36C24925Q0452.docx

Sources Sought Notice

Sources Sought Notice 36C24925Q0452

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

POINT OF CONTACT*

Contract Specialist Christina Curley christina.curley@va.gov No phone calls accepted

PLACE OF PERFORMANCE

and associated clinics

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Sources Sought Notice – Mobile CT Unit Services for James H. Quillen VA Medical Center and Clinics.

This is a Sources Sought Notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement.

· Services Required: The Department of Veterans Affairs (VA), Veterans Health Administration (VHA) James H. Quillen VAMC Medical Center and clinics have a need for Mobile CT Unit Services.

Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method.

Projected NAICS Code: 621512 and sized standard is $19.0 Million.

NOTE: Respondent claiming SDVOSB and VOSB status must be registered and verified in SBA VetCert. Additionally, all Offerors responding to a solicitation must have an active registration in the System for Award Management (SAM) at the time of quote submission.

Anticipated Period of Performance: Services are needed January 1, 2026.

SOURCES SOUGHT QUESTIONNAIRE

Company Name ___________________________________________

POC ___________________________________________

Phone Number ___________________________________________

Email Address ___________________________________________

UEI ___________________________________________

1. Is your firm considered a Small Business? The North American Industry Classification System (NAICS) code is tentatively 621512; the small business size standard for this NAICS code is $19.0 Million.

A size standard, which is usually stated in number of employees or average annual receipts, represents the largest size that a business (including its subsidiaries and affiliates) may be to remain classified as a small business for Small Business Administration and federal contracting programs. The definition of "small" varies by industry. Is your business considered any of the following?

[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)**

[ ] yes [ ] no Veteran Owned Small Business (VOSB)**

[ ] yes [ ] no Historic Underutilized Business Zone (HUBZONE)

[ ] yes [ ] no Small Disadvantaged Business (SDB)

[ ] yes [ ] no Woman Owned Small Business (WOSB)

[ ] yes [ ] no Small Business (SB)

If you are a Small Business, are you able to comply with FAR 52.219-14 Limitations on Subcontracting? [ ] yes [ ] no

2. Does your firm have an active registration in the System for Award Management (SAM)?

[ ] yes [ ] no

3. Have you provided Mobile CT Unit Services to a Federal Agency in the past? If so, please list experience.

4. How long would it take to procure and/or assemble the necessary equipment needed to meet this requirement after award? This is an emergency requirement, and the equipment needs to be available to begin usage on January 1, 2026.

5. Provide any additional feedback that you feel is relevant (i.e., problems or any other issues experienced with similar contracts).

Note: Do not include proprietary, classified, confidential, or sensitive information in responses.

Please e-mail your questionnaire response with the above information to Christina Curley (christina.curley@va.gov) with the subject line "Sources Sought Notice: Mobile CT Unit Services by 10:00am CT on September 08, 2024.

Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published to the System for Award Management. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

General Information

· Contract Opportunity Type: Sources Sought (Original)

· All Dates/Times are: (UTC-10:00) CENTRAL TIME, CHICAGO, USA

· Original Published Date: April 23, 2024

· Original Response Date: May 09,2024; 10:00 am CT

Classification

· Original Set Aside: Unrestricted

· Product Service Code: Q522 – MEDICAL – DIAGNOSTIC IMAGING

· NAICS Code: 621512 and size standard $19.0 Million

· Place of Performance: James H Quillen VAMC and surrounding area clinics Description This Request for Information (RFI) / Sources Sought (SS) Notice is for market research, information, and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of VA or the James H. Quillen VA Medical Center. This is NOT a solicitation for proposals, proposal abstracts or quotations. The purpose is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement.

This is a new requirement for Mobile CT Scanning. Services are to be provided to 11 rural Community Based Outpatient Clinics (CBOCs) in the Mountain Home VA and Lexington VA catchment areas. The contractor shall provide all resources and equipment necessary to provide these services.

A one-week period is being given to respond to potential contractor questions. If you are interested and have questions, please submit your questions via e-mail to christina.curley@va.gov by 10:00 am on May 2, 2024. Questions will be answered via an amendment to this Sources Sought Notice.

