercial Items: apply to this solicitation with the following addenda; VAAR 852.203-70 Commercial Advertising, VAAR 852.237-76 Electronic Invoice Submission. (xi) 52.212-5 Contracts Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items; The following FAR clauses identified at paragraph b of FAR 52.212.5 are considered checked and are applicable to this acquisition: 52.219-4, 52.219-8, 52.219-28, 52.219-3, 52.222-19, 52.222.21, 52.222-26, 52.222.35, 52.222-36, 52.222-37, 52.222-39, 52.225-1, 52.232-34, 52.222-41, 52.222-44 (xii) n/a (xiii) The Defense Priorities and Allocations System (DPAS) is not Applicable to this acquisition (xiv) n/a (xv) QUESTIONS: All questions regarding this solicitation need to be electronically submitted to Randy Dinkins, Contracting Officer randy.dinkins@va.gov. Please place ATTENTION: MOBILE CT SERVICES 36C24722Q0350 in the subject line of your email. The solicitation number must be identified on all submitted questions. A (xvi) Site Visit:A N/A (xvii) QUOTES/OFFERS must be received no later than 10:00am February 23, 2022. Only electronic offers will be accepted; submit quotation to Randy Dinkins, Contract Specialist randy.dinkins@va.gov.A Please place ATTENTION: MOBILE CT SERVICES 36C24722Q0350 in the Subject line of your email. All offers must include the solicitation number.A Quotes/offers received after this date may not be considered for award. A (xviii)A Contact information Contracting Office Address: Network Contracting Office 7-SAO EAST Department of Veterans Affairs 6439 Garners Ferry Road Columbia, SC 29209-1639 Primary Point of Contact: Randy Dinkins Contract Specialist randy.dinkins@va.gov
36C24722Q0350 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 7
2/18/22, 12:26 PM 6525--619-22-2-7114-0015 Lease of Mobile CT Unit (VA-22-00034075) EAD: 2/3/2022
***INTENT TO SOLE SOURCE NOTICE-*** Estimated Date of Award: February 11th , 2022 Synopsis: The Department of Veterans Affairs, Central Alabama VA Health Care System intends to award a sole source procurement for the following line items. Toshiba Aquilian 64 Slice CT Scanner, Quantity 1 EA The manufacturer is Toshiba. The applicable NAICS code for this procurement is 621512 with a business size standard of 1000 employees. The purpose of this requirement is to provide Toshiba Aquilian 64 Slice CT Scanner, 5 days of applications training to VA Montgomery Perry Hill campus technologists, and initial supplies necessary to perform CT examinations, maintenance and repair of all contract furnished equipment. Mobile CT trailer must have network and DICOM capability and provide an on-site assistance during lease startup and network configuration/connectivity in accordance with terms and conditions listed herein, per VA standards. This notice of intent is not a request for competitive proposals. However, the Government will consider all proposals received within 2 days (NLT) February 10th , 2022 at 4:00p.m. ET) after date of publication of this notice. A determination by the Government not to compete with the proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. Attached is a copy of the approved justification and approval notice that supports the sole source award. System for Award Management (SAM): Rule requires a firm to be registered in the SAM Registration Data Base (SAM), prior to award of any contract and agreements. Firms must register on an on-time basis, and annually confirm accuracy and completeness of registration information. To register in SAM go to: https://www.sam.gov/portal/public/SAM/. If you have any questions, please contact; randy.dinkins@va.gov, Contracting Officer, Nochelle Wilson. Contractor shall be responsible to maintain all Contractor equipment in good working order. 2. CONTRACTOR S FURNISHED EQUIPMENT: Equipment shall include, but not be limited to, a Contractor furnished fully equipped CT Mobile Trailer. All equipment to be used shall be Food and Drug Administration (FDA) approved imaging equipment placed at the designated location. 