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STATEMENT OF WORK Interim Mobile PET/CT Services Wilkes-Barre VA Medical Center Summary Wilkes-Barre Veterans Affairs Medical Center (WBVAMC) 1111 East End Blvd, Wilkes-Barre, PA. 18711, has an urgent... STATEMENT OF WORK Interim Mobile PET/CT Services Wilkes-Barre VA Medical Center Summary Wilkes-Barre Veterans Affairs Medical Center (WBVAMC) 1111 East End Blvd, Wilkes-Barre, PA. 18711, has an urgent and compelling need for a Interim Mobile Positron Emission Tomography (PET), and Computed Tomography (CT) Scanner Service at the VA Medical Center. The Mobile PET/CT will be required for two (2) months with the option to add one (1) additional month if needed. The replacement of the existing in-house PET/CT system will determine the length of stay needed for the interim unit. The dates have been established as June 1, 2025, for mobile PET/CT delivery /setup, and July 31, 2025, as removal of mobile PET/CT. Scanning times will be 7:30am-4:30pm, Monday through Friday, no weekends or federal holidays. Wilkes-Barre VAMC will staff the mobile system. The mobile PET/CT must be maintained and serviced by the original equipment manufacturer (OEM). WBVAMC had a contract, 36C24425P0490, for a Mobile General Electric (GE) Discovery PET/CT system with a 16-slice CT Scanner System for four (4) months that repeatedly failed and never produced diagnostic images. There is now an urgent and compelling need to fulfill this requirement for timely patient care and diagnosis. Contractor will supply pricing for an unstaffed Mobile PET/CT System on a fee per month basis. Contractor will be responsible for providing ACCLIMATIONS TRAINING (3 DAYS). The contractor will schedule all work with the Imaging Department. Contact for Wilkes-Barre VAMC Imaging Service is Janet Walck, Imaging Supervisory Technologist, (570) 824-3521 ext. 27481. Contractor shall e-mail all service reports to the Imaging Service detailing the work performed. E-mail contact is JanetLynn.Walck@va.gov. Failure to e-mail service reports may delay contractor payment. CONTRACTOR S FURNISHED EQUIPMENT: WBVAMC is requesting a Brand Name or Equal to the General Electric (GE) Discovery PET/CT system with a 16-slice CT, or the Siemens Biograph mCT20 PET/CT System in a parked Medical Coach, on-site at Client's facility, with Brand Name or Equal to Medrad Injectors. Equipment shall include, but not be limited to, a Contractor furnished fully equipped PET/CT Mobile Trailer where studies will be performed on a PET/CT scanner. All equipment to be used shall be Food and Drug Administration (FDA) approved imaging equipment placed at the area shown in the attached site plan. The entire offering of a PET/CT Mobile Trailer service shall meet all local, state, federal, industry, The Joint Commission or equivalent standard, National Electrical Code (NEC), National Fire Protection Association (NFPA), Veterans Administration (VA), Occupational Safety and Health Administration (OSHA). While on Federal property, the contractor s personnel shall abide by all policies of the WBVAMC to include but not limited to: smoking, HIPAA, information security, radiation and patient safety policies. SYSTEM CAPABILITY REQUIREMENTS: The Contractor shall provide one (1) on-site Mobile PET/CT Scanner System that is a full body PET/CT scanner system in accordance with the terms and conditions of this requirement. The unit shall have the ability to perform a wide range of exams as listed below. The types of exams expected to be performed with the PET/CT are: A - Oncology related PET/CT exams B - Brain imaging with F-18 FDG. MOBILE UNIT CAPABILITIES: Contractor shall provide the following: A - Ability to create, store and export Digital Imaging and Communications in Medicine (DICOM), Joint Photographic Experts Group (JPEG) and Moving Picture Experts Group (MPEG) file formats. B - The mobile unit shall be equipped with Compact Disk-Recordable CD-R/DVD-R burning capabilities as a backup to network transfer of data. C - The mobile unit shall be equipped with an Image Analysis Station for image registration quality assurance. D - The Contractor s PET/CT trailer shall provide the space sufficient and appropriate equipment for the monitoring of sedated patients and conducting cardiopulmonary resuscitation if necessary. MOBILE UNIT ACCESSORIES: Accessory equipment that shall be provided by the Contractor: a. Handicap accessibility b. Intercom system between the control room and scanning room c. CT injector MOBILE UNIT EQUIPMENT SPECIFICATIONS: The following minimum performance characteristics of the equipment are required: a. The PET/CT shall provide images with consistently high technical quality to be approved by VA employed experts. Poor image