W023--NEW MRI Trailer Lease

SCOPE OF WORK

Contractors shall provide all equipment, service, tools, and initial labor to install the mobile Magnetic Resonance Imaging (MRI) trailer for use by VA referred beneficiaries of the Veterans Affairs Tomah Health Care System, 500 E. Veterans Street, Tomah, Wisconsin (hereinafter referred to as Tomah VA). MRI studies shall be performed by Tomah VA employees as deemed medically appropriate and requested by Tomah VA. The Contractor shall be responsible for all Contractor personnel, Subcontractors, agents, and anyone acting for or on behalf of the Contractor.

TERM OF CONTRACT AND PRICING: This contract is to be effective for one (1) year from date of award, with four (1) one (1) year renewal options to be exercised at the discretion of the Government.

PERIOD OF PERFORMANCE: Initial Year January 1, 2026 December 31, 2027, plus four (4) Option years.

The contract is subject to the availability of VA funds.

1. Schedule of Supplies/Services and Price/Cost

MRI Work Hours: The MRI trailer shall be used to perform studies Monday through Friday: 8:00 a.m. to 4:30 p.m. Extended hours and weekends may be utilized at the discretion of the facility. The facility will be closed on National Holidays.

National Holidays: Federal Government Holidays: New Years Day, Martin Luther King's Birthday, President's Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday.

2. Contractor Responsibilities:

2.1 Contractor will be responsible for all transportation, delivery, set-up, connection to VA provided 450v power, data and phone lines. Contractor will ensure the trailer size will be able to connect to the existing corridor attached to B-58 (20 x 60 in size and is asphalt) and provide functioning service. The hydraulic lift will not be used. The contractor must note the site has a nearby electrical transformer and they must confirm there will not be any electrical interference at time of commission. The contractor must provide 2 Weeks of OEM MRI Applications Training, MRI and MRI Trailer Manuals, Applicable Biomedical Training, Radiologist Training, Engineering Employees Training, compatible MRI Wheelchair, MRI patient transfer table, a full-size walk-through metal detector, and all internal and external accessories to ensure year round operation of the trailer while maintaining the veteran s comfort. These costs are to be inclusive to the monthly lease cost.

2.2 The Veterans Administration will be solely responsible for all technologist-staffing to operate the mobile MRI and all accessories.

2.3 Contractor shall provide all routine and annual OEM recommended Preventative Maintenance on MRI trailer and accessories at no additional charge to the Government.

Contractor shall be responsible for all the proper maintenance of each mobile unit and will provide evidence of required preventative maintenance and calibration of equipment as required by the manufacturer of the MRI unit. The Contracting Officers Representative (COR) shall require access to proof of preventative maintenance and calibration during the performance of the contract.

In the event of equipment failure or unavailability of the mobile MRI unit trailer and/or equipment, the contractor shall make a sound effort to get the unit fully operational within 12 hours. As a result of normal duty time lost during the downtime, the contractor may be required to work outside regular business hours and/or weekends at no additional costs to the Government to reduce patient backlog. VA personnel shall be notified immediately of any equipment malfunctions that would hinder the completion of studies. In the event of a system failure, Contractor and the Imaging Supervisor shall work cooperatively to remedy the situation as quickly as possible.

No routine maintenance will be scheduled or performed such that it conflicts with the required schedules of the MRI unit, except to address emergency failures of the unit. Service response time to emergency failures shall be within two hours. Provide 365/24/7 telephone service response line to be answered immediately or within 30 minutes.

2.4 The VA personnel are only responsible for the day-to-day cleaning of the mobile unit work areas and for disposal of trash in VA provided location. Cleaning as a required part of maintenance is the responsibility of the contractor

The contractor will not be responsible for providing MRI personnel services under this contract.

Contractor is also required to maintain applicable insurance policies commensurate with normal business practices and as required by Federal/State/Local laws, and to provide copies of those certificates to VAIHCS.

INSURANCE - EVIDENCE OF COVERAGE: Before commencing work under this contract, the Contractor shall furnish certification to the Contracting Officer that the coverage required has been obtained and such Policy shall state "THIS POLICY MAY NOT BE CHANGED OR CANCELED WITHOUT WRITTEN NOTICE TO THE VA." Said policy must bear an appropriate "loss payable clause" to the United States as its interest may appear. Such evidence of insurance will not be waived.

Contractor personnel shall not be considered VA employees for any purpose.

To ensure that individuals providing services under the contract have not engaged in fraud or abuse regarding Section 1128/A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Services-Office of Inspector General (HHS/OIG), list of Excluded Individuals/Entities on the OIG website: www.hhs.gov/oig for each person providing services under this contract.

Contractor is to certify that persons listed in contractor s proposal have been compared against the OIG list and are not listed. During the performance of this contract the contractor is prohibited from using any individual or business listed on the list of excluded Individuals/Entities.