PERFORMANCE WORK STATEMENT

1. General Information

1.1 Introduction and Overview

The James H. Quillen VA Medical Center (JHQVAMC) requires an Indefinite Delivery/Indefinite Quantity (IDIQ) contract to provide Mobile Computed Tomography (CT) services on an as-needed basis. Services will be performed at locations within the JHQVAMC clinical catchment area. Primary service sites include, but are not limited to, the Downtown West Outpatient Center in Knoxville, TN; the William C. Tallent Community-Based Outpatient Clinic (CBOC); and the James H. Quillen VA Medical Center in Mountain Home, TN.

Mobile CT services will be required intermittently, and the Government will provide advance notice to the Contractor to allow sufficient time for sourcing and mobilization. The Government will staff the mobile unit with qualified Government-employed CT technologists.

The Contractor shall furnish all necessary labor, materials, equipment, maintenance, and repair services for Contractor-provided equipment, including the CT imaging unit. The Contractor is responsible for always maintaining the equipment in good working condition and shall reimburse the Government for any lost service time resulting from equipment failure or defective workmanship. All services shall be performed in accordance with the requirements detailed in this Performance Work Statement and as outlined in the Schedule of Pricing.

1.2 Supplies

Contractor shall solely be responsible for the procurement, receipt, dispensing, administration and safekeeping of all supplies defined herein. These supplies include items for maintaining equipment, patient positioning, computer systems, and any other items required to operate equipment.

1.3 Term of the Contract

The resulting intermittent Indefinite Need contract shall be effective for an emergency award of 12 months with 1 12-month option. This contract is subject to the availability of VAMC funds; no service shall be performed after the end of the contract term, unless authorized by the Administrative Contracting Officer.

1.4 Contractor’s Furnished Equipment

Equipment shall include, but not be limited to, a Contractor-furnished, fully equipped Mobile CT unit where exams will be performed on a mobile unit that meets facility approval (documentation of proposed units to be provided with bid). Scanner specifications will include year, manufacturer, model number, and make of all pertinent information. All equipment used will be FDA approved imaging equipment. The entire offering of a CT mobile unit service shall meet all local, state, federal, industry, JCAHO, NEC, NFPA, VA, OSHA and other regulatory standards internal and external, for which the VAMC is currently accountable and will be kept current with all federal and state regulations.

1.5 System Capability Requirements

Contractor shall provide an on-site Mobile CT system that is a full body scanner system in accordance with the terms and conditions of this contract. The unit shall have the ability to perform all CT exams with and without contrast. CT unit shall also have the ability for contrast power injections, reduce dose imaging, metal artifact reduction, gating for calcium scoring, and structured reporting enabled for radiation dose tracking.

1.6 Mobile Unit Capabilities

The mobile unit must have the following capabilities:

1.6.1 Hardware and software to support fully diagnostic uncompressed images to include compatible post processing advanced imaging.

1.6.2 Ability to create, store and export DICOM, JPEG and MPEG file formats.

1.6.3 DICOM 3.0 network capability for export of images within VAMC. Transport of images will be VA-supplied network infrastructure.

1.6.4 The mobile unit shall be equipped with a CD-R burner for a backup to transfer data.

1.6.5 The mobile unit shall be equippd with a Guerbet OptiVantage Dual Head CT Contrast Injector.

1.6.6 The mobile unit shall be equipped with an IV contrast injector which is programmable for pressure injections. The injector will have the following capabilities:

1.6.6.1 Scan Delay

1.6.6.2 Multiphase Option

1.6.6.3 Protocol Storing

1.6.6.4 Pause Hold Functionality

1.6.7 As part of the proposal’s submission, vendors will supply drawings and specifications unique to the unit which provides services under this contract, allowing for evaluation of existing mobile pad suitability.

1.6.8 The mobile unit shall provide sufficient sub space to start IVs on second patient while the first patient is being scanned.

1.6.9 The mobile unit will require network connection for government furnished computers and phones to be utilized by technologists to complete all government requirements for exam completion.

1.7 Mobile Unit Accessories

The following accessory equipment shall be provided by the Contractor:

1.7.1 Handicap accessibility

1.7.2 Intercom system between the control room and the scanning room

1.8 Mobile Unit Equipment Specifications

The following minimum performance characteristics of the equipment are required:

1.8.1 Contractor shall provide coach-specific requirements for access, docking pad, phone connection, and covered enclosure with proposal. Contractor will be required to perform a site visit in advance of contract award to consult with a VA Engineer to verify improvements required to allow unit docking.

