36C24826Q0654.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C24826Q0654 05-22-2026

VICTORIA ROBLES 407-646-4677 06-15-2026

4PM EDT

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) Orlando VA Healthcare System 13800 Veterans Way Orlando FL 32827

X 100

X

334510

1250 Employees

N/A

X

Department of Veterans Affairs Orlando VA Healthcare System 13800 Veterans Way

Orlando Fl 32827

36C248

Department of Veterans Affairs Network Contracting Office 8 (NCO 8) Orlando VA Healthcare System

Financial Services Center

P.O. Box 149971 Austin TX 78714-9971

(877) 353-9791 (512) 460-5429

See CONTINUATION Page

Orlando VA Medical Center (OVAMC): Lake Nona Mobile CT Scan Services

Submission of Questions: To maintain the integrity of this solicitation and subsequent award, all vendors are advised that any question(s) must be submitted in written form via e-mail to Victoria.roblesburgos@va.gov no later than Friday, May 29, 2026 at 4PM Eastern Standard Time (EST) A consolidated response will be issued via an Amendment.

Questions will not be entertained after May 29, 2026.

Refer to Section E. Addendum to FAR 52.212-1 for Site Visit Information.

See CONTINUATION Page

X X

X 1

36C24826Q0654

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

B.4 STATEMENT OF WORK (SOW)

SECTION C - CONTRACT CLAUSES

C.1 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...32

C.2 52.219-6 NOTICE OF TOTAL SMALL BUSINESS SET-ASIDE (NOV 2025)

(DEVIATION)

C.3 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.4 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.5 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.6 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.7 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025) (DEVIATION FEB 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 LOCATION – CT SIM CONCEPT

SECTION E - SOLICITATION PROVISIONS

E.1 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

E.2 ADDENDUM to 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

E.3 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.4 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

E.5 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.6 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.7 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION

FEB 2025)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C248 Victoria Robles

Network Contracting Office 8 (NCO 8) Orlando VA Healthcare System

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Upon acceptance of services

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs FSC https://authentication.tungsten-network.com/login

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

6.00 MO __________________ __________________

Mobile 64 CT Scanner Lease

Contract Period: Base POP Begin: 07-01-2026 POP End: 12-31-2026 PRINCIPAL NAICS CODE: 334510 - Electromedical and Electrotherapeutic Apparatus Manufacturing PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

1.00 EA __________________ __________________

One-Way Transportation

Contract Period: Base POP Begin: 07-01-2026 POP End: 12-31-2026 PRINCIPAL NAICS CODE: 334510 - Electromedical and Electrotherapeutic Apparatus Manufacturing

1.00 EA __________________ __________________

Applications Training

Contract Period: Base POP Begin: 07-01-2026 POP End: 12-31-2026 PRINCIPAL NAICS CODE: 334510 - Electromedical and Electrotherapeutic Apparatus Manufacturing

1.00 MO __________________ __________________

Mobile 64 CT Scanner Lease optional month

Contract Period: Option 1 POP Begin: 01-01-2027 POP End: 01-31-2027 PRINCIPAL NAICS CODE: 334510 - Electromedical and Electrotherapeutic Apparatus Manufacturing

Contract Period: Option 2 POP Begin: 02-01-2027 POP End: 02-28-2027 PRINCIPAL NAICS CODE: 334510 - Electromedical and Electrotherapeutic Apparatus Manufacturing

Mobile 64 CT Scanner Lease optional month Contract Period: Option 3 POP Begin: 03-01-2027 POP End: 03-31-2027

Contract Period: Option 4 POP Begin: 04-01-2027 POP End: 04-30-2027

Contract Period: Option 5 POP Begin: 05-01-2027 POP End: 05-31-2027

Contract Period: Option 6 POP Begin: 06-01-2027 POP End: 06-30-2027

GRAND TOTAL __________________

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

6.00

1.00

B.4 STATEMENT OF WORK (SOW)

Mobile CT Services

Orlando VA Medical Center (OVAMC): Lake Nona

1 INTRODUCTION:

The Orlando VA Healthcare System has a requirement for a firm fixed-price contract for an on-site full-service Mobile CT Scanner/Simulator for the Orlando VA Medical Center (OVAMC). This requirement is for a period of six months.

