Combined Synopsis Mobile MRI Rental Base plus 4.docx

Combined Synopsis/Solicitation Notice

Mobile MRI Rental Base plus 4 Option Years

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs 501 Greene Street Hatcher Building-Ste 2

Augusta, GA 30901

POINT OF CONTACT*

Holly Bowling Holly.Bowling@va.gov

PLACE OF PERFORMANCE

Carl Vinson VAMC 1826 Veterans Blvd Dublin, GA 31021

DESCRIPTION Mobile MRI Rental Base plus 4 Option Years General Information

Contracting Office Address

VISN 07

Network Contracting Office 7 501 Greene St.

Augusta, GA 30901

Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an Open Market. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-06 effective December 30, 2022.

The associated North American Industrial Classification System (NAICS) code for this procurement is 621512| Diagnostic Imaging Centers, with a small business size standard of $19 million.

The FSC/PSC is Q522 | Medical- Radiology

All interested companies shall provide quotations for the following Mobile MRI Rental

Total Contract Price:

Place of Performance/Place of Delivery

Dublin, GA 31021

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors—Commercial Products and Commercial Services” (Nov 2021)

2. FAR 52.212-3, “Offeror Representations and Certifications—Commercial Products and Commercial Services” (May 2022) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.212-4 Contract Terms and Conditions–Commercial Items (NOV 2021)

· 52.204-13, System for Award Management Maintenance (OCT 2018)

· 852.212-70 Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020) The following subparagraphs of FAR 852.203-70 are applicable:

· 852.203-70, Commercial Advertising

· 852.212-71, Gray Market and Counterfeit Items

· 852.242-71, Administrative Contracting Officer

· FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders (Jan 2021) The following subparagraphs of FAR 52.212-5 are applicable:

52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT 2022) 52.219-28 Post Award Small Business Program Rerepresentation (NOV 2020) 52.222-3 Convict Labor (JUN 2003) 52.222-19 Child Labor--Cooperation with Authorities and Remedies (JAN 2020) 52.222-21 Prohibition of Segregated Facilities (APR 2015) 52.222-26 Equal Opportunity (SEP 2016) 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) 52.222-50 Combating Trafficking in Persons (OCT 2020) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) 52.225-1 Buy American-Free Trade Agreements-Israeli Trade Act (JAN 2021) Alternate I (JAN 2021) 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) 52.232-33 Payment by Electronic Funds Transfer – System for Award Management [OCT 2018] All quoters shall submit the following:

• Offer (pricing) for All Items Listed All quotes shall be sent to the Holly Bowling via email Holly.Bowling@va.gov.

Award will be based upon lowest priced, technically acceptable quote in accordance with the Simplified Acquisition Procedures of FAR 13.

BASIS FOR AWARD:

As this is a BRAND NAME OR EQUAL TO only requirement the award decision will be based solely on the price of all quotes received.

Once the Government determines there is/are a contractor(s) that can provide equipment that meet(s) the requirements of this request for quote, the Government reserves the right to communicate with only those contractors quoting the best-suited equipment and service to address any remaining issues.

Responses should contain your best terms, conditions.

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

52.212-1 INSTRUCTIONS TO QUOTERS—COMMERCIAL ITEMS

(a) North American Industry Classification System (NAICS) code and small business size standard are stated in the combined synopsis/solicitation.

(b) Submission of quotations. Submit quotations to the office specified in this solicitation at or before the exact time specified in this solicitation. Quotations may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotations must show-

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) “Remit to” address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3( b ) for those representations and certifications that the quoter shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(c) Period for acceptance of quotes. The quoters agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotations. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during testing.

(e) Late submissions

(1) Quoters are responsible for submitting quotations so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotations are due.

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotations is late and will not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quotation would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotations by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotations will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(f) Issuance of purchase order. Quotations should contain the quoter’s best technical and price terms. The Contracting Officer may reject any or all quotations. The Contracting Officer may issue a purchase order to other than the quoter with the lowest priced quotation. After the evaluation of quotations, the Contracting Officer may negotiate final terms with one or more quoters of the Government’s choice before issuing any purchase order. The Contracting Officer will not negotiate with any quoters other than those of the Government’s choice and will not use the formal source selection procedures described in FAR part 15.