1.8.2 The Mobile CT shall provide images with consistently high technical quality to be assessed by VA-employed experts. Poor image quality will be considered non-performance under this contract and must be remedied within 10 days of notification or incur default.

1.8.3 The Mobile CT shall be capable of acquiring images with under multiple protocols that can be edited to meet needs of VAMC.

1.8.4 The Mobile CT shall be capable of acquiring images which can be transferred to onboard reconstruction

1.8.5 The CT scanner unit shall have:

1.8.5.1 A minimum of a 64 slices with 128 slice reconstruction capability

1.8.6 Provision of one review station, to include:

1.8.6.1 Reconstruction software compatible with the brand of Mobile unit system provided and connected to the mobile system via VA provided network infrastructure over V-LAN. The reconstruction station shall have the capacity to handle the computational load of 3-dimensional datasets and sufficient storage.

1.8.6.2 Contractor will provide hardware and software maintenance and all updates/upgrades during the term of this contract. Reconstruction computer will be provided with software and hardware licenses, capable of performing 3d, cardiac scoring, etc..

1.8.6.3 Reconstruction station shall have computers with high procession performance and large memory capacity to achieve real-time interactive navigation without compromising the native resolution of images, spatial resolution and dynamic range.

1.8.7 The mobile CT shall be ready for use regardless of outside environmental conditions, and shall adhere to the following:

1.8.7.1 The mobile CT shall maintain a temperature to assure proper operation of the scanner without frequent calibration and provide for patient comfort.

1.8.7.2 The mobile CT shall meet all federal, state, fire and safety requirements.

1.8.8 The mobile unit shall be equipped with outlet jacks’ connections capable of transmitting data and voice through Government-provided category five (5) and dual power phone cable. The Government will provide connections required for the transmission of images, data and voice.

1.8.9 The mobile CT shall support DICOM Modality Worklist (DMWL) for future use and shall be able to export DICOM images to at least one destination.

1.8.10 The imaging system must be on the VistA Imaging Approved DICOM Modality Interface List.

1.8.11 The VAMC will provide the following:

1.8.11.1 Electricity

1.8.11.2 Telephone Lines

1.8.11.3 Data Port

1.8.11.4 Housekeeping; the VAMC will be responsible for the area within the facility prior to the entrance of the mobile unit.

1.9 Equipment Maintenance / Repairs

Equipment provided shall be in good working order at all times in order to provide high quality scans required under this 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 unit and all associated equipment shall be performed in accordance with the Conformance Standards and manufacturer’s recommendations. If the equipment should fail during normal working hours, every effort should be taken in order to reduce equipment downtime by expediting repairs.

Exams canceled or postponed due to failure of services provided by the contractor must be rescheduled and performed by the Contractor at the original imaging site within seven (7) calendar days of the initial appointment during the normal operating hours of the clinic services. If it is not possible to reschedule the patient within seven (7) calendar days and the VAMC must make alternate arrangement to have the patient sent to another local facility for the tests, the Contractor shall bear the costs associated with such re-procurement. The VAMC will provide the Contractor with an itemized list of costs as a result of any service failure and cost will be deducted from the Contractor’s invoice for the period involved.

Contractor shall be responsible for the overall housekeeping of the unit necessary to maintain a neat environment in accordance with the Conformance Standards. Government staff will provide daily sanitation.

Contractor shall be responsible for all equipment while on VAMC premises. The VAMC will secure the door at the end of each business day. The VAMC will not be held responsible for any loss or damage to the Contractor’s property, which may be vandalized or damaged, including the mobile unit while on site. Contractor shall maintain property insurance on all equipment throughout the duration of the contract and the successful Contractor shall provide proof of insurance as required herein.

1.10 Site Preparation

The VAMC has existing docking pads at two primary locations. Site specifications including dimensions, weight restrictions and utility connections must be specified within the proposal. Pre-award site visit(s) will be provided to the potential awardee.