quality will be considered non-performance under this contract and must be remedied within 30 days of notification. b. The PET must have the capability to acquire images in multiple modes including but not limited to static emission scans and whole-body scans. c. The PET/CT shall have a PET detector crystal specifically made for PET imaging. d. The PET/CT should have the capability to acquire 3-dimensional PET images or true 3-dimensional images. e. The CT component of the PET/CT Unit shall have a minimum of a 16-slice detector and can acquire the transmission images within one breath hold. f. The CT component of the PET/CT shall have the capability to acquire data for anatomic localization and attenuation correction. g. The PET/CT system shall have attenuation correction algorithm(s) that are designed to use non-contrast enhanced CT data. h. The PET/CT system shall have attenuation correction algorithm(s) that are designed to use CT data with intravenous contrast enhancement. i. The PET/CT system shall have attenuation correction algorithm(s) that are designed to use CT data with oral contrast enhancement with positive contrast (iodinated contrast). j. The PET/CT system shall have attenuation correction algorithm(s) that are designed to use CT data with oral contrast enhancement with negative contrast (water). k. The vendor shall provide hardware and software maintenance and support during the term of this contract. Preventative maintenance and equipment service is to be performed by the OEM. l. The Mobile PET/CT unit shall be ready for use regardless of outside environmental conditions. m. The Mobile PET/CT unit shall maintain a temperature to assure proper operation of the scanner without frequent calibration and provide for patient comfort. n. The PET/CT unit shall meet all federal, state, and local fire and safety requirements. o. Telecommunications: The mobile unit shall be equipped with outlet jack connections capable of transmitting data and voice through Government provided category five (5) cable and dual pair phone cable. The Government will provide the connection required for the transmission of images, data, and voice. p. The mobile unit shall support DICOM Modality Work list (DMWL), for future use. q. The mobile unit shall be able to export DICOM images to at least one destination. r. System shall have been approved by the Federal Drug Agency (FDA) and meets or exceeds minimal standards for the type of equipment being provided as defined herein s. The Government will provide the connection required for the transmission of images, data, and voice. EQUIPMENT MAINTENANCE: Equipment provided shall be in good working order always to provide high quality scans required under this requirement. Contractor shall be completely responsible for the preventive maintenance, emergency and general repairs, safety, cleaning, and upkeep of all equipment furnished by the Contractor. Preventative maintenance/repairs on the Mobile PET/CT unit and all associated equipment shall be performed by the original equipment manufacturer (OEM). Contractor shall maintain property insurance on all equipment throughout the duration of the contract and shall provide proof of insurance to the Contracting Officer s Representative. SITE PREPARATION: WBVAMC will provide a docking site for the contractor s PET/CT Scanner Mobile Unit. The Contractor or designee shall perform a site visit at WBVAMC after notification of contract award and prior to commencement of work to coordinate with the COR to confirm site conditions for trailer/mobile unit docking. SITE PLANS: CONTRACTOR S QUALIFICATIONS: The contractor must be regularly established in the business called for, financially responsible and have the necessary equipment to furnish the services for all items under this requirement. The successful Contractor shall meet all Federal, State, and Local codes and requirements for the operation of this service and equipment provided. CONTRACTOR S RESPONSIBILITIES: a. Contractor shall be responsible for training WBVAMC Nuclear Medicine technologists on the use of the PET/CT equipment, workstation and image analysis software as directed by the COR. b. Contractor shall be responsible for the delivery of the PET/CT mobile trailer and will facilitate the following start up functions: c Contractor shall perform whatever tests are necessary so that the mobile trailer and all associated equipment is fully operational, safe and ready for services so that the schedule of patients is maintained always. d Contractor shall ensure that the mobile trailer is properly positioned and docked. Contractor shall also ensure that the normal temperature within the mobile trailer is set and maintained prior to services. e Contractor shall