Statement of Work_Mobile MRI System.pdf

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

STATEMENT OF WORK (SOW)

Mobile MRI System Brooke Army Medical Center (BAMC)

Fort Sam Houston, Texas 78234

1. GENERAL

1.1. This leasing agreement is for Mobile Imaging Equipment described as Mobile Siemens Aera 24CH MRI. The Mobile MRI system will be in BAMC Parking Lot D immediately outside OB/GYN/Women’s Health. BAMC Facilities Management arranged for provision of electric power to planned mobile MRI location.

1.2. Contractor will provide, deliver, install, and support a mobile 1.5 Tesla (1.5T) Magnetic Resonance Imaging (MRI) system for the Department of Radiology (DOR) located in parking lot D at BAMC, 3551 Roger Brooke Drive, Fort Sam Houston, Texas 78234.

1.3. Contractor must ensure all services, installation, and removal are performed by qualified personnel in compliance with all applicable safety and regulatory standards, ensuring the mobile MRI system fully meets clinical, technical, and regulatory requirements for safe and effective imaging services.

1.4 Contractor will provide aluminum plates for trailer placement if the site lacks a concrete pad.

2. SERVICES

2.1. The contractor will provide the mobile Imagining equipment specified as a “Mobile Siemens Aera 24CH MRI”. Upon delivery and setup, the contractor shall include the setup for the patient lift and HVAC system.

2.1.2 The contractor shall provide 24/7 technical support.

2.1.3. The contractor shall provide system calibration upon setup.

2.1.4. Upon request the contractor shall provide no more than (3) 8-hour application training sessions

2.1.5. Upon the completion of the leasing agreement, the contractor is required to remove the system hard drive and promptly transfer possession of it to the government.

2.1.6. The contractor shall supply all necessary documentation, including operation manuals, maintenance records, and incident reports as required

2.2. MAINTENANCE. Contractor will provide preventive maintenance of the equipment to be between the hours of 8:00 a.m. and 5:00 p.m. Monday through Friday (except holidays). Maintenance schedule is in accordance with the manufacturer’s specifications.

2.3. SCHEDULED MAINTENANCE. The scheduled care and servicing of equipment noted in this requirement for the purpose of the equipment being maintained in a government accepted serviceable condition in accordance with the manufacturer’s specifications.

2.4. UNSCHEDULED MAINTENANCE. Contractor must communicate with the AO or COR if they are requested onsite outside any preschedule approved preventative maintenance schedule. Unscheduled services are those services relating to the repair and/or replacement of parts in the system or components.

2.5. REPLACEMENT. Whenever possible, the Contractor must communicate any known manufacturer recalls within 24-hours of receipt directly to the DOR Section Chief or NCOIC via email.

2.6. In the event that it is determined a replacement is required, the Contractor shall provide all replacements under separate delivery orders within this same SOW and within original manufacturer guidelines. The COR will reach out to leadership and the contracting officer for approval/disapproval of all manufacture replacements. The Contractor is responsible for all shipping charges associated with any equipment that at no fault of the government.

3. QUALIFICATIONS

3.1. Contractor must possess a valid Authorization to Operate (ATO) on Department of Defense (DoD) networks, with all equipment.

3.2. Contractor will ensure all software having current FDA certifications and a valid USA license for the MRI system.

4. SITE SECURITY

4.1. Contractor shall ensure that their personnel comply with the local installation requirements for vehicle registration and operation on the military facility. Any vehicle operated by the Contractor or its employees in performance of this contract must have the minimum liability coverage required by the state in which the performance is located.

4.2. Contractor shall ensure its personnel prominently wear on their upper torso a company identification badge which clearly identifies them and the name of the company at all times while inside of BAMC property.

4.3. SAFEGUARDNG MATERIAL. The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. The Contractor shall safeguard information of a confidential or sensitive nature. Neither the Contractor nor any of its personnel shall disclose, or cause to be disseminated, any information concerning the operation of the MTF that could result in, or increase the likelihood of, the possibility of breach of security or interrupt the continuity of operations or which breach the requirements of the Federal Privacy Act of 1974. However, the Contractor may be required to provide testimony or deposition in lawsuits or other administrative, civil or criminal proceedings.

4.3.1. ACCESS & GENERAL PROTECTION/SECURITY POLICY & PROCEDURES. This standard language is for contractor employees with an area of performance within Army controlled installation, facility, or area. Contractor and all associated sub-contractor’s employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes. For Contracts that Require Handling or Access to Classified Information.