1.11 Contractor Key Personnel Qualifications and Responsibilities

A proposal will be considered only from offerors who are regularly established in the business called for, who are financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all items under this solicitation. The successful Contractor shall meet all Federal, State and Local codes and requirements for the operation of this service and equipment provided. Employees authorized by the Contractor to perform services under this specification and any resulting contract, shall be licensed in a State, Territory or Commonwealth of the United States or the District of Columbia. Contractor shall provide with his or her signed proposal a description of all personnel who will be providing services under this RFP. These personnel shall include but not be limited to support and driver staff who may visit a medical center as part of their duties under this contract.

1.12 Contractor Key Personnel Qualifications and Responsibilities

1.12.1 Personnel assigned by the Contractor to perform the services covered by this contract shall be proficient in written and spoken English (38 USC 7402).

1.12.2 Mobile Unit Driver shall be licensed as applicable to operate and drive the mobile vehicle in which the unit is housed.

1.13 Additional requirements for Contractor personnel and Contractor operation:

1.13.1 Contractor shall provide the VAMC seven (7) days per week telephone access to the mobile company used in performance of this contract.

1.13.2 Services provided by the Contractor shall be performed within the policies, procedures and regulations of the VAMC, to include the following Medical Center Memorandums:

1.13.3 Contractor shall meet the safety requirements of posting hazardous radiation signs around the mobile unit and make certain the electrical power cable is under a metal cover, if it crosses the crosswalk.

1.14 Personnel Policy

The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel:

1.14.1 Worker’s Compensation

1.14.2 Professional Liability Insurance

1.14.3 Income Tax Withholding

1.14.4 Social Security Payments

1.14.5 Holiday Pay

1.15 OIG List of Excluded Individuals / Entities

1.15.1 In accordance with The Health Insurance Portability and Accountability Act (HIPAA) and the Balanced Budget Act (BBA) of 1977, the Office of Inspector General has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs.

1.15.2 Therefore, all offerors shall review the OIG List of Excluded Individuals/Entities on the OIG web site at www.hhs.gov/oig to ensure that the proposed candidate(s) and/or firm(s) are not listed. Offerors should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) of $10,000 for each item or service furnished during a period that the person or entity was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP’s may also be imposed against health care providers and entities that employ or enter into contracts with excluded individuals or entities to provide items or services to Federal program beneficiaries.

1.15.3 By signing the offer, the Contractor certifies that he/she has reviewed the OIG List of Excluded Individuals/Entities and that the proposed candidate(s) and/or firm are not listed as of the date the offer was signed.

1.16 Tort Claims

The Federal Tort Claims Act does not cover Contractor employees. When a Contractor’s employee has been identified in a tort claim, The Contractor employee is responsible for notifying the Contractor’s legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor employee’s action or non-action is the responsibility of the Contractor and/or insurance carrier.

2. Supporting Information

2.1 Schedule

The Contractor shall provide a mobile CT unit on a monthly flat rate basis.

Rates shall include delivery to the designated site with advanced notice. Movement of the unit is not expected to be frequent but may be requested as needed.

2.1.1 Staffing:

The mobile unit will be clinically staffed by the Government. All clinical operations, including scanning, patient coordination and quality review will be handled by VA personnel. The unit must be available on-site and fully operational day prior to scheduled service days.

Service days will be based on demand, patient volume, and medical center needs.

2.1.2 Scheduling and Notification

· Contractor will be given at least sixty (60) calendar days notice

· Contractor will be given at least sixty (60) calendar days notice of the VAMC’s intention of increasing the number of days for which the Contractor will perform services on site.

· Contractor shall coordinate scheduling with the COR

· Monthly schedules and any proposed changes will be mutually agreed upon and documented

2.1.3 Equipment Use and Availability

The unit must remain fully operational throughout the agreed hours/days of operation. The Contractor is responsible for unit maintenance, delivery, and setup. Routine servicing or technical downtime must be communicated in advance to the COR.

2.1.4 Hours of Operation

· Services are expected to run a Monday through Friday or a Monday through Saturday (excluding Federal holidays) based on operational needs of VAMC.

· Delivery, and set up must be completed at minimum the day prior to services required.

