36C25625R0102.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

36C25625R0102 07-08-2025

Thomas Kovarovic, Contracting Officer 850-226-1921 08-06-2025

12PM CDT

36C256

Department of Veterans Affairs

Network Contracting Office 16

Central Arkansas Veterans HCS

2200 Fort Roots Drive, Bldg 41, Room 200

North Little Rock AR 72114 1706

X 100

X

621512

$19 Million

N/A

36C667

Department of Veterans Affairs

Overton Brooks VA Medical Center

510 E. Stoner Ave

Shreveport LA 71101

Department of Veterans Affairs

Network Contracting Office 16

Central Arkansas Veterans HCS

2200 Fort Roots Drive, Bldg 41, Room 200

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp

Invoice Setup Information 1-877-489-6135 invoice must be submitted electronically

1-877-489-6135

See CONTINUATION Page

The Overton Brooks VA Medical Center located in Shreveport

LA is in need of on-site Mobile Magnetic Resonance Imaging

(MRI) Services, Trailer, and Equipment.

Proposals are due by 8/6/2025 at 12:00 PM CDT. No late

Proposals will be accepted. All questions must be submitted via email to thomas.kovarovic@va.gov NLT 12PM CDT 7/17/2025.

See CONTINUATION Page

X 1

Thomas M. Kovarovic, Contracting Officer

VA-VHA-RPOC-2024-0041

36C25625R0102

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 SCHEDULE

B.3 PERFORMANCE WORK STATEMENT

B.4 IT CONTRACT SECURITY

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 ADDENDUM TO 52.212-4 CONTRACT TERMS AND CONDITIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

C.3 52.216-18 ORDERING (AUG 2020)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.8 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.9 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.10 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.11 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.12 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 69

C.13 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.14 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025) (DEVIATION FEB 2025)

C.15 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (SEP 2023)

E.3 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.6 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.7 52.216-1 TYPE OF CONTRACT (APR 1984)

E.8 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.9 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.10 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998)

E.11 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.12 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) (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 36C256 Thomas M. Kovarovic

Department of Veterans Affairs Network Contracting Office 16 Central Arkansas Veterans HCS 2200 Fort Roots Drive, Bldg. 41, Room 200

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] Monthly in Arrears

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.

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

AMENDMENT NO DATE

B.2 PRICE SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES

ESIMATED

QUANTITY UNIT UNIT PRICE

ESTIMATED

AMOUNT

6,000.00 SCANS __________ ______________

Estimated MRI Scans

Ordering Period: 1 POP Begin: 10-01-2025 POP End: 09-30-2026

6,000.00 SCANS _________ ______________

Ordering Period: 2 POP Begin: 10-01-2026 POP End: 09-30-2027

6,000.00 SCANS __________ ______________

Ordering Period: 3 POP Begin: 10-01-2027 POP End: 09-30-2028

6,000.00 SCANS _________ ______________

Ordering Period: 4 POP Begin: 10-01-2028 POP End: 09-30-2029

6,000.00 SCANS _________ _______________

Ordering Period: 5 POP Begin: 10-01-2029 POP End: 09-30-2030

ESTIMATED

GRAND

TOTAL

Estimated Quantities - All quantities listed herein are estimated quantities. The Government is not obligated to purchase any specified amount of services under this contract but will be obligated to make payment for all services requested and received in the quantities and of the quality requested. The Government does not guarantee or imply that any fixed number of orders/referrals for services will be placed under the resultant contract.

In accordance with FAR 16.504, the guaranteed minimum value of services the Government will acquire under the task order for the Period of Performance is $10,000.00. The maximum value of services the Government will acquire under the contract for the Period of Performance and all ordering periods shall not exceed $10,000,000.00.

Pricing for the last exercised Option Period will apply to any extension of Services per FAR clause 52.217-8 – Option to Extend Services.

The FAR Clause 52.217-8 – Option to Extend Services will not be evaluated in relation to

Price but will be used to help form Price Reasonableness.

For purposes of award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be those rates in effect under the contract each time an option is exercised under this clause. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the

Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

B.3 PERFORMANCE WORK STATEMENT

This Performance Work Statement (PWS) describes providing Magnetic Resonance Imaging (MRI) services for the VA Shreveport LA., Overton Brooks Medical Center, 510 E. Stoner Ave. Shreveport, LA. 71101.

The Overton Brooks VA Medical Center currently has a contract MRI unit, which will be expiring September 30, 2025.

