SOW MRI FY 24.pdf

Department of Health and Human Services

Indian Health Service

Clinton Indian Health Center

Statement of Work (SOW)

Mobile MRI

1. PURPOSE OF THE PROJECT

The purpose of this contract is to provide mobile MRI services for the Clinton Service Unit (CSU) - Clinton

Indian Health Center (CIHC) – El Reno Indian Health Center (EIHC). With the recent expansion to the El Reno facility our population is only growing and providing Native American/Alaskan Natives with the service at their facility location versus being referred out.

1.1. The Clinton Indian Health Center is a Joint Commission accredited clinic. Magnetic Resonance Imaging

(MRI) exams are a medical modality that is necessary to support the treatment and care of our patients.

Therefore, contracted mobile MRI services are necessary to ensure proper treatment and functionality of our patients.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide full time mobile MRI services at the CIHC and EIHC . Services shall include but not limited to the following:

2.1. Provide site assistance, pre-planning and set-up

2.2. Provide the necessary equipment to have the capabilities to do mobile MRI.

2.3. Responsible for own cost of maintenance and operation of equipment.

2.4. Provide all MRI contrast, injecting supplies, linens, and usable goods.

2.5. Responsible for all preventive maintenance and repairs of mobile equipment

2.6. Responsible for all MRI Quality Assurance

2.7. Provide qualified, registered MRI technologist to perform mobile MRI studies at the Clinton CSU.

Upon request, the contractor shall make available to the Clinton CSU, skill and competency test results, documentation of registration of each technologist who performs the MRI studies.

2.8. Responsible for submitting images into the Clinton CSU PACS system

2.9. Responsible for maintaining Patient Confidentiality and adhere to the Privacy Act 1974 and the Health Insurance Portability & Accountability Act (HIPAA)

2.10. Provide education for the medical staff as needed. The education will be at the Clinton CSU and shall be geared toward educating medical staff and radiology staff on the benefits and risks of MRI studies, appropriate ordering of exams and pre-exam laboratory testing.

2.11. Contractor shall perform all MRI studies using the newest software available from manufacturer.

2.12. Medical record information generated in the performance of this contract shall remain the property of and subject to the exclusive control of IHS.

2.13. Responsible for following all Clinton CSU policies and procedures.

2.14. The Joint Commission (TJC) standards must be considered and adhered to at all time in order to be compliant.

3. PERIOD OF PERFORMANCE

Base plus an additional four (4) option years

Base year: 4/01/2024 – 3/31/2025

Option year 1: 4/01/2025 – 3/31/2026

Option year 2: 4/01/2026 – 3/31/2027

Option year 3: 4/01/2027 – 3/31/2028

Option year 4: 4/01/2028 – 3/31/2029

4. LEVEL OF EFFORT

4.1. The contractor shall provide Services are to be scheduled 2 days per facility from 8:00 AM until 4:00 or

4:30 PM excluding Federal Government recognized holidays; with or without a 30 minute lunch break if contractor prefers. The vendor shall be able to add a third day when the need arises for an influx of patient care, once identified by the Program Office supervisor. Supervisor must submit in writing of the need to add an additional day with proper justification to the contracting officer. The contracting officer shall communicate and assist coordination of the additional day should the need occur. Days of service shall be exclusive of federally recognized holidays, in which case scheduling of an alternate day will be accommodated. Scheduling shall be mutually agreed upon by the Project Officer and the Contractor. Friday and Monday in Clinton. Wednesday and Thursday in El Reno. Tuesdays will be added if the need for increases for patient care.

4.2. Contractor shall allow flexibility to option years to consider increasing or decreasing site visits in option years as needed by the Program Office for patient care.

4.3. Vendor shall provide a day rate and submit invoices monthly.

4.4. Training: Training will not be required other than what is stated in this SOW

5. SPECIAL REQUIREMENTS

5.1. Security Requirements: All contractors shall undergo a fingerprint check and shall be cleared prior to hire.

Contractor’s continued employment is contingent upon the outcome of a complete and favorable background investigation as determined by the sensitivity level of the position. If contractors are found not suitable, they will be removed.

5.1.1. This is a designated position covered by Public Law 101-647, 101-630, Crime Control Act of 1990, and the Indian Child Protection and Family Violence Prevention Act, requiring contact or control over Indian children.

Contractors shall be required to complete, sign, and submit the Addendum to OF-306, Child Care & Indian Child

Care Worker Position form. Due to this requirement, the agency shall ensure that persons hired for these positions have not been found guilty of or pleaded nolo contendere or guilty to certain crimes. Failure to comply with these statutes shall result in immediate removal.

5.2. The contractor shall provide during the term of the contract documentation of provider’s immunization record to reflect CDC’s Recommended Vaccines for Healthcare Workers (specifically MMR, Tdap, varicella, Hep B immunity, current (within the past year) influenza vaccination) and current annual tuberculosis screening. Documentation shall be provided with the completed Application for Appointment to Medical Staff and continual updates to the immunization record supplied to the Employee Health Nurse.

5.3. The contractor shall not disclose or cause to disseminate any information concerning operations of Clinton

Indian Health Center. Such action(s) could result in violation of the contract and possible legal actions.

5.3.1. 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.

5.4. The US PHS Clinton Indian Health Center is a tobacco/smoke free environment (buildings and grounds).

No tobacco/smoking use will be tolerated during service.

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(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 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, Available on weekends if guidance for machine safety is needed and an emergency number given then too if different from the Monday through Friday.

6.4. Personnel Qualifications:

The contractor is responsible for providing all permits, licenses, manifests, and safety day sheets required by law and regulation. Personnel with the necessary level of expertise to support the task activities and requirements in this SOW. The contractor shall provide a single point of contact that shall serve as the project manager for the life of the contract.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall supply:

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

7.1.2. Provide parking location for mobile MRI

7.1.3. Exam interpretations by a board certified radiologist

7.1.4. Data Lines 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, to include but not limited to:

8.1.1. Providing radiology supervisor and biomedical technicians, with PM and repair schedules reports per each site visit on all systems covered by this contract in order to properly prepare for patient care.

8.1.2. Briefing of each repair or downtime needs to be reported to the supervisor and the biomedical technician.

8.1.3. The service unit shall provide and ongoing method of monitoring and evaluating services set forth in this 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. (A narrative of deliverables to satisfy your request should be provied in section 10.)

Measureables to be evaluated at the conclusion of awarded contract:

Performance is acceptable ☐YES ☐NO ☐N/A

Responsibilites of contractor have been fulfilled, including reports submitted on time.

☐YES ☐NO ☐N/A

Upheld Standards & Guidelines of accrediting organizations, national, state, and local regulating agencies, and CSU Policy and

Procedures

Quality Control met and provided when required ☐YES ☐NO ☐N/A

Quality Improvement information provided when required. ☐YES ☐NO ☐N/A

Customer Service was provided to CSU Vision “Exceed the

Need”.

Additional Measureables to be evaluated for awarded contract providing temporary employees (excluding medical staff).

License / BLS were maintained, current at all times and provided to

CSU Human Resources prior to expiration

Evidence of staff competency provided when requested & required prior to expiration (Q3 years).

Staff competency conducted by contractor is acceptable and submitted prior to expiration (Q3 years).

Comments:

Department Supervisor Signature:_________________________

Administrative Officer Signature:_________________________