In the event that there is a need to increase the number of days or months in order to accommodate patient services, the Government reserves the right to increase the number of days/months as noted herein. Contractor will be given at least sixty (60) calendar days notice of the VAMC’s intention of increasing the number of days/months.

2.2 Daily Access to the James H. Quillen VAMC

The Contractor will be responsible for contacting the VA Police at the site of service at the time or arrival, in which the Contractor will need access to both the building and the data port connections for setup. The location and contact numbers will be provided by the COR to the Contractor following contract award.

2.3 Commencement of Services

Commencement of service date is to be coordinated with the COR. Unit must be ready for patient services no later than 60 days after contract award, unless otherwise agreed to between the Contracting Officer and the Contractor.

2.4 Inspection and Acceptance

2.4.1 The delivery location of the mobile unit site shall be coordinated with the COR; inspection and acceptance of all work performance, reports and other deliverables under this contract shall be performed at the place of delivery.

2.4.2 Deliverables 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 through the use of 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.

2.4.3 Reports, documents and narrative type deliverables will only be accepted when all discrepancies, errors or other deficiencies identified in writing by the Government have been corrected.

2.4.4 Maintenance logs will be made available upon request.

2.5 Non-Conforming Products or Services

Non‑conforming products or services will be rejected. Unless otherwise agreed by the parties, deficiencies will be corrected within seven (7) days of the rejection notice. If the deficiencies cannot be corrected within seven (7) days, the Contractor will immediately notify the COR and the Administrative Contracting Officer of the reason for the delay and provide a proposed corrective action plan within seven (7) working days.

2.6 Contractor’s Responsibilities

2.6.1 Contractor will be responsible for the following:

2.6.1.1 Training VAMC staff on the use of the Contractor-provided imaging devices, workstations and image analysis software.

2.6.1.2 Timely delivery of the CT unit such that Contractor may facilitate the following startup functions prior to the commencement of services:

2.6.1.2.1 Contractor shall perform tests as necessary so that the mobile unit and all associated equipment is fully operational, safe and ready for services so that the schedule of patients is maintained at all times.

2.6.1.2.2 Contractor shall ensure that the mobile unit is properly positioned and docked. The temperature within the unit is set and maintained prior to performing services.

2.6.1.2.3 Contractor shall ensure that the mobile unit is level and set for the safety of patients and the appropriate utilities connected for proper warm-up of all onboard systems.

2.6.1.2.4 Contractor shall allow for sufficient time for contacting the VA Police when gaining access to the VAMC.

2.6.1.2.5 Communications will be operational.

2.6.2 Contractor will be responsible for providing quality review in order to ensure quality diagnostic images. The VAMC reserves the right to require corrective action if image quality or other service problems are brought to the attention of the Contractor.

2.6.3 Contractor shall be Joint Commission Accreditation of Healthcare Organizations (JCAHO) certified, or shall follow established JCAHO guidelines as they pertain to mobile operations, injection control, and patient safety and shall follow the guidelines of the Department of Veterans Affairs (VA) and Occupational Safety Health Administration (OSHA). JCAHO accredited Quality Assurance survey reports shall be provided to the Contracting Officer’s Representative (COR) consistent with Joint Commission recommendations.

2.7 Emergency Repairs

2.7.1 Contractor shall provide, at no cost to the VAMC, all emergency services to include all required personnel, parts and labor, and preventive maintenance/repairs of 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.

2.7.2 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 COR or designee immediately after discovery of equipment failure while on site. All emergency repairs are the responsibility of the contractor.

2.7.3 In the event that the equipment fails and the failed equipment is un-repairable, the Contractor must obtain an alternate unit which will be available on the next scheduled day and which meets all of the requirements of the resulting contract to ensure that schedule services will be performed as agreed upon under this contract.

2.8 Contractor-Furnished Facilities, Services, Supplies and Equipment

2.8.1 The Contractor’s Vehicle shall be parked and leveled no more than 12” from docking pad ramp. Contractor shall be responsible for leveling of the vehicle at location designed by the VAMC.

2.8.2 Contractor shall contact the COR to make the necessary arrangements for a site visit of the actual location where the mobile unit will be located so that precise measurements 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 as a result of the Contractor’s failure to confirm to the above shall be the responsibility of the Contractor.

