ANSWERS TO VENDOR QUESTIONS.pdf

QUESTIONS AND ANSWERS

Q1. Per the RFP sect. 3b

b. The Contractor shall provide specifications as outlined in the Statement of Work.

The Contractor shall schedule with OVAMC facility a site visit by contractor to identify where the mobile CT will be placed.

I am currently in Cape Canaveral on another project and want to schedule a site visit ASAP. The bid deadline is soon… I am flexible and would like to visit any time this week.

A: Yes, we can hold a site visit prior to RFQ closing date, for any interested vendor.

Site visit must be scheduled before the RFQ closes so that you can submit a timely quote.

Q2. Request clarification regarding the required 4D capability referenced in the PWS.

Can the Government please clarify whether the required 4D capability refers specifically to respiratory-gated acquisition functionality for oncology applications, or whether cardiac phase imaging functionality would satisfy the stated requirement?

A: Our clinical workflow requires respiratory-gated acquisition functionality for oncology applications. Cardiac phase-imaging functionality does NOT satisfy the requirements.

Q3. I believe this mobile is an interim while your in-house CT is upgraded. During both processes, I believe some of the in-house specifications bled into the mobile RFP. In order to ensure we submit a fully compliant and responsive proposal, we respectfully request clarification on several technical specifications that appear to reflect requirements typical of a permanently installed, in-house CT simulator rather than a self-contained mobile CT trailer system.

Specifically, we request clarification on the following items:

1. Radiation Enclosure / Cabinet Requirements The SOW references a radiation-proof cabinet enclosure with defined interior footprint, clearance requirements (36 inches in front of electrical panel and 18 inches around the perimeter), and potential on-site disassembly/reassembly.

o Please confirm whether these requirements apply to a fixed in-building CT installation, or if they are intended to describe the shielding and configuration integrated within a mobile trailer system.

o A: The entire trailer including the control rooms needs to be radiation proof and meet radiation safety guidelines according to a shielding survey performed by a physicist. Please clarify if you are referring to radiation standard codes.

2. Room Footprint and Ceiling Height Requirements The specification outlines maximum system dimensions within a 25’ x 12.5’ footprint and references a 15-foot room height clearance.

o For a mobile trailer deployment on a cement pad, can the Government confirm whether these interior room specifications are applicable?

o A: Cement pad will be needed as ramp was not included in package.

3. Utility Requirements (480V, 3-Phase, 150 Amp; Shop Air; Vibration Dampening) The trailer requirements reference 480V, 3-phase, 150 amp power, shop air up to 100 PSI with filtration, and vibration dampening systems consistent with industrial or fixed-site installations.

o Please confirm whether the expectation is for a fully self-contained mobile trailer requiring only external electrical connection, or whether additional building-integrated utilities are anticipated.

o A: Additional building-integrated utilities are anticipated.

4. Treatment Planning System and Ancillary Equipment The SOW lists a Treatment Planning System, LAP laser alignment system, and other radiation oncology simulator components.

o Are these to be permanently installed within the VA facility, or should they be integrated within the mobile CT trailer configuration?

o A: Integrated within the mobile CT trailer configuration.

5. Restroom and Sink Facility Connections The specification states that the enclosure shall connect to OVAMC facilities for restroom and sink.

o Please confirm whether plumbing tie-ins to the facility are required, or whether self-contained mobile trailer restroom capabilities are acceptable.

o A: Plumbing tie-ins to the facility are required.

6. Crating and Indoor Staging Requirements The SOW includes roll-up door dimensions and up to 14 days of staging for delivered crates.

o For a mobile trailer system delivered as a complete unit, please confirm whether these staging requirements apply.

o A: Yes, please include roll-up door dimensions and up to 14 days of staging for delivered crates.

7. Lastly, do you require a 80cm bore system or would a 70cm system with a treatment planning table suffice?

o A: 80cm with a treatment planning table requested.

Our intent is to ensure that our proposed mobile CT solution aligns precisely with the Government’s operational objectives while remaining fully compliant with the solicitation requirements. Clarification on the above points will assist us in preparing an accurate technical and pricing response.

Q4. How many days of Applications Training are required for the 4 Radiation Therapeutic Therapist? Each day of training cost approximately $2,500.00.

A: First week of go-live training for clinical staff.

SEE ATTACHED A BLUEPRINT OF THE SITE FOR CT MOBILE.