ensure that the mobile trailer is level and safe for all WBVAMC patients and employees and that appropriate utilities are connected for proper warm up of all on board systems. f. Contractor shall be responsible for ensuring quality diagnostic images are provided always. WBVAMC reserves the right to require corrective action if image quality or other service problems are brought to the attention of the Contractor. g. Contractor shall be responsible that billing is in accordance with the correct pricing. DATA/IMAGE TRANSFER SUPPORT: Contractor shall provide IT Technical Support while the PET/CT mobile unit is located on-site. Technical Support personnel must have complete knowledge of all Transmission Control Protocols/Internet Protocols (TCP/IP) modification required to interface with the VA network and the Contractor shall provide IT Technical Support to facilitate data transfer to the VA network. The Contractor will be provided an IP address for Source Data, Default Gateway, and Subnet Mask from VA OI&T personnel. The Contractor shall be responsible for implementation of data transfer to the VA network with the assistance of VA OI&T personnel. The mobile truck s IP address cannot be part of the VA network. The IP range for the workstation/equipment must be in a range supplied by the government. It should allow for the IP address to be changed locally. The VA will create an Access Control List (ACL) to address security controls. The Contractor shall ensure all IT devices located in the PET/CT mobile unit be cleansed of all virus and malware prior to connecting to the VA network. CONTRACTOR FURNISHED FACILITIES, SERVICES, SUPPLIES AND EQUIPMENT: a. Contractor shall be responsible for leveling of the vehicle at location designated by WBVAMC. B Contractor shall contact the COR to make the necessary arrangements for a site visit where the actual location of the mobile trailer shall be located so that precise measurements etc. can be taken by the Contractor who shall be responsible to confirm compatibility of the docking pad and connections as noted herein. Any additional costs because of the Contractor s failure to confirm the above shall be the responsibility of the Contractor. c. Contractor shall be held responsible for any damages, which may be done to the WBVAMC property during delivery, hookup and/or removal of equipment at the site. Any damages caused by the Contractor shall be repaired at the Contractor s expense to the satisfaction of the facility Chief of Engineering. d. Proper installation/staging of the Contractor s furnished equipment including the mobile trailer must be completed in accordance with industry standards, all OSHA regulations and applicable manufacturer s recommendations. The above must be completed prior to commencement of services. Dates and time for completion of the above shall be mutually agreed upon between the WBVAMC and the Contractor. NON-CONFORMING PRODUCTS OR SERVICES: Non-conforming products or services will be rejected. Unless otherwise agreed by the parties, deficiencies shall be corrected within three (3) days of the rejection notice. If the deficiencies cannot be corrected within three (3) days, the Contractor shall immediately notify the COR and the Contracting Officer of the reason for the delay and provide a proposed corrective action plan within three (3) working days. EMERGENCY REPAIRS: Emergency Service: Contractor shall provide, at no cost to the WBVAMC, all emergency service to include all required parts, labor, preventive maintenance/repairs of positron emission tomography (PET/CT) structure and equipment by the OEM. Response Time: In the event of an equipment failure during normal working hours the COR shall notify the Contractor immediately after discovery of equipment failure. Every effort should be made to keep equipment down time to a minimum of twenty-four (24) hours or less. If repair services are required to be performed on site after the normal working hours, the contractor must notify the COR and the VA Police that repair services will be performed on-site. All emergency repairs are the responsibility of the contractor and only qualified service engineers shall perform emergency repairs. Replacement Unit: If the equipment fails and the failed equipment is un-repairable, the contractor must obtain an alternate unit which shall be available on the next scheduled day and which meets all the requirements of the resulting contract to ensure that schedule services shall be performed as agreed upon under this agreement. DOCUMENTATION/REPORTS: - The contractor shall provide equipment and maintenance reports to the COR if requested during the duration of the contract. The contract shall also provide system pre-check and associated documentation