36C25725Q0721_1.docx

SUBJECT*

Mobile PET/CT Imaging Services

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building #171 Temple TX 76504

POINT OF CONTACT*

Contracting Officer Rafael Rodriguez

PLACE OF PERFORMANCE

4500 S. Lancaster Rd.

Dallas Texas

COUNTRY

ADDITIONAL INFORMATION

DESCRIPTION

Please continue to page 4 Sources Sought Notice Sources Sought Notice

Sources Sought Notice

I. This market research notice is being conducted by Network Contracting Office (NCO) VA North Texas (VANTHCS) facilities.

Contractor shall provide a mobile shielded PET/CT Scanner and technologist staffing at designated VA North Texas (VANTHCS) facilities. The vendor must have the capability of providing a mobile unit to be available up to 5 days per week, Monday - Friday. The period of performance will begin no later than 60 calendar days after contract award up to one calendar year, with available option years. The scanner will include supporting equipment and software to provide the VANTHCS Nuclear Medicine Service a like system which will provide the same level of care our patients are presently receiving. It is agreed upon and understood that the vendor will provide appropriate staffing for the Mobile Unit to include Board Certified and trained PET/CT CNMTs. In addition, the vendor can provide additional support staff, if deemed necessary. All services shall be provided in accordance with the specifications, terms and conditions contained herein.

1. SERVICES:

Contractor shall provide staffing, and a vendor owned mobile PET/CT scanner (minimum features seen below) in a trailer that meets regulatory requirements and specifications. The vendor will provide transportation to and from the pre-determined locations and PACS Network connectivity/hook up. The entire offering of a PET/CT Mobile Trailer service shall meet all local, state, federal, industry, NHPP, NRC, Joint Commission NEC, NFPA, VA, OSHA, and other regulatory standards internal or external applicable to the VANTHCS.

The selected vendor is expected to provide specific services as follows:

· Mobile PET/CT must be operational NLT 90 days after contract award, pending completion of site prep work by VA when applicable for each location.

· Mobile PET/CT unit on site up to 5 days per week, not less than 2 days per week per clinical need, for an estimated 1 year (with possible additional option years).

· System manufacturer of the PET/CT must meet the minimum specifications (PET/CT System Requirements below).

· It is preferred vendor staff technologists familiar with DFW and outlying cities will operate the mobile PET/CT. It is required that the vendor provide documentation of staff certification and appropriate scanner applications training.

· Vendor technologists’ staff will utilize VANTHCS Nuclear Medicine Service imaging protocols while performing the exams.

· VA Nuclear Medicine Physicians will interpret the mobile PET/CT images.

· The Vendor will provide a minimum of one certified PET/CT Nuclear Medicine Technologist, on all clinical days in operation. In an instance, where the PET/CT technologist is unable to provide coverage, the vendor must provide suitable equivalent certified replacement/coverage. All technologist staff must be PET certified by the Nuclear Medicine Technology Certification Board and must be BLS certified (additional ACLS certification preferred) and appropriately trained on the equipment. All staff assigned to the contract must have documentation of completed background checks and required security and radiation safety training.

· The Vendor is responsible for transporting the unit to and from the determined locations.

· The Vendor is responsible for the maintenance of the unit by an OEM FSE, including all Preventative Maintenance (PM), and all Parts and Labor. After each service the OEM FSE must provide a vendor Engineering Service Report (ESR) to Biomed staff.

· It is preferred that VA contracted medical physicist(s) also be given access to perform appropriate physics testing as necessary to maintain consistency with VA owned equipment or review appropriate documentation of completed testing to ensure adequacy. At a minimum ACR standards must be maintained for all imaging equipment.

· All equipment must be properly maintained and tested in accordance with NRC/NHPP guidelines.

· Vendor must have a Reciprocal Agreement between the State of Texas and the NRC to use radioactive materials under their State License on any Federal or Federally-leased property.

· Vendor is responsible for posting Radioactive Material License (RAML) in mobile unit and providing a copy upon request to appropriate VANTHCS staff.

· The Vendor will be responsible for cleaning and infection control measures and will provide documentation as necessary to VANTHCS.

· System must be able to transfer image and data to multiple modalities including PACs, MIM, and Cedars (when applicable). OEM FSE will establish network and printer connectivity at the site in coordination with local IT/PACs staff. Verification of connectivity must be made prior to the start of patient procedures.

· Vendor will be responsible for deleting patient images on all owned devices after appropriate transfer and confirmation of receipt of such images.

· Vendor will be responsible for inputting/deleting VA network information, such as IP address and AE Title, each instance the coach is brought onsite and taken offsite.

· System scan protocols must be verified and validated by VA North Texas Staff Nuclear Medicine Physicians.

