SOW FINAL.pdf

Department of Health and Human Services Indian Health Service Oklahoma City Area

Statement of Work (SOW) Multi-Slice Computed Tomography

1. PURPOSE OF THE PROJECT

The Pawnee Indian Health Center, Indian Health Services (IHS) has a requirement to replace the current Toshiba Aquilion 128 slice computed tomography (CT) unit with a new minimum 320-slice or equivalent multi-slice CT platform. Our current CT scanner is nearing end of life and will require replacement. We performed 809 CT exams in 2022 and are currently on track to perform 873 CT exams in 2023. The replacement equipment will perform diagnostic CT, CTA, cardiac, bone density, calcium scoring, and lung cancer screening. The scanner will need a dual head power injector that can be suspended from the ceiling. We are also requiring a suitable Uninterruptable Power Supply (UPS) unit for the gantry and computers as our facility is on a rural power grid. The replacement of the CT scanner will ensure that Pawnee will continue to be able to provide the newest and most up to date CT technology to our patients. The requirement includes the purchase of a new, multi-slice CT Unit, installation, applications training, as well as de-installation and trade in of current 128-Slice Toshiba Aquilion, and Preventative Maintenance and Support. The CT room and control room dimensions are below. The machine shall fit in the door measuring 83”x48”x6”.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

• The contractor shall provide to the Pawnee Indian Health Center a new multi-slice Computed Tomography system.

• The contractor shall provide the following setup and installation services:

I. Delivery of the multi-slice Computed Tomography Unit.

II. Complete installation and set up to include:

o Installation of unit in designated room including leveling and anchoring.

o Connect utility service at the Pawnee Indian Health Center’s source.

o Connect phone and data to the Pawnee Indian Health Center network.

o Startup and testing of CT unit to include all validation and verification studies and quality control.

o Resolution of any issues identified in acceptance testing as performed by the Pawnee

Indian Health Center Medical Physicist.

• Minimum System Requirements:

I. The multi-slice Computed Tomography System o Suitable X-Ray Tube o Multi-slice technology o Windows 10 or 11 OS o 320-slice or equivalent with 16 cm detector that has the ability to keep electronic noise low, increases dose efficiency and improves spatial resolution.

o Lateral side to side table movement o Post-processing is part of the standard recon task o Scanner to feature technologist workflow reduction technology including AI o 0.30 mm or better spatial resolution o 0.35s minimum Rotation time for high temporal resolution and limit patient motion, specifically in Cardiac o 78 cm minimum Gantry opening o Water/Air Gantry cooling o 650 lbs/272 kg Table weight limit or higher and scannable range needed for runoff exams, with mattress, accessory tray and foot switch table control o Automatic Region of Interest bolus tracking system.

o Uninterruptable Power Supply (UPS) to computer system o Suitable UPS for power supply to CT System o Secure data link that connects CT operating system to service to monitor equipment in real time, via VPN o Imaging Reconstruction System for the preprocessing and reconstruction of CT raw data o Metal artifact reduction program o Cardiac Imaging o ECG gating system with stand o Neuro Imaging, volume perfusion studies in head application for a range of up to 10 cm, easily utilized by technologists of any level. Single click, bone free visualization without increasing dose, utilizing non-enhanced head scan.

o Bone Density (QCT), quantitative assessment of the bone mineral content in lumbar spine and hip for diagnosis of osteoporosis compatible with Mindways.

o Contrast Media clinical workflow efficiency and monitoring of patients during contrast media injection and scan start, including protocols, quantified parameterization of flow and concertation for the media, calculated for the average patient o Variable helical pitch allowing the ability to perform 3 exams with one injection.

o Arm support, patient fixation slider and positioning straps o Surge Protective Device o CT Slicker o Low Contrast CT Phantom and Holder o Lung Imaging, utilizing Tin Filter or equivalent, automatic exposure control that default low dose lung imaging protocols.

o Adaptive dose modulation.

o Real-time dose modulation, reference curves for each body region and for each body habitus allowing to adjust the configuration even more precisely to the patient’s anatomy o DICOM structured file for the extraction of dose values (CTDIvol DLP) o Dose management, whenever a dose limit exceeds the established reference dose levels a report is automatically created on the system (Radimetrics, etc.)

o Dose Alert, automatically adds CTDIvol and DLP values depending on z-position. the

Dose Alert window appears if either of these cumulative values exceeds a user-defined threshold o Dose Notification, provides the ability to set dose reference values for each scan range o NEMA-XR-29 Standard, SHALL BE IN COMPLIANCE o Advanced 3D functionality, containing volume rendering technique and advanced editing functions o Bone Removal, automated removal for 3D application o 4D direct generation of sagittal, coronal, oblique or double-oblique reconstructed images directly from CT raw data as part of the CT protocol o Stellant Flex Injector-CT mounted with workstation, with informatics capability.

o MedRad Interface o Hard split of exams to Picture Archiving and Communication System (PACS) o Preventative Maintenance-Safety Inspection and System Checks are performed per manufacturer guidelines o Initial training upon installation and additional training for new techs at no cost.

3. PERIOD OF PERFORMANCE

Shall be within 120 days from date of award for install and de-installation, and a base plus three option years for service and maintenance

4. LEVEL OF EFFORT

4.1. The contractor shall provide 24/7 Customer Support and technical support to include on-line assistance.

4.2. The contractor shall provide site assistance, Pre-planning and set-up, and Project Management

4.3. The contractor shall provide transportation, On-Time Delivery

4.4. The contractor shall provide CT Standard Rigging, Installation and possible additional Rigging.

4.5. The contractor shall provide Trade in and de-installation of current 128-slice Toshiba Aquillion.

4.6. The contractor shall provide legible maintenance/service reports at the conclusion of each service visit.

4.7. Training: Contractor shall provide training applications training. Training shall include operation of equipment, Quality Control, Troubleshooting, Cardiac training, etc. Initial training shall include at least 32 hours, and follow-up 16 hours. Additional training for new techs at no cost.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management.

5.2. The USPHS Pawnee Indian Health Center is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Pawnee Indian Health Center official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of Pawnee Indian Health Center. Such action(s) could result in violation of the contract and possible legal actions.

5.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the delivery, installation and training date with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency to secure the needed dock access. No deliveries can be made after 4:15pm. Driver needs a valid ID.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

6.4. Personnel Qualifications:

• Service and Maintenance shall be performed by certified, experienced factory trained Field Engineers.

• Contractor’s service and test equipment are to be manufacture recommended, specified, designed and calibrated.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall supply the designated room the unit will be installed.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract, to include but not limited to: 320 Slice or equivalent Computed Tomography Unit, Engineer and applications specialist and other necessary personnel, supplies, parts, equipment, labor, and travel of required personnel.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

This checklist will be utilized at the conclusion of each service to document the vendors performance to servve as verification that the service was completed in accordance with the contract. A sample is provided below.

10.1. Service, including installation, conducted in accordance with SOW: Yes No

10.2. Provided quality customer service according to PIHC mission: Yes No

10.3. PM’s performed according to manufacturer’s recommendation: Yes No

10.4. Issues addressed and resolved in timely manner: Yes No

10.5. Legible maintenance/service reports made available to PIHC: Yes No

10.6. Invoices received in timely manner and accurate: Yes No

Department Supervisor Signature:_________________________

Chief Executive Officer Signature:_________________________