(g) Multiple purchase orders. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the Schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.

(h) Availability of requirements documents cited in the solicitation.

(1) (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service Specifications Section Suite 8100 470 East L’Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925 Facsimile (202) 619-8978

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:

(i) ASSIST (https://assist.dla.mil/online/start/).

(ii) Quick Search (http://quicksearch.dla.mil/).

(iii) ASSISTdocs.com (http://assistdocs.com).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by-

(i) Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(i) Data Universal Numbering System (DUNS) Number. (Applies to all quotations exceeding the Micro-Purchase Threshold (MPT), and quotations of MPT or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database.) The quoter shall enter, in the block with its name and address on the cover page of its quotation, the annotation “DUNS” or “DUNS+4” followed by the DUNS or DUNS+4 number that identifies the quoter’s name and address. The DUNS+4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the quoter to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the quoter does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. A quoter within the United States may contact Dun and Bradstreet by calling 1-866-705-5711 or via the internet at http://fedgov.dnb.com/webform. A quoter located outside the United States must contact the local Dun and Bradstreet office for a DUNS number. The quoter should indicate that it is a quoter for a Government contract when contacting the local Dun and Bradstreet office.

(j) [Reserved].

(k) Requests for information. The contracting officer will not notify unsuccessful quoters that responded to this solicitation. Quoters may request information on purchase order(s) resulting from this solicitation from the contracting officer.

Submission of your response shall be received not later than May 30, 2025 @ 12:00 PM EST. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). All offers shall be emailed to the Contract Specialist listed below no later than the date and time listed. Please ensure you title your quote with the solicitation number and name for ease of identity i.e. “36C24725Q0600” Mobile MRI Rental.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact Questions must be submitted NO LATER THAN May 23, 2025 @ 12:00 P.M. EST. Questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contract Specialist Holly.Bowling@va.gov. No phone call shall be accepted.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested.

This solicitation is issued as a BRAND NAME OR EQUAL TO RFQ.

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-03 effective February 23, 2024.

The associated North American Industrial Classification System (NAICS) code for this procurement is 621512| Diagnostic Imaging Centers, with a small business size standard of $19 million.

The FSC/PSC is Q522 | Medical- Radiology

All interested companies shall provide quotations for the following Mobile MRI Rental Base plus 4 Option Years

STATEMENT OF WORK – MOBILE MRI SERVICES

Mobile MRI scanner services are required by the Carl Vinson VA Medical Center (VAMC), Dublin, GA. Contractor shall furnish all personnel, equipment, materials, supplies, supervision, and equipment necessary to provide MRI scanner services as detailed in the schedule of Supplies/services and Price/cost, all in accordance with the Statement of Work, terms and conditions of this solicitation. Mobile MRI scanner shall be located at the VAMC, Dublin, GA. Mobile MRI scanner shall be outfitted with changing area and locker for patient use and a ramp or lifting device for non-walking patients

SPECIFICATIONS (MOBILE MRI):

1.1. The Contractor shall provide a mobile magnetic resonance imager (mobile MRI) to perform the following examinations:

1.1.1. Head (including brain, posterior fossa, temporomandibular Joint (TMJ), pituitary gland, and acoustic nerve)

1.1.2. Cervical spine (including spinal cord)

1.1.3. Thoracic spine (including spinal cord)

1.1.4. Lumbar spine (including spinal cord)

1.1.5. Spine

1.1.6. Extremities (multipurpose - Air Coils

1.1.7. Abdomen (single Air Anterior coil)

1.1.8. Pelvis (Prostate) Array Coil

1.2. Mobile Equipment:

1.2.1. The provider will deliver on each scan day a clean well-maintained state-of-the-art mobile MRI unit with a minimum or a 1.5 tesla magnet system with a 70cm wide short bore, in a 12 ft. long MRI trailer, designed to perform body, abdominal, neurological, vascular, and extremity and joint imaging. The provider will have available, at provider expense, surface coils for performance or all imaging studies. The provider will be responsible for maintenance of all connectivity cables from the unit to the fixed connectivity ports. The Dublin VAMC will provide well maintained fixed connectivity ports. The provider will be responsible for connecting and disconnecting power, phone, and network connections during each visit. The MRI acquisition environment will have a means of redundant backup of all patient data.

