36C24226Q0731.docx

SUBJECT*

Lease of MRI Unit and MRI Transportable Imaging Suite

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

POINT OF CONTACT*

Contract Specialist Lee Kern lee.kern@va.gov 228-523-5000

PLACE OF PERFORMANCE

VA New Jersey Healthcare System

Toms River CBOC - Radiology Department

1055 Hooper Avenue

Toms River NJ

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Sources Sought Notice:

1. The Government does not plan to award a contract because of this Sources Sought Notice, nor will it reimburse respondents for any information provided.

2. Although "proposal," "offeror," “contractor”,” and "vendor" may be used in this Sources Sought Notice, any response will be treated as information only. It will not be used as a proposal. The Government is seeking information for market research purposes only.

3. Any information received from a contractor in response to this Sources Sought Notice may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.

4. This Sources Sought Notice is issued by the VISN 2 Contracting Office to obtain information related to the lease of an MRI Unit and MRI Transportable Imaging Suite for the VA New Jersey Healthcare System, located at the Toms River CBOC, 1055 Hooper Avenue, Toms River, NJ 08752. The anticipated period of performance is projected to begin in August 2026. The applicable NAICS code for this requirement is 621512 (Diagnostic Imaging Centers). Additional details are provided in the Statement of Work (SOW) section of this document; however, the SOW included is a draft and not considered final.

5. Contractors interested in providing these services who meet the attached requirements should email Lee Kern at lee.kern@va.gov, with “36C24226Q0731” as the subject line.

6. Interested parties MUST provide the following information:

· Company Information:

· Company name and address

· SAM UEID Number

· Point of Contact (name, phone, email)

· Socioeconomic category (e.g., SDVOSB, VOSB, HUBZone, 8(a), small business, etc.)

Note: If contractor is a Service-Disabled Veteran-Owned Small Business (SDVOSB), a Veteran-Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement.

· Capability Statement:

· A capability statement demonstrating ability to perform the requirement

· Examples of same or similar work performed at other facilities within the past five years

· Number of certified/licensed technicians currently employed

· Subcontracting Information (if applicable):

· Tasks to be performed by the prime contractor

· Tasks to be performed by any subcontractor

· Prime and subcontractor SAM UEID numbers

· Any teaming agreements the contractor intends to employ

· Site and Geographic Information:

· Contractor's site location and any supporting documentation demonstrating capability to serve the New Jersey locations

· Comments and Questions:

· Any relevant comments or questions regarding the attached draft Statement of Work

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

STATEMENT OF WORK FOR LEASE, SERVICE AND SUPPORT OF

MRI AND MR IMAGING SUITE

A. BACKGROUND

With the new activation of the Toms River CBOC, there is a request to lease a new MRI and MRI Transportable Imaging Suite as part of the new activation. The activation was designed, and narrative completed in calendar year 2020. Without this equipment, the Radiology Department will not have the ability to perform MRIs at the Toms River CBOC.

B. OBJECTIVES

The contract effort goals are to deliver, install, connect, ensure functionality, service and support all components of the equipment listed in Section H, inclusive of components of the host systems, throughout the total contract period at the VA New Jersey Healthcare System. Objectives to meet the service and support goal may include, but are not limited to, replacement parts coverage, service support, telephone support, software and hardware support, continuing education for VA staff and support service, full maintenance coverage by providing all replacement parts, labor, travel expenses, tools, test equipment and other incidentals necessary to maintain or restore the listed equipment to operating specifications according to the manufacturer’s recommendations throughout the term of the contract.

C. DEFINITIONS/ACRONYMS

· CO – Contracting Officer.

· COR – Contracting Officer Representative

· FSE – Field Service Engineer. A person who is authorized be the contractor to perform maintenance (scheduled{preventive} or unscheduled{corrective}) services on the VAMC premises.

· SR – Service Report. Documentation of the services rendered for each incidence of work performance under the terms and condition of the contract.

· Acceptance Signature – Signature of VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending in SR.

