Mobile_MRI_Services_S-El_Reno.docx

MOBILE MRI SERVICES

STATEMENT OF WORK

SUBJECT

The Federal Correctional Institution (FCI), El Reno, Oklahoma, intends to make an award of an indefinite delivery/requirements type contract with firm fixed prices to a responsible entity for the provision of professional non-personal services in the form of inmate Mobile Magnetic Resonance Imaging (MRI) scan performed on-site at FCI, El Reno, Oklahoma.

GENERAL REQUIREMENTS

The Contractor shall furnish a Mobile Magnetic Resonance Imaging (MRI) Unit with Technical Support Personnel required to provide outpatient MRI studies for the Federal Correctional Institution, El Reno, Oklahoma (FCI). The Contractor shall provide care in Contractor supplied facilities at the FCI.

Contractor care includes furnishing all equipment, maintenance, supplies for operation of equipment, all licenses necessary for the operation of the equipment, labor, transportation, reports, and technical assistance. Contractor’s personnel performing MRI technical services under this contract (hereinafter referred to as “Contractor’s personnel”) are expected to provide technical support to the Clinical Director. Studies shall be as comprehensive as FCI requests and Contractor supplied facilities, equipment, and support services permit. Contractor care shall cover the range of MRI services typically provided in a standalone facility of similar size. Performance shall be in accordance with the requirements contained in this Statement of Work (SOW).

SPECIFIC REQUIREMENTS

PLACE OF PERFORMANCE:

Services will be performed at the Federal Correctional Institution, 4205 US Highway 66 West, El Reno, Oklahoma.

PERIOD OF CONTRACT:

The period of contract will be from date of award through September 30, 2018, with four option years and a six month extension if needed.

MRI UNIT:

The Contractor shall provide a self-contained MRI unit to perform various MRI exams, with the latest software available, fitted with head, extremity (knee and ankle), flex extremity (small, medium, and large), phased array spine, c-spine, shoulder, and abdomen quadrature coils, auto injector and optical disc storage for permanent archiving of patient information. The unit will be used to perform the MRI services required by the FCI based on the needs of the institution, approximately one clinic every other month.

The contractor will also maintain all files and records required for the Health Services Department to remain in compliance with BOP, OSHA, and Accreditation Association for Ambulatory Health Care (AAAHC) policy governing ambulatory care services and medical care for federal inmates. The contractor is expected to participate in the institution in-service training programs on a mutually agreeable basis.

The Contractor shall provide the FCI with copies of the MRI scans, no later than the end of the scan day. This means the same type of equipment would have to be used on a regular basis to prevent non-compatibility between the disk produced and the scanner available.

The MRI unit must be in place and fully operational and ready for exams by 0800 am on each day the exams are scheduled. The MRI unit must be removed immediately following the conclusion of the final exam. When contacted the unit must be removed within 30 minutes. If required, the MRI unit shall be moved at the discretion of the FCI.

TECHNICAL SUPPORT:

The Contractor shall ensure that all personnel performing services under the requirements of this contract, particularly in operation of the MRI unit, are qualified and adequately trained. The contractor must provide proof of formal training and certification for the State of Oklahoma and provide a copy of each individual’s certificate to the Contracting Office.

Quoters must specifically identify the individual that will be performing these services under any subsequent contract award. The quoter must provide proof that their candidate meets all qualifications. The candidate’s name and qualifications must be submitted at the time the quote is submitted. All Contractors must submit with their quote a resume, photocopies of documents evidencing education and training.

The contractor must possess good clerical skills, along with the having the ability to read, understand, fluently speak and legibly write English.

The Contractor must provide, at a minimum, one (1) intravenous injection (IV) certified technologist each scan day. A copy of each individual’s certification will be presented to the Contracting Office.

METHOD OF PERFORMANCE:

The Contractor has the sole responsibility and discretion for choosing and implementing the manner and method of performing tasks outlined in this SOW as long as the requirements are met in accordance with the policies described herein, standards and methods generally accepted within the Contractor’s field of expertise.