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

· Upon removal of equipment from the VA custody, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

· Vendor will order patient doses and is responsible for the receipt, use, storage, and disposal of all radioactive material IAW State and Federal regulations.

· It is preferred the Vendor make available PET PSMA and F18-FDG doses at the minimum for scheduled patients.

· It is preferred that vendor is able to supply specialty PET doses for patient use, including, but not limited to, Ga68 DOTATATE and F18 and Ga68 PSMA agents, F18 Beta-Amyloid. Vendors able to support Cardiac PET using Rb82, Ammonia, or F18-agent(s) are preferred.

Section A:

PET/CT Trailer

· Must provide industry-standard mobile unit; typical minimum size is 8’ 6’’ wide x 48’ long to accommodate full access inside trailer and around PET/CT scanner.

· Trailer must contain an ABA (Architectural Barriers Act) compliant Patient Injection Area.

· Hand washing sink.

· Must include HVAC system that meets manufacture requirements

· Handicapped accessible meeting all ADA guidelines.

· The PET/CT trailer shall provide the space sufficient for the monitoring of injected patients and conducting CPR and code, if needed. Adequate radiation shielding and security measures are requisite.

Section B:

PET/CT Scanner

With Minimum Features:

· Siemens Trinion or GE 5-ring MI PET/CT Scanner to best match current digital system(s) in use at VA North Texas Health Care System [specifications described below]

· Must have LYSO crystal-based technology and minimum 64 slice (128 slice preferred) CTAC. Time of flight scanning with a timing resolution less than 600ps is requisite.

· QSuite or equivalent package

· QClear iterative reconstruction or equivalent technology

· QCORE Power upgrade when applicable or equivalent upgrade

· 2M Scan Range preferred

· Most current software level per vendor; studies to be read on MIM software

· Windows 7 or later version (Windows XP not acceptable)

· Metal Artifact Reduction preferred

· SnapShot imaging or equivalent package

· Q Static or equivalent package

· Motion Compensation Technology

· Advanced Scan tools for:

· Cardiac processing to include Myocardial blood flow and quantitation

· Cardiac Ca++ scoring

· Oncology

· Neuro

· PET Bone Imaging

· Low Dose CT Lung Screening

· Post-processing

· High Resolution LCD Monitor

· DICOM Workflow Management

· IHE Schedule Workflow

· Physiological Synchronization

· DVD read/write device

· DICOM Store/Query/Retrieve

· ACR Accredited system Section C:

Service Locations

· The Mobile PET/CT unit’s base location will be at the Fort Worth VA Outpatient Clinic.

Fort Worth VA Outpatient Clinic 2201 SE Loop 820 Fort Worth, TX 76119

· Additional scanning sites include:

Sam Rayburn Memorial Veterans Center 1201 E. 9th St.

Bonham, TX 75418 Tyler VA Primary Care Clinic 7916 S. Broadway Ave.

Tyler, TX 75703

Dallas VA Medical Center 4500 S. Lancaster Rd.

Dallas, TX 75216

· Additional VA sites to be determined based on infrastructure availability and patient demand. It is highly preferred vendor provide staff familiar with DFW metroplex and surrounding cities.

2. DEFINITIONS/ACRONYMS:

A. Biomedical Engineering - Supervisor or designee, Phone Number (210-617-5300 x15114).

B. CO - Contracting Officer.

C. COR - Contracting Officer's Technical Representative.

D. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or operative conditions. Service shall consist of calibration and testing in accordance with the manufacturer’s latest established service procedures to ensure operation of equipment within manufacturers or VA’s performance specifications, whichever is the most rigorous. PM includes cleaning, inspecting lubricating and testing all equipment. All equipment shall be operated at least one complete operating cycle at the end of each PM.

E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VA Hospital premises.

F. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

G. Acceptance Signature - VA employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR.

H. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR.

I. NFPA - National Fire Protection Association.

J. CDRH - Center for Devices and Radiological Health.

K. VA - Department of Veterans Affairs.

L. OEM - Original Equipment Manufacturer

3. GOVERNMENT FURNISHED UTILITIES/SERVICES:

a. The Government will provide the following utilities/services to the Contractor if required for the operation of the mobile PET/CT unit.

1. Electricity*

2. Telephone Line(s) **

3. Data Port

* In accordance to the Original Equipment Manufacturers’ (OEM) electrical specifications.

** Use of telephone extension while mobile unit is on site to permit the unit to make and receive telephone call and to facilitate the movement of patients to and from the unit.

b. The professional component of the PET/CT exams will be provided by VA Nuclear Medicine Physicians.

c. VA staff will be responsible for scheduling the patients for the mobile unit. The patient schedule will be provided to the Mobile Unit staff a minimum of 24 hours in advance. It is expected that Vendor staff will provide patient reminder calls and prep instructions.

d. Contractor will utilize Nuclear Medicine Information System (NMIS) for all appropriate operational processes.