The vendor must have the capability of providing a mobile MRI unit with staffing to be on site 7 days per week for a 12-month base period with (4) 12-month option periods.

The vendor’s rate will be required to be based on a rate/charge per scan.

1. General

Services Provided: The Contractor shall provide MRI services on site in accordance with the specifications contained herein to beneficiaries of the Department of Veterans Affairs (VA) and the Overton Brooks VA Medical Center. The VA Radiology Services (MRI) follows the standards and guidelines set forth by The Joint Commission (TJC) Standards or equivalent. A contractor providing onsite MRI services shall provide services that meet or exceed the TJC guidelines.

2. Place of Performance

The contractor shall furnish services at the Overton Brooks Medical Center, 510 E. Stoner Ave. Shreveport, LA. 71101.

3. Patient Safety

The contractor, subcontractor, their employees, or business associates shall report immediately (within 24 hours) all patient safety incidents. Patient safety incidents must be reported to the authorizing Overton Brooks VAMC and COR. – QASP ID 3, 4, and 5 (Patient Safety)

4. Downtime Clause

As a result of failure of equipment or staffing provided, the contractor will be required to respond within 1 hour upon notification of the MRI trailer being down/non-operational.

The contractor will be required to have a technician on-site within 24 hours to assess the situation.

5. Policy/Directives/Handbooks

The contractor shall be subject to the following policies, including any subsequent updates during the period of performance. The policies listed below can be accessed electronically at the following: VA Publications VHA Publications.

• VA Directive 1234: Radiology Outpatient Scheduling and Orders Management https://www.va.gov/vapubs/ https://www.va.gov/vhapublications/index.cfm

• VHA Directive 1105.05 Magnetic Resonance (MR) Safety

• VHA Directive 1605.01: Privacy and Release of Information

6. The selected vendor is expected to provide specific services as follows

• Onsite MRI must be operational NLT October 1, 2025.

• Onsite MRI unit on site 7 days per week for a 12-month base period with four

(4) 12-month option periods.

• The system manufacturer of the MRI must meet the specifications (MRI System Requirements below)

• Clinical Staffing Estimates:

Recommended but not limited to the vendor providing the following staff:

o (3) MRI Certified Technologists o (2) Tech assistants -Transporter o (2) Schedulers

Staffing personnel and numbers should be determined by completion of required job duties in an effective and timely manner.

• Every member of the MRI team is expected to be a team member with all

OBVAMC

Radiology employees, including but not limited to: Radiology AMSAs, PSAs, AOs, MDs, Techs, and clerks.

• VA requires the vendor to provide sufficient staff (during normal operational hours) to provide MRI services/patient access covering the required 7 days per week (7:00 am – 7 pm; Weekdays; 8:00 am – 5:00 pm every Saturday and Sunday depending on workload volume.) – QASP ID 1 (Patient Access)

• 2 MRI safety-trained staff members in MRI while a patient is being scanned. A Tech

Assistant and a Scheduler may not be the same person on the same day. One person can only fulfill ONE of these roles at a time.

• VA requires the vendor to utilize as many schedulers as needed to schedule patients and complete all scheduling duties while following VHA Directive 1234.

• Responsibility/Specific Work of Scheduler(s) – Schedule patients in compliance with VHA Directive 1234 to include:

• Schedule appointments

• Check out

• Cancel appointments

• Cancel requests

• Enter consults

• Scan Safety Forms

• Check patients in for each appointment.

• Check patients out for each appointment on the same day as the appointment.

• Reschedule appointments

• Read protocol orders

• Conduct Patient appointment reminders

• Discontinue orders in accordance with VHA Directive 1234

• The Vendor is responsible for transporting the MRI unit to and from the location.

Transport hardening kits are not required but safe delivery without damage is required.

• The Vendor is responsible for the upgrades, updates maintenance of the unit, including cryogen, all Preventative Maintenance, and all Parts and Labor.

• The Contractor will maintain a current employee updated competency folder in accordance with VA Guidelines that is readily available for inspection.

• The contracted employees will be responsible for cleaning and infection control measures.

• System must be able to transfer image and data to multiple modalities including Philips VUE PACs, VISTA Imaging, and printers. Qualified personnel will establish network and printer connectivity at the site in coordination with local IT staff.

Verification of connectivity must be made prior to the start of patient procedures. – QASP ID

7 (Documentation of Services)

• System scan protocols must be verified and validated by VA reading radiologists.

• Onsite MRI will remain in place during the duration of the contract.