All duties performed will be in accordance with standards and methods generally considered consistent with the community standards and in compliance with all Federal and State policy and regulations. The Contractor shall adhere to all standards and regulations associated with the Accreditation Association for Ambulatory Health Care (AAAHC) and the American Correctional Association (ACA) standards for adult correctional institutions.

UNIFORM REQUIREMENTS

The contract workers must wear appropriate and professional attire at all times. The contract workers are prohibited from wearing khaki, bright orange or green clothing of any type as this is the color clothing worn by the inmate population.

RESTRICTIONS ON CONTRACT WORKERS

The contract worker shall not supervise inmates, supervise Bureau of Prisons staff, participate in inmate accountability, requisition, sign for or pick up supplies, formulate policy or procedures or attend staff recalls or staff functions.

EMPLOYEE HEALTH REQUIREMENTS

The Contractor shall ensure that the contract employees are free of contagious diseases. Any individual performing under this contract who subsequently develops a medical condition which might reasonably be expected to place other workers, patients, or the public at risk shall be immediately removed from activities requiring performance of invasive procedures and activities which might reasonably be expected to place other workers, patient, or the public at risk. In any such case, the Contractor shall be responsible, at no additional cost to the institution, for securing the services of any replacement personnel required to contract performance.

SPECIFIC PROCEDURES FOR WHICH THE CONTRACTOR SHALL BE RESPONIBLE:

The Contractor shall perform Magnetic Resonance Imaging procedures compatible with the Contractor’s and medical facility’s operating capacity and equipment.

Contractor’s personnel shall be required to perform the following MRI services:

· Perform routine studies as well as more complex cases as exactly specified by Health Services. In addition, they must follow the procedures per protocol to meet the needs of the patient.

· Perform exams in a timely manner.

· Archive and annotate studies.

· Administer paramagnetic contrast as required/requested by Clinical Director.

If the MRI is unsatisfactory due to the Contractor’s poor performance, as determined by the Clinical Director, the MRI will be re-accomplished at no additional cost to the Government.

DOCUMENTATION: All documentation prepared by contract personnel shall meet the following criteria to include: timeliness, legibility, accuracy, content, and signature.

Prepare a log sheet detailing the number of patients, the name of the patients, procedures, and sequences completed.

Inmate records are the sole property of the Federal Bureau of Prisons and are confidential. No medical record shall be released by the Contractor to any person without prior approval from the Health Services Administrator (HSA) or designees and the FOIA/Privacy Act Branch of the Office of the General Counsel in Central Office, Washington DC. The Contractor shall maintain confidentiality of all the information handled in accordance with the Privacy Act of 1974 and policies contained herein.

CONTRACTOR FURNISHED:

The Contractor shall provide the FCI Diagnostic Image Department digital copies of all studies accomplished in the performance of this contract, on CD, at the end of each visit. The images will be made available to the Contractor if required for the future examinations of the same patient(s).

SCHEDULE OF SERVICES:

The Contractor is expected to perform MRI scans at the institution based on the needs of the institution, approximately one clinic every other month. Each clinic will consist of at least 10, but not more than 15 scans.

The MRI unit must be in place and fully operational and ready for exams by 08:00 am on each day the exams are scheduled. A mutually agreed upon schedule will be determined following award of a contract.

The Contracting Officer’s Representative (COR) or designee will be responsible for defining the schedule. The schedule is subject to change based on the variable needs of the institution and the unpredictable nature of the correctional environment. Upon agreement, any changes to the schedule must be coordinated with the COR assigned under the contract. The Contractor will be subject to schedule changes and must be flexible.