4. PREVENTIVE MAINTENANCE (PM):

A. Contractor shall ensure that the system has current PMs performed by the OEM and is meeting the manufacturer’s specifications.

B. The contractor shall furnish documentation, including all measurement and calibration data to certify that the system is performing in accordance with the performance specifications.

5. EMERGENCY MAINTENANCE:

The contractor will maintain that a greater than 95% uptime of the system is met and that there are provisions for emergency service during normal business hours. All maintenance will be performed by a contract agreement with the OEM.

6. PARTS:

The contractor shall furnish and replace all parts at no cost to the Government. The contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied shall be OEM and fully compatible with existing equipment. The contract shall include all parts with the exception of consumable or expendable items. The contractor shall use new or rebuilt parts. Used parts, those removed from another system, shall not be installed without approval by Biomedical Engineering and/or VA North Texas Medical Physicist.

7. REPORTING REQUIREMENTS:

The contractor shall contact Biomedical Engineering prior to performance of work under this contract. This check-in is mandatory and can be accomplished in person or by phone contact. When the service(s) is/are completed, the FSE shall document the services rendered on a legible ESR(s).

9. ADDITIONAL CHARGES:

There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts.

10. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:

The Contractor shall immediately, but no later than 24 consecutive hours after discovery, notify VA North Texas HCS of the existence or the development of any defects in, or repairs required to be scheduled. Documentation of repair and physics evaluation is required.

11. CONDITION OF EQUIPMENT:

The vendor will provide equipment that at a minimum meets ACR standards and requirements.

12. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

A. Each respondent must have an established business with “fully qualified” FSE who is familiar with the equipment identified in Section B.

B. “Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a formalized training program, for the equipment identified in Section B. For field experience, the FSE(s) shall have a minimum of one year of experience, with respect to scheduled and unscheduled preventive and remedial maintenance on equipment identified in Section B.

C. The FSE(s) shall be authorized by the contractor to perform the maintenance services as required. All work shall be performed by "Fully Qualified" competent FSEs. The contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for the make and model of the equipment leased to the VA North Texas. The CO may authenticate the training requirements, request copies of training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VA North Texas equipment. The CO and/or the COR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the VA North Texas leased equipment.

13. TEST EQUIPMENT:

Prior to commencement of work on this contract, the contractor shall make available, if requested, a copy of the current calibration certification of all test equipment that is to be used by the contractor in performing work under the contract. This certification shall also be provided on a periodic basis when requested by the VA North TX. Test equipment calibration shall be traceable to a national standard.

14. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD:

The contractor shall comply with the Federal/Texas OSHA Bloodborne Pathogens Standard. The contractor shall:

a. Have methods by which all employees are educated as to risks associated with bloodborne pathogens.

b. Have policies and procedures that reduce the risk of employee exposure to bloodborne pathogens.

c. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens.

d. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract.

1. If this is an Service your business can provide, please respond to this Sources Sought Notice by 11:00 AM Central Time on July 14, 2025.

1. The intent of this notice is to establish sources to define the procurement strategy (e.g., set- aside, sole source, unrestricted) for a solicitation that VA intends to post soon. Interested Contractors are requested to respond in accordance with the following:

1. If you have an existing GSA or VA, Federal Supply Schedule contract, include the contract details in your response.

1. Please note that VA is particularly interested in determining the availability of Small Business that can provide this service.

1. Vendors are requested to submit estimated market research pricing with their responses. The estimated pricing will be considered when determining the procurement strategy for the future solicitation. (e.g., if the CO determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside).

1. Responses shall include:

1. Business Name

1. Business Address

1. Point of Contact

2. Name

2. Phone Number

2. E-mail Address

1. SAM UID Number

1. Currently registered in SAM (Yes or No). If Yes, provide expiration date.

1. NAICS code

1. Business Size: Small or Large

1. Type of Business: Service-Disabled Veteran Owned (SDVOSB), Veteran Owned (VOSB), 8(a), HUBZone, Woman-Owned (WOSB), etc.

1. GSA or VA FSS Contract Number, if applicable

1. Current fleet size

1. The contractor shall provide Emergent, non-emergent Advanced Life Support (ALS), and Critical Care Transport (CCT) Tier 1, 2, and 3 ambulance services on an as-needed basis in accordance with all federal, state, and local regulations.

All businesses eligible to provide this service are encouraged to reply as this information may be used to determine potential set-asides for the above-noted requirement.

1. Send responses to both the Contract Specialist and the Contracting Officer.

Contracting Officer: Mr. Rafael Rodriguez at

Rafael.Rodriguez2@va.gov

Responses in the email subject line shall state: 36C25725Q0721, Sources Sought Notice DISCLAIMER: This notice is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this notice Page 1 of Page 1 of Page 1 of

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