3. SYSTEM CAPABILITY REQUIREMENTS: The Contractor shall provide an on-site Toshiba Aquilian 64 slice CT system, or GE 64 Slice, or equivalent that is a full body CT scanner system in accordance with the terms and conditions of this requirement. The unit must be a Windows 10 or Linux to be compatible with the VA CAVHCS network. The unit shall have the ability to perform a wide range of exams as listed below: The types of exams expected to be performed by the VA CAVHCS CT Technologist: CT Procedures. CT ABDOMEN WITH & W/O IVCM, CT ABDOMEN/PELVIS WITH & W/O IVCM CT ABDOMEN WITH PO WITH & W/O IVCM CT ABDOMEN/PELVIS WITH PO WITH & W/O IVCM CT CHEST WITH & W/O IVCM CT CHEST HIGH RESOLUTION CT HEAD WITH & W/O IVCM CT MAXIOFACIAL WITH & W/O IVCM CT SINUS W/O IVCM CT IAC WITH & W/O IVCM CT TEMPORAL BONE CT CERVICAL SPINE WITH & W/O IVCM CT THORACIC SPINE WITH & W/O IVCM CT LUMBAR SPINE WITH & W/O IVCM CT LOWER EXT WITH & W/O IVCM CT PELVIS WITH & W/O IVCM CT HIP Page 4 of 12 CT KNEE CT ANKLE CT FOOT CT UPPER EXT WITH & W/O IVCM CT SHOULDER CT ELBOW CT WRIST CT HAND 4. MOBILE UNIT CAPABILITIES: Contractor shall provide the following: a. Hardware and software necessary to permit interpretation of CT Images at the site where images are obtained. b. Ability to create, store and export Digital Imaging and Communications in Medicine (DICOM), Joint Photographic Experts Group (JPEG) and Moving Picture Experts Group (MPEG) file formats. c. The mobile unit shall be equipped with Compact Disk-Recordable CD-R/DVD-R burning capabilities as a backup to network transfer if available. d. The mobile unit shall be equipped with a phantom for daily quality assurance (QA) checks. e. The mobile unit shall be equipped with an Intravenous (IV) contrast injector. f. The mobile unit shall be equipped with a programmable injector with pressure monitor having the following capabilities (example unit would be the Medrad Stellant Single Syringe Injector): 1. Scan delay 2. Multiphase option 3. Protocol storing 4. Pause hold functionality Page 5 of 12 g. Minimum security requirements: 1. Up-to-date Microsoft (MS) patches and anti-virus software at the vendor mobile unit. 2. Up-to-date MS patches and anti-virus software at the vendor workstation. 3. Any workstation configuration must be compatible with VA supplied anti-virus (currently McAfee Enterprise). 4. Medical Device Isolation Architecture (MDIA) security to be provided by VA. 5. No patient identifiers such as name and Social Security Number shall reside on the mobile unit and images shall have an identifier which does not disclose Personally Identifiable Information (PII). 5. MOBILE UNIT ACCESSORIES: Accessory equipment that shall be provided by the Contractor: a. Handicap accessibility (wheelchair or elevator lift). 6. MOBILE UNIT EQUIPMENT SPECIFICATIONS: The following minimum performance characteristics of the equipment are required: a. Operating system must be Windows 10 or Linux to be compatible with VA CAVHCS network system. b. The CT shall provide images with consistently high technical quality to be approved by VA employed experts. Poor image quality will be considered non-performance under this contract and must be remedied within 30 days of notification or incurred default. c. The CT should be capable of acquiring and post-processing of 2-dimensional and/or 3-dimensional images or true 3-dimensional images. d. The CT Unit shall have a minimum of a 64 -slice detector and be capable of acquiring the transmission images within one breath hold. e. The CT shall be capable of acquiring data for anatomic localization and attenuation correction. f. The CT system shall have attenuation correction algorithm(s) that are designed to use non-contrast enhanced CT data. g. The CT system shall have attenuation correction algorithm(s) that are designed to use CT data with intravenous contrast enhancement. h. The CT system shall have attenuation correction algorithm(s) that are designed to use CT data with oral contrast enhancement with positive contrast (iodinated contrast). Page 6 of 12 i. The CT system shall have attenuation correction algorithm(s) that are designed to use CT data with oral contrast enhancement with negative contrast (water). j. The Mobile CT unit shall maintain a temperature to assure proper operation of the scanner without frequent calibration and provide for patient comfort. k. The CT unit shall meet all federal, state and local fire and safety requirements. l. Telecommunications: The mobile unit shall be equipped with outlet jack s connections capable of transmitting data and voice tough Government provided category five (5) cable and dual pair phone cable. The Government will provide the connection required for the transmission of images, data and voice. m. VA CAVHCS is responsible for making the connections between the hospital and the Mobile CT for the purposes of transmitting data. A Configuration Form will be completed and sent to Contractor prior to delivery. n. The mobile unit shall support DICOM Modality Work list (DMWL), for future use. o. The mobile unit shall be able to export DICOM images to at least one destination. p. System shall meet minimal standards for the type of equipment being provided as defined herein. 