2 BACKGROUND:

The Orlando VA Medical Center has a requirement for a Mobile CT SCANNER Unit as a temporary solution to provide radiation therapy simulations to the medical center. The CT SCANNER unit should consist of a mobile trailer unit, transportation, mobilization, training, full-service maintenance repairs, replacement parts, and technical support 24 hours-a-day, 7 days-a-week in accordance with the specifications incorporated herein.

3 OBJECTIVES:

a. The contractor shall provide a Mobile CT unit with the associated trailer set up in order to house the unit. The contractor shall include delivery, pickup, commission, decommission, testing, and (clinical and biomedical) training will be provided to OVAMC personnel.

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.

c. The unit must be able to perform all procedures typically performed at the medical center; these procedures include:

• CT Localization (CT L.O.C.)

• Respiratory Gating

• Functional CT Exams

• 3D Image Reconstruction

• Tumor and Patient Specific Imaging

• Integrated Marking

4 PERIOD OF PERFORMANCE

The period of performance shall be a base of six (6) months with six (6) option months.

5 SCOPE:

This rental description details the requirements for furnishing, shipping, installing, and verification/calibration of a commercially available 3-Dimensional Computed Tomography Scanner (3D CT Scanner) for the Radiation Oncology Department. The CT Scanner shall accomplish simulation via 2D X-Ray scout imaging, 3D CT, and 4DCT scans using 2mm and 1mm spatial resolution. The Contractor shall provide all labor, tools, equipment, materials, parts, transportation and any other incidentals to travel to Orlando VA Medical Center in Orlando, Florida. The offloading and placement of the 3D CT Scanner will be assisted by OVMC personnel with the guidance, planning and direction of Contractor technical personnel.

6 SERVICES:

During the term of the service contract, the Contractor shall be required to provide the following services as specified below:

a. The Contractor shall provide a mobile CT System and should be available 24 hours a day seven days per week to include holidays at the Orlando VA Medical Center.

b. The Contractor shall provide full service and maintenance on the complete mobile CT unit in accordance with manufacturing recommendation. The Contractor shall perform all inspections servicing in accordance with the manufactures recommended maintenance plan, warranty and /or annually.

c. The Contractor provided CT scanner System shall be capable of transferring images and data to multiple modalities including the VAMC PACs, VISTA Imaging, and radiology printers. Original Equipment Manufacturer (OEM) Engineer shall establish network and printer connectivity at each site in coordination with local Biomed and IT staff. Note: Verification of connectivity shall be made by Contractors prior to the start of patient procedures immediately following the award of this solicitation.

d. The contractor shall guarantee the trailer meets the radiation shielding requirements given by 10 CFR Part 20 and 10 CFR Part 36.

7 EQUIPMENT CONFIGURATIONS/FUNCTIONS:

The mobile CT scanner system shall meet salient characteristics/specifications and/or functions as stated below:

a. Salient Characteristics:

• CT Scanner Imaging Specification

An X-ray source or an X-ray generator from a single or from multiple sources.

64 slice CT (minimum)

System will be capable of automatic geometry corrections for reconstruction errors.

Site Specific Scanning Protocols

Images must be DICOM-RT to be transferred to the Eclipse Treatment Planning System

CT Scanner will provide 2D, 3D and 4D imaging:

The CT Scanner shall be capable of performing CT volume reconstruction for 3D.

3D images in Hounsfield unit to be used for treatment planning.

2D Scout images to verify patient alignment.

The CT Scanner shall be capable of performing 2D CT slice reconstruction from 3D scans.

The CT Scanner shall have fully automated computed tomography (3D) at low and high resolution – 2.0mm and 1.00 mm respectively.

The CT Scanner shall be capable of performing overall and local (small region within a volume) CT volume reconstruction.