1.2.2. Communication with MRI workstation technology & Radiology service medical printers. The Dublin VAMC Radiology Service presently has Lexmark printers. The provider will ensure that all software and licenses necessary to have full Digital Imaging Communications in Medicine (DICOM) communication between the MRI workstation technology and Dublin VAMC Radiology service medical printers are acquired and installed.

1.2.3. Communication between MRI systems & Radiology service Picture Archiving and Communication System (PACS). Provider will ensure that a convenient and robust means of DICOM transfer of MRI studies to the VAMC Radiology Service PACS is operational. The provider will obtain and provide to VAMC any technology necessary to ensure that MRI studies can be conveniently read on the existing VAMC PACS display technology. Any peripherals that the VAMC does not have but that are needed to insure convenient and timely display of MRI studies in the Dublin VAMC Radiology service will be obtained by the provider, be installed, and maintained by the provider, and become the property of the VAMC. Such technology will be retained by the VAMC so that at future dates the archived studies can be reviewed. Each MRI study will be transferred to the VAMC PACS immediately following acquisition of the study so that it can, if necessary, be reviewed before the patient leaves the mobile MRI.

1.2.4. The equipment shall have the capabilities necessary to perform the following:

1.2.4.1. Dedicated imaging protocols for head and spine applications

1.2.4.2. Optimum water or fat selective excitation imaging, in multi-slice or 3D volume technique

1.2.4.3. Pre-pulses that achieve suppression of blood signal for optimum lumen visualization in vascular imaging

1.2.4.4. Dedicated imaging protocols for orthopedic applications

1.2.4.5. High quality imaging for assessment of lesions in all anatomical areas

1.2.4.6. Complete clinical studies that are selectable at a single touch

1.2.4.7. Performance of automatic planning method based on flexibility to choose three anatomical landmarks

1.2.4.8. Copying of all examination parameters from any previous scan to a new acquisition

1.2.4.9. Selection of image matrix sizes freely up to 1024 X 1024

1.2.4.10. Dynamic studies with all imaging methods allowing entire scans to be repeated multiple times

1.2.4.11. Manual start controlled from the gantry or operator’s console

1.2.4.12. Various motion and artifact reduction techniques

1.2.4.13. Spin echo

1.2.4.14. Fast field echo

1.2.4.15. Turbo field echo

1.2.4.16. Turbo spin echo

1.2.4.17. Echo planar imaging

1.2.4.18. Inversion recovery

1.2.4.19. Time of flight imaging

1.2.4.20. Phase contrast imaging

1.2.4.21. Quantitative flow studies

1.2.4.22. Imaging using 3D k-space shutter

1.2.4.23. Pre-pulses (pre-saturation, magnetization transfer contrast, fat saturation)

1.2.4.24. Movie for sequential display of up to 24 slices or dynamics/phases

1.2.4.25. Rapid T2 Weighted MR Imaging

1.2.4.26. The MRI shall be capable of performing 1mm thick scan images

1.3. Utilities and Government Furnished Materials:

1.3.1. Fiber reinforced concrete pad

1.3.2. Power outlet located approximately 25 feet from the pad [The contractor must provide the needed power requirements. An example of power requirements would be 480 volts, 3 phase, 150 amps, 112 kVA.]

1.3.3. Water for MRI unit, if needed

1.3.4. One (1) telephone line located near the power outlet

1.3.5. One computer terminal with Dublin VAMC Radiology PACS network access

1.3.6. Telephone instruments as needed for the mobile unit(s)

1.3.7. Restroom facilities within a reasonable walking distance

1.3.8. Provide all supplies, including basic consumables and linens, required to perform the MRI examinations

1.4. Supplies:

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

1.4.2. The Contractor will provide a clean mobile MRI and dispose of trash in a responsible manner.

2. TASKS

2.1.1. Contractor will provide mobile MRI services utilizing equipment meeting the minimum specifications listed in section 1.