7. EQUIPMENT MAINTENANCE: Equipment provided shall always be in good working order in order to provide high quality scans required under this requirement and any resulting contract. Contractor shall be completely responsible for the preventive maintenance, emergency and general repairs, safety, cleaning, and upkeep of all equipment furnished by the Contractor. Preventative maintenance/repairs on the Mobile CT unit and all associated equipment shall be performed in accordance with the Conformance Standards and manufacturer s recommendations. a. Telephone Technical Support: Contractor shall provide telephone assistance 24/7, all days of the year. b. Response Time: Contractor shall acknowledge request by telephone within 30 minutes and be on site within four (4) hours of telephone acknowledgement of service request. The Montgomery VA Medical Center, AL will not be held responsible for any loss or damage to the Contractor s property, which may be vandalized or damaged, including the mobile trailer while on site. Contractor shall maintain property insurance on all equipment toughout the duration of the contract and the successful Contractor shall provide proof of insurance as required herein. 8. SITE PREPARATION: The Montgomery VA Medical Center Engineering will provide a docking site for the contractor s CT Scan mobile unit. The Contractor or designee shall perform a site visit at the Montgomery VA Medical Center location after notification Page 7 of 12 of contract award and prior to commencement of work to coordinate with the POC in order to confirm site conditions for trailer/mobile unit docking. 9. CONTRACTOR S QUALIFICATIONS: The contractor must be regularly established in the business called for, financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all items under this requirement. Contractor s assigned personnel must be computer literate in the type of software and/or hardware associate with their duties. 10. CONTRACTOR S STAFF CT Mobile Unit Driver shall be licensed as applicable to operate and drive the mobile vehicle in which the unit is housed. DAILY ACCESS TO FACILITIES: The contractor shall be responsible for contacting the VA Police at the site of service at the time of arrival, in which the contractor will need access to both the building and data port connections. Contractor shall also comply with all COVID-19 screening requirements currently in effect at the Montgomery VA Medical Center during the term of the contract. 11. CONTRACTOR S RESPONSIBILITIES: a. Contractor shall be responsible for the timely delivery of the CT trailer such that the Contractor may facilitate the following start up functions: 1. Prior to the commencement of services, the Contractor shall ensure that the mobile trailer is properly positioned and docked. Contractor shall also ensure that the normal temperature within the mobile trailer is set and maintained prior to services. 2. Prior to the commencement of the contract services the Contractor shall ensure that the mobile trailer is level and set for the safety of all Montgomery VA Medical Center patients and the appropriate utilities connected for proper warm up of all on board systems. 3. Contractor shall allow enough time for contacting the VA Police when gaining access to Montgomery VA Medical Center. 4. Communications systems shall be operational before commencement of services. b. DATA/IMAGE TRANSFER SUPPORT: Contractor will have a field service engineer ( FE ) available on the day of delivery to assist Montgomery VA Medical Center O&IT personnel to verify that images are able to be sent from the mobile CT to remote locations (i.e. PACS, Eclipse network) The FE will input data based on the instructions of the hospital. Once this is accomplished, the service responsibility for network related issues lies solely with the Montgomery VA Medical Center. Page 8 of 12 The Contractor may be provided an IP address for Source Data, Default Gateway, and Subnet Mask from the VI OI&T personnel. If applicable, the Contractor shall be responsible for implementation of data transfer to the VA network with the assistance of VA OI&T personnel. The mobile truck s IP address (es) cannot be part of the VA network. The IP range for the workstation / equipment must be in a range supplied by the Government. It should allow for the IP address to be changed locally. The VA will create an Access Control List (ACL) to address security controls. The Contractor shall ensure all IT devices located in the CT mobile unit be cleansed of all Virus and Malware prior to connecting to the VA network. c. CONTRACTOR FURNISHED FACILITIES, SERVICES, SUPPLIES AND EQUIPMENT: 1. The Contractor s Vehicle shall be parked at the designated docking pad ramp location. Contractor shall be responsible for leveling of the vehicle at location designated by the Montgomery VA Medical Center. 