Previous Solicitation Q and A.pdf

Previous Solicitation Questions from Contractors and Answers

1. The PWS references construction of an enclosed shelter approximately 10’ × 20’ connecting the MRI coach to the existing MRI walkway. Could the Government clarify whether this structure is expected to be a temporary modular enclosure provided by the contractor, or if the Minneapolis VA Engineering Department will provide an existing connection point or structure for the MRI coach?

A: The temporary walkway will be the responsibility of the contractor to construct in accordance with the International Building Code (IBC) Chapter 31 for Temporary Structures (https://codes.iccsafe.org/content/IBC2021P1/chapter-31-special-construction#IBC2021P1_Ch31_Sec3103) and the State of Minnesota codes (https://www.revisor.mn.gov/index/rule/topic/state_building_code?year=null)

2. The PWS references a detachable MRI gantry table for safe transfer of non-ambulatory patients. Will the Government accept MRI systems that provide equivalent patient transfer capability (such as dockable patient tables or compatibility with standard patient transfer boards or stretchers)?

A: A detachable MRI gantry table (aka a dockable patient table) is a requirement for this solicitation. This is especially important in mobile unit as we are operating in a limited space and emergency code responses happen in Zone 2 of that area.

3. The PWS references specific coil configurations associated with Siemens RF Tim architecture. For systems proposed under the “or equal” provision, will manufacturer-equivalent coil configurations that support the same clinical imaging applications be acceptable?

A: As long as the channel configuration (i.e. # of channels of coils) remains the same or similar then they will be acceptable.

4. The PWS references a service response call-back within 30 minutes. Could the Government confirm whether a 24/7 technical support center with remote diagnostics and rapid field service response would meet the intent of this requirement?

A: Yes, having a 24/7 technical support center meets this requirement.

5. We will provide a quotation based on MRI software with newest technology available at time of proposal submission,.. vs time of award. Is that acceptable?

A: Yes, this is acceptable.

https://codes.iccsafe.org/content/IBC2021P1/chapter-31-special-construction#IBC2021P1_Ch31_Sec3103 https://codes.iccsafe.org/content/IBC2021P1/chapter-31-special-construction#IBC2021P1_Ch31_Sec3103 https://www.revisor.mn.gov/index/rule/topic/state_building_code?year=null

6. What are the criteria for the connecting corridor?

A: The contractor shall be responsible for constructing in accordance with the International Building Code (IBC) Chapter 31 for Temporary Structures and the State of Minnesota codes.

a. Lighting: Will be installed by VA personnel.

b. HVAC/ventilation: No HVAC/ventilation is required to be installed.

c. Fire protection: Contractor is to construct the structure using fire retardant lumber. Any other fire protection measures will be assessed by VA personnel.

d. Fire alarms-connected to the main hospital: Not required at this time, any other fire protection measures will be assessed by VA personnel.

e. What snow load, What wind speed: Contractor shall refer to MN building codes to determine snow load and wind speed standards.

f. Insulated walls to what ambient temperature: There is no specific ambient temperature that must be maintained in the structure. Contractor is to insulate the walkway using standard insulation with R60 rating.

g. Floor surface description: Concrete sidewalk with possibility of asphalt roadway in the event the trailer needs to extend onto roadway area.

h. Need the actual drawings for the "existing Mpls VA MRI walkway", especially floor height: Structure dimensions are approximately 10 ft (length) x 20 ft (width) x 15 ft (height), actual drawings unavailable.

i. Windows and or egress emergency exits: Due to the size of this structure no windows or additional egress exits are anticipated to be required. Emergency exits will be through the entrance from the Minneapolis VAMC and the emergency exit on the MRI trailer.

j. Electrical outlets or internal power distribution: No outlets or power distribution required.

7. What is the VA EE number?

A: This is an internal number assigned to VA property which is to be included on the Field Service Report (FSR) upon completion of any service. This code will be assigned the trailer upon delivery to the Minneapolis VAMC.

8. Are you going to exclude an offeror's company if it does not have specific past performance, in order to provide the letters?

A: No, an offeror will not be excluded however, in accordance with FAR Clause 52.212-2: Evaluation: The past performance evaluation will assess the relative risks associated with a quoter’s likelihood of success in fulfilling the solicitation’s requirements as indicated by the quoter’s record of past performance. Therefore, if an offeror does not provide information as requested it may result in the offeror being assigned additional risk.

9. ADA compliant dressing room specifies "hard walls and locking door", are those two a requirement?

A: It is our understanding that an ADA compliant dressing room does not require hard walls and a locking door. It does require a dressing area that accommodates a wheelchair with a curtain for patient privacy and therefore any trailer provided must meet these minimum requirements. If a trailer is provided that has hard walls and a locking door, that is acceptable, however this hard wall dressing room must accommodate a wheelchair if there is not another dressing area available that is ADA compliant.

10. Does the Architect need to be licensed in the state of Minnesota?

A: The Office of Healthcare Environment (OHE) within the VHA sets forth specific requirements for design and construction in healthcare environments, which include guidelines for the professional qualifications of architects. According to OHE policies, architects must be licensed in the jurisdiction where the project is located. This requirement ensures adherence to local building codes, regulations, and standards of professional practice.

11. Do the summited drawings need to be stamped by a certified Architect?

A: Yes, according to VHA policy and the guidelines set forth by the Office of Healthcare Environment (OHE), all drawings submitted for VHA projects typically need to be stamped and signed by a certified (licensed) architect. This ensures that the designs meet professional standards and comply with state and local regulations.

12. How much time will be needed for review by the VA hospital before approval will be given to proceed with bid process and construction of the walkway?

A: An expedited review by Facilities Engineering will be completed. We estimate that we can have prelim drawings reviewed for approval within 5 business days. The SOW will be adjusted to provide additional time for the walkway to be constructed.

13. How is the COR or designed representative qualified to know if an engineer is “Fully Qualified”?

A: Refer to the solicitation for how a technician is determined to be Fully Qualified.

14. Do you require the name, location, and telephone number of the office where service calls are to be placed at time of bid submission?

A: Specific information is not required to be provided at the time of bid submission however, as found in the solicitation, the offeror is to provide a preventative maintenance plan, to include emergency support, that will be used during the year.

15. Will the contractor or the VAMC be responsible for providing MRI technologist?

A: The VA will provide MRI Technologist support for the trailer.

16. Preventive maintenance for the HVAC & Chiller which is performed outside may be difficult to perform after hours, specifically in the winter. Can the HVAC & Chiller PM’s be performed during the day for technician safety?

A: Yes. Periodic maintenance can be scheduled in advance, and no MRI patients would be scheduled during the period of time to do the PM.

17. The SOW requests a Siemens product which is manufactured in Germany. Also, this is only a lease and not a purchase. How should we complete this certificate?

A: The solicitation requests a brand name or equal procurement. Leases of equipment are treated as supply purchases and therefore need to comply with the Buy American Act. This act does not preclude offering supplies of a foreign manufacturer but rather provides preference to US made products. An offeror may quote using whatever equipment they deem meets the requirements set within the solicitation. The offerors shall note that any foreign made equipment will be assessed in accordance with FAR 25.5: Evaluating Foreign Offers – Supply Contracts. Offerors are to fill out 52.225-2: Buy American Certificate in accordance with the instructions found within the clause. It is requested that offerors providing equipment made in the US to also fill out the certificate to indicate the equipment being provided is US made.

18. Are the names and contact information for our FSE’s required with the proposal, or after award?

A: No, information regarding your FSE will only be required from the winning offeror prior to execution of any service or at the request of the COR.

19. When is the list of contractor employees expected to enter the building due? In proposal or after award?

A: List of contractor employees are only needed from the winning offeror after award in order to complete any credentialing requirements.

20. What are the working hours of the COR and assistant CORs and as well as the Bio- Med, so that the FSE can report before and after service?

A: This information will be provided to the winning offeror after contract award and upon request.

21. The contractor will provide a plan for repairs of the MRI trailer. Is that due with the proposal or after the award?

A: As found in the solicitation, the offeror is to provide a preventative maintenance plan, to include emergency support, that will be used during the year with their offer.

22. It states in the solicitation that” All work shall be performed by "Fully Qualified" competent FSE's. The COR and/or designated representative specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment”.

a) Under what circumstances would this be enforced?

A: There are multiple reasons why this may be enforced, the following are some examples, FSE not Fully Qualified, FSE behaving in a manner inconsistent with VA policies, etc.

b) What criteria is the COR using to evaluate the competence of the FSE?

A: See question 13.

c) Would this not hurt our ability to carry out the work that needs to be done in a timely manner?

A: It shouldn’t if the offeror provides Fully Qualified FSEs and instruct them to act in a manner consistent with VA policies.

d) If COR does make that determination, please notify the Contractor, so we can coordinate that action, and minimize impact on scanning.

A: We will notify the contract winner immediately upon any issue with offeror personnel.

23. Would the Minneapolis VA Health Care System consider an RF TIM configuration of [204×24] as an acceptable alternative?

A: No, we require to keep a 204 x 48 or 204 x 64 receiver channel number. This determines the number of partial images acquired affecting the scan via Signal to Noise. We want to keep quality of images as close to our current output.

24. Will the VA accept an alternative platform (e.g., GE, Philips, Canon) provided it meets all magnet, bore, gradient, coil, and software specifications outlined in the

SOW?

A: Yes, the Minneapolis VA will accept any equal manufacturer as long as it meets or exceeds the requirements in the SOW.

25. Can the VA confirm the exact dimensions and clearances available at the trailer parking location, including any overhead utility line restrictions, to ensure proper trailer delivery and placement?

A: Approximate dimensions are 14 ft. x 50 ft. but may be longer. A double wide trailer has been provided in the past and would fit in this area. It is recommended that offerors not provide a triple wide trailer due to possible impediments to the fire lane adjacent to the trailer location.

26. Will the VA provide an estimated timeline for completing the CAT 5/6a network drops, VPN configuration, and PACS/EHR connectivity setup on the Government's side prior to go-live, so the contractor can coordinate accordingly?

A: Much of the required connections are already in place from previous trailer usage. Any additional connections, set-up will be coordinated upon contract award to ensure trailer is operational as soon as possible upon delivery. Coordination meetings will be held with the winning offeror after contract award to ensure trailer becomes fully operational with minimal delays, if any.

27. Can the Government provide the approximate percentage of patients requiring wide-bore accommodation (e.g., bariatric, limited mobility, or positioning constraints), as well as any data on incomplete scans related to patient size or comfort?

A: Current standard bore size is 70 cm- it is what the government currently has and is the size adequate to fit most patients. There is no data on bariatric patients as we attempt patient and if they fit comfortably exam will proceed and if not, most patient do not even start the exam. Limited mobility is a case by case- most veterans are of geriatric age and it can vary. 85-95% of incomplete scans attribute to pain, claustrophobia, or voluntary patient bail out, not from patient comfort of the physical bore itself.

28. Can the Government provide insight into the prevalence of patients with claustrophobia, anxiety, or PTSD, and whether scan duration or time in bore is a contributing factor to incomplete or terminated exams?

A: Government is at 2% or less on terminated exams due to claustrophobia, anxiety or PTSD. Physical spec of magnet does not contribute to incomplete scans/terminated exams. However, we would like to maintain this low number with the standard 70cm bore; as this can be a triggering factor.

29. Can the Government provide current MRI volume, any existing backlog, and desired throughput improvements for the mobile unit?

A: Current MR volume: In 2025, we had 11,921 orders (+ on average 200 monthly orders going straight to Care in Community directly), while only having capacity to complete 7,109. That’s roughly a 60+% difference as a backlog. This MRI is to supplement an MRI that will not be operational for 2-3 months due to construction in the main hospital. Therefore, the backlog number is expected to increase while main hospital MRI is under construction. The desired output is to stay afloat current numbers during construction months and help decrease the 60+% gap after construction, if option years are exercised.

30. Can the Government provide the approximate percentage of advanced imaging studies (e.g., neuro, vascular, oncology, or metal artifact reduction cases) and confirm the importance of higher-performance gradient capabilities to support these exams?

A: 80% of imaging completed at this facility is advanced imaging. Neuro, Vascular, Oncology, Body, and MSK. Given that the patient population is geriatrics we scan a large number of patients that require metal reduction as many have joint replacement/ orthopedic hardware. This facility has an extensive HCC liver program that requires continuity of care and quality where our exams are utilized for provider conferences/boards.

31. Can the Government confirm that all MRI technologists and daily scanning operations will be performed by VA personnel, and that the contractor is not required to provide on-site clinical staff?

A: The VA will provide MRI technologists through internal or supplemental personnel support avenues, the contractor is not required to provide on-site clinical staff outside of initial training and maintenance services.

32. Is the contractor required to provide any on-site personnel beyond installation, training, and maintenance support?

A: No, see question 31.

33. Beyond the required initial training period, does the Government expect ongoing applications support (e.g., protocol optimization, clinical workflow support)?

A: No additional application support past the training period expected at this time.

34. Can the enclosure frame be directly connected to the existing concrete, with the contractor responsible for repair upon demobilization?

A: Yes, the enclosure (aka. walkway) can be directly connected to the existing concrete. The SOW details what is required of the contractor to the enclosure upon contract conclusion.

35. There appears to be existing damage to sidewalks and façade areas. Will these be repaired by the Government prior to contract start?

A: There are no plans currently to repair this area. If the damage impairs the ability of the contractor to construct the enclosure or emplace the trailer it will be addressed upon contract award.

36. Can the enclosure be attached to the building façade similar to the previous install?

A: Yes, it is preferred that the enclosure is installed in a similar fashion with the enclosure roof line attaching to the building façade above the vents (approximately 15 feet in height) on the side of the building (VA Engineering will cover these vents upon enclosure completion) and angled down to attach to the MRI trailer. This provides an added benefit of snow not being able to remain on the roof of the enclosure.

37. At the connection point between the enclosure and existing structure, should this be an open connection or include doors?

A: The enclosure shall be attached to the façade of the building with an open connection. At the point between the enclosure and the existing structure and trailer the contractor should install a non-permeable barrier to restrict water and wind from entering the enclosure.

38. Will the contractor be responsible for permitting and inspections related to enclosure construction, or will this be handled by the Government?

A: The contractor shall be responsible for permitting and inspections, if any, in accordance with the IBC and Minnesota Building Code.

39. Can the Government confirm that existing electrical infrastructure meets the full load requirements of a 1.5T mobile MRI system?

A: A 1.5 T double wide mobile MRI system was previously hooked into the electrical infrastructure at this location without issues. If an offeror provides a unit with a larger electrical draw than this the specifications for the electrical draw should be included in the bid documents in order for proper evaluation.

40. Can the Government provide electrical specifications at the site (available capacity, voltage, connection type)?

A: There is an existing shore power disconnect. This is served by our EDP 1L1, CKTs 1, 3, 5 panel. Served from a 250 Amp breaker (see image attached: Electrical Connection 3). The connection type is a cannon plug.

41. Will the MRI trailer require anchoring or strapping, and are there site-specific requirements for this?

A: There are no specific VA requirements, offerors should refer to manufacturer specifications and emplace trailer as required.

