Attachment A - Statement of Work.docx

STATEMENT OF WORK

Mobile MRI & CT Trailer Rental:

The contractor shall provide the VA Tucson Medical Center a brand name or equal Mobile Magnetic Resonance Imaging (MRI) and Mobile Computed Tomography (CT) trailer rental for a 1-year period of performance from April 01, 2023 – March 31, 2024.

BASICS

B1. Requirements:

The contractor will provide a mobile trailer, handicap-accessible with a patient lift, including (brand-name or equal) one Mobile Siemens Aera 1.5T MRI & one Mobile Siemens Flash 256 Slice CT.

*See (Attachment B) for the Salient Characteristics of the required Mobile MRI & Mobile CT*

1. Specifications (Mobile MRI & Mobile CT)

1.1 General Requirements (Mobile Unit):

a. The MRI unit will be available for patient exams five (5) days per week, excluding Federal Holidays, i.e., New Year’s Day, Martin Luther King, Jr’s. Birthday, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas, and any other days specifically declared by the President of the United States to be national holidays.

b. The equipment is to be used for federal government contract work only.

c. Contractor will be solely responsible for all driver-staffing issues related to the mobile Unit.

d. Contractor will perform arrival, set-up, take-down, and departure of mobile MRI at contract end.

e. Contractor will provide a mobile MRI that operates full days (7 AM-5 PM M-F).

f. Contractor will be solely responsible for any staffing related to the maintenance and operation of the mobile unit.

g. Unit shall operate on Volts, 3 Phase, 150 Amps using a 5-wire system. Mobile MRI shall have a minimum length of 50-foot cable with a male connector. If a generator is provided on the unit, it must be permitted by the Air Pollution Control District in accordance with all local and state requirements.

h. Mobile Unit must Comply with VA Directive 1105.05 to have a separate Zone II changing and screening room on the mobile.

i. The unit shall be self-supporting and have a rear stabilizer stand and adjustable jack legs in front to accommodate leveling on a site that is flat but on a slight sloped grade.

j. Access to sides and underside of unit must be restricted.

k. Designs to include:

-MR Safety Zones -Patient flow -Controlled access doorways -Location of ferromagnetic detector -Location of dressing room(s)

1.2 Mobile Unit Equipment:

a. The Contractor shall be responsible for all maintenance, upgrades, updates, and servicing of Contractor-owned equipment during the contract period.

b. All responsibilities will be scheduled and coordinated to be performed after business hours with the VA POC.

c. The unit will be equipped with a hydraulic lift to accommodate a wheelchair or to accommodate a stretcher and the person transporting the patient.

d. Telephone and Data interface - Mobile MRI unit will have 2 telephone and 2 data hookups to interface with the facility’s telephone and IT and PACS systems.

e. Confirmed regular and emergency communication from the trailer to radiology and the emergency response team.

f. Patient Digital Video and Audio Entertainment System:

The Mobile MRI Trailer shall contain the following minimum Patient Digital Video and Audio Entertainment System features/functions to help mitigate the claustrophobic effects of the MRI Bore:

· Entertainment Video.

· Digital Video Goggles to view DVD or Broadcast TV during MRI scan.

· High-fidelity digital audio headset for patient to listen to audio channels to include DVD, TV (if provided by VA), Internet Radio (if provided by VA), or other external audio sources.

· Camera at MRI Technologist station so 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 Technologists’ station speaker.

· Capability to play and offer the patient FM Radio, Internet Radio (if provided by VA), MP3, DVD, or Digital Broadcast TV (if provided by VA), Connections for CD, iPad, iPod, or other audio sources.

· S-Video and RCA (White, Red, Yellow) audio/video in-ports.

1.3 Utilities and Government Furnished Materials provided by the VA:

a. Fiber reinforced concrete pad

b. Power outlet located approximately 25 feet from the pad. Power requirements 480 volts, 3 phase, 150 amps, 112 kVA Russel Stohl connector

c. Water for MRI unit, and sewer drain.

d. Two (2) telephone line terminals located near the 480v power outlet

e. One computer terminal with VA Radiology PACS network access

f. Telephone instruments for the mobile unit

g. Restroom facilities within a reasonable walking distance

h. All supplies, including basic consumables and linens, required to perform the MRI examinations, contrast material and supplies.

Emergency crash cart with special oxygen tanks and regulators One MRI safe stretcher One MRI safe wheelchair will be provided by the VA All cleaning supplies All PPE required by COVID 19- Masks, hand sanitized, Digital Temperature gauge.