2. Contractor shall provide 5 days of applications training included on the quote. Training consists of CT protocol set-up, necessary hardware/software training (Quality Assurance, hard and soft shutdown, safety, etc.), scanning and the use of its accessories. 3. Contractor shall be held responsible for any damages, which may be done to the Montgomery VA Medical Center property during delivery, hookup and/or removal of equipment at the site. Any damages caused by the Contractor shall be repaired at the Contractor s expense to the satisfaction of the Montgomery VA Medical Center. 5. Proper installation/staging of the Contractor s furnished equipment including the mobile trailer must be completed in accordance with industry standards, all OSHA regulations and applicable manufacturer s recommendations. The above must be completed prior to commencement of services. Dates and time for completion of the above shall be mutually agreed upon between the Montgomery VA Medical Center and the Contractor. d. NON-CONFORMING PRODUCTS OR SERVICES: Non-conforming products or services will be rejected. Unless otherwise agreed by the parties, deficiencies shall be corrected within seven (7) days of the rejection notice. If the deficiencies cannot be corrected within seven (7) days, the Contractor shall immediately notify the POC and the Contracting Officer of the reason for the delay and provide a proposed corrective action plan within seven (7) working days. e. EMERGENCY REPAIRS: Page 9 of 12 Emergency service: Contractor shall provide to the Montgomery VA Medical Center, all emergency service to include all required personnel, parts and labor, and preventive maintenance/repairs of CT structure and equipment to maintain a safe environment as recommended by the original equipment manufacturer (OEM) recommendations/specifications in accordance with the agreed upon schedule with the POC. Contractor s service contract hours of coverage is 8 AM until 9 PM seven days a week, excluding observed holidays. Service travel and labor outside of these hours is always available but will be billable by Contractor. Response Time: In the event of an equipment failure during normal working hours while in the performance of the Contractor s services, the Contractor shall notify the POC or designee immediately after discovery of equipment failure while on site. All reasonable efforts should be made to keep equipment down time to a minimum of 24 hours or less. If repair services are required to be performed on site after the normal working hours, the Contractor must notify the POC and the VA Police that services will be performed on-site. All emergency repairs are the responsibility of the contractor and only qualified service engineers shall perform emergency repairs. f. DOCUMENTATION/REPORTS: 1. The Contractor shall provide equipment and maintenance reports to the POC if requested during the duration of the contract. The Contractor shall also provide system pre-check and associated documentation at the time the unit is set up at the site where services are to be performed. This is to ensure safety of equipment utilized by the Montgomery VA Medical Center beneficiaries. 2. The Contractor shall permit onsite inspection by personnel selected by the Montgomery VA Medical Center without prior notice to ensure the Contractor s equipment is operated in accordance with appropriate safety guidelines and/or regulations as applicable. 3. The following documentation shall be maintained by the Contractor and be available for inspection by a duly authorized VA representative: i. Certificate of Insurance not limited to but includes: Professional Liability, Worker s Compensation, liability and property insurance of Contractor s furnished equipment which shall be submitted to the Contracting Officer and VA POC within ten (10) calendar days of receipt of notification of award. It is agreed upon and understood that the Montgomery VA Medical Center shall not be held responsible for any damage or vandalism, which may be caused to the Contractor s equipment while on Montgomery VA Medical Center premises. Required state licenses, not to include Certificate of Need, if applicable to the end user. g. EQUIPMENT REQUIREMENTS: 1. The Contractor agrees to ensure compliance/acceptance testing of the CT equipment is performed on at least an annual basis or if major components of the machine is serviced or replaced. Page 10 of 12 2. The Contractor is responsible for ensuring the compliance testing of the CT machine shall be performed by a qualified medical physicist in the last 13 months. A copy of this report must be forwarded to POC for documentation, along with