Manage Respiratory Motion (4DCT) to quantify target and organs at risk motion.

The CT Scanner shall utilize geometry tools (software or hardware) to determine system geometry for reconstruction of CT scans.

Metal Artifact Reduction Software

Enclosure – The CT Scanner will be encased in a radiation-proof cabinet. Radiation proofing on the cabinet shall be adequate such that the standard operation would NOT require the operator to wear a dosimeter.

Max footprint for system – 25 feet by 12.5-foot area (312.5 square feet), with a maximum allowable height of 13.5 feet. The system must fit within the 312.5 square foot area and shall include all external ancillary equipment, system accessories and part loading mechanisms; the enclosure alone shall not occupy the whole 25 foot by 12.5-foot area. Within the 312.5 square foot area, thirty-six (36) inches of space in front of the electrical access panel will be required, and a minimum of 18 inches of space will be required around the perimeter of the enclosure for maintenance access. In the room that will house the CT Scanner, there will be a maximum 15-foot height clearance for installation purposes.

• Due to limited entry and access restrictions, if the radiation enclosure shipping crate is larger than the dimensions listed in 6.3(g), the enclosure MUST be delivered disassembled and reassembled on site. This must be included in the quotation provided if necessary.

• A detailed description of the dimensions of the cabinet will be needed at least 60 days in advance to perform an analysis of the movements to get the system into the correct locations.

Interior lighting: LED based lighting must be sufficient to illuminate the entire enclosed interior.

Dressing room – the enclosure shall provide at least one dressing room and waiting area.

Restroom and Sink – the enclosure shall connect to OVAMC facilities.

• System Component Specifications – The following section details minimum specifications:

X-ray Tube and Accessories Configuration – X-ray tube configuration must be met with one or more X-ray tubes (may be interchangeable). The system should be capable of supplying 120 KVp.

• Large Bore Size: 80 cm (minimum)

• Minimum Resolution: 16 bit

• FOV: 65cm

• eFOV: 80 cm

• Flat Tabletop compatible with CIVCO immobilization devices

• Weight Capacity and Loading Capacity of Specimen Table

– The flat tabletop couch weight limit >650lbs without interfering with/or compromising the general operation of the scanning apparatus while loaded.

• Stage size - The CT Scanner must be able to accommodate patients in immobilization devices to fit in with a bore of 80 inches and the CT Scanner must be able to scan a 2.0-meter-long patient.

Manipulator control – Complete control and monitoring of all manipulation axes and X-ray tube/detector.

• Automated control of all axes for CT imaging

• Manual control of all axes for component positioning during setup and real-time 2D imaging

• Manual control of manipulator to position component stage for ease of loading and unloading patients

• Manual control of all motorized axes shall be provided utilizing push-button control or joystick operation. Axes positions shall be displayed on a monitor.

• CT Scanner Control Computer – The following minimum hardware and software capabilities/functions will be required (items may be exact or equivalent to; verification of equivalency is required):

Software Requirements:

• Windows 10-based Operating System for both acquisition and processing workstations.

• DICOM data format

• Automatic detector correction (offset, gain, missing pixels)

• Spatial calibration and measurements in all axes

• Pseudo colorizing and thresholding of density variations

• Digital Radiography Features (2D) o Live/Real-time imaging, frame averaging, contrast/brightness adjustments o Sharpening, smoothing, edge enhancement, and other user definable filters

• Automatic 3D and 2D scan stitching software

• Video rendering of 3D scan

• CT Software Features o Recording of projections o Image processing tools and projection filtering to allow cropping of multiple planes/angles (slicing) o 2D capturing and Graphical rendering from 3D scans o The CT Scanner shall utilize ring artifact suppression and non-uniform pixel response correction software.

Hardware:

• Computer System Table/Workstations – A table or workstation for the operating system shall be provided by the supplier. The table must be at a minimum approximately 48 inches wide by 30 inches deep by 29 inches tall. An appropriate full adjustable/ergonomic office task chair that is compatible with the provided desk setup will be supplied as well.

• Digital Radiography Workstations (Acquisition):

o Dual Core Processor – Speed must meet minimum acquisition requirements to provide efficient, reliable, and error free operation.

o Minimum RAM is required to run acquisition software to meet minimum acquisition requirements to provide efficient, reliable, and error free operation.

o Minimum 4TB hard drive (or total combination of drives) o Blue Ray and DVD+/-RW Drive o USB 3.0 ports o Minimum 32-inch monitor (LCD/LED) o Wired Keyboard and Mouse

• CT Reconstruction Workstation (Post Processing):

o Processing power must meet the minimum requirements of the vendor’s reconstruction software to provide efficient, reliable, and error free rendering of 3D CT data.

o Sufficient Video RAM for reliable performance for supporting rendering and video display of CT models.

o RAM-Include minimum required to perform efficiently, reliably, and without impeding general performance with vendor’s reconstruction software.

o 64-bit Windows operating system o Multiple monitors via Display port or HDMI type connectors o 24 TB min of storage for large file storage of scans.

o Blu-Ray compatible internal optical drive o Two (2) 32 inch minimum, LCD/LED Monitors with cable o Wired Keyboard and Mouse

• Utility requirements:

Power input: 208-240 VAC, 60 Amp, Single Phase, 50/60 Hz (480 VAC max may be considered)

• Additional Equipment

Air Filter / Regulator – If pressurized air is required, the CT Scanner will operate using at most 100-psi shop air supply in the existing area or provide a regulation system to step up the supply to required pressure. The supply line will include a moisture/water purge trap to prevent moisture introduction. The contractor shall supply a means to remove contaminants and regulate the pressurized air entering the CT Scanner.

Vibration Dampening System – The contractor shall supply (if required) any means necessary to reduce external environmental vibratory inputs/excitations not directly associated with the CT Scanner operation, effects associated with operation in both an industrial manufacturing and airport type environment. Vibration analysis will be included, if necessary, in the procurement contract. Active, passive, or combination systems with demonstrated effective system performance at a similar and the final location are acceptable.

Machine Manuals – Two (2) complete sets of technical data (or a single electronic file of all manuals) will be submitted upon contract approval prior to delivery to ensure proper shop footprint specifications and familiarity with the CT Scanner before delivery.

This technical data will include items such as operating manuals, maintenance manuals, facilities requirements, parts catalogs, parts lists, wiring schematics, lubrication charts, machine accuracy, and power requirements. Applicable test results shall be written in English.

• Electrical Equipment:

The electrical system of the CT Scanner and all electrical components thereof will conform to the requirements of NEC. All electrical equipment design and documentation are subject to final approval by the Government.

• Ancillary Equipment

A Treatment Planning System to place the Iso-center.

LAP Lasers to align patients.

Synchronous injector for IV contrast injector.

• TRAILER REQUIREMENTS:

The 48 foot long, 8 foot wide, 13 feet high mobile CT scanner trailer configuration shall be equipped as specified below:

Two individual entrance options with an interior UV sterilizer to ensure comprehensive cross-infection prevention, particularly for COVID-19 patients' diagnostics and evaluation.

Must have a high-quality, high-density glass viewing window that allows for a clear and safe line of sight for the CT operator to monitor the patient during scans that meets all relevant radiation shielding standard.

The console area must be configured with a large surface area design to allow two technologists to view monitors, access controls, and manage software simultaneously.

The control room must be heavily shielded to protect the operator and others from scattered radiation produced by the CT scanner as low as reasonably achievable" (ALARA), adhering to strict safety regulations.

Large entry door, removable entry stairs, and a patient platform powered lift for easy access to trailer. The patient lift capacity shall be 2,000 pounds, gated with safety guardrails and 75 to 90 inches wide.

Electrical Power source shall be 480V, 3-phase at 150 amps, 60Hz, WYE along with a 50-foot cable with a male connector.