Contractor is to maintain the confidentiality of patient records in accordance with the Privacy Act, Title 5, U.S.C. 552a, Title 38 U.S.C. 5701, 5705, and 7362.

Release of Medical Information: Contractor personnel shall only release medical information obtained during this contract to those VAIHCS staff members involved in the necessary care and treatment of that individual patient. Patient lists and names of patients are considered privileged information and shall not be disclosed or revealed in any way for use outside the VAIHCS without prior written permission from the Chief of Staff or her/his designee.

VA personnel shall be responsible for the preparation of each patient for the scan, i.e., safety screening, gowning, scanning for metals, etc. If sedation is needed for a particular patient, it will be on a conscious sedation level only. The Government will be responsible for providing sedation orders and dosage, instructions for pre and post sedation and recovery and the sedation drug. The VA is responsible for the safety of each beneficiary while in their care, throughout the exam.

Special Contractor Responsibilities: Contractor shall perform the required work in accordance with Joint Commission, VHA and other regulatory standards. Joint Commission standards may be obtained from the Joint Commission, One Renaissance Blvd, Oakbrook Terrace, IL 60181.

The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, and speak and understand the English language.

Contractor shall maintain a Drug-free Workplace in accordance with Federal regulations. Contractor shall comply with the VAICHS to maintain a drug-free workplace program. The administration of this program will be the responsibility of the contractor, as well as the establishment of disciplinary actions.

All costs associated with obtaining clearances for Contractor(s) provided personnel shall be the responsibility of the Contractor(s). Further, the Contractor(s) shall be responsible for the actions of those individuals they provide to perform work for the VA under this contract. In the event that damages arise from work performed by Contractor(s) provided personnel, under the auspices of this contract, the Contractor(s) shall be responsible for all resources necessary to remedy the incident.

All Contractors are required to wear identification (I.D.) badges during the entire time they are on VA properties. I.D badges must have an identification picture, name of the individual and the represented company.

Government Responsibilities. After receiving a list of names and addresses of the contractor employees, the VA shall provide electronic notice to the contractor with directions on obtaining, completing, and submitting the necessary background investigation forms.

The Office of Security and Law Enforcement shall notify the Contracting Officer and Contractor after adjudicating the results of the background investigations received from OPM / Contracting Officer.

The Contracting Officer shall ensure that the Contractor provides evidence that investigations have been completed or are in the process of being requested.

2B. VA Information and Information System Security/Privacy

2b.1 Please see Attachment C (VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS, AS APPROPRIATE)

3. Tomah VA Responsibilities:

3.1 Tomah VA will be responsible for providing all consumables such as contrast, gloves, syringes, needles etc.

3.2 Tomah VA will provide a Parking site with all required power and utility hook ups.

Dimensions and Specifications:

The parking site in place has the following dimensions: 20 x 60 in size and is asphalt.

The site is arranged so that the trailer is parked to match the corridor and the patient access door. The contractor will verify that the size of the trailer will be able to connect to the existing corridor attached to B-58 and provide functioning service.

Electrical service: Single power receptacle (Russell-Stoll DF2504FRAB) connected to a 200-amp 3 pole 480 volt disconnect switch.

Two (2) telephone connections and two (2) data connections. Data connections have RJ45 jacks. Cable to telephone and data connections is category 5e.

No water connection is provided.

3.3 Tomah VA will be responsible for providing clean linen and for the laundering of the dirty linen.

3.4 MRI Technologists provided by Tomah VA.

4. MRI Scan Interpretation provided by Tomah VA

5. MRI Equipment

5.1 MRI system is contained within a parked mobile unit. The Contractor will provide a clean well-maintained state-of-the-art mobile MRI unit with a minimum of a 1.5 tesla magnet system designed to perform body, abdominal, neurological, vascular, and extremity/ joint imaging, with minimum capabilities as described in Attachment B, including appropriate coils for all imaging studies performed at Tomah VA.

5.2 Communication with Tomah VA PACS MRI workstation technology & Radiology service medical printers. The Contractor will ensure that all software and licenses necessary to have full DICOM communication between the MRI workstation technology and Tomah VA PACS and Radiology service workstations and medical printers. Each MRI study will be transferred to the Tomah VA PACS immediately following acquisition of the study so that it can, if necessary, be reviewed before the patient leaves the mobile MRI.

5.3 Emergencies on Mobile MRI Unit:

A crash cart will be appropriately located within the Tomah VA Imaging Department. All emergencies will be handled by the Tomah VA code Team. Tomah VA will provide written emergency plans addressing emergencies such as patient code, personal injury, fire, and disruptive behavior. MRI technologists will also review MRI safety guidelines with Emergency Responders from Tomah VA. All code patients will be removed from MRI scan room and MRI technologists will ensure code responders or ferrous equipment is not allowed in MRI scan room.