at the time the unit is set up. This is to ensure safety of equipment utilized by WBVAMC personnel/beneficiaries. - The contractor shall permit onsite inspection by personnel selected by WBVAMC without prior notice to ensure the contractor s equipment is operated in accordance with appropriate safety guidelines and/or regulations as applicable. - The WBVAMC may require specialized documentation to satisfy the requirements of local, state, and federal government agencies, and independent consultants such as The Joint Commission, as well as for services rendered verification for payment of monthly statement. At a minimum, the following information shall be maintained by the contractor and be available for inspection by a duly authorized VA representative: Certificate of Insurance not limited to but, includes: Professional Liability, Worker s Compensation, liability and property insurance of contractor s furnished equipment shall be submitted to the Contracting Officer within ten (10) calendar days of receipt of notification of award. It is agreed upon and understood that the WBVAMC shall not be held responsible for any damage or vandalism, which may be caused to the contractor s equipment while on WBVAMC premises. Required Federal, State and local licenses. REMOVAL OF CONTRACTOR S EQUIPMENT: The contractor shall be responsible for the removal of the PET/CT trailer from the WBVAMC at the conclusion of the contract period. * All patient exam data is purged from Contractor s computer systems once it is verified that exams are viewable on the vendor provided advanced analysis workstations. * At the termination of the contract, the vendor shall surrender the hard drive to the workstations for destruction. * VA information retained by the PET/CT scanner itself and other Contractor equipment shall be returned to the VA at the end of the contract and when no longer required for regulatory purposes. The security of information retained by the PET/CT scanner and other contractor equipment both during the contract period and post contract period shall be the responsibility of the vendor. * All connections from the trailer to WBVAMC property are properly disconnected. * Any temporary site preparations are removed upon completion of services. * Unit and all necessary accessories, devices and the like are removed from WBVAMC premises. GOVERNMENT FURNESHED FACILITIES, SERVICES, SUPPLIES AND EQUIPMENT: The WBVAMC facility shall provide the following: * Three (3) Nuclear Medicine Technologists. * Full medical responsibility for its patients. * Scheduling of patients for PET/CT exams. * The facility will be responsible for transporting patients to and from the main facility designated waiting area to the contractor furnished mobile trailer. Upon completion of services, patients will be transported back to the main hospital. * All medical supplies, facilities, personnel, and physicians required to provide patients with such emergency medical care as may be required, including oxygen, aspirator and defibrillator when deemed necessary. COMMENCEMENT OF SERVICES: Commencement of service date is to be coordinated with the COR. Unit must be ready for patient services no later than thirty (30) days after contract award unless otherwise agreed to in writing with the Contracting Officer. PLACE OF INSPECTION AND ACCEPTANCE: Delivery location of PET/CT Mobile Trailer site shall be coordinated with the COR. SCOPE OF INSPECTION: a. Compliance with the statement of work will be inspected for content, completeness, and accuracy and conformance to contract requirements by the COR or his/her designee. Inspection will include validation of information or software using automated tolls and/or testing of the deliverables, as specified in the contract order. The scope and nature of this testing must be negotiated prior to the contract award and will be sufficiently comprehensive to ensure the completeness, quality, and adequacy of all deliverables. b. Reports, documents, and narrative type deliverables shall only be accepted when all discrepancies, errors or other deficiencies identified in writing by the government have been corrected. c. Maintenance logs, quality assurance records, and physicist reports shall be available upon request. d. Payment reconciliation will be accomplished by the government monthly. The COR or designated ordering office or officer will validate invoices by reviewing for accuracy. If issues occur the COR or designated ordering officer will contact the contractor for clarification and/or correction. PERIOD OF PERFORMANCE: The period of service is for two (2) months (June 1, 2025 thru July 31, 2025), with the option to add an additional one (1) month (August 1, 2025 thru August 31, 2025), if needed.