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Sources Sought Notice Description General Information Contract Opportunity Type:Â Sources Sought (Original) All Dates/Times are:Â (UTC-10:00) CENTRAL TIME, CHICAGO, USA Original Published Date:Â Janua... Sources Sought Notice Description General Information Contract Opportunity Type:Â Sources Sought (Original) All Dates/Times are:Â (UTC-10:00) CENTRAL TIME, CHICAGO, USA Original Published Date:Â January 19, 2022 Original Response Date:Â February 16, 2021; 10:00 am CT Agency: Department of Veterans Affairs (VA), Network Contracting Office 9 (NCO 9) For the James H. Quillen VAMC (JHQVAMC) Classification Original Set Aside: Unrestricted Product Service Code:Â Q522 MEDICAL DIAGNOSTIC IMAGING NAICS Code: 621512 Place of Performance: Mt. Home and surrounding area Description This Request for Information (RFI) / Sources Sought (SS) Notice is for market research, information, and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of VA or the James H. Quillen VA Medical Center. This is a new requirement for Mobile CT Scanning and Ultrasound Scanning Services. Services are to be provided at all James H. Quillen Medical Centers locations in addition to all VAMC associated Outpatient Clinics. The contractor shall provide all resources and equipment necessary to provide these services. It is anticipated that the Contractor will need to purchase and assemble the mobile equipment necessary to meet this requirement. As part of this sources sought notice, the VAMC is seeking to determine how long it would take the Contractor, after an award is made, to procure and assemble the equipment necessary to meet this requirement. The requirement will include a primary vehicle and one back-up vehicle. If an award is made and the services are successful, it is possible that an additional contract could be processed for the other medical centers in VISN 9. A two-week period is being given to respond to potential contractor questions. If you are interested and have questions, please submit your questions via e-mail to daniel.earls@va.gov by 10:00 am on January 31, 2022. Questions will be answered via an amendment to this Sources Sought Notice. PERFORMANCE WORK STATEMENT General Information Introduction and Overview The Mountain Home Veterans Affairs Medical Center (VAMC) requires contractual services to provide Mobile Imaging services onsite at the Corner of Sydney and Lamont St., Mountain Home, Tennessee and/or Downtown West Outpatient Center, Knoxville, TN and/or Mountain Home affiliated Community Based Outpatient Clinic. Catchment area for Mobile Imaging Services has the potential to expand to all VISN 9 facilities after the first year of the contract. Mobile imaging services includes a non-18 wheeled trailer/coach containing radiolographic x-ray and ultrasound unit. Vehicle platform for this contract is to utilize a mobile platform that is the smallest possible to ensure reliability and travel in winter weather conditions. The targeted platforms include sprinter and box. Mobile vehicle will transport equipment and personnel to multiple locations on a rotating schedule. Radiographic x-ray equipment will be diagnostic x-ray unit to include chest board, table bucky, overhead railing, X-ray generator and all other equipment to be fully operational. Ultrasound unit will be full diagnostic system to perform all ultrasