SOW - Pawnee Mobile MRI 20222023.docx

SCOPE OF WORK

Mobile MRI Pawnee Indian Health Center Pawnee, Oklahoma

Purpose of Contract

This Statement of Work describes Mobile Magnetic Resonance Imaging (MRI) services for the Oklahoma City Area Indian Health Care Facilities. The contractor shall perform 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 utilizing contractor equipment and supplies. The contractor shall also provide technicians to perform services until the Pawnee Indian Health Center is ready to resume technician services.

· Site Locations:

· The Oklahoma City Area facility included in this proposal is Pawnee Indian Health Center.

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

· The contractor shall also include the following components and systems: pulse oximeter, oxygen delivery system, non-ferrous wheelchair, MR compatible emergency crash cart and crash cart supplies, 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) imaging.

· The mobile facility 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 shutoff for room temperature problems. The system shall also include warning devises 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 area 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, to include: equipment maintenance log and have it 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 will maintain that 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.

Hours of Operation and Scheduling

Services are to be scheduled 5 days per week per facility from 8:00 AM until 4:00 PM excluding Federal Government recognized holidays; with a 30 minute lunch break. Days of service shall be exclusive of federally recognized holidays. Scheduling shall be mutually agreed upon by the Project Officer and the Contractor.

Period of Performance

One year.

Contractor Responsibilities

· Provide site assistance, pre-planning and set-up

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

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

· Provide all MRI contrast, injecting supplies, linens, and usable goods while contract technician is providing services. When PIHC assumes all technician responsibility for exams, PIHC will be responsible for all contrast, materials and supplies.

· Responsible for all preventive maintenance and repairs of mobile equipment

· Responsible for all MRI Quality Assurance. Once PIHC technician assumes complete exam responsibilities, PIHC will be responsible for daily Quality Assurance.

· Provide qualified, registered MRI technologist to perform mobile MRI studies at Pawnee IHS. Upon request, the contractor shall make available to Pawnee; radiologic technologist’s skill and competency documentation, radiologic technologist’s certification/credential’s who perform the MRI studies.

· Responsible for submitting images into the Pawnee PACS system

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

· Provide education for the medical staff as needed. The education will be at Pawnee IHS 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.

· Contractor shall perform a full range of MRI studies, not limited to:

· Head

· Spine (C-spine, T-spine, L-spine)

· Musculoskeletal (Knee, Ankle, Feet, Shoulder, Elbow, and Wrist)

· Body (Liver, Gallbladder, Pancreas and Kidneys)

· Breast

· Magnetic Resonance Angiography (MRA) using the manufacturer’s latest available software.

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

· Responsible for following all Pawnee IHS policies and procedures.

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

Government Responsibilities

· Provide power to run the equipment while on-site

· Provide parking location for mobile MRI

· Exam interpretations by a board certified radiologist

· Data Lines for transmission of studies into PACS

Other Factors

Performance Conditions

· The contractor shall have adequate staff, facilities and equipment to provide the required MRI services to IHS.

· The contractor shall provide the capacity to perform all services specified herein for the IHS. In any event of the contractor’s absence, it shall be the responsibility of the contractor to provide alternate service dates. The contractor shall notify the IHS facility at a minimum of 24 hours prior to the absence. The failure of the contractor to provide such capability may be grounds for termination for default clause of the contract.

· The contractor will provide training on contractor’s equipment for PIHC technician until PIHC technician assumes full exam responsibility.

Quality of Care

· The contractor shall perform the work described in this contact independent of Government supervision. Professional surveillance of services under this contract will be provided by the designated Contracting Officer’s Representative.

· Contractor shall be required to participate in regular scheduled activities of the continuous quality improvement program of the IHS facility in coordination with the IHS facility Radiology Supervisor for services provided under this contract. The Continuous Quality Improvement Program for contracted MRI services shall meet the minimum requirement of The Joint Commission.

Review and Inspection

· The OCA IHS Chief Medical Officer (CMO); Radiology Service representatives of the contracting facility; and the Area Contracting Officer shall have the right to, (1) review and inspect the contractor’s operations prior to award of contract to determine capability of contractor to provide professional services required by the contract and (2) review and inspect the contactor’s facility and operations during the performance of this contract.

In preparation of proposal, contractor may review the contracting IHS facility’s Radiology Department upon not less than three working days prior to telephone request at the respective IHS facility.

Quality Control

· The contractor shall be responsible for monitoring and evaluating the safety, quality, and appropriateness of MRI services provided and shall maintain the quality control program to maximize the quality of diagnostic information available.

· The contractor must establish and maintain an effective working relationship with the medical and radiology staff and facility administration.

· As part of the facility’s continuous quality improvement program, the quality and appropriateness of MRI services provided by the contractor will be monitored and evaluated, and identified problems will be resolved. (TJC Manual, Diagnostic Radiology Services). The contractor shall be responsible for cooperating with HIS in assuring that the process is implemented and maintained.

Contract Coordination and Administration

· In order to provide continuity of services, the contractor shall designate someone to be available and responsible for day to day coordination and communication with IHS staff to:

· Provide administrative and professional consultation

· Schedule continuing education for personnel, and

· Discuss any problems that may arise.

· Evidence of designation and description of the contractor’s delegated authority shall be provided to the contracting officer prior to award of the contract.

Points of Contact

Contractor Officer Judy Perkins, Chief Contracting Officer 701 Market Drive Oklahoma City, OK 73114 405-951-6023

Chief Executive Officer Seneca Smith M.H.A., B.S.R.T. (R) (CT) Pawnee IHS 1201 Heritage Circle Pawnee, Ok 74058 918-762-6616

Radiology POC Miranda Graham, RT (R) Pawnee IHS 1201 Heritage Circle Pawnee, OK 74058 918-762-6679

Contracting Officer Representative Jeri Coats, MS, BS, MT (ASCP) CAPT, United States Public Health Service Pawnee HIS 1201 Heritage Circle Pawnee, OK 74058 918-762-6804