• Vendor agrees to cooperate with VA for quality control purposes.

• VPN must be established to allow remote troubleshooting and diagnosis for service by qualified personnel.

• Vendor must provide a copy of the MRI’s annual medical physicist report and all service reports to include preventative maintenance reports in accordance with TJC.

• The unit shall be equipped with a hydraulic lift to accommodate a wheelchair as well as accommodate a stretcher and the person transporting the patient. The unit will have a stair handrail with an access chain at the bottom to limit access to Zone 2.

7. Training (BLS, MRI Safety, and VA MANDATORY)

The contractor shall ensure staff meet all VA educational requirements and mandatory course requirements defined herein; all training must be completed by the contractor’s MRI Techs/MRI Assistants/Schedulers as required by the VA. Other training may become required. VA will communicate any changes to the training requirement to the contractor. All training/competencies will be kept on the MRI trailer for access/review by the COR. – QASP ID 9 (Mandatory Training)

Training (The following training is mandatory per VHACO for Contracted Employees)

BLS

Active Shooter Training

Patient Abuse

Patient Rights

Patient Safety

Prevention/Management of Disruptive Behavior/Violence Prevention Level I

Prevention of Workplace Harassment/No Fear Act

Suicide Prevention: Suicide Risk Management Training for Clinicians

VA Core Values Training (ICARE Recommitment)

VA Privacy and Information Security Awareness and Rules of Behavior

VHA MRI Safety Training Level 1 and 2 Training, applicable (all who enter MRI suites)

VHA Privacy and HIPAA Training

VISTA Imaging

Respirator Fit Testing Training

OSHA Respiratory Protection for Healthcare Workers

Respiratory Protection

Infection Prevention and Control

8. MRI Trailer

1. Due to limited space in the ED/PET driveway, the contractor shall provide a maximum size of 12 feet wide and 50 feet long.

2. MRI transportable building/trailer to accommodate full access inside the building and around MRI scanner.

3. Hand washing sink if available. The requirement is optional. (Not Mandatory).

4. Fire, code, and intercom connection to VA systems.

Responsibility of VA Facility: VA Medical Center is responsible for the following:

A) Preparation and maintenance of the site for the unit.

B) The site must meet the specifications for a 12’ x 50’ MRI mobile building.

C) VA will provide 3 data lines and 2 telephone lines and connections to the VA Police/Fire Alarm system and the Code Alarm system. The contractor is to connect power, data, phone, and alarm systems to the Mobile MRI trailer.

D) VA will provide network access for MRI remote diagnosis connection between the trailer and service organization.

E) The services of a Radiologist(s) who will provide guidance for protocols and assume responsibility for the medical care of patients. Radiologist(s) will also review studies for appropriateness according to ACR protocols.

F) A VA physician will be on-site and will obtain any written consent that may be required in accordance with VA regulations.

G) VA will provide medical staff for procedures when required (RN Assistance, anesthesiologists, etc.).

H) Provision of staff and equipment for emergency care of patients.

I) Provision of MRI-safe telemetry monitor

J) Provision of medical supplies necessary to perform the procedures including gadolinium, injector kits, laundry, and other necessary medical supplies cleaning supplies and consumable supplies.

K) Provision of film media (film, CDs) specific to each site’s needs, where required.

L) Transportation of inpatients to/from their medical ward.

9. 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:

- Worker’s compensation

- Professional liability insurance

- Health examinations

- Income tax withholding, and

- Social Security payments

• The parties agree that the contractor, its employees, agents, and subcontracts shall not be considered VA employees for any purpose.

• The Contractor shall be responsible for providing coverage to the VA during periods of vacancies of the Contractor’s personnel due to sick leave, personal leave, vacations, and additional coverage as required.

• Contractor employees shall demonstrate friendly, courteous, and helpful behavior with hospital staff, patients, and visitors. Employees must work well with people and possess a desire to provide a service to the VA medical and hospital personnel.

• Parking for contractor employees is limited to parking lots 3, part of 9, 10, and off-station Shuttle is provided for off-station parking.

10. Qualifications

1. Personnel assigned by the Contractor to perform the services covered by the contract shall be licensed in a State, Territory, or Commonwealth of the United States of America or the District of Columbia. The qualifications of such personnel shall be subject to review by the VA

Chief of Staff and approved by the VA Medical Center Director. – QASP ID 2 (Quality Care)

The Contractor shall ensure MRI Technologists maintain the below certifications and licensures:

• The American Registry of Radiologic Technologists (ARRT) to include Radiography and Magnetic Resonance Imaging. – QASP ID 8 (Maintain Applicable Certification)

2. Contractor personnel shall comply with all The Joint Commission (TJC) Standards or equivalent and shall maintain documentation specified by the standards.