2.8.3 Contractor shall be held responsible for any damages, which may be done to the property during delivery, hookup and/or removal of equipment at the site. Any damages caused by the Contractor shall be performed at the Contractor’s expense to the satisfaction of the facility Chief of Engineering.

2.8.4 Proper installation/staging of the Contractor’s furnished equipment including the mobile unit 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 VAMC and the Contractor.

2.8.5 The Contractor will supply all IT technical support and vendor specific engineer for all provided systems. Contractor provided Information Systems technical support and engineer will assure connectivity and functionality of all equipment during initial setup and thereafter. Contractor will assure availability of all support for timely contact and resolution.

2.9 Government-Furnished Facilities, Services, Supplies and Equipment

The VAMC shall provide all patient services, with exception of the services required of the Contractor within this contract, including the following:

2.9.1 The VAMC will provide all medical supplies, facilities, personnel and physicians required to provide patients with such emergency medical care as may be required, including oxygen, aspirator and defibrillator when deemed necessary.

2.9.2 The VAMC nurses and physicians will have the ability to provide medication for exam specific procedures.

Contactor shall provide, during the Post Award Orientation, a reasonable list of incidental supplies which may be necessary (excluding those which are defined as the Contractor’s responsibility).

2.9.3 The Contractor agrees to ensure compliance/acceptance testing of the imaging equipment is performed on at least an annual basis or if major components of the machine is serviced or replaced. The compliance/acceptance tests will be done in accordance with nationally recognized standards.

2.9.4 The Contractor is responsible for ensuring the compliance testing of the mobile imaging device by a qualified medical physicist. 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 in the states of Tennessee.

2.10 Cancellations / No Charge Services

The Contractor will not charge the VAMC for services or supplies when the imaging scanner or mobile unit is inoperable due to equipment malfunction, staff shortage, or any other fault on the part of the Contractor.

2.11 Removal of Contractor’s Equipment

Contractor will be responsible for the timely removal of the mobile imaging unit from the VAMC premises as agreed upon with the COR.

2.11.1 At the termination of the contract, the Contractor will remove the hard drives of the workstations and supply them to the COR and/or VA Biomedical Engineer.

2.11.2 VA information retained by the imaging scanner itself and other Contractor equipment will be erased at the end of the contract after the last patient exam has been confirmed to have been transmitted successfully to VA Picture Archiving System to include thin slices if further post processing is required. The security of information retained by the CT scanner and other Contractor equipment both during the contract period and post contract period will be the responsibility of the vendor.

2.11.3 All connections from the unit to property are properly disconnected.

2.11.4 Any temporary site preparations are removed upon completion of services on a daily basis.

2.12 Documentation / Reports

2.12.1 The Contractor will provide to the COR equipment and maintenance reports if requested by the COR during the duration of the contact. The Contractor will 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 VAMC personnel/beneficiaries.

2.12.2 The Contractor will permit on site inspection by personnel selected without prior notice to insure the Contractor’s equipment is operated in accordance with appropriate safety guidelines and/or regulations as applicable.

2.12.3 Additional Reports/Documentation required by the successful Contractor prior to commencement of services of PM/Repair services, unless otherwise stated. This VISN may require specialized documentation to satisfy the requirements of local state and federal government agencies, and independent consultants such as the Joint Commission on Accreditation for Hospitals, as well as for “services rendered” verification for payment of monthly statement. At a minimum, the following information will be provided to the Contracting Officer:

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

2.12.3.2 Copy of appropriate Business License submitted with proposal.

2.12.3.3 Contractor’s employees Certifications/Registrations, Competency Check List and Training Certificates to be submitted with signed proposal as defined herein.

2.12.3.4 Copy of Hazardous Materials Certificate, DOT F5800.2 at the request of the COR.

2.12.3.5 Documentation of scanner(s) make, model, and year of manufacture and specifications, plus brand and release number of reconstruction software for contractor supplied independent interpretation workstation. Documentation to be submitted with signed proposal.

