6525--Mobile CT Services
1 STATEMENT OF WORK/SPECIFICATIONS FOR MOBILE CT UNIT 1.0 OVERVIEW SERVICES: VA Connecticut Healthcare System requires the lease of mobile Multiple Detector Computed Tomography Imaging (MDCT) unit for... 1 STATEMENT OF WORK/SPECIFICATIONS FOR MOBILE CT UNIT 1.0 OVERVIEW SERVICES: VA Connecticut Healthcare System requires the lease of mobile Multiple Detector Computed Tomography Imaging (MDCT) unit for use to address the backlog of CT scans created by the limiting of routine services during the Coronavirus Pandemic. Contractor shall provide all expertise, trained personnel, equipment and supplies as necessary to deliver, install, and operate this mobile unit at the West Haven campus of the VA Connecticut Healthcare System (VACTHS). Contractor shall provide an Aquilian Prime SP, with Adaptive Iterative Dose Reduction 3D Enhanced CT system and associated equipment (hereinafter referred to as a mobile unit). Above shall include a system scalable to 160 Slice Multiple Detector CT mobile scanner, which shall be delivered F.O.B. Destination to the West Haven campus, VACTHS 950 Campbell Ave West Haven, CT 06095. Contractor shall be provided a minimum of 30 days notice when the mobile unit is no longer required after meeting a minimum lease period of 12 months. If the return of the unit is anticipated to be in the middle of month, the Contractor price will be prorated, and price will be decreased accordingly. This agreement shall include all labor, material, tools, maintenance/repairs, equipment, hookup, delivery, and the complete removal of the mobile unit upon conclusion of the contract period. Mobile unit shall be delivered and removed on a date and time mutually agreed upon between the COR and the Contractor. It is also agreed upon and understood that only qualified/trained technologists supplied by the contractor or VA trained technologist will be allowed to perform scans on the Contractor furnished equipment. The contractor is always required to staff the mobile CT unit with one qualified / certified CT Technologist and one Technologist Aide. The hours of normal operation are 7am-5pm Monday - Saturday, exclusive of federal holidays. VA may need to perform CT scans at any time; therefore, the Mobile unit will be available, and the VA will have access on site 24 hours a day, 7 days a week (24/7) for the agreed upon period. Contractor shall be responsible to maintain all the equipment in good working order and shall reimburse the VA for any reasonable costs which may be associated with any defective workmanship or equipment failure as further defined herein. All required software updates/maintenance performed by the vendor must take place after 7PM on weekdays and weekends. 1.1 TERM OF CONTRACT: The contract is effective after award from the date specified for a 12-month period with an option to renew for additional 12- month period. The option period is subject to the availability of VA funds. No service shall be performed by the Contractor after dates indicated, unless authorized by the Contracting Officer in writing. 1.2 TRAINING: Government or government contract personnel shall provide all patient services. Contractor is required to provide all necessary training for full operation of the Mobile CT unit, if necessary. Contractor shall make the necessary arrangements with the Contracting Officer s Representative (COR) to schedule training sessions. Training sessions shall not be performed on weekends and federal holidays. 1.3 USE OF EQUIPMENT: It is agreed upon and understood that a qualified CT technologist(s) (who has completed and received the proper training on the use of the equipment) will be authorized to use the Contractor s furnished equipment 24/7 to perform a variety of CT exams. This includes VA Connecticut employees and contract staff. 1.4 AUTHORITY: This procurement can be conducted under Federal Acquisition Regulation (FAR) Part 8, Required Sources of Supplies and Services under GSA Schedule or FAR Part 13, Open Market. The resultant contract is non-exclusive and shall not prohibit VA or Contractor from entering into agreement(s) with other health care providers or purchasers of health care services. 1.5 PURPOSE: The intent of this procurement is to provide interim mobile CT lease to increase patient access to CT services post Coronavirus Pandemic. Contractor s equipment shall be state-of-the art in order to achieve high quality scans utilizing low radiation dosing techniques for VA patient diagnosis. 