Due to the nature of the correctional setting, delays in performance of work may be expected. Such delays may include, but are not limited to inclement weather, electrical or mechanical problems, or other security matters. When Contract employees report to the institution but are unable to perform services due to such delays, the Contractor will be asked to leave the institution. The contractor will be reimbursed for actual expenses incurred due to the unforeseen circumstances. Verification of expenses may be required for reimbursement. If a portion of the MRIs are completed, the Contractor will be reimbursed a prorated amount for the CTs completed.

INSTITUTION SECURITY:

The Contractor, as well as all employees of the contractor, agree to adhere to all regulations prescribed by the institution in regards to the safety, custody and conduct of inmates. The Bureau of Prisons requires all non-employees to sign in and out of the institution for security reasons. Contract staff will sign the log, indicating the date of the visit to the institution, time of arrival, and time of departure. The Contractor or its’ employees may, at any time, be removed from the institution at the discretion of the CEO. Additionally, contract staff will each be required to wear an ID badge, provided by the Government, at all times within the confines of the institution. At the time of arrival and before entry into the institution, contractors may be required to submit their possessions for passage through an x-ray screening machine, as well as visual inspection and will be required to clear a walk through metal detector and dosimetry scanner.

The contractor, as well as employees of the contractor must undergo a security clearance process prior to being permitted to enter the institution. The contractor must qualify for entry into the facility. It is the responsibility of the contractor to make sure that those employees submit the required information and complete the necessary actions in a timely manner so as to complete their investigations as expeditiously as possible. Additionally, it is the responsibility of the contractor to provide employees to fulfill this contract who are reasonably certain to be able to successfully complete the security and financial scrutiny. This many involve a more intensive screening process on the part of the Contractor.

Contractor employees will be provided with a security and BOP procedures orientation session prior to performing any services under this contract. The date and time for this orientation will be coordinated by the COR. Refresher training in security and BOP procedures may be required annually. Compensation to the contractor for time spent in this, and any other required security related training, will be at the normal employee rate of pay. Payroll documentation may be required for verification of rate of pay.

The contractor will not have a need for general movement around the facility.

INMATE/PATIENT MANAGEMENT

Patients shall be accorded impartial access to treatment or accommodations that are available or medically indicated, regardless of race, creed, sex, national origin or religion. Services provided under the sponsorship of the Contractor shall be departments/services of the medical or dental department. Staffing shall be commensurate with the expected needs of the patients and within the scope of services offered. The Contractor shall not provide information to the inmate(s). If the situation arises, where inmates are required to be provided information, the COR or HSA shall provide any information the inmate(s) are able to receive.

The provision of services under this proposed contract will require frequent and unsupervised contact with inmates. The Contractor will not be responsible for the management of inmates except to ensure that those inmates involved in activities within the Contractor’s scope of work shall abide by all rules, in effect, to ensure the safety and wellbeing of all participants.

The Contractor must have the ability to work with an inmate population from a variety of cultural, regional, racial and ethnic backgrounds, The contractor shall be constantly aware of security and maintain a professional relationship with the inmates at all times. Any violations of institution rules and regulations are to be brought immediately to the attention of the closest institutional staff member, the HSA or the COR for prompt and proper action.

NONPERSONAL STATUS:

The contractor shall perform services as outlined and in accordance with this SOW. This service is a contractual arrangement and not a personnel appointment. Award of this contract in no way constitutes an employer/employee relationship. These services although not directly supervised, except for security related matters, will be reviewed by the designated COR.

However, Contractor performance shall be monitored. All duties outlined in this SOW shall be performed in accordance with the standards and methods generally accepted within the Contractor’s own field of expertise. The COR will periodically evaluate the Contractor’s performance in accordance with FAR Part 42. In this evaluation, if the performance of services is deemed unacceptable, that provider will no longer perform those duties. In that event, the Contractor will be responsible for replacement of the Contract worker.

Contract monitoring reports will be prepared by the COR and maintained in the contract file. The Government reserves the right to suspend, limit or revoke the Contractor’s privileges at the facility due to violations of security procedures.