· Authorization Signature – COR’s signature; indicates COR accepts work status as stated in SR

· HTM – Healthcare Technology Management

· OEM – Original Equipment Manufacturer

· POC – Point of Contact

· Downtime – Aggregate hours within Normal VA Business Hours during a contract year when the equipment is inoperable due to system failure resulting in inability of patient treatment.

D. PERIOD OF PERFORMANCE

After the contract has been awarded, the period of performance will be defined within the following time parameters.

· Base Year – One year beginning after delivery and installation

· Option Year One – One year from Base Year End

· Option Year Two - One year from Option Year One End

· Option Year Three - One year from Option Year Two End

· Option Year Four - One year from Option Year Three End

E. PLACE OF PERFORMANCE

Delivery of services in this case will be conducted virtual and/or at the following addresses:

· VA New Jersey Healthcare System – Toms River CBOC – Radiology Department

· 1055 Hooper Avenue, Toms River, NJ 08753

F. SCOPE OF WORK (TASKS FOR SERVICES)

The work requirements for this contract performance period are introduced as stated in the preceding sections. However, it is here within the scope of work they will be captured explicitly. Documented failure to comply with the requirements in the scope of work can result in withheld payment. The contractor will meet the following requirements as bulleted below, THE CONTRACTOR WILL:

· PERSONNEL

· The Field Service Engineer is required to be OEM trained, and the Contractor shall provide the certification upon request

· The FSE is required to contact the provided HTM POC to coordinate all Unscheduled and Scheduled maintenance

· The FSE is required to check in with the HTM POC when arriving at the Facility AND prior to leaving the Facility

· The FSE is required to give the HTM POC a synopsis of the work performed prior to leaving the Facility

· REPAIRS

· GENERAL REQUIREMENTS FOR MRI, INJECTOR, HVAC & SUITE

· All Field Service Engineer on site visits shall be performed within four (4) business hours during the normal VA business hours

· 8:00am-6:00pm, Monday through Friday, excluding Federal holidays

· On-site response time shall be within four (4) business hours of request

· All telephone technical support shall be provided at no additional cost and within 30 minutes

· Repair parts shall be provided (including MR Coils and MR Couch) and shipped, next day 10:30 am

· All replacement parts will be of OEM quality and guaranteed against defects and/or failure for a period of ninety (90) days from the date of installation

· Work to be performed, which is not covered under this contract, must be pre-approved by the contract specialist/officer and a separate purchase order will be issued for the work to be performed. Failure to obtain prior authorization will result in non-payment of charges incurred.

· Post repair, the repaired equipment shall be returned to OEM standards

· If a repair requires a device to leave the Facility, the Contractor shall provide an equivalent loaner at no charge

· TRANSPORTABLE IMAGING SUITE

· All Field Service Engineer on site visits for critical/emergent and standard services shall be performed within four (4) business hours during the normal VA Business hours.

· Critical/Emergent issues shall include, but are not limited to

· Safety hazards

· Regulatory compliance issues

· System failures

· All minor environment issues shall be resolved within (7) seven business days

· PARTS

· All parts will be provided and replaced as necessary

· UPTIME

· The Contractor shall maintain an INDIVIDUAL Uptime Guarantee of 98% for each identified device in Section G

· Uptime percentage shall be calculated over a 12-month period utilizing the following formula:

· Uptime = ((Normal VA Business Hours – Downtime [in hours]) /Normal VA Business Hours)*100

· Uptime percentage calculation shall not include agreed upon down time for scheduled events (e.g. scheduled maintenance)

· If the Facility determines that it is unsafe to utilize the equipment due to component failure, this shall also constitute Downtime

· Downtime calculation shall begin when the Facility attempts to contact the Contractor for support, either phone call or email. It is independent of whether the Contractor answers the phone call or acknowledges the sent email

· Downtime continues until the equipment repair is completed and validated by the HTM POC, AND the equipment passes needed QA procedures initiated by the Facility

· SCHEDULE MAINTENANCE (PREVENTIVE MAINTENANCE)

· Preventive maintenance shall be scheduled during normal VA business hours as identified above.