1.6 CONTRACTOR S FURNISHED EQUIPMENT: Equipment shall be limited to a fully equipped Aquilian Prime SP, with Adaptive Iterative Dose Reduction 3D Enhanced CT scanner where studies will be performed on the contractor s furnished equipment. Contractor shall submit an equipment specification list of all equipment, including the CT Mobile Unit with his/her signed quotes as further detailed in Paragraph 1.7. Include name of manufacturer, model number, manufacturer s brochures, cut sheets, equipment specifications, and all pertinent data. All equipment to be used will be FDA approved imaging equipment placed at a location designated by the COR on site at the West Haven campus. The entire offering of a CT Mobile lease shall meet all local, state, federal, industry, JC, NEC, NFPA, VA, OSHA, and other regulatory standards, internal or external, that the VACTHS is currently accountable for. In addition, the CT Mobile unit shall meet the following specifications: Max width of mobile: 16 feet Max length of mobile: 50 feet Mobile unit shall be compatible with the following main electrical power specifications: 480V, 150A 3 phase, 125KVA, fused at 150, 4 pole 5 wire service in place with a Russelstoll outlet consisting of 4 #3/0 & 1 #6g, Maximum allowable line voltage variation is +/- 10 percent. Phase balance + 2% maximum, as per the OEM Site Guide. (Power needed is: 380, 400, 420, 440, 460 or 480 VAC, 50/60 Hz, 3-phase) 1.7 SYSTEM CAPABILITY REQUIREMENTS: The Contractor shall provide a Computed Tomography Imaging scanner which shall allow the contract personnel/staff to perform a wide range of exams as listed below: Diagnostic CT imaging, but not limited to, all Body, MSK, Neuro. 1.8 SYSTEM NETWORKING INTERFACES: to be provided at no additional cost to VACTHS. Scanner and all associated equipment - Both hardware and software, which shall have ability to send Digital Imaging and Communications in Medicine (DICOM) images to VACTHS PACS: System shall be able to send to multiple DICOM destinations System shall operate on Windows 10 operating system Shall act as a Service Class Provider (SCP) for third party workstations to pull DICOM The mobile unit shall be equipped with a DVD disk archival system however VA will be responsible for DVD Discs. The patient data and optical disk shall the property of the VACTHS and remain with VACTHS at the end of the contract term. The mobile unit shall be equipped with DVD-R burning capabilities as a backup, these backups shall be in DICOM format. Shall be compatible with DICOM Modality Worklist C-Find (MWL) to query exams 1.9 ACCESSORY EQUIPMENT: Accessory equipment that shall be provided by the Contractor: Handicap accessibility - via ramp or lift Intercom system between the control room and scanning room Medical gas outlets (1 outlet each of air oxygen and suction) in the CT room close to the head of the table Supply tanks/compressor for the source of the gases/suction shall be supplied with the mobile unit Changing area for patients within mobile unit (if available) CT Medrad Stellant Dual Injector which is compatible to the CT system provided 1.10 EQUIPMENT SPECIFICATIONS: The following minimum performance characteristics of the equipment are required: Brand name Toshiba is required in order to avoid the need to train staff that is already familiar with the use of this brand CT, currently in use at the VACTHCS. Aquilian Prime SP CT is also required for this mobile space in order to ensure ease of use and to prevent additional training for the clinical users. A Medrad Stellant Dual Injector brand is required in order to maintain consistent use of current stock of injector syringes that logistics currently has on contract with the vendor. Additionally, all sponges and table attachments shall be included. In this instance, the supplies to be included are: Head holder attachment Head stability sponges Footboard attachment Patient safety Velcro table straps Cardiac Monitor for Cardiac CTA EKG Leads for Cardiac Monitor Postprocessing workstation that is compatible with Vital Vitrea Imaging Workstation Additionally, the unit shall include, but not be limited to, the following specifications: The Gantry Gantry tilts ±30 degrees Large aperture: 78 cm Two scan fields of view Wide range of scan times provides greater flexibility for optimal image quality Control touch panel many functions can be controlled in-room for quick setup and improved workflow