2.1.2. Contractor will available and provide patient exams five (5) days per week, excluding Federal Holidays listed in section 7.3;

2.1.3. Contractor will perform arrival and departure such that the fixed mobile MRI unit operates full days (8AM-4:30 PM EST);

2.1.4. Contractor to verify that equipment is used for federal government contract work only;

2.1.5. Contractor will be solely responsible for all driver-staffing issues related to the mobile MRI;

2.1.6. Contractor will perform arrival, set-up, take-down, and departure of mobile MRI in a manner that results in limited or no disruption to normal operations of the Dublin VAMC;

2.1.7. Contractor will perform an estimated fifteen to sixteen (16-20) MRI studies per day;

2.1.8. Contractor will provide an accurate screening form for each patient;

2.1.9. Contractor will provide an “Average” patient scan time of thirty (30) minutes;

2.1.10. Contractor will provide a system that is compatible with VistA Imaging;

2.1.11. Contractor will transfer images to VistA Imaging immediately on completion of each scan via network connection;

2.1.12. Contractor will abide by all VA hospital rules and regulations, to include all VA Information and Security guidelines.

2.1.13. Contractor will maintain all training, licenses, and certifications to perform this service and provide technologist that meet the qualifications in section 3.1;

2.1.14. Contractor will be solely responsible for all technologist and other staffing issues related to operation of the mobile MRI;

2.1.15. Contractor will provide each day a clean mobile MRI and dispose of trash in a responsible manner;

2.1.16. Contractor will adhere to all Health Insurance Portability and Accountability Act (HIPPA) and Occupational Safety and Health Administration (OSHA) requirements and regulations;

2.1.17. Contractor will communicate effectively with radiologist and other physicians;

2.1.18. Contractor will provide excellent customer service to all patients and staff and;

2.1.19. Contractor will provide back-up MRI technologists when needed to limit any downtime.

3. QUALIFICATIONS

3.1. MRI Technologist:

3.1.1. Must be registered under the American Registry of Radiologic Technologists (ARRT);

3.1.2. Must be Basic Life Support (BLS) certified;

3.1.3. Must be Cardiopulmonary Resuscitation (CPR) certified and;

3.1.4. Preferably at least three (3) years’ experience

3.2. All training and certifications must be up to date and maintained through the life of the contract.

4. SPECIAL REQUIREMENTS:

4.1. Resources:

4.1.1. The resources specified in this contract may be charged only by written modification by the assigned Veterans Integrated Service Network (VISN) 7 VA Contracting Officer.

4.1.2. The MRI services to be performed by the Contractor will be under the direction of the Chief, Radiology Service, Dublin VAMC. The resulting contract is a non-personnel services contract under which the personnel rendering services are not subject, either by the contract terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

4.2. Term of Contract:

4.2.1. The contract is effective for one (1) year base period and four (4) 12-month option periods. See section 7.

4.2.2. Funds for option period will be subject to the availability of funds. Service will not be performed by the Contractor after the ending date of this contract, until the Contracting Officer authorizes such services in writing.

4.3. Mobile Unit Staffing:

4.3.1. The Contractor will be solely responsible for hiring, training, and compensating the MRI technologists and assistants needed to perform MRI examinations. It is required that staffing levels be such that the mobile units operate competently, professionally, and efficiently. All technologists will have all credentials necessary to work as such within the VA system. All technologists will have current certifications in basic life support procedures. All technologists will maintain all immunizations required of practicing medical professionals. All technologists will adhere to all relevant radiation safety practices and relevant magnetic safety practices. All technologists will always work in a professional manner.

4.4. Study Quality:

4.4.1. The Contractor will provide the Dublin VAMC a study-quality standard (a binder and/or CD of data and studies) 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.

4.5. Quality Control:

4.5.1. The Contractor will have a documented quality assurance program and provide the Dublin VAMC copies of quality assurance documents. The program will comply with all relevant The Joint Commission (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.

4.6. Site Maintenance:

4.6.1. The Dublin VAMC will be responsible for maintenance of a concrete pad appropriate for support and location of the mobile units. The Dublin VAMC will be responsible for 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 for direct access to the code emergency response line in the Dublin VAMC. The emergency phone line must be a dedicated sole use line. The Dublin VAMC will be responsible for connectivity from within the Dublin VAMC to connectivity ports located outside the Dublin VAMC 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 Dublin VAMC.