3. Personnel assigned by the Contractor to perform the services covered by the contract shall possess no less than 2 years of experience working with MRI.

11. Scheduling

1. MRI Scheduler/MRI Assistant Scheduler will be required to schedule MRI patients in compliance with VHA Directive 1234.

2. The contract scheduler must be onsite and is solely responsible for the scheduling of the MRI patients. The VAMC is responsible for the audits of scheduling for patients and will oversee the contract scheduler’s daily tasks. The contractor is responsible for coverage from 7:00 am to 7:00 pm weekdays and from 8:00 am to 5:00 pm every Saturday and Sunday depending on workload volume.

3. The VA shall perform an assessment of each patient to determine if the patient is an eligible MRI candidate. The Contractor staff will aid in this process.

4. For additional cases, the VA Radiologist or ER Physician on duty will remain on duty when procedures with contrast are required.

5. The Contractor is responsible for scheduling MRI patients as well as their own personnel schedule.

6. The Scheduler and Assistant Scheduler have Separate roles and responsibilities. If an aide/ transporter is unavailable, the scheduler can cover so there are two MRI Safety-trained personnel on that trailer while scanning.

7. The scheduler interacts with the Radiologist to have every order protocoled prior to the patient being scheduled. This eliminates wasted scanning / Technologist time. i.e.

if the patient’s exam does or does not require lab work this is known before the the patient is scheduled and eliminates phone calls from the tech to the radiologist, as well as limits required scan sequences.

12. MRI System Requirements

Mobile 1.5T MRI unit (5 years old or newer) (including scanner, acquisition, and processing station, and physician viewing stations) with a high-performance gradient system.

Specific equipment requirements include:

Operating system Windows 10 or newer

MRI system minimum requirements:

• 1.5T

• 45 mT/m gradient strength “minimum prerequisites”

• 200 T/m/s Slew rate [T/m/s} “minimum prerequisites”

• 70 cm Bore dimensions.

• 550 lbs. or greater scanner table weight limit

• Minimum number of receiver channels – 64

• Motorized table with integrated coil design and ports

• Patient positioning and support aids

• MRI-compatible dual head injector pedestal or ceiling mounted.

• Zero boil-off cryogen technology

• Vendors are expected to provide and install all cryogens.

• Chiller must meet or exceed MRI and location needs.

Software minimum requirements:

• Motion correction technology

• Magnetic Artifact Reduction

• Noise reduction

• ECG (VCG), respiratory, and peripheral pulse gating/triggering

• Real-time MIP, MPR, and 3D surface rendering

• Advanced non-contrast MRA imaging technology

• Bolus tracking capabilities

• Integrated music system to include:

• Direct communication and audio for patients

• MRI-safe headphones

• Video camera system for patient monitoring

Advanced Applications requirements:

• 3D processing for all modality datasets

• Neuro package

• Ortho package

• Body package with respiratory navigator

• Musculoskeletal software package

• Oncology package

• Vascular package

• Breast Package

• MRA package

• Cardiac MRI package

• Elastography package

• MRI spectroscopy package that includes single voxel, 2D/3D chemical

• shift imaging

• FAT analysis calculation including iron analysis

• Phase contrast MRI and flow analysis

• Parametric prostate imaging package

• Diffusion Brain, whole body, computed, micro view, and FSE

• Diffusion B value capabilities from 0-35000

• Diffusion computed B-values 0-2500

• Diffusion Tensor Imaging

• Water/Fat shift Imaging

• Blood oxygen level-dependent imaging

• Whole heart coronary, QF, cardiac tagging and mapping

Processing Workstation minimum requirements:

• Stitching

• Dynamic evaluation

• Brain perfusion

• MRS (SVS, CSI)

• Advanced neuro (DTI, tractography, BOLD)

• MAPs

• Fusion

• Breast evaluation

• Vessel analysis

• Cardiac function and flow quantification

• Workstation computer with 23-inch LCD Monitor

• COILS:

• Head

• Neck

• Spine

• Shoulders large and Small

• Flex Large and Small

• Two Body coils

• Tx Rx Knee

• Foot/Angle

• Coils

Mobile Trailer minimum requirements:

• 12 foot wide by 50 foot long (Maximum length) Mobile MRI Coach

• Fully self-contained Mobile Medical Coach

• Fully contained 5 gauss Field within Coach

• Complete Intergraded RF Shield

• Large RF Door for Zone 4 entry with lock. (Minimum of 42” wide to accommodate bariatric Non-Farris wheelchairs)

• Two single panel walk through Metal detector to be placed in zone 3 prior to entry of zone 4

• RF Door must include Window, and Punch out Panel for Patient safety

• Extra Large RF Window for Patient Viewing by Technologist

• LED lighting throughout with dimmers

• Smoke and Heat Detectors Throughout

• Multiple Network connection

• Two workstations for Tech’s

• Dual head Power injector

• Zoned HVAC System

• On Board Chilled water system for MRI

• On Board Humidification unit for MRI (facility-supplied water)

• Patient Lift platform 1500lbs capacity, With Awning and Safety Rails

• Exterior Lighting

• Patient Entry Roll up door with direct drive and kill switch

• Separate Locking Operator Entry Door with extra wide Stairs, and Rails

• Zone 2 screening Area

• ADA sized Entry Doors for ease of movement for handicapped patients

• ADA Sized Dressing Room. Hard walls to accommodate Full compliance with ADA standards

• Hand Washing Sink with Hot & Cold running water

Dedicated application packages: The MRI system will include these applications packages as a minimum

• Neuro Suite

• Angio Suite

• Body Suite

• Ortho Suite

• SPACE/ (3D) turbo spin echo sequence

• TWIST Sequence

• BLADE Sequence

• Diffusion

• SWI

These Coils must be included as a minimum:

• Matrix Head Coil

• Matrix Neck Coil

• Matrix Body Coil

• Matrix Spine Coil

• High count inherent body coil

• 4 channel shoulder array, small and large coils or 16ch flex coil

• Large and Small CP Flex coils

• TMJ Coil

• 8 channel foot/ankle/knee coil or 16ch flex coil

• 8-channel wrist coil or 16ch flex coil

The system shall also include:

Gradient noise level of 99 dB or below without reducing performance Equipment will be capable of sending images to a minimum of 3 destinations (printer, PACs, Hospital RIS System, etc.)

• Console requires an adapter for each STX table

• Two days of on-site applications training

MRI Safe Patient Audio system must be included

• High-fidelity digital audio headset for the patient to listen to audio channels include CD, Internet radio provided by VA, external audio source.

• Patient microphone to enable speaking to MRI technologist

• When talking to the patient the patient sees and hears the MRI technologist with positive 2-way communication. The patient's voice response is transmitted from the microphone to the MRI technologist station speaker

• Emergency call button for the patient to alert the MRI technologist of any problem or to speak to the MRI technologist

• Capability to play and offer the patient FM radio, Internet radio, and MP3, connections for iPad, iPod, or other audio source.

Additional MRI Trailer and System requirements

• CD Burner

• Full compatibility with hospital PACS system

• DICOM 3.0

• Patient intercom system

• Safety and Warning Systems Visual and Audible Alarms

• Smoke Detectors, MRI Safe Fire Extinguishers

• Emergency Lighting Battery

• Phone and data ports

• 480v 50’ power cable

• Hydraulic patient lift, Stairs, and railings

• HVAC system to maintain trailer environmental systems

• Operators and Technical support Manuals

• Full System Service (Monday – Friday 8 am to 5 pm local time excluding Federal Holidays)

• 24-hour telephone technical support toll-free line, response within 1 hour.

• Qualified and trained system applications specialist on site 3-5 days to train technologists in

• MRI operation and to build and confirm MRI protocols as described by VA reading radiologists

• Connection to VA VPN to enable qualified personnel to remote MRI troubleshooting and system

• Analysis

13. Contract Monitoring Procedures

a. At the time of contract award the Contracting Officer will appoint a Contracting Officer Representative (COR) to assist with the contract monitoring requirements. The COR will monitor such items as quality of service, timeliness of performance, customer service, cost control, and business relations. In accordance with FAR 1.601 (a) “Contracts may be entered into and signed on behalf of the Government only by contracting officers.” A COR is not authorized to modify the stated terms of the contract, including extending the length of the contract period. Quality of service will be monitored through a continuous review of requested studies vs. performed studies, the appropriateness of images produced, and morbidity and mortality figures. These factors will be rated by a consensus of radiologists interpreting the studies and through a radiologist or resident in the MRI suite setting protocols for scan and observing patients and procedures throughout the study process. Timeliness of performance will be measured through daily workload counts compared to a daily number of studies ordered.