Crates and boxes must be able to fit through an 11-feet-11-inches wide by 10-feet-11-inches high roll-down door with lifting/moving equipment under the crate or container. Staging of equipment will not exceed 14 calendar days upon receipt of equipment, unless negotiated and agreed upon by the Contractor and Contracting Officer if changes from the original contract are deemed necessary.

• FOOTPRINT: (Max Dimensions of each individual Trailer are 53 feet long by 18 feet wide).

o ADA Compliant Ramp:

• ADA Compliance Requirements

• The ramp system must comply with Americans with Disabilities Act (ADA) standards, including Slope ratio of 1:12, meaning 1 inch of vertical rise requires 12 inches of horizontal ramp length.

• Compliance with applicable local building codes and safety regulations.

• Proper landings, cross-slopes, and turning radius as required by ADA guidelines.

• Material Specifications

• Ramp system shall be constructed from aluminum, selected for durability, corrosion resistance, lightweight portability, and resistance to rot or warping.

• All components must be suitable for commercial and medical-use environments.

• Fasteners, connectors, and guardrails must be compatible with the aluminum structure and rated for outdoor exposure.

• Ramp Configuration

• Contractor shall utilize a modular ramp system, such as the APEX or equivalent, offering flexibility in configuration to accommodate site-specific layout constraints.

Modular design must enable rapid installation, onsite adjustments, and future reconfiguration if trailer location changes.

System shall include all necessary platforms, handrails, and transition plates.

• Safety Features o Ramp surfaces must include non-slip tread, such as raised ridges or comparable anti-slip texture.

o

System must support a minimum weight capacity of 800 lbs. or higher.

o

Full-length handrails on both sides, meeting ADA height and grasp ability requirements.

o Edge protection (curb or wheel guard) must be installed along all ramp runs and platforms.

All transitions between the trailer threshold, platforms, and ground must be smooth and secure.

• Portable and Alternate Options (If Applicable) For sites or scenarios requiring temporary or smaller-scale installations, the following options may be used if approved by the client:

• Portable folding ramps such as Vevor or equivalent.

• Telescopic ramps are designed for temporary accessibility needs.

These solutions must still meet ADA accessibility principles for slope and safety wherever feasible.

8 DELIVERY AND SET-UP:

Contractor shall coordinate with the Point of Contact for delivery, removal, set-up, connecting, disconnecting, and test unit on cement pad provided by the OVAMC located at 13800 Veterans Way Orlando, FL 32827. The Contractor shall supply, provide, and install length electrical & data cables. The cables provided shall reach VA connections on the outside of the building and will be compatible with VA current power/data/phone connectors.

9 LOCATION OF EQUIPMENT:

Contractor shall park the trailer equipped with the CT scanner/simulator system at the designated parking area at the pad to be installed outside of the Radiation Oncology clinic at the Orlando VA Medical Center located at 13800 Veterans Way Orlando, FL 32827.

Contractor shall contact the OVAMC POC and building owner/representative for parking assignment information prior to parking the mobile CT trailer.

10 DELIVERY SCHEDULE:

The Contractor provides delivery, setup and pickup of the Mobile CT unit to the designated parking area located at the parking lot outside of the Radiation Oncology Clinic (13800 Veteran Way Orlando FL 32827) within thirty (30) days calendar days at the clinic shall be completed by 5:00 p.m. from contract award date. Delivery and set up schedules shall be coordinated with the Point of Contact (POC), any future moves will be within the OVAMC campus (13800 Veterans Way Orlan do Fl, 32827). The mobile CT unit shall always remain on OVAMC premises during the contract period unless a request is made in writing to the Contractor to relocate and/or move the mobile CT unit.

The Contractor shall be responsible for providing the first relocation and/or move request of the unit at No Cost to the Government. The cost associated with any subsequent requests shall be accomplished via contract modification by the Government.

11 INSTALLATION STANDARDS:

Contractors shall be required to set up and install the mobile CT unit including the system equipment and all wiring in a safe and reliable manner in accordance with manufacturer’s specification for operation, and in conformance with local, state and federal regulations.

