Statement of Work Mobile PET CT 7 16 24.docx

STATEMENT OF WORK

Interim Mobile PET/CT Services Wilkes-Barre VA Medical Center

Summary Wilkes-Barre Veterans Affairs Medical Center (WBVAMC) 1111 East End Blvd, Wilkes-Barre, PA 18711 needs interim Positron Emission Tomography (PET) Scan and Computed Tomography (CT) Scan Services at the Medical Center. PET/CT will be required for approximately five (5) months with the option to add additional months if needed. The replacement of the existing in-house PET/CT system will determine the length of stay needed for the interim unit. Approximate dates have been established as TBD, for mobile PET/CT delivery /setup and December 31, 2024 as removal of mobile PET/CT. Scanning times will be 7:30am - 4:30pm, Monday through Friday, no weekends or federal holidays.

Contractor will supply pricing for an unstaffed mobile PET/CT system on a fee per month basis.

Contractor will be responsible for providing ACCLIMATIONS TRAINING (3 DAYS). The contractor will schedule all work with the Imaging Department. Contact for Wilkes-Barre VAMC Imaging Service is Janet Walck, Imaging Supervisory Technologist, (570) 824-3521 ext. 27481. Contractor shall e-mail all service reports to the Imaging Service detailing the work performed. E-mail contact is JanetLynn.Walck@va.gov. Failure to e-mail service reports may delay contractor payment.

CONTRACTOR’S FURNISHED EQUIPMENT:

WBVAMC is requesting a General Electric (GE) Discovery PET/CT system with a 16-slice CT for seamless transition of WBVAMC technologist competent with the current system they are using.

Equipment shall include, but not be limited to, a Contractor furnished fully equipped PET/CT Mobile Trailer where studies will be performed on a PET/CT scanner. All equipment to be used shall be Food and Drug Administration (FDA) approved imaging equipment placed at the area shown in the attached site plan. The entire offering of a PET/CT Mobile Trailer service shall meet all local, state, federal, industry, The Joint Commission or equivalent standard, National Electrical Code (NEC), National Fire Protection Association (NFPA), Veterans Administration (VA), Occupational Safety and Health Administration (OSHA). While on Federal property, the contractor’s personnel shall abide by all policies of the WBVAMC to include but not limited to: smoking, HIPAA, information security, radiation and patient safety policies.

SYSTEM CAPABILITY REQUIREMENTS:

The Contractor shall provide an on-site Mobile PET/CT system that is a full body PET/CT scanner system in accordance with the terms and conditions of this requirement. The unit shall have the ability to perform a wide range of exams as listed below. The types of exams expected to be performed with the PET/CT are:

MOBILE UNIT CAPABILITIES:

Contractor shall provide the following:

A. 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.

B. The mobile unit shall be equipped with Compact Disk-Recordable CD-R/DVD-R burning capabilities as a backup to network transfer of data.

C. The mobile unit shall be equipped with an Image Analysis Station for image registration quality assurance.

D. The Contractor’s PET/CT trailer shall provide the space sufficient and appropriate equipment for the monitoring of sedated patients and conducting cardiopulmonary resuscitation if necessary.

MOBILE UNIT ACCESSORIES: Accessory equipment that shall be provided by the Contractor:

A. Handicap accessibility B. Intercom system between the control room and scanning room

MOBILE UNIT EQUIPMENT SPECIFICATIONS: The following minimum performance characteristics of the equipment are required:

A. The PET/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.

B. The PET must have the capability to acquire images in multiple modes including but not limited to static emission scans and whole-body scans.

C. The PET/CT shall have a PET detector crystal specifically made for PET imaging.

D. The PET/CT should have the capability to acquire 3-dimensional PET images or true 3-dimensional images.

E. The CT component of the PET/CT Unit shall have a minimum of a 16-slice detector and can acquire the transmission images within one breath hold.

F. The CT component of the PET/CT shall have the capability to acquire data for anatomic localization and attenuation correction.

G. The PET/CT system shall have attenuation correction algorithm(s) that are designed to use non-contrast enhanced CT data.

H. The PET/CT system shall have attenuation correction algorithm(s) that are designed to use CT data with intravenous contrast enhancement.

I. The PET/CT system shall have attenuation correction algorithm(s) that are designed to use CT data with oral contrast enhancement with positive contrast (iodinated contrast).

J. The PET/CT system shall have attenuation correction algorithm(s) that are designed to use CT data with oral contrast enhancement with negative contrast (water).

K. The vendor shall provide hardware and software maintenance and support during the term of this contract.

L. The Mobile PET/CT unit shall be ready for use regardless of outside environmental conditions.

M. The Mobile PET/CT unit shall maintain a temperature to assure proper operation of the scanner without frequent calibration and provide for patient comfort.

N. The PET/CT unit shall meet all federal, state, and local fire and safety requirements.

O. Telecommunications: The mobile unit shall be equipped with outlet jack connections capable of transmitting data and voice through 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.

P. The mobile unit shall support DICOM Modality Work list (DMWL), for future use.

Q. The mobile unit shall be able to export DICOM images to at least one destination.

R. System shall have been approved by the Federal Drug Agency (FDA) and meets or exceeds minimal standards for the type of equipment being provided as defined herein.dual pair phone cable. The Government will provide the connection required for the transmission of images, data, and voice.