2.12.3.6 A copy of the coach requirements for docking pad will be submitted with signed proposal.

2.12.3.7 Documentation of JCAHO certification (if available) will be submitted with signed proposal.

2.13 Protection of Government Property

During work execution, the Contractor shall take special care to protect Government property including, but not limited to, all furniture, walls, baseboards, exterior and other surfaces. Damage resulting from Contractor operations shall be repaired by the Contractor, including painting, refinishing, or replacement (if necessary), at no additional cost to the Government. Contractor shall be responsible to meet all OSHA/Safety requirements in the performance of the work. Installation shall be coordinated between the COR and the Construction/Renovation Contractor. Contractor shall be held responsible for any injuries and/or damage, which may be caused as a result of the Contractor’s negligence or failure to adhere to these requirements.

2.14 Timely Invoicing

The Contractor shall submit invoices monthly in arrears covering the services performed under this contract. Within 30 days of the end of each month services were provided, as described above, the Contractor shall provide itemized invoicing to the required VA invoicing address. All itemized invoices are to be provided within 30 days of the end of each month services are delivered. Invoices for services provided in the month of September must be received for certification no later than October 31st.

The invoices shall contain the following information at a minimum:

· Contract Number (example: VA249-XX-X-XXXX)

· Purchase Order Number (example: 621CXXXXX)

· Break-Down of Cost per Week, to include:

· Date of Exam

· Patient Name and Last Four (4) of SSN

· CPT Code(s)

· Drug(s) Used

· Total Invoice Amount

2.15 Billing and Insurance Liability

Billing rendered by the Contractor for services furnished under the terms of this contract shall be billings in full. Contractor shall not, under any circumstances, charge VA beneficiaries or their insurance companies for services rendered by the Contractor even if VA does not pay for those services. This provision shall survive the termination or ending of the contract.

2.16 Communication

The Contractor shall ensure contract employees maintain open and professional communication with members of the VAMC staff. Complaints validated by the COR shall be reported in writing to the Administrative Contracting Officer for action.

2.17 Contract Administration

The Contracting Officer / Administrative Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Administrative Contracting Officer on all matters pertaining to contract administration. Only the Administrative Contracting Officer is authorized to make commitments or issues changes, which will affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such chance at the direction of any person other than the Administrative Contracting Officer, the change shall be considered to have been made without authority, and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

2.18 Contracting Officer’s Representative

A Contracting Officer’s Representative (COR) will be designated in writing for furnishing technical guidance and advice during the term of the contract. This includes monitoring the general direction of the work to ensure full compliance with all terms and conditions of the contract.

2.19 ID Badges and Parking

2.19.1.1 All Contractor personnel are required to wear identification (ID) badges during the entire time they are on the VAMC grounds. ID badges must have an identification picture, name of the individual and the represented company depicted on it.

2.19.1.2 In accordance with Medical Center Memorandum No. 07B-12-01, it is the responsibility of the contract personnel to park in appropriate designated parking areas.

3. VA Information and Information System Security and Privacy Language

1. GENERAL. This entire section applies to all acquisitions requiring any Information Security and Privacy language. Contractors, contractor personnel, subcontractors and subcontractor personnel will be subject to the same federal laws, regulations, standards, VA directives and handbooks, as VA personnel regarding information and information system security and privacy.

2. VA INFORMATION CUSTODIAL LANGUAGE. This entire section applies to all acquisitions requiring any Information Security and Privacy language.

a. The Government shall receive unlimited rights to data/intellectual property first produced and delivered in the performance of this contract or order (hereinafter “contract”) unless expressly stated otherwise in this contract. This includes all rights to source code and all documentation created in support thereof. The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General. The primary clause used to define computer software license (not data/intellectual property first produced under this contractor or order) is FAR 52.227-19, Commercial Computer Software License.

b. Information made available to the contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. The contractor shall not use VA information in any other manner without prior written approval from a VA Contracting Officer (CO). The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General.

c. VA information will not be co-mingled with any other data on the contractor’s information systems or media storage systems. The contractor shall ensure compliance with Federal and VA requirements related to data protection, data encryption, physical data segregation, logical data segregation, classification requirements and media sanitization.

d. VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements. The contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to contractor and subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG), and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations.

e. The contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal information security laws, regulations or VA policies become applicable after execution of the contract, the parties agree to negotiate contract modification and adjustment necessary to implement the new laws, regulations, and/or policies.

f. The contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive 6500, VA Cybersecurity Program and VA Information Security Knowledge Service.

