SOW Mobile MRI Updated.pdf

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

Statement of Work (SOW)

MOBILE MRI

1. PURPOSE OF THE PROJECT

The Indian Health Services (IHS) has a requirement for a base + 4 year contract that provides a mobile Magnetic Resonance Imaging (MRI) unit for the Pawnee Indian Health Center of the Oklahoma City Indian Health Service (OCAIHS). The mobile MRI unit shall be capable of performing a normal range of MRI procedures to include pulse sequences and physiologic synchronized imaging.

The MRI studies shall be performed within the Contractors mobile facility on Government property contiguous to Oklahoma City Area Indian Health Care Facilities.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

• The contractor shall provide a mobile MRI truck for the Pawnee Indian Health Center to be onsite 5 days a week. The contractor shall provide a tech to assist with minimal exams no more than 2 days per week until the Pawnee Indian Health Clinic tech is comfortable with all exams.

• The contractor shall include the following components and systems: non-ferrous wheelchair, non-ferrous gurney, patient monitor and video camera, patient intercom system, coil systems consisting of: head, cervical spine, thoracic spine, lumbar spine, dedicated knee, extremity (small parts), body coil, pelvic and shoulder.

• The contractor shall have both audible and visual alarms located in the MRI scan room. The audible alarm shall be capable of being heard clearly in the scan room and also in the operator control room.

• The contractor shall provide a safety system for magnet quenching and emergency shutdown;

cryogen level indicators; visual and audible alarms; heat sensor shut-off for room temperature problems. The system shall also include warning devices for low cryogen level, temperature limits, and scan-in-progress.

• The contractor shall furnish and install smoke detectors through the mobile facility. The number of smoke detectors shall be sufficient to ensure coverage of the total are encompassed by all functional areas of the mobile facility. The mobile facility shall contain battery powered lights (or equivalent) throughout all functional areas within the mobile facility.

The lights shall be capable of being automatically activated upon loss of electrical power to the mobile facility.

• The contractor shall maintain mobile facility’s physical structure and all equipment contained within the mobile facility. Cost of maintenance, repairs and operation of equipment shall be contractor’s responsibility.

• Equipment maintenance log shall be kept and made available at any time upon request from the contracting facility. The contractor shall conduct preventative maintenance on all equipment in accordance with the manufacturer’s recommended schedule.

• The contractor shall maintain a 95% uptime of the system. There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts. All parts and shipping of parts shall be covered by contractor.

• The mobile facility shall have, at a minimum, sufficient space to accommodate the following area; scan room, operator control room, and check-in are. The unit shall have steps and a ramp for patient to access on-site services. The ramp and steps shall be secured to the mobile unit and provide adequate safety for patients entering the unit.

• The contractor is responsible for keeping the MRI truck and MRI unit up to The Joint Commission Standards.

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award, with four (4) twelve (12) month option years.

• Base Period: June 1, 2024-May 31, 2025

• Option Year 1: June 1, 2025-May 31, 2026

• Option Year 2: June 1, 2026-May 31, 2027

• Option Year 3: June 1, 2027-May 31, 2028

• Option Year 4: June 1, 2028-May31, 2029

4. LEVEL OF EFFORT

4.1. The Contractor shall provide a mobile MRI service truck with MRI unit 5 days a week (8am-

4:30pm, Monday through Friday). This shall include 95% uptime or greater and keep the truck and unit up to The Joint Commission Standards.

4.2. The contractor shall provide technical phone support for health facility radiology department at no charge during contract hours.

4.3. The contractor shall provide training at a maximum of 2 days per week until the PIHC tech is comfortable with all exams.

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.- (Security Clearance for on-site human services)

5.2. The USPHS Pawnee Indian Heath 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 employee, 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 shall coordinate the maintenance or services dates with the designated government employee. The government shall provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) 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:

6.1. Contract personnel shall be ARRT or ARMRIT certified under this contract.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

• Provide power to run the equipment while on-site.

• Provide parking location for mobile MRI.

• Exam interpretations by a board certified radiologist.

• Data line for transmission of studies into PACS.

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.

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

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

10.2. Abided by all applicable safety standards: Yes No

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

10.4. Met the terms of the SOW: Yes No

10.5. Customer complaints addressed and resolved timely: Yes No

Department Supervisor Signature:_________________________

Chief Executive Officer Signature:_________________________