Customer service will be monitored through periodic unannounced visits to the MRI suite and through patient satisfaction surveys completed by MRI patients. – QASP ID 6 (Patient Satisfaction) The cost will be monitored by the number of successful exams completed per month. Appropriate regulatory and accrediting standards will apply, and all adverse events will be reported within 24 hours in accordance with the Medical Center and other applicable guidelines, which could lead to an investigation based on the severity of the event.

b. The COR will ensure that services are performed and be responsible for handling service-related requirements necessary for patient care. Such documentation may include records of patient transfer to the contractor, procedures performed, patient records, time and attendance logs, surgical records, customer satisfaction surveys from the Veterans or other appropriate records that verify services called for under the contract have been performed by the contractor. – QASP ID 1-10

c. The delegated COR will notify the Contracting Officer of any non-compliance immediately upon his/her gaining knowledge of any such situation or incident. Initiate communication may be communicated by telephone. After such communication, the COR will provide a written statement to the contracting officer along with any supporting documentation regarding the performance failure noted.

d. Upon receipt of a proper invoice, the COR shall certify that the services identified have been performed. Once certification has been made, the invoice will be forwarded through the proper billing channels and payment shall be made to the Contractor.

e. Both parties shall jointly conduct a review of the contractor’s performance to evaluate if the services being provided are in accordance with the contract terms and if payments and billings are being properly handled. This review shall include, but not be limited to:

analyzing all billings, payments, costs, administrative issues, patient satisfaction, quality of care, and other related documentation that identifies that services have been received. Any concerns need to be brought to the contractor/COTR ‘s attention at the time noted rather than an agreement reached prior to the expiration of services provided and consideration being received are satisfactory.

f. Upon conclusion of the initial contract period and all option periods, and in coordination with the Contracting Officer, the using service shall provide a statement to the Contracting The Officer provides a summary of contractor actions and a statement that all requirements of the the contract was fulfilled as agreed. This information shall be forwarded by the COTR to the Contracting Officer at least 90 days prior to the end of the base period and each option period if the option periods are included.

g. Maintain a competency folder for each contractor employee throughout the contract period in accordance with medical center and The Joint Commission (TJC) policies and procedures or equivalent.

h. Ensure the contractor employee has received orientation that is required by medical center policies for new and/or contract employees prior to working with patients. This orientation will include the following topics:

• Fire and safety policy and procedure

• Infection control policy and procedure

• Emergency Preparedness/Disaster policy and procedure

• Initial competency assessment

• Computerized Patient Record System (CPRS)(Only if the contract employee will be required to input patient information into this system)

• Area/program/unit-specific orientation

• Health Insurance Portability and Accountability Act (HIPAA) Coordinate all required mandatory training with COTR for contract employees and document their file.

14. Monthly Audits

VA is required to perform monthly audits on all scheduled exams, as well as the number of exams scheduled/completed. For the audit, a random review of five (5) completed radiology exams and five (5) canceled orders for each person who scheduled or canceled radiology appointments Audit for completed radiology and nuclear medicine exams:

a. Clinically Indicated Date (CID): This is the date the ordering provider requests the exam to be completed.

b. First documented attempt to contact the Veteran was completed within 7 days of the order entry date.

c. Whether the first and second attempts to contact the Veteran are documented in the medical record.

d. Veterans are provided the opportunity to “opt-in or out” of the Community Care Program if the wait time is greater than 28 days from the date the ordering provider entered the order if the CID is within 28 days of the order entry date (June 6, 2019, MISSION ACT requirement).

e. Canceled radiology and nuclear medicine orders that were in the ‘PENDING’, ‘HOLD’, and past ‘SCHEDULED’ statuses: a. Reason for canceling the exam

a. For all cross-sectional modalities and those exams/procedures requiring scheduling, the scheduler entered a CPRS cancellation note, and the ordering provider was added as an ‘additional signer.’