1.4 Supplies:

a. The Contractor will be responsible for providing all necessary cryogen.

2. Special Requirements:

2.1 Resources:

a. The resources specified in this contract may be changed only by written modification by the assigned VISN 22 VA Contracting Officer.

b. The requirements to be performed by the Contractor will be under the direction of the Chief, Radiology Service, VA Tucson.

2.2 Term of Contract:

a. The contract will be effective for a one (1) year Period of Performance starting April 01, 2023 – March 31, 2023.

2.3 Study Quality:

The Contractor will provide the VA a study-quality standard that reflects the quality of the studies the provider is prepared to insure will be maintained throughout the duration of the contract. Examples of most, if not all, study types to be performed will be included in the study-quality standard and maintained on the MRI hard drive system. All protocols will be entered and tested. Reading radiologists will confirm protocols, and request modifications as necessary.

2.4 Quality Control:

The Contractor will have a documented quality assurance program and provide a copy of quality assurance documents with the offer. The program will comply with all relevant TJC and HIPPA standards. The Contractor will have readily available several phantoms that can be used to determine MRI parameters. Phantom studies will be conducted as needed to test and ensure study quality.

2.5 Site Maintenance:

The VA will be responsible for the maintenance of a concrete pad appropriate for the support and location of the mobile units. The VA will be responsible for the maintenance of connectivity ports appropriate for linking the mobile units to power, computer network, and local-access phone/modem/fax as needed. The telephone technology will include one line dedicated to direct access to the code emergency response line in the VA Clinic. The emergency phone line must be a dedicated sole-use line. The VA will be responsible for connectivity from within the VA Clinic to connectivity ports located outside the VA Clinic facility at the site of the pad. The Contractor will be responsible for connectivity from within the mobile units to the connectivity ports of the VA Clinic.

One phone line will have access to long distance for reporting concerns and issues to the contractor 24/7/365 service line.

2.6 Pre-operation Contractor/ Tests of Mobile Units:

The Contractor and VA personnel will conduct tests of the mobile units when they are first located. The tests will be performed to ensure the units are working properly, to insure all needed/desired connectivity’s are functioning properly, and to ensure functionality is such that the conditions of this contract are met prior to the date of the award. All MRI protocols will be entered and tested with images sent to reading radiologists for confirmation.

2.7 Servicing Mobile Unit and Equipment:

The Contractor will, throughout the period of the contract, provide service persons, and parts for the mobile units. This will include service on the MRI and CT, and on any peripherals required to insure connectivity to the VA Radiology Service PACS. No routine maintenance will be scheduled or performed such that it conflicts with the imaging schedules of the mobile MRI. No maintenance will be scheduled or performed during scheduled scanning hours except to address emergency failures of the mobile units. Service response time to emergency failures should be within two hours.

2.8 Medical Records:

The VA will own solely the data/images of the examinations and studies performed on the mobile unit.

2.9 Quality and Contract Monitoring:

a. The Contractor will be monitored through a variety of mechanisms appropriate to VA regulations and policies.

b. The VA POC will be responsible for monitoring the performance under this contract.

3. Payment:

3.1 The Contractor will be paid monthly, in arrears, upon receipt of a properly prepared invoice.

3.2 The Contractor shall submit all invoices to:

https://www.tungsten-network.com/customer-campaigns/veteransaffairs/

4. Administration of Contract:

The Contractor shall contact the Contracting Officer on all matters pertaining to the administration of this contract. Only the Contracting Officer is authorized to make modifications that will affect the price, quantity, quality, or delivery terms of this contract.

6. Locations and Period of Performance:

6.1 The VA Tucson, including the Radiology Service is located at 3601 S. 6th Avenue, Tucson, AZ 85723

6.2 The mobile MRI and mobile CT Trailer are to be sited at: 3601 S. 6th Avenue, Tucson, AZ 85723

6.3 Period of Performance is for 1 year: April 01, 2023 – March 31, 2023

6.4 Hours of Operation:

The Radiology Department will provide patient service during the hours of operation Monday – Friday, 7:00 AM – 5:00 PM, and is subject to change depending on the government’s need.

The following Holidays will be observed:

Any other date specifically declared by the President of The United States to be a national holiday will also be observed.

VA INFORMATIONAL CUSTODIAL TERMS:

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

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

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

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

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

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

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

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

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

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

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

INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE:

SECURITY INCIDENT INVESTIGATION:

LIQUIDATED DAMAGES FOR DATA BREACH:

SECURITY CONTROLS COMPLIANCE TESTING:

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

(End of Statement of Work)