42. Will the MRI trailer require skirting on all sides, and if so, are there material or design requirements?

A: There are no specific material or design requirements but the VA would prefer insulated skirting to protect against weather infiltrating the enclosure.

43. Are there any site preparation responsibilities assigned to the contractor, such as grading, snow removal, or ongoing exterior maintenance?

A: Contractor will be responsible for proper blocking of the trailer to maintain a level operating conditions in the trailer and safety requirements. Contractor will not be responsible for snow removal. Contractor will be responsible for any exterior maintenance to ensure proper operation of the equipment and to maintain the aesthetic appearance of the trailer itself.

44. Does the Government require exterior lighting for the MRI trailer during nighttime operations?

A: No, exterior lighting is not required.

45. Does the facility require any branding or badging on the exterior of the MRI trailer?

A: No, branding or badging is not required.

46. Can the Government clarify how MRI system uptime will be measured and what remedies or penalties may apply if uptime thresholds are not met?

A: Uptime will be measured by proper operation of the system in accordance with manufacturer specifications with full access to all applications and system capabilities. Repairs taking longer than 72 hours may result in negative performance evaluation, equitable price reduction, and possible termination of the contract.

47. In the event of extended system downtime, does the Government require the contractor to provide a replacement unit or alternative scanning solution?

A: In the event of extended system downtime, the contractor shall make all attempts to fix the issue quickly or replace the system at no additional cost to the Government. Repairs taking longer than 72 hours may result in negative performance evaluation, equitable price reduction, and possible termination of the contract.

48. What are the expectations for ongoing remote support and troubleshooting beyond scheduled maintenance?

A: Refer to the SOW in the solicitation.

49. Are there any restrictions on delivery, installation, or construction hours that may impact scheduling?

A: The winning offeror shall coordinate delivery with the facility’s engineering department and VA Police through the contract COR. Delivery of the trailer shall occur during normal business hours (7:00 AM-4:00 PM, Mon-Fri). Enclosure construction can occur during normal business hours.

50. Can the Government clarify roles and responsibilities for PACS/EHR integration, including whether VA IT will manage interface configuration, cybersecurity approvals, and network validation?

A: Greater clarity will be provided the winning offeror, but the VA will assist with configuration, cybersecurity approvals, and network validation in order to get the trailer operational as soon as possible. Additionally, per the SOW, the contractor’s mobile scanner system must be able to connect to the VA commercial PACS system and Electronic Health Record network and must be able to transmit all images to both systems with HL7 and DICOM imaging standard compatibility. Minneapolis VA Health Care System will be responsible for providing electrical and network connections, network connection software, and hardware connections. The Government will provide the connection required for the transmission of images, data and voice. MVAHCS will provide cabling for three (3) voice and three (3) data connections to mobile MRI trailer with weatherproof RJ-45 connectors.

51. How many continuous days of Applications Training and Protocol setup will be needed to train your MRI Technologists to operate the MRI? We suggest that the Applications Trainer work with your three most experienced Technologists and allow them to train the other Technologists. This allowed the three most experienced technologist to be able to absorb the most knowledge.

A: Up to 4 days of training will be required for up to 3 individuals utilizing a train-the-trainer teaching session. Days of training may be reduced depending on the brand/model being provided.

52. Will the closed shelter remain at the facility after the termination of the rental?

A: The contractor will be responsible for removing the portion of the walkway which attaches directly to the trailer. Contractor should price the removal of the walkway from their trailer into their bid pricing. Additionally, the contractor may be asked to enclose the walkway after the trailer is removed. Additional costs associated with the possible enclosure will be executed through a supplemental agreement between both parties. Costs associated with enclosing the walkway should not be included in bid pricing.

53. Can you provide the incumbent and the contract price?

A: Previous contractor providing these services was SALVADORINI CONSULTING LLC with a total contract price, including options, of $2,745,240.00. Please note that services provided under this contract are different than what is included in the current solicitation. Additional information regarding this past contract cannot be provided.