15. Other Special Requirements

a. The Contractor will be responsible for ensuring that the employee providing work under this contract is fully trained and completely competent to perform the required work. The contractor’s employee will undergo verification of licensure and credentials, as appropriate, including the supervision, training, and ongoing competency assessment of the employee on an annual basis.

b. The Contractor and VA are required to maintain records that document the competency/performance level of the Contractor’s employee working under this contract in accordance with VA medical center policies and higher headquarters procedures and directives. The Contractor will provide a current copy of the competency assessment checklist and annual performance evaluation to the Contracting Officer’s Technical Representative (COR) for the employee working under this contract. The Contractor will maintain a current employee competency folder in accordance with VA guidelines.

c. The using service will conduct an on-site orientation before the commencement of work on-site. The service will schedule, conduct, and document this training, which includes a discussion of the following area-specific topics:

▪ Service rules and regulations

▪ Duties and Responsibilities

▪ Ethics

▪ Courtesy

▪ Equal Employment Opportunity (EEO) policy

▪ Performance Improvement Measures

▪ Infection control policies and procedures

▪ Initial competency assessment

▪ Management of Environment of Care including:

1. Fire and safety policies and procedures

2. Safety management

3. Security management

4. Hazardous materials

5. Utility systems

6. Emergency preparedness/disaster policies and procedures

d. Computerized Patient Record System (CPRS) Training: Prior to the commencement of work under this contract, the using service will ensure the Contractor’s employee receives proper access to the VA computer systems, including CPRS. The using service will coordinate the training with CPRS staff who will conduct the training session.

e. COR will monitor the work of the Contractor’s employee to ensure contract compliance with applicable medical center policies and procedures.

See Attachment 2 – Performance Requirements Summary Matrix and Quality Assurance Surveillance Plan.

f. Notwithstanding other contract requirements, upon request of the Contracting Officer, the Contractor will remove from the work site any Contractor employee who does not comply with medical center policies and procedures, regulatory and accrediting standards.

g. If there is a need to change personnel during the performance of this contract, the The contractor will promptly notify the contracting officer of their intent to do so. The new individual will be subject to the qualifications, credentials, security, and all other terms and conditions of this contract.

h. MRI SAFETY TRAINING AND COMPLIANCE: The contractor will provide education and training to contractor employees regarding MRI safety and ensure compliance in Zones 1-4 prior to contractor employees working on the contract. This education and training will be extended to facility staff entering these Zones, as appropriate for the individual Zone requirements. All documentation must be provided to the COR demonstrating ongoing training and compliance. – QASP ID 9 (Mandatory Training)

ZONE 1 (waiting room)

• Patient arrives in the ER waiting room and fills out the screening form

• Patient places all metal and personal effects in a plastic bag

• Bag is left with family members or locked up in the control room

• Level 2 MRI Safety-trained personnel goes over the screening form

• Patient remains here until all questionable implants are cleared

ZONE 2 (red encircled area outside trailer)

• All patients go through an outdoor ferromagnetic metal detector when possible

ZONE 3 (control room)

• Door kept locked at all times

• Two Level 2 MRI-trained personnel with the patient at all times

• ONLY screened patients and Level 1 MRI-trained personnel allowed

• Additional more in-depth patient screening conducted

• Patient placed in a gown when clothing has evidence of ferromagnetic metal

• Patient is scanned again with a portable wand metal detector

ZONE 4 (magnet)

• Door kept shut at all times

• Only screened patients and Level 2 MRI-trained personnel allowed

• Level 1 personnel can be allowed only when supervised by a Level 2

• No metal allowed (including wheelchairs) unless certified MRI-safe

• Patient was always given a panic squeeze ball in the event of an emergency

• MRI Technologist maintains visual and audio contact during the exam

i. MAGNETIC RESONANCE SAFETY OFFICER: The contractor will appoint and maintain for the duration of this agreement, a qualified contract employee to serve as the Magnetic Resonance Safety Officer (MRSO). The appointed contract employee must obtain the appropriate competency certification, and experience in MR safety, in accordance with applicable industry standards and regulatory guidelines. The appointment of the contract employee must be communicated in writing. The appointed MRSO will be required to be a member of the Magnetic Resonance Safety Committee.

16. Use of Cell Phones

a. The following list of areas will have signs posted in visible areas, which read, “For Patient Safety, Please Turn Off Cellular Phones and Personal Electronic Devices” Signage will be clearly visible in areas where cell phone usage is restricted.

1E Emergency Room

3N SICU

3W Surgery

4N CAT Scan

6E Patient Care Areas

6N MICU

6W Inpatient Area

BE Radiation Oncology

b. A sign posted in every entryway and lobby will state the following, “Cell phone usage is permitted except for posted areas.”

c. Use of cell phones and personal electronics is not allowed within six feet of any active medical device for any reason, even if signs are not posted.