12 SAFETY AND FIRE PREVENTION:

Contractors shall perform work safely to protect the lives and health of the occupants of the Outpatient Clinic. The Contractor shall comply with all applicable Federal, State, and local safety and fire regulations and codes, which are in effect during the performance period of the contract. Contractor personnel shall follow applicable facility policies concerning fire/disaster programs.

When conducting any installation, maintenance or repairs, the Contractor shall display appropriate warning devices and informational signs in all areas where operations may cause traffic obstruction and/or personnel hazard. Fire and safety deficiencies which result by the Contractor’s equipment or personnel shall be immediately corrected.

• Fire Extinguishers (NFPA 10)

• Type: A Class ABC dry chemical extinguisher is the minimum requirement for general fire protection. However, a Clean Agent (e.g., FM-200) or extinguisher is often preferred and recommended to prevent damaging sensitive CT scanner electronics, as these leave no residue.

• Rating & Size: Minimum 2-A:10-B:C rating, with larger units often placed in the generator/mechanical room.

• Placement: Must be mounted securely, generally near the exit door, clearly visible, and unobstructed.

• Maintenance: Monthly inspections by staff and annual maintenance by a certified fire protection technician are mandatory.

• Battery-Powered Emergency Lighting (NFPA 101)

• Emergency lighting ensures safe egress in the event of a power failure.

• Requirement: Self-contained, battery-powered emergency lights must operate for at least 1.5 hours upon power failure.

• Coverage: Units must be installed in the scan room, control room, and near all exit points.

• Testing: Monthly 30-second tests and annual 90-minute discharge tests are required to ensure battery functionality.

• Fire Alarm System (NFPA 72 & NFPA 99)

• The fire alarm system must be robust, capable of detecting smoke/fire and alerting both occupants and personnel outside the trailer.

• Detection: Smoke detectors must be installed throughout the trailer, including in the scan room, control room, and equipment bays.

• Internal Annunciation: Audible horns and visual strobes must be present inside to alert the technologist and patient.

• External Annunciation: Crucially, a weatherproof horn/strobe must be installed on the exterior of the trailer. This ensures that if the trailer is unmanned or if the interior alarm is not heard from the outside, site personnel can identify a fire event.

• Monitoring: The alarm panel should be monitored, often linked to the host hospital’s central station or a dedicated monitoring service.

13 TRAINING:

The Contractor shall perform clinical training on-site and provide an opportunity for the Orlando VA Medical Center staff to confirm scanning processes and procedures and confirm connectivity. The Contractor shall train a minimum of four (4) Radiation Therapeutic Therapist onsite on the unit during the pre-launch performance period.

The Contractor shall provide biomedical training for a minimum of one (1) biomedical equipment support specialist (BESS). The location for the training session is at the discretion of the CT manufacturer.

14 INSTRUCTIONAL/OPERATORAL MANUALS:

Contractor shall provide two (2) copies of the instructional/operator manuals and two (2) copies of the service manuals to the Government at no additional cost. Digital copies are acceptable.

15 ACCESS TO EQUIPMENT:

The Government shall permit and provide access to Contractor’s representatives to enter the Orlando VA Medical facility to install, inspect, repair or prepare for the removal of equipment. Contractors and their representatives are expected to check in with the Biomedical Engineering department prior to starting work on any equipment. All preventive maintenance and/or repairs shall be conducted during normal business hours unless otherwise coordinated with the Contracting Officer or the designated POC from the VA facility.

16 MAINTENANCE AND REPAIR:

Contractor shall provide a telephone number for technical and service support to include service calls, technical assistance, maintenance and repairs. These services shall be provided at no additional cost to the Government and shall be available 12 hours-a-day, Monday through Friday by telephone. The Contractor shall be required to begin on-site emergency service repairs within 24 hours and non-emergency service within a 48-hour window after receiving such notification from the Government. If the request is made on a Saturday, Contractors shall be required to begin service repairs no later than Monday morning. The Contractor shall notify the Contracting Officer or the designated POC, when an emergency request for service or repair shall not be completed or resolved to Government satisfaction within 24 hours of receiving such request or notice. Requests for telephone support, if due to technical problems, require a response time of two (2) hours from receipt of initial call. All parts and labor necessary to repair or replace any unsafe, worn, malfunction or defective equipment shall be furnished by the Contractor at no additional cost to the Government. Travel expenses incurred for maintenance and/or repairs shall not be reimbursed since the price quoted on the schedule shall be all inclusive.