EQUIPMENT MAINTENANCE: Equipment provided shall be in good working order always to provide high quality scans required under this requirement. 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 PET/CT unit and all associated equipment shall be performed in accordance with the Conformance Standards and manufacturer’s recommendations. Contractor shall maintain property insurance on all equipment throughout the duration of the contract and shall provide proof of insurance to the Contracting Officer’s Representative.

SITE PREPARATION: WBVAMC will provide a docking site for the contractor’s PET/CT Scan mobile unit. The Contractor or designee shall perform a site visit at WBVAMC after notification of contract award and prior to commencement of work to coordinate with the COR to confirm site conditions for trailer/mobile unit docking.

SITE PLANS:

CONTRACTOR’S QUALIFICATIONS: The contractor must be regularly established in the business called for, financially responsible and have the necessary equipment to furnish the services for all items under this requirement. The successful Contractor shall meet all Federal, State, and Local codes and requirements for the operation of this service and equipment provided.

CONTRACTOR’S RESPONSIBILITIES:

A. Contractor shall be responsible for training WBVAMC Nuclear Medicine technologists on the use of the PET/CT equipment, workstation and image analysis software as directed by the COR.

B. Contractor shall be responsible for the delivery of the PET/CT trailer and will facilitate the following start up functions:

DATA/IMAGE TRANSFER SUPPORT: Contractor shall provide IT Technical Support while the PET/CT mobile unit is located on-site. Technical Support personnel must have complete knowledge of all Transmission Control Protocols/Internet Protocols (TCP/IP) modification required to interface with the VA network and the Contractor shall provide IT Technical Support to facilitate data transfer to the VA network.

The Contractor will be provided an IP address for Source Data, Default Gateway, and Subnet Mask from VA OI&T personnel. 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 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 PET/CT mobile unit be cleansed of all virus and malware prior to connecting to the VA network.

CONTRACTOR FURNISHED FACILITIES, SERVICES, SUPPLIES AND EQUIPMENT:

A. Contractor shall be responsible for leveling of the vehicle at location designated by CMCVAMC.

B. Contractor shall contact the COR to make the necessary arrangements for a site visit where the actual location of the mobile trailer shall be located so that precise measurements etc. can be taken by the Contractor who shall be responsible to confirm compatibility of the docking pad and connections as noted herein. Any additional costs because of the Contractor’s failure to confirm the above shall be the responsibility of the Contractor.

C. Contractor shall be held responsible for any damages, which may be done to the WBVAMC 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 facility Chief of Engineering.

D. 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 WBVAMC and the Contractor.

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 COR and the Contracting Officer of the reason for the delay and provide a proposed corrective action plan within seven (7) working days.

EMERGENCY REPAIRS:

Emergency Service: Contractor shall provide, at no cost to the CMCVAMC, all emergency service to include all required parts, labor, preventive maintenance/repairs of positron emission tomography (PET/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 COR.

Response Time: In the event of an equipment failure during normal working hours the COR shall notify the Contractor immediately after discovery of equipment failure. Every effort 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 COR and the VA Police that repair services will be performed on-site. All emergency repairs are the responsibility of the contractor and only qualified service engineers shall perform emergency repairs.

Replacement Unit: If the equipment fails and the failed equipment is un-repairable, the contractor must obtain an alternate unit which shall be available on the next scheduled day and which meets all the requirements of the resulting contract to ensure that schedule services shall be performed as agreed upon under this agreement.

DOCUMENTATION/REPORTS:

· Certificate of Insurance not limited to but, includes: Professional Liability, Worker’s Compensation, liability and property insurance of contractor’s furnished equipment shall be submitted to the Contracting Officer within ten (10) calendar days of receipt of notification of award. It is agreed upon and understood that the WBVAMC shall not be held responsible for any damage or vandalism, which may be caused to the contractor’s equipment while on WBVAMC premises.

· Required Federal, State and local licenses.

REMOVAL OF CONTRACTOR’S EQUIPMENT: The contractor shall be responsible for the removal of the PET/CT trailer from the WBVAMC at the conclusion of the contract period.

GOVERNMENT FURNESHED FACILITIES, SERVICES, SUPPLIES AND EQUIPMENT:

The WBVAMC facility shall provide the following:

COMMENCEMENT OF SERVICES: Commencement of service date is to be coordinated with the COR. Unit must be ready for patient services no later than 30 days after contract award unless otherwise agreed to in writing with the Contracting Officer.

PLACE OF INSPECTION AND ACCEPTANCE:

Delivery location of PET/CT Mobile Trailer site shall be coordinated with the COR.

SCOPE OF INSPECTION:

A. Compliance with the statement of work will be inspected for content, completeness, and accuracy and conformance to contract requirements by the COR or his/her designee. Inspection will include validation of information or software using automated tolls 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, quality assurance records, and physicist reports shall be available upon request.

D. Payment reconciliation will be accomplished by the government monthly. The COR or designated ordering office or officer will validate invoices by reviewing for accuracy. If issues occur the COR or designated ordering officer will contact the contractor for clarification and/or correction.

PERIOD OF PERFORMANCE: The period of service is approximately five (5) months with the option to add additional months if needed.

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