Noise, % at 25 mGy (2.5 rads) <0.5% Output, kw 72 Kvp range 80, 100, 120, 135 X-RAY TUBE Heat storage, MHU (X-RAY TUBE) 7.5 Heat dissipation rate, kHU/min (X-RAY TUBE) 1,386 maximum Tube cooling (X-ray tube anode) Oil/air Tube focal spots, mm (X-RAY TUBE) 1.6 x 1.4, 0.9 x 0.8 (IEC standard) Gantry angle deg (GANTRY) +/-22 Dicom 3-d image export Standard Rotation times, sec, 0.35, 0.375, 0.4, 0.45, 0.5, 0.6, 0.75, 1, 1.5 Table Weight: >440 lbs Other features include: Easy 3D Bone removal Maximum intensity projection (MIP) Minimum intensity projection Intensity volume rendering Quantitative Analysis Profile display of CT numbers along a selected line in the axial plane Distance measurement and display CT number display Histogram display Connectivity to PACS is required as well as all capabilities in Section 1.8 in the above document. Equipment provided shall also include the following: DICOM [connectivity / functionality between VABHS CareStream PACS] DVD disk archival system Contractor shall be required to make whatever adaptations are necessary so that the Contractor s equipment is compatible with the VA furnished services defined herein. The Mobile CT shall provide images with consistently high technical diagnostic quality which meet the standard of care. The Mobile CT unit shall be ready for use regardless of outside environmental conditions. The Mobile CT unit shall maintain a temperature as to assure proper operation of the scanner without frequent calibration and provide for patient comfort. Meet all federal, state and local fire and safety requirements. Telecommunications: The mobile unit shall be equipped with an outlet connection capable of transmitting data and voice through a Government provided network cable. The Government will provide the connection required for the transmission of images, data and voice. (PACS interface contact person shall be provided to the Contractor during the post-award orientation). 1.11 ADDITIONAL REQUIREMENTS/MOBILE CT UNIT: Contractor shall provide a Mobile CT Unit that meets the following physical requirements: Has been approved by the FDA and meets or exceeds minimal standards for the type of equipment being provided as defined herein. The Contractor s Mobile CT shall provide the space enough for the monitoring of sedated patients and conducting CPR and code if needed. 1.12 VA PROVIDED UTILITIES/SERVICES: VACTHS SHALL PROVIDE THE FOLLOWING UTILITIES/SERVICES (IF NECESSARY) FOR OPERATION OF THE CT MOBILE UNIT: Maintenance of the site which meets the requirements for the system. Housekeeping during use of the mobile unit. Provision of electricity utilities, telephone service and network (HVAC, water and steam will NOT be provided). Provision of a Radiologist to oversee procedures, to protocol studies. VA Staff to respond medical emergencies. VA will be responsible for scheduling of patients to maximize patient throughput and will provide clerical support for scheduling, patient registration and other administrative responsibilities related to the CT Schedule. Provision of medical staff, when required, for procedures. Transportation of patients to/from their medical ward to the waiting area assigned to the CT service. Provision of medical supplies necessary to perform the procedure. Provision of standard protocols for CT technical staff and availability of radiologist to confer with regarding protocols. VA physicians will obtain any written consent that may be required in accordance with VA regulations. Canopy, walkway and covering for the safe transportation of patients to and from the hospital to the mobile unit 1.13 EQUIPMENT MAINTENANCE/REPAIRS: Equipment provided shall always be in good working order in order to provide high quality scans required under this solicitation and any resulting contract. Contractor shall be completely responsible for the preventive maintenance, emergency and general repairs, replacement of any defective parts/components, safety, cleaning, and upkeep of all equipment furnished by the Contractor. Preventative maintenance/repairs on the CT mobile unit and all associated equipment shall be performed in accordance with the Conformance Standards and manufacturer s recommendations. If the equipment should fail during normal working hours, emergency repairs shall be performed on-site by the Contractor s qualified service engineers within a four-hour response time in order to reduce equipment downtime. Contract price shall be reduced by pro-rated