The Contractor shall provide (upon award within 10 days), in the space below, the name, location and telephone number of the office where service calls are to be placed:

Name: Address:

Telephone No. Fax Number:

Contractor shall have fluent English speaking on site when the VA staff requires any assistance with the Contractor equipment that cannot be handled by phone.

17 CONTRACTOR POINT OF CONTACT:

Contractor shall designate one (1) employee as the Point of Contact (POC) responsible for administrative matters in the performance of services under this contract. The POC shall have full authority to act for Contractor on all matters relating to the daily performance of this contract. The POC may be contract personnel performing under this contract. An alternate may be designated, but the Contractor shall notify the Contracting Officer in writing those times when the alternate shall act as the POC.

The Contractor shall provide the name and telephone number of the person designated as Point of Contact and Alternate upon contract award.

Point of Contact, Name: Telephone Number:

Email: Alternate Point of Contact, Name: Telephone Number:

Email:

The POC shall be available by telephone Monday thru Friday, between 8:00 a.m. to 4:30 p.m. excluding national holidays.

The parties agree that the contractor’s personnel, including POC and subcontractors performing under this contract shall not be considered VA employees for any purpose. They all shall be considered employees of the contractor.

18 QUALITY ASSURANCE:

The Contractor shall be responsible for complying with all appropriate regulations and guidelines of the Joint Commission (JC), OSHA, and/or any other pertinent federal, state, and local policies relating to the herein mentioned work or service.

The Contractor shall ensure the equipment is maintained in accordance with the manufacture’s specified operating condition of performance. . The Contractor shall replace worn or defective parts as required to maintain all equipment manufacture’s specification .

All tasks accomplished by the Contractor personnel shall be performed to preclude damage or defacement of government-owned furnishings, fixtures, equipment and facilities. The Contractor shall report any damage observed or caused by the Contractor personnel to the POC. If determined to be at fault, the Contractor shall be responsible for repairs or replacement of government-owned items or facilities to previous condition.

19 POINT OF CONTACT (POC):

Only the Contracting Officer has the authority to sign this contract or to change the terms and conditions of this contract. The Contractor shall not accept any instructions issued in writing by any other person(s) other than the Contracting Officer. The POC is the designated government representative or person identified to receive, report, and coordinate with and between the Contracting Officer and the Contractor acting within the limits of his/her authority, if so delegated.

20 NORMAL WORKING HOURS:

Normal working hours are defined as 8:00 a.m. to 5:00 pm local Eastern Standard Time, Monday through Friday, excluding National Holidays.

21 NATIONAL HOLIDAYS:

Listed below are the eleven national holidays:

New Year’s Day January 1

Martin Luther King ‘s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth June 19

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25

22 PARKING POLICY:

Parking information is available from the VA Police. It is the responsibility of Contractor personnel to park only in designated parking areas. The VA shall not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances.

23 SMOKING POLICY:

Smoking is not permitted within or around VA Medical facilities, except in designated areas.

24 HIPPA/SECURITY

Employee Identification Badges: Contractor personnel shall wear VA provided identification badges at all times while on VA property and shall return the identification badges to the COR, or his/her designee, at the end of each service period.

The contract shall be subject to the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the Privacy Act of 1974. The contractor shall comply with all VA security policies and applicable confidentiality statutes, including 38 USC 5701, 38 USC 5705, 38 USC 7332, 5 USC 552a (Privacy Act), as well as 45 CFR Parts 160,162 and 164 (Health Insurance Portability and Accountability Act). Federal Acquisition Regulations 52.224-1 Privacy Act Notification and 52.224-2 Privacy Act are provided in full text in the Addendum to FAR clause 52.212-4. The Contractor is not authorized to release any medical record information. The VA is the sole entity authorized to release this information upon written request from the patient.