any documents showing resolution of any discrepancies noted in the report. A qualified medical physicist as defined is an individual who is certified by the American Board of Radiology, American Board of Health Physics, or American Board of Medical Physics in the appropriate disciplines of radiologic physics and maintain state certification as a Health Physicist. h. REMOVAL OF CONTRACTOR S EQUIPMENT: Contractor shall be responsible for the timely removal of the CT trailer from the Montgomery VA Medical Center premises as agreed upon with the POC not to exceed a 24-hour period after completion of the last procedure is performed and shall also be responsible for the following exit functions: 1. At the termination of the contract, Contractor shall remove and surrender the hard drive of the workstation to Biomed for destruction. The Montgomery VA Medical Center will reimburse Contractor for all reasonable costs incurred in replacing the hard drive. 2. VA information retained by the CT scanner itself and other Contractor equipment shall be returned to the VA at the end of the contract and when no longer required for regulatory purposes. The security of information retained by the CT scanner and other Contractor equipment both during the contract period and post contract period shall be the responsibility of the vendor. 3. All connections from the trailer to the Montgomery VA Medical Center property are properly disconnected. 4. Unit and all necessary accessories, devices and the like are removed from the Montgomery VA Medical Center premises. 13. PERIOD OF PERFORMANCE: Services shall commence on, January 2022 and conclude on June 2022, with weekly options thereafter at the discretion of the Montgomery VA Medical Center. 14. PLACE OF INSPECTION AND ACCEPTANCE: Delivery location of CT Mobile Trailer site shall be coordinated with the POC. 15. SCOPE OF INSPECTION: a. Compliance with Statement of Work will be inspected for content, completeness, and accuracy and conformance to contract requirements by the POC or his/her designee. Inspection will include validation of information or software using automated tools and/or testing of the deliverables, as specified in the contract order. The scope and nature of this testing must be negotiated prior to the contract award and will be Page 11 of 12 sufficiently comprehensive to ensure the completeness, quality and adequacy of all deliverables. b. Reports, documents and narrative type deliverables shall only be accepted when all discrepancies, errors or other deficiencies identified in writing by the government have been corrected. c. Maintenance logs shall be available upon request. d. Payment Reconciliation will be accomplished by the Government monthly. The POC or Designated Ordering Office or Officer will validate invoices by reconciliation with required activity reports and schedule CT Scan services ordered. If issues occur the POC or Designated Ordering Officer will contact the contractor for clarification and/or correction. The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications. If you are interested and capable of providing the sought-out supplies, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: (1) Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)? (2) Is your company considered small under the NAICS code identified under this RFI? (3) Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? (4) If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available). (5) If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? (6) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract number. Page 12 of 12 (7) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract? (8) Please provide general pricing of your products/solution for market research purposes. (9) Please submit your capabilities regarding the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes? (10) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A. (11) Please provide your DUNS number. (12) Please provide a list of detail requirements and drawings. *** Submissions addressing Section (8) should show clear, compelling and convincing*** evidence that all equal to items" meet all required salient characteristics. Responses to this notice shall be submitted via email to parrish.colvin@va.gov. Telephone responses shall not be accepted. Responses must be received no later than March 30, 2022 at 1:00 P.M. PST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice shall not be considered as requests to be added to a prospective bidders list or to receive a copy of the solicitation.
36C24722Q0350 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 7
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