g. If a Veterans Health Administration (VHA) contract is terminated for default or cause with a business associate, the related local Business Associate Agreement (BAA) shall also be terminated and actions taken in accordance with VHA Directive 1605.05, Business Associate Agreements. If there is an executed national BAA associated with the contract, VA will determine what actions are appropriate and notify the contactor.

h. The contractor shall store and transmit VA sensitive information in an encrypted form, using VA-approved encryption tools which are, at a minimum, Federal Information Processing Standards (FIPS) 140-2, Security Requirements for Cryptographic Modules (or its successor) validated and in conformance with VA Information Security Knowledge Service requirements. The contractor shall transmit VA sensitive information using VA approved Transport Layer Security (TLS) configured with FIPS based cipher suites in conformance with National Institute of Standards and Technology (NIST) 800-52, Guidelines for the Selection, Configuration and Use of Transport Layer Security (TLS) Implementations.

i. The contractor’s firewall and web services security controls, as applicable, shall meet or exceed VA’s minimum requirements.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two situations: (i) in response to a qualifying order of a court of competent jurisdiction after notification to VA CO (ii) with written approval from the VA CO. The contractor shall refer all requests for, demands for production of or inquiries about, VA information and information systems to the VA CO for response.

k. Notwithstanding the provision above, the contractor 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 medical records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse or infection with Human Immunodeficiency Virus (HIV). If the contractor is in receipt of a court order or other requests for the above- mentioned information, the contractor shall immediately refer such court order or other requests to the VA CO for response.

l. Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract will be protected and secured in accordance with VA Directive 6500 and Identity and Access Management (IAM) Security processes specified in the VA Information Security Knowledge Service.

m. Any data destruction done on behalf of VA by a contractor shall be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management, VA Handbook 6300.1, Records Management Procedures, and applicable VA Records Control Schedules.

n. The contractor shall provide its plan for destruction of all VA data in its possession according to VA Directive 6500 and NIST 800-88, Guidelines for Media Sanitization prior to termination or completion of this contract. If directed by the COR/CO, the contractor shall return all Federal Records to VA for disposition.

o. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is used to store, process, or access VA information that cannot be destroyed shall be returned to VA.The contractor shall hold the appropriate material until otherwise directed by the Contracting Officer’s Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract.

p. All electronic storage media (hard drives, optical disks, CDs, back-up tapes, etc.) used to store, process or access VA information will not be returned to the contractor at the end of lease, loan, or trade-in. Exceptions to this paragraph will only be granted with the written approval of the VA CO.

3. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS. This section applies when any person requires access to information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract.

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees and subcontractors only to the extent necessary to perform the services specified in the solicitation or contract. This includes indirect entities, both affiliate of contractor/subcontractor and agent of contractor/subcontractor.

b. Contractors and subcontractors shall sign the VA Information Security Rule of Behavior (ROB) before access is provided to VA information and information systems (see Section 4, Training, below). The ROB contains the minimum user compliance requirements and does not supersede any policies of VA facilities or other agency components which provide higher levels of protection to VA’s information or information systems. Users who require privileged access shall complete the VA elevated privilege access request processes before privileged access is granted.

c. All contractors and subcontractors working with VA information are subject to the same security investigative and clearance 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 shall be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office of Human Resources and Administration/Operations, Security and Preparedness (HRA/OSP) is responsible for these policies and procedures. Contract personnel who require access to classified information or information systems shall have an appropriate security clearance. Verification of a Security Clearance shall be processed through the Special Security Officer located in HRA/OSP. Contractors shall conform to all requirements stated in the National Industrial Security Program Operating Manual (NISPOM).

d. All contractors and subcontractors shall comply with conditions specified in VAAR 852.204-71(d); Contractor operations required to be in United States. All contractors and subcontractors working with VA information must be permanently located within a jurisdiction subject to the law of the United States or its Territories to the maximum extent feasible. If services are proposed to be performed abroad the contractor must state where all non-U.S. services are provided. The contractor shall deliver to VA a detailed plan specifically addressing communications, personnel control, data protection and potential legal issues. The plan shall be approved by the COR/CO in writing prior to access being granted.

e. The contractor shall notify the COR/CO…