· The preventive maintenance schedule shall be determined and documented at the start of the contract with a meeting between the Contractor and the Facility

· The schedule is inclusive of the frequency of schedule maintenance, the duration of an individual preventive maintenance event, the exact month(s) that the schedule maintenance will be performed

· The Facility reserves the right to revisit the preventive maintenance schedule at a minimum of the starting month of each Option Year.

· All parts and equipment necessary to complete the preventive maintenance shall be provided

· The full preventive maintenance procedure documentation inclusive of step-by-step guide and anticipated values (if applicable), shall be provided at the request of the COR, HTM POC and/or CO

· Preventive maintenance shall be performed on

· The MR

· The General environment of the Imaging Suite

· The Contrast injector

· The HVAC System

· The Chiller for the MR

· The Ferromagnetic Detection System

· The Fire Suppression System

· The Fresh Air Exchange System

· SOFTWARE

· All software upgrades/updates, inclusive of installation of any minor patches or major revisions, shall be included

· The Contractor shall assist in any/all software and/or network vulnerabilities identified by the Government that need remediation as expressed by the Government

· Upgrade path for Operating Systems that go unsupported during the lifetime of the contract

· HARDWARE

· The MR and Injector shall be delivered preassembled and installed in the Transportable Imaging Suite

· The MR shall be brand-new (this will be the first use of the equipment)

· Hardware upgrades of components deemed End of Life shall be included

· Individual make, models, serial numbers and system identification numbers (SIDs) shall be provided to the HTM POC upon delivery

· Individual and Serial Number changes due to Hardware Upgrades shall be compiled and provided to the Facility by the Contractor

· Hard Drive removal and destruction shall be completed at the termination of the contract, prior to the MRI and MR Imaging Suite being removed from site per VA guidelines

· The Contractor shall remove the hard drive(s) in the presence of the appropriate VA personnel

· The Contractor shall surrender the hard drive(s) to the VA personnel

· The VA personnel shall perform the sanitization of the hard drive(s) as per VA Handbook 6500.1

· HAZARD ALERTS

· The Contractor is required to provide and complete the remediation of any and all Government identified Hazard Alerts and/or FDA Voluntary/Un-Voluntary Recall Alerts inclusive of travel, labor and parts required

· SERVICE DOCUMENTATION

· At the conclusion of each repair and scheduled maintenance call, the Contractor shall provide a written service report within 3 business days to the HTM POC indicating:

· Date(s) of service

· Make, model, serial number, and barcode/ID number of the equipment serviced

· Name of FSE who performed the work

· Hours worked

· Description of the reported problem, the services performed, and parts replaced

· Make, model, serial number, barcode/ID number, and proof of up-to-date calibration of the test equipment used in the repair or preventive maintenance service.

· Quantifiable measurement results, inclusive of range and tolerance, for all tests conducted

· SITE INSPECTION

· The Contractor is required to complete a site visit to inspect the location the MRI and MR Imaging Suite will need to be located when delivered to the site.

· The Contractor shall work with the VA Project Manager/VA Engineering in determining the appropriate connections, thoroughfare layout, electrical, HVAC and any other installation and connection related items pertaining to the MRI and MR Imaging Suite.

· OTHER INFORMATION/DOCUMENTATION REQUESTED

· Completed pre-procurement assessment form (6550 Appendix A) for the MR

· Completed Manufacture Disclosure statement for Medical Device Security (MDS2) form for the MR

· Product brochures

· Technical specification sheets, to include dimensions and weight of the system

· Typical drawings (pdf version of the CAD drawings)

G. EQUIPMENT LIST

Alarms for low cryogen levels, temperature limits, scans in progress Indicators for cryogen levels Heat sensor shut-offs for room temperature problems Oxygen monitor in gantry room

Control room controls Speech communication for patient direction Speakers in both the exam room and control room Headphone jack on patient table MRI-safe headphones