Inactive

SOURCES SOUGHT 36C244-25-AP-3834; PR: 542-25-4-134-0169 All responses must be sent via email to Derek.Chuff@va.gov NLT 12:00 PM EST 8/25/25 All responses must include your business name and type (larg... SOURCES SOUGHT 36C244-25-AP-3834; PR: 542-25-4-134-0169 All responses must be sent via email to Derek.Chuff@va.gov NLT 12:00 PM EST 8/25/25 All responses must include your business name and type (large, small etc), DUNS number, cage code, and POC. STATEMENT OF WORK/SPECIFICATIONS FOR MOBILE CT UNIT 1.0 OVERVIEW SERVICES: Coatesville VA Medical Center requires the lease of a mobile Computed Tomography Imaging (CT) unit to address our CT scan needs while we replace our CT suite in the fall of 2025. Our CT suite will be undergoing construction for approximately three months. The contractor shall provide all expertise, equipment and supplies as necessary to deliver and install the mobile CT unit at the Coatesville VA Medical Center, 1400 Blackhorse Hill Road, Coatesville, PA 19320. The Coatesville VA Medical Center currently has a GE Optima 660 CT unit. We are requesting a GE EVO CT system as it is similar to the current CT unit in use. The mobile CT unit must produce the same results or better than the current one. We are requesting this procurement for any vendor who can provide this system for the time needed. Contractor shall provide a GE EVO CT system and associated equipment (hereinafter referred to as a mobile unit). The mobile trailer shall be set up in a location identified by the Contracting Officer s Representative (COR). 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. The 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 VA trained technologists will perform all scans on the Contractor furnished equipment. The VA will have on site access to the CT scanner 24 hours a day, 7 days a week (24/7) throughout the contract 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. Contactor policies and procedures shall comply with all VA Privacy & Security, the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA). 1.1 TERM OF CONTRACT: The contract is effective after award from the date specified for a minimum of four months. Upon award, the contractor shall schedule a meeting to review the technology placement, site planning requirements, set-up of the equipment, and expectations with the COR. Follow-up meetings should occur if applicable to finalize the delivery and install dates. This period is anticipated to take one month. The rental period will then be for a minimum of three months. No service shall be performed by the Contractor prior to or after contract period, 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 2 days of all necessary training for full operation of the Mobile CT unit to include applications training. 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. 1.4 PURPOSE: The intent of this procurement is to provide interim mobile CT lease to increase patient access to CT services during our current CT replacement. 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. 1.5 CONTRACTOR S FURNISHED EQUIPMENT: Equipment shall be limited to a fully equipped GE EVO CT system 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. 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. The entire offering of a CT Mobile lease shall meet all local, state, federal, and regulatory standards, internal or external, that the Coatesville VA is currently accountable for. In addition, the CT Mobile unit shall meet the following specifications: Max width of mobile: 10 feet Max length of mobile: 45 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, Maximum allowable line voltage variation is +/- 10 percent. Phase balance + 3% maximum. If the outlet changes, the VA shall notify the vendor before delivery to ensure the mobile trailer plug is compatible with the new outlet. 1.6 SYSTEM CAPABILITY REQUIREMENTS: The Contractor shall provide a Computed Tomography Imaging scanner which shall allow the personnel to perform a wide range of exams as listed below: Diagnostic CT imaging, but not limited to, all Body, MSK, Neuro. 1.7 SYSTEM NETWORKING INTERFACES: to be provided at no additional cost to the Coatesville VA. Scanner and all associated equipment - Both hardware and software, which shall have ability to send Digital Imaging and Communications in Medicine (DICOM) images to Coatesville VAMC 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 be the property of the Coatesville VAMC and remain with the VA 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 1.8 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 Changing area for patients within mobile unit (if available) CT Medrad Stellant Dual Injector which is compatible to the CT system provided 1.9 EQUIPMENT SPECIFICATIONS: The following minimum performance characteristics of the equipment are required: Brand name GE is required in order to avoid the need to train staff that is already familiar with the use of this brand of CT, currently in use at the Coatesville VAMC. GE EVO 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 Postprocessing workstation Additionally, the unit shall include, but not be limited to, the following specifications: The Gantry Gantry tilts ±30 degrees Large aperture: 70 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 Output, kw 72 Kvp range 80, 100, 120, 140 X-RAY TUBE Heat storage, MHU (X-RAY TUBE) 7.0 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) Dicom 3-d image export Helical Scan Speed 360 Rotation times, sec, 0.5, 0.6, 0.7, 0.8, 0.9, 1.0 Axial and Cine Scan Speeds 360 Degree Acquisition Scans, sec, 0.5, 0.6, 0.7, 0.8, 0.9, 1.0, 2.0 Table Weight: minimum 500 lbs Connectivity to PACS is required as well as all capabilities in Section 1.7 in the above document. Equipment provided shall also include the following: DICOM [connectivity / functionality between Coatesville VAMC and Philips Isite 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). 1.10 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. 1.11 VA PROVIDED UTILITIES/SERVICES: COATESVILLE VAMC 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 1.12 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. The Contractor will provide all replacement parts, labor, travel expenses, tools, test equipment and other incidentals necessary to maintain or restore the listed equipment to operating specifications according to the manufacturer s recommendations throughout the term of the contract. 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. The Contractor shall be qualified / authorized by the Original Equipment Manufacturer (OEM) in the service/repair equipment listed within this contract. Contractor shall maintain qualifications throughout entire contract period. Qualifications include but not limited to the certification of all repair persons and repair facilities by the OEM as being trained / qualified to perform required repairs. The Government shall maintain the right to seek proof of qualification prior to award and anytime during contract period of performance. 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. Service of the equipment, to include preventive maintenance checks, shall be conducted Monday Friday 7:00 AM 5:00 PM, excluding Federal Holidays. Contractor will notify and coordinate with Radiology Service and Healthcare Technology Management (HTM) service of all maintenance being performed prior to starting the work. The contractor is required to sign in with HTM upon arriving on site and sign out with HTM upon leaving. The contractor will provide service records to HTM for all work done, including a service history of the device prior to use. All required software updates/maintenance (non-emergent) performed by the vendor must be pre-coordinated with Radiology and HTM to avoid interference with patient care. 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. 1.13 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 Coatesville VA 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. Contractor shall ensure that the delivery cab utilized will be able to fit in the space designated for the mobile unit delivery. 1.14 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 the Coatesville VAMC with the hard-drive system at the conclusion of the contract period. This shall be signed off by the facility s Security Officer (ISO) and HTM 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. 1.15 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. 1.16 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 Coatesville VA protocols. VA estimates an average of 10 CT exams to be completed daily. 1.17 INVOICES As full and complete compensation for the CT lease, the VA agrees to make payment on a timely basis during the lease period upon receipt of properly prepared invoices submitted by the Contractor as outlined. VA agrees to pay the rates specified by the delivery order award and any rate otherwise agreed mutually upon through modification of the award. Rates are inclusive of all medical supplies, technical fees, facility fees, and interpretative charges for the term of this agreement. Payment shall be made by electronic transfer of funds. All payments will be made monthly in arrears, after receipt of a properly executed invoice. Contractor shall submit an itemized monthly statement. All invoices shall contain the following information: Contract Number Obligation Number Type of service provided (by line item as shown in the schedule of supplies/services) Quantity of each line item Cost per type of service provided Date service provided Invoices shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests contained included in the RFQ and award document. Payment from the VA for services provided under this agreement shall be considered payment in full. The Contractor, unless specifically authorized by the VA, shall not pursue any further collection activities from any other source.