4.7. Pre-operation Contractor/ Dublin VAMC Tests of Mobile Units:

4.7.1. The Contractor and Dublin VAMC 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 award.

4.8. Service Contracts:

4.8.1. The Contractor will have, throughout the period of the contract, a service contract with the vendors of the mobile units. These service contracts will include service on the MRI, and on any peripherals required to insure connectivity to the Dublin VAMC 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.

4.9. Medical Records:

4.9.1. Clinical and/or other medical records, including images in DICOM form, of VA beneficiaries treated by the Contractor will be forwarded to the Dublin VAMC and shall remain the property of the US Government. The Dublin VAMC will own solely the data/images of the examinations and studies performed on the mobile unit.

4.10. Insurance:

4.10.1. The Contractor will provide proof of liability and workers’ compensation, a certificate of insurance providing evidence of liability coverage including the name of the insurance carrier, limits of liability and type of coverage (Ref: VAAR 852.237-7, Indemnification and Medical Liability Insurance).Standard requirement for $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage as well.

4.11. Medical Emergencies:

4.11.1. The Contractor will provide to the Dublin VAMC written emergency plans addressing emergencies such as patient codes, personal injury, fire, and disruptive behavior.

4.11.2. A crash cart will be appropriately located within the Dublin VAMC. All emergencies will be handled by the Dublin VAMC code Team. The mobile provider will provide to the Dublin VAMC written emergency plans addressing emergencies such as patient coded, personal injury, fire, and disruptive behavior.

4.12. Regulatory Adherence:

4.12.1. The Contractor is responsible for adhering to all relevant regulations regarding patient care, medical practice, use of contract agents, use of radiopharmaceuticals, operation of PET technology, CT technology, and MRI technology. Examples of relevant regulations are those of National Health Physics Program (NHPP), Occupational Safety

Level

96% – 100 % Uptime

SATISFACTOR

Y 90 - 95% Uptime

UNSATISFACT

ORY

0% - 89% Uptime A positive or negative performance will be documented in past performance reports (CPARS), and/or contract termination.

Adhere to HIPPA requirements

COR and Radiology management

EXCEPTIONAL

96% – 100 % Uptime

SATISFACTOR

Y 90 - 95% Uptime

UNSATISFACT

ORY

0% - 89% Uptime A positive or negative performance will be documented in past performance reports (CPARS), and/or contract termination

96% – 100 % Uptime A positive or negative performance accurately for each patient

SATISFACTOR

Y 90 - 95% Uptime

UNSATISFACT

ORY

0% - 89% Uptime will be documented in past performance reports (CPARS), and/or contract termination

96% – 100 % Uptime

SATISFACTOR

Y 90 - 95% Uptime

UNSATISFACT

ORY

0% - 89% Uptime A positive or negative performance will be documented in past performance reports (CPARS), and/or contract termination

2.1.7 Complete all scheduled exams

96% – 100 % Uptime

SATISFACTOR

Y 90 - 95% Uptime

UNSATISFACT

ORY

0% - 89% Uptime A positive or negative performance will be documented in past performance reports (CPARS), and/or contract termination

1.1.1. and Health Administration (OSHA), TJC, National Research Council (NRC), VHA, and various other federal agencies.

1.2. Quality and Contract Monitoring:

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

1.2.2. The Contracting Officers Technical Representative (COR) will be responsible for monitoring the quality of services provided under this contract.

2. QUALITY ASSURANCE SERVEILANCE PLAN (QASP)

2.1. Performance:

2.1.1. The contractor is responsible for performance of ALL terms and conditions of the contract. CORs will provide contract progress reports quarterly to the CO reflecting performance on this plan and all other aspects of the resultant contract. The performance standards outlined in this QASP shall be used to determine the level of contractor performance in the elements defined.

2.1.2. Performance standards define desired services. The Government performs surveillance to determine the level of Contractor performance to these standards.

2.2. Incentives / Deducts:

2.2.1. The Government shall use exercise of option period and past performance as incentives.

Incentives shall be based on exceeding, meeting, or not meeting performance standards.