6. MRI Point of Contact:

The Tomah VA Radiology Service COR (Contracting Officers Representative) will be the primary point of contact at the Tomah VA for communication between the VA and the MRI mobile Contractor as regards technical aspects of imaging protocols and medical aspects of patient studies. The MRI mobile Contractor will communicate to the COR any possible and actual disruptions of MRI service. Upon becoming aware of possible or actual disruption of MRI service, the Contractor will communicate such service-disruption information to the COR as soon as possible (ASAP) so the patient and service schedule can be appropriately modified with as little inconvenience as possible to patients and services.

7. Acronyms

ARRT

American Registry of Radiologic Technologists

HIPAA

Health Insurance Portability and Accountability Act

OSHA

Occupation Safety and Health Administration

PACS

Picture Archiving Communication System

VA

Department of Veterans Affairs

VAMC

VA Medical Center

VistA

Veterans Health Information System and Technology Architecture

8. CONTRACT PERFORMANCE MONITORING: The contractor will be monitored through a variety of mechanisms, including but not limited to:

Cancellations due to equipment failure

Maintenance Schedules

QA/QC Measures (Physicist Reports)

AQL

Any new or revised quality/performance criteria or standards will be provided to the contractor before their implementation date and renegotiated into the contract as necessary. If renegotiation is not possible, contract may be terminated and resolicited. Unsatisfactory performance may be re-performed as required at no additional cost to the Government.

Acceptable Quality Levels (AQL)

TASKS

Performance Measures

Acceptable Quality Levels (AQL)

Deduction/

Resolution

if below AQL

Adhere to HIPPA requirements

Within acceptable standards

100%

Subject to contract termination.

Provide maintenance personnel in the work area available for work at the appointed times

Daily

>98%

Monitored by COR, contract subject to termination

MRI scan evaluation and completion

Daily

>95%

Complete and provide.

Provide proper equipment in working order.

Within acceptable medical standards

100%

Properly clean equipment as directed. Repair equipment.

9. SPECIAL CONTRACT REQUIREMENTS

The Contracting Officer (CO) is the only person authorized to approve changes or modify requirements. Contractor shall communicate with CO on all matters pertaining to contract administration. Only the CO is authorized to make commitments or issue changes, which will affect price, quantity, or qualify of performance of this contract. Services specified may be changed by written modification to this contract. Modification will be prepared by the VA CO.

9.2 Designation of Contracting Officer s Representative (COR):

A representative of the CO will be designated to represent the CO in furnishing technical guidance and advice regarding the work performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to financial or legal aspects of the contract, but the technical matter experts reside in the serviced departments and as such they are authorized to give technical assistance and guidance.

MINIMUM TECHNICAL SPECIFICATIONS FOR THE PROPOSED MRI

Equipment

Contractor will provide a state-of-the-art 1.5T with a minimum 70 cm bore, that includes the following:

MRI Protocols (including, but not limited to)

Brain (MRI and MRA), Orbit/Face/Neck, Spine (Cervical, Thoracic, & Lumbar), Routine MSK, Abdomen/Pelvis, Pelvis-Male and Female, Brachial Plexus, Carotid and Renal MRA.

MRI software packages should include the following, but not limited to:

2D/3D Imaging

ADC Mapping

Neuro

Angio

Body

Ortho

EPI/DWI

T2 Dark fluid 3D TSE

Fast Imaging (i.e. Blade or Propeller, but not limited to)

Care Bolus

2D/3D Phase Contrast

Post-processing

Non-contrast MRA and CE MRA

Parallel Imaging

Single Shot EPI

DICOM Worklist

DICOM SCU

Coils:

Appropriate coils will be included to accommodate and accurately examine all MRI procedures and protocols listed above.

System should also include:

Contrast Power Injector

Minimum of 500 lb. load table limit

Ability to plug in multiple coils which can be used simultaneously

HVAC system for environmental control

On board Generator to maintain HVAC in event of shore power failure

Equipment will be capable of sending images to destinations including (printer, PAC s, Hospital RIS System, etc.)

Accessories

Best Bore size (70cm+) to accommodate overweight MRI patients and claustrophobia

Optional Accessories to enhance VA Patient experience and comfort such as Digital video goggles and audio headset. In Bore Infotainment

All accessories and equipment to ensure year-round use, regardless of weather, for patient comfort to be included in the lease cost.

Enhanced communication between patients and MRI technologists.

Positioning Sponges and Straps and occasional replacements as needed due to normal Wear and Tear

MRI Safe Transfer Table

Metal Detector

Handheld Metal Detector

MRI Safe Wheelchair

MRI Safe Fire Extinguisher

Options to purchase or receive free upgrades to MRI system configuration and capabilities during life of contract

(End of Scope of Work)