amount in the event that the contractor is unable to meet the response times stated herein or as mutually agreed upon with the COR based upon patient scheduling. Notwithstanding, if it is determined that the equipment cannot be repaired on site within an agreed upon period of time, the contractor agrees to replace the Mobile Unit within forty-eight (48) hours of equipment failure. Contract price will be adjusted for any days in which the equipment cannot be used. All required software updates/maintenance (non-emergent) performed by the vendor must take place after 7PM on weekdays and weekends as to not interrupt patient access. VA shall be responsible for the overall housekeeping of the unit including but not limited to removal and proper disposal of all debris daily or as often as necessary to maintain a sanitized and neat environment in accordance with the Conformance Standards. 1.14 PARTS: The Contractor shall furnish and replace parts to meet times specified in this agreement. The Contractor shall maintain ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contractor shall include all parts required. The Contractor shall use new or rebuilt parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Rebuilt parts, used parts or those removed from another piece of equipment shall not be installed without specific approval by the CO or the COR. Contractor s equipment shall be compatible with the VA existing equipment and/or systems in order to provide an interface between the Mobile CT Unit and the Contractor s equipment and the VA firewall. VA personnel will be assigned to the successful Contractor during the post award orientation to establish network connectivity from the trailer through the VACTHS firewall. The Contractor and OIT official will discuss firewall security and patient data purging procedures from the Contractor s computer hard drives on the trailer unit. The Contractor shall comply with firewall security and patient data purging procedures determined to be applicable by the VA OIT official. All hard drives and removal media that store sensitive patient information will be turned into the VA at the conclusion of the contract period. CT Mobile Unit Driver shall be licensed as applicable to operate and drive the mobile vehicle in which the unit is housed. Contractor shall be responsible for delivery and set up of unit on site. 1.15 RECORDS AND CONFIDENTIALITY Records created by the Contractor in the course of treating VA patients under this agreement are the property of the VA and shall not be accessed, released, transferred or destroyed except in accordance with applicable federal laws and regulations. Whenever possible, records and reports will be made available in digital form. The contractor shall provide VACTHS with the hard-drive system at the conclusion of the contract period. This shall be signed off by a VA Connecticut s Information Security Officer (ISO) and Clinical Engineering (CE) services. The treatment and administrative records created by, or provided to the Contractor under this award, shall be covered by the VA system of records entitled Patient Medical Records- VA (24VA136). In responding to VA Patient requests that copies of their patient records be released to a third party, the Contractor shall refer the VA patient/family to the Release of Information Act (ROI), located within the VA Business office for response. 1.16 TORT CLAIMS The Federal Tort Claims Act does not cover the Contractor and/or its employees. When the group or its employees has been identified as a provider in a tort claim, the Group or Group Employee is responsible for notifying their own legal counsel and/or insurance carrier. Any subsequent settlement or judgment arising from a group or Group employee s act or omission under this agreement is the responsibility of the Group, Group employee and/or insurance carrier unless such act or omission was at the direction of the VA clinical staff member or other VA employee. 1.17 QUALITY CONTROL All studies shall conform to VA protocol established by VA Radiologists prior to any examination being performed. Studies will be performed according to VA BHS protocols. VA estimates 35 CT exams to be completed daily. This is a Sources Sought notice only. If you are able to meet these requirements, please send your company information to leah.bennett2@va.gov by 5:00pm EST on August 18, 2020.
Data sourced from SAM.gov.
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