MRI Helium Refills

SOW: VA-BIC 7T MRI Helium Refills Contract       

Purpose:

• This contract will assure that we maintain continuous operational status of the 7T MRI by providing the necessary cryogen fills as specified by the MRI magnet operations manual.  The contract will assure that the cryogens are delivered, and the MRI magnet is filled in a safe and timely manner.

Scope of Work:

• The vendor must provide the helium fill service to maintain the liquid helium level of a 7 Tesla MRI above the operator’s manual directed minimal 679L level (probe 1 reading of 760) throughout the 12-month contract period.
• The vendor must provide personnel that are trained in both cryogen handling and the hazards involved with a high field strength MRI magnet.
• The vendor must provide the liquid Helium and all personal protective equipment (PPE) for their service personnel to wear while performing the helium fills.
• The vendor will coordinate delivery of the liquid Helium with the VA BIC MRI staff so that the cryogens are on-site and adjacent to the MRI suite at the time of re-fill.
• The Truman VA Research Service will provide all hardware necessary to conduct the fills including a liquid helium transfer line, helium gas regulator, and all related connectors/tubing to connect high purity helium gas to the liquid helium dewar. If the items are not deemed suitable by the vendor, the vendor will inform the Truman VA BIC staff and/or provide their own hardware.

Location of Work:

• The work will be performed at the Truman VA Research Service in Rooms F017/F019, where the 7T MRI system is located.
• The vendor must schedule the cryogen fill with the VA BIC MRI staff at least 30 days prior to the intended fill date in order for the instrument and VA BIC staff to be available for the fill.
• On the day of the scheduled fill, the VA BIC staff must escort the vendor at all times while the vendor is in the secure area as well as to provide a second person to call for assistance in the event of a safety issue while the fill is in progress.

Period of Performance:

• The vendor must perform liquid Helium Refills (requesting 5 helium fills during a 12-month period using 250 liters of liquid helium per fill; each fill must reach to 100% of the magnet helium level which is indicated by Probe 1 reading of 1220) in order keep the helium level above the operator’s manual directed minimal 679L level (probe 1 reading of 760) which ensures normal operation of the Truman VA Research Service 7T MRI system.
• No vendor contacted was willing to commit to a base + 4 contract for quotes

Deliverables Schedule:

• The vendor must perform liquid helium fills (requesting 5 helium fills during a 12-month period using 250 Liters of liquid helium per fill; each fill must reach to 100% of the magnet helium level which is indicated by Probe 1 reading of 1220) in order keep the helium level above the operator’s manual directed minimal 679L level (probe 1 reading of 760) which ensures normal operation of the Truman VA Research Service 7T MRI system.
• The vendor must schedule the fill with the Truman VA BIC MRI staff at least 30 days prior to the intended fill date in order for the instrument to be available for the fill.
• The vendor must arrange for the delivery of the liquid helium to be available for the scheduled fill.
• On the day of the scheduled fill, the VA BIC staff must escort the vendor at all times while the vendor is in the secure area as well as to provide a second person to call for assistance in the event of a safety issue while the fill is in progress.

Applicable Standards:

• There are no published standards related to the routine performance of MRI cryogen refilling.
• The vendor must perform liquid helium fills in order keep the helium level above the operator’s manual directed minimal 679L level (probe 1 reading of 760) which ensures normal operation of the Truman VA Research Service 7T MRI system.

Acceptance Criteria:

• Following completion of each liquid Helium Refill, VA BIC staff will verify that the liquid Helium level has been topped off (Probe 1 reading of >/= 1220) and that the magnet has been restored to fully operational status (All fill ports and vent ports closed and secured).

Special Requirements:

• The personnel conducting the liquid helium fill must be proficient in both cryogen handling as well as the hazards involved with a high field strength MRI.
• The vendor must arrange for the delivery of the liquid helium to be available for the scheduled fill.
• The vendor must schedule the fill with the VA BIC MRI staff at least 30 days prior to the intended fill date in order for the instrument and VA BIC staff to be available for the fill.
• On the day of the scheduled fill, the VA BIC staff must escort the vendor at all times while the vendor is in the secure area as well as to provide a second person to call for assistance in the event of a safety issue while the fill is in progress.