17. Conflict of Interest

The Contractor shall not employ any person who is an employee of the United States

Government if the employment of that person would create a conflict of interest. The

Contractor shall not employ any person who is an employee of the Department of

Veterans Affairs. Nor shall the Contractor employ any person who is a member of the immediate family of a VA employee, if the employment of that family member would create a conflict of interest, or the appearance of a conflict of interest, particularly with regard to influencing the contract negotiations, terms of the contract or the work carried out under the contract. In any such case, the VA must review the matter and give its approval in accordance with agency ethics rules.

18. Contractor Personnel Security Requirements

The background investigation process is subject to change and revision, the information provided is meant to be an overview and not provide a complete listing of all required actions. The Contractor will be informed of any changes and the requirements of the current system by the Contracting Officer working the background investigation.

The contractor shall comply with all applicable Federal and Department of Veterans

Affairs security laws, regulations, directives, and policies.

All contractor employees who require access to a Department of Veterans Affairs facility or information system 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. The contractor must provide all required information needed for a security check. Currently, this includes but is not limited to the:

name, home address, social security number, date of birth, place of birth, home phone number, cell phone number, email address, and fingerprints of the employee requiring access. Any violation of these statutory provisions, as stated in department regulations by the contractor’s employees may involve imposition of criminal penalties. This requirement is applicable to all subcontractor personnel requiring the same access.

Contract performance shall not commence prior to confirmation from the designated VA

Organization responsible, currently, this is the VHA Service Center Personnel Security

(VSC), that the investigative documents have been submitted. The VSC will notify the

VA Contracting Officer, VA Sponsor, and the contractor upon receipt of the appropriate investigative documents. Notification from the VSC is necessary for performance to begin but is not sufficient. The actual start date shall be approved by the Contracting

Officer. The Contracting Officer must provide approval to begin performance (approval may be by letter, email, or verbal). If on-site work is required, then two forms of identification are required at the time of in-processing. In accordance with FIPS 201-1, Section 2.2 the applicant shall be required to provide two original forms of identity source documents. The identity source documents must come from the list of acceptable documents included in Form I-9, OMB No. 1115-0136, Employment

Eligibility Verification. At least one document shall be a valid State or Federal government-issued picture identification (ID).

If the work is to be performed at any location other than the contractor’s office, the contractor is responsible for ensuring that the remote work site and any Patient Health

Information or Personally Identifiable Information that can be accessed from that work site is only accessible to the contractor’s employee and not accessible to any unauthorized individual. The Contractor shall visually inspect the work site prior to its use. The contracted employee shall assume responsibility for securing the work site and complying with all privacy and security regulations in handling, securing, and destroying patient information.

THE CONTRACTOR SHALL ENSURE THAT ALL CONTRACTED EMPLOYEES

COMPLETE PRIVACY TRAINING (VA CYBER SECURITY AWARENESS AND VHA

PRIVACY POLICY TRAINING) ANNUALLY. CURRENTLY, THE EMPLOYEE SHALL

SELF-ENROLL IN THE TALENT MANAGEMENT SYSTEM (TMS) AND COMPLETE

THE VA PRIVACY AND INFORMATION SECURITY AWARENESS AND RULES OF

BEHAVIOR (COURSE # 10176). – QASP ID 9 (Mandatory Training)

1. Position Sensitivity – The position sensitivity has been designated as Low Risk/Non-sensitive.

2. Background Investigation – - The level of background investigation commensurate with the required level of access is Minimum Background Investigation or National

Agency Check with Inquiries (NAIC).

19. Contractor Responsibilities

(a) The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain United States citizenship and are able to read, write, speak, and understand the English language.

(b) The Contractor shall submit or have their employees submit the required forms to the VA Office of Security and Law Enforcement in accordance with the current electronic submission process.

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

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

(e) The Contractor shall ensure all contract employees are aware of all laws, regulations, policies, and procedures relating to Privacy, Confidentiality, and HIPAA and comply with all standards zero breaches of privacy or confidentiality. – QASP ID 10

(Privacy, Confidentiality, and HIPAA)

20. Federal Holidays:

New Year's Day, Martin Luther King, Jr.’s Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day or any other day specifically declared by the President of the United States to be a National Holiday. Contractor’s employees may be required to work Holidays.

21. Personnel Policy:

The parties agree that the contractor shall not be considered a VA employee for any purpose.

22. GENERAL (Information Security and Privacy)

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.

23. 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 the 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.