Sources Sought 36C25726Q0039 DESCRIPTION.docx

This market research notice is being conducted by Network Contracting Office (NCO) VA Central Texas (VACTHCS) facilities.

Contractor shall provide a mobile shielded PET/CT Scanner for the VA Central Texas Healthcare System (VACTHCS). The scanner will include supporting equipment and software to provide the VA Central Texas Nuclear Medicine Service a like system which will provide the same level of care our patients are presently receiving. It is agreed upon and understood that the vendor will provide appropriate training for the Mobile Unit for all VA PET/CT CNMTs. All services shall be provided in accordance with the specifications, terms and conditions contained herein.

1. SERVICES:

Contractor shall provide a vendor owned mobile PET/CT scanner (minimum features seen below) in a mobile solution that meets regulatory requirements and specifications. The vendor will provide transportation to and from the pre-determined locations and PACS Network connectivity/hook up. The entire offering of a PET/CT Mobile Trailer service shall meet all local, state, federal, industry, NHPP, NRC, Joint Commission NEC, NFPA, VA, OSHA, and other regulatory standards internal or external applicable to the VA Central Texas. The vendor shall provide initial medical physics compliance testing reports IAW JC. The vendor shall provide initial shielding requirements (based upon anticipated patient workload) and shielding verification reports IAW JC requirements.

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

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

· Mobile PET/CT unit on site for an estimated 1 year (with possible additional option years).

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

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

· The Vendor shall provide all VA technologist staff appropriate training on the equipment.

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

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

· The vendor shall perform the initial medical physics survey IAW Joint Commission requirements.

· The vendor shall also provide the shielding recommendation report IAW National Council of Radiation Protection 147.

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

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

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

· Vendor is responsible for posting Radioactive Material signage in and on mobile unit and adding additional signage if requested from appropriate VA Central Texas staff.

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

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

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

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

Section A:

PET/CT Mobile Unit

· Must provide a NEW build mobile unit at a minimum size of 12’ wide x 48’ long to accommodate full access inside mobile unit and around PET/CT scanner.

· Mobile unit must contain a minimum of two shielded/ ABA (Architectural Barriers Act) compliant Patient Injection Areas.

· Mobile unit must be Ground-Level, Flush-to-Surface Entry: Eliminates the need for wheelchair lifts or stairs, reducing fall risk, preventing lift malfunctions, and improving stretcher access.

· Must be a Stationary “No-Wheel” Modular-Like Build:

· Regular wheeled trailers have operational hazards including tire blowouts, axle wear, and instability when stationary for long periods, posing additional maintenance and safety risks. Our required unit avoids these vulnerabilities entirely.

· Hand washing sink.

· Must include HVAC system that meets manufacture requirements

· Mobile unit must provide separate temperature controls in the scanner room vs uptake/patient rooms to ensure optimal functionality and comfort for both clinical staff and patients, as these areas have different usage patterns and thermal loads that can impact equipment performance and patient well-being. It reduces the risk of humidity and excess heat impacting the scanner, cables, and other components.

· Scan rooms must be kept within manufacturer-specified temperature ranges to maximize uptime and protect sensitive electronics.

· Uptake areas are primarily for patient waiting or preparation, where comfort and a quiet, stable environment contribute to successful imaging procedures.

· Handicapped accessible meeting all ADA guidelines.

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

· The Mobile unit shall also have an intercom system between the control room and scanning room

· The PET/CT mobile must include Integrated Restroom Facilities: Critical for oncology patients undergoing lengthy scan preparation or with urinary urgency related to care. Eliminates unsafe patient transfer to external restrooms in inclement weather.

· Nuclear Medicine Information System (NMIS) must be included in the hot lab to manage radiopharmaceutical deliveries and patient administrations.

Section B:

PET/CT Scanner

With Minimum Features:

· Siemens Vision PET/CT, GE Discovery, or Digital PET/CT Scanner to best match current digital system(s) in use at VA Central Texas Health Care System [specifications described below]

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

· QSuite or equivalent package

· QClear iterative reconstruction or equivalent technology

· QCORE Power upgrade when applicable or equivalent upgrade

· 2M Scan Range preferred

· Most current software level per vendor

· Windows 10 or later version (Windows XP not acceptable)

· Metal Artifact Reduction preferred

· SnapShot imaging or equivalent package

· Q Static or equivalent package

· Motion Compensation Technology

· Advanced Scan tools for:

· Cardiac processing to include Myocardial blood flow and quantitation

· Cardiac Ca++ scoring

· Oncology

· Neuro

· PET Bone Imaging

· Low Dose CT Lung Screening

· Post-processing

· High Resolution LCD Monitor

· DICOM Workflow Management

· IHE Schedule Workflow

· Physiological Synchronization

· DVD read/write device

· DICOM Store/Query/Retrieve

· ACR Accredited system

· Patient table must meet or exceed 500lbs weight limit.

· Must also provide AW workstation or comparable reading station for NM physician.

Section C:

Service Locations

· The Mobile PET/CT unit’s base location will be at the VA Central Texas in Temple, TX.

Olin E. Teague Veterans Center 1901 Veterans Memorial Drive Temple, TX 76504

· Additional scanning site may include:

VA Austin Outpatient Clinic 7901 Metropolis Drive Austin, TX 78744

· Additional VA sites to be determined based on infrastructure availability and patient demand.

2. GOVERNMENT FURNISHED UTILITIES/SERVICES:

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

1. Electricity*

2. Telephone Line(s) **

3. Data Port

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

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

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

c. VA staff will be responsible for scheduling and imaging the patients for the mobile unit.

3. PREVENTIVE MAINTENANCE (PM)/ REPAIRS:

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

B. The contractor shall furnish documentation, including all measurement and calibration data to certify that the system is performing in accordance with the performance specifications. All required repairs shall be completed within 5 business days of identification of any deficiency.

1. If this is an Service your business can provide, please respond to this Sources Sought Notice by 1:00 PM Central Time on October 13, 2025.

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

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

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

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

1. Responses shall include:

1. Business Name

1. Business Address

1. Point of Contact

2. Name

2. Phone Number

2. E-mail Address

1. SAM UID Number

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

1. NAICS code

1. Business Size: Small or Large

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

1. GSA or VA FSS Contract Number, if applicable

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

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

Contract Specialist: Mr. Rafael Rodriguez at

Rafael.Rodriguez2@va.gov

Responses in the email subject line shall state: 36C25726Q0039, Sources Sought Notice DISCLAIMER: This notice is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this notice.

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