Contractor shall comply with FAR 52.204-2, Security Requirements. This clause involves access to information classified "Confidential," "Secret," or "Top Secret" and requires contractors to comply with- The

Security Agreement (DD Form 441), including the National Industrial Security Program Operating Manual (DoD 5220.22-M); any revisions to DOD 5220.22-M, notice of which has been furnished to the contractor. A Secret security clearance is required for the contract employee to perform the scope of work. The Contractor shall have a proper Facility Clearance (FCL). The Contractor's employee shall report to the workplace with a favorable National Agency Check with Law and Credit/T3/T3R and a Secret or Interim Secret clearance in order to gain access to the workplace. DD254 shall be processed at no added cost to the contract.

4.3.2 FREEDOM OF INFORMATION ACT PROGRAM (FOIA & PRIVACY ACT). The contractor shall comply with DOD Regulation 5400.7-R, DOD Freedom of Information Act Program requirements. The Freedom of Information Act sets policy and procedures for the disclosure of records to the public and for marking handling transmitting and safeguarding For Official Use Only materials.

4.3.3 REPORTING REQUIREMENTS. The contractor shall comply with DoD 5200.2-R, January 1987, Personnel Security Program and AR 380-67, 9 September 1988, Department of the Army Personnel Security Program Regulation. Contractor shall report to the BAMC Security Manager any information or circumstances which may pose a threat to DOD or contractor personnel, resources, or DOD information.

4.3.4. PHYSICAL SECURITY. The contractor shall comply with all Force Protection Condition (FPCON) procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements.

4.4 COMPLAINTS. The Contractor shall have no more than two (2) substantiated complaints during any one (1) period of performance. Any complaints that are validated by the DOR section chief or NCOIC be reported in writing to the Contracting Officer Representative (COR) for appropriate action.

5. INVOICING

5.1. Contractor will submit all invoices as 2-in-1 invoice through Wide Area Workflow (WAWF) within 30 days after the month in which the services were provided.

5.1.2. All invoices submitted through WAWF must include appropriate and/or sufficient documentation to validate the number of quantities billed, as an attachment.

5.1.3. The Contractor shall only charge a single, non-recurring fee for hard drive removal services. The hard drive removal fee shall not be applied more than once for the same project

6. GOVERNMENT OBSERVED HOLIDAYS

6.1. The Contractor is not required to perform services on any Government-observed holidays.

6.2. The following Government holidays are observed:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

7. RELEASE OF INFORMATION/CONFIDENTIALITY

7.1. The Contractor shall keep any patient information confidential and shall not release any patient information to unauthorized personnel. All associated materials deemed relevant to the Government, which have been generated by the Contractor in the performance of this contract, are the exclusive property of the U.S. Government. Any request for information relating to this contract presented to the Contractor shall be submitted to the COR. No information will be released by the Contractor. Standard HIPAA practices will apply for the handling of all patient information.

7.2. CONFIDENTIALITY OF INFORMATION. Unless otherwise specified, all financial, statistical, personnel, and/or technical data which are furnished, produced or otherwise available to the Contractor during the performance of this contract are considered confidential business information and shall not be used for purposes other than performance of healthcare services under this contract. The Contractor shall not release any of the above information without prior written consent of the KO.

8.0. ACRONYMS

AO – Administrative Officer

ATO - Authorization to Operate

BAMC - Brooke Army Medical Center

COR - Contracting Officer Representative

CUI - CONTROLLED UNCLASSIFIED INFORMATION

DOD - Department of Defense

DOR - Department of Radiology

FCL - Facility Clearance

FDA - Food and Drug Administration

FPCON - Force Protection Condition

HIPAA - Health Insurance Portability and Accountability Act

HQDA - Headquarters, Department of the Army

KO - Contracting Officer

KS - Contracting Specialist

MRI - Magnetic Resonance Imaging

NCOIC – Non-Commissioned Officer in Charge

OB/GYN – Obstetrics/gynecology

RAMS - Random Antiterrorism Measures

SOW – Statement of Work

WAWF - Wide Area Workflow

9. Attachment & Technical Exhibit List

Technical Exhibit A: Deliverables Schedule

TECHNICAL EXHIBIT A

DELIVERABLES SCHEDULE

Deliverable Frequency # Of Copies Medium/Format Submit To

Invoicing (Paragraph 5.1)

Submitted monthly, within 30-day

One (1) copy to the COR

Electronic delivery via Wide Area Workflow (WAWF)

To the COR

Proof of Delivery and Installation of MRI Mobile Trailer (Paragraph 1.2)

Once- within seven (7) days of delivery

One (1) copy to the COR

Electronic delivery via email using Microsoft Office

To the COR

Training (Paragraph 2.4)

Once- within five (5) days of request

One (1) copy to the COR

Electronic delivery via email using Microsoft Office

To the COR

Training Manuals (paragraph 2.1.6)

Once - upon delivery/setup of equipment

Electronic delivery via email using Microsoft Office or Hard copies

To the COR &

NCOIC

Hard drive removal/replacement (paragraph 2.1.5)

Prior to removal from site designation

Physically provided

To the NCOIC

(END OF STATEMENT OF WORK)