All hard drives that contain protected information will become the property of VA at the conclusion of the contract.

ADMINISTRATION:

25 INVOICE REQUIREMENT:

See page 2 titled contract administration.

26 POST-AWARD PERFORMANCE CONFERENCE:

The Contracting Officer shall schedule a post-award performance conference with the Contractor, if deemed necessary, for contract orientation purposes.

26.1 CONTRACTOR SUBMITTALS/INSURANCE REQUIREMENTS:

Contractor is required to provide copies of the following:

a. The Contractor shall be required to comply with Federal and State Workers Compensation and liability insurance. Reference FAR clause 52.228-5- Insurance and Subpart 28.307-2-Liability.

b. Prior to contract award, the Contractor shall furnish to the Contracting Officer certification from the insurance company indicating that the coverage has been obtained and that it shall not be changed or cancelled without guaranteed thirty

(30) day notice to the Contracting Officer. New certifications shall be furnished at least 30 days prior to the expiration date of the current insurance policy.

c. In accordance with “FAR 28.307-2(c) the Contractor shall maintain automobile liability insurance for bodily injury and property damage on all vehicles used in the performance of this contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and$500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage.

27.0 CONTRACT SECURITY – VA INFORMATION AND INFORMATION SYSTEM

SECURITY/PRIVACY LANGUAGE

27.1 ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

b. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

c. All contractors, subcontractors, and third-party services and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

d. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

27.1.1 Contractor Personnel Security Requirements:

All contractor employees who require access to the Department of Veterans Affairs’ computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract the contractor will be responsible for the actions of those individuals that provide or perform work for the VA.

a. Position Sensitivity – The position sensitivity has been designated as (low) risk.

b. Background Investigation – The level of background investigation commensurate with the required level of access is National Agency Check (NACI) with written inquiries.

c. Contractor Responsibilities

d. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the contractor shall reimburse the VA within 30 days.

The web site which provides information on the cost of the security investigation is:

www.opm.gov\extra\investigate – Select Federal Investigations Notices (FIN 01-01)

f. The contractor will provide to the Contracting Officer prior to award the following: (1) List of names of contract personnel. (2) Social security numbers of contractor personnel.

(3) Home address of contractor personnel or the contractor address.

The Contracting Officer will submit the above information to the Office of Security and Law Enforcement, Washington, D.C. The Office of Security and Law Enforcement will provide the necessary investigative forms (these forms are indicated in paragraph 3.d.

below) to the contractor’s personnel, coordinate the background investigations with OPM and notify the Contracting Officer and contractor of the results of the investigation.

g. The contractor shall submit or have their employees submit the following required forms to the VA Office of Security and Law Enforcement within 30 days of receipt:

(i) Standard From 85P, Questionnaire for Public Trust Positions

(ii) Standard Form 85P-S, Supplemental Questionnaire for Selected Positions

(iii) FD 258, U.S. Department of Justice Fingerprint Applicant Chart

(iv) VA Form 0710, Authority for Release of Information Form

(v) Optional Form 306, Declaration for Federal Employment

(vi) Optional Form 612, Optional Application for Federal Employment

d. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

e. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default.

28.0 VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the Performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written http://www.opm.gov/extra/investigate agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must Not destroy information received from VA, or gathered/created by the contractor while performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be Terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive Information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer to all requests for demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer to such court orders or other requests to the VA contracting officer for response.

l. For service that involves storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the POC.

29.0 INFORMATION SYSTEM DESIGN AND DEVELOPMENT

a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the POC, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

b. The contractor/subcontractor shall certify to the POC that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Windows 10 or higher.

c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration.

Information technology staff must also use the Windows Installer Service for installation to the default “program files” directory and silently install and uninstall.