2.3. Methods of Surveillance:

2.3.1. DIRECT OBSERVATION - The COR and/or his designee will regularly observe the work performance of the vendor or vendor’s employee during normal work hours and at dates and times consistent with operational efficiency.

2.3.2. PERIODIC INSPECTION - The COR and/or his designee will perform periodic inspection of equipment service reports and other standard documentation of all maintenance performed on the bird cage and birds.

2.3.3. PATIENT/CUSTOMER COMPLAINTS - The COR and/or his designee will review and investigate as necessary any staff patient or visitor’s complaints, with results to be discussed with vendor as required.

2.4. Performance Standards:

3. PAYMENT

3.1. The Contractor will be paid monthly, in arrears, upon receipt of a properly prepared invoice. The invoice shall include at a minimum: invoice number, invoice amount, Contract’s name and address, contract number, purchase order number and period of performance. The Contractor will provide backup document to COR for verification of amount invoiced. Backup document shall include invoice number, Contractor’s name and address, the contract number, purchase order number, date of exam, type of exam, referring physician’s name, invoice amount and any additional cases. Invoices will be reconciled with VA record prior to disbursement of payments.

3.2. The Contractor shall submit all invoices to the following address:

FSC VA (667)

PO BOX 149971

Austin, TX 78714-8971

3.3. If provider is unable to have on site for standard operational day (0800 to 1900) an operational system for all hours of operation, then payment shall be prorated to reflect hours the system did operate. Provider will include a prorated charge schedule indicting charges to the VAMC if system is operational on site for less than the 9 hours) an operational system for all hours of operation, then payment shall be prorated to reflect hours the system did operate. Provider will include a prorated charge schedule indicating charges to the VAMC if system is operational on site for less than the 9 hours. This only applies if we are billing by scheduled days and not by number of scheduled procedures.

4. ADMINISTRATION OF CONTRACT:

4.1. 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 changes that will affect the price, quantity, quality, or delivery terms of this contract.

5. CONFLICT OF INTEREST:

5.1. 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 VA must review the matter and give its approval in accordance with agency ethics rules.

6. CONTRACT MONITORING PROCEDURES:

6.1. At the time of contract award, the Contracting Officer will appoint a Contracting Officer Technical 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 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 MRI studies and through a radiologist or resident in the MRI unit setting protocols for scan and observing patients and procedures through the study process. Timeliness of performance will be measured through daily workload counts compared to daily number of studies ordered. Customer service will be monitored through periodic unannounced visits to the MRI unit and through patient satisfaction surveys completed by MRI patients. Cost control will be monitored through a comparison of overtime hours worked and the type and number of studies completed per day. Appropriate regulatory and accrediting standards will apply, and all adverse events will be reported in accordance with medical center and other applicable guidelines.

6.2. The delegated COR will notify the Contracting Officer of any non-compliance immediately upon his/her gaining knowledge of any such situation or incident. Initial communication of such 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 noticed.

6.3. 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 forward through the proper billing channels and payment shall be made to the Contractor.

6.4. Both parties shall jointly conduct a review of Contractor’s performance to evaluate if services being provided are in accordance with the contract terms and if payments and billings are being properly handled. This review shall include but is not limited to analysis of 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/COR’s attention at the time noted rather than an agreement reached prior to the expiration of services provided and consideration being received are satisfactory.

6.5. 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 Officer providing a summary of Contractor’s actions and a statement that all requirements of the contract were fulfilled as agreed. This information shall be forwarded by the COR to the Contracting Officer at least 90 days prior to the end of base period and each option period if option periods are included.

7. LOCATIONS AND PERIOD OF PERFORMANCE:

7.1. The Dublin VA Medical Center, including the Radiology Service is located at:

Department of Veterans Affairs 1826 Veterans Blvd Dublin, GA 31021Period of Performance (POP):

7.3. Hours of Operation:

The contractor will provide the service during the hours of operation Monday – Friday, 8:00 AM – 4:30 PM eastern standard time (EST) and is subject to change depending on the Governments need. Weekends may be added through contract modification if funds permit. Unless otherwise specified the Government observes the following holidays:

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

B.2 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S.

may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or 36C24720P1148 subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

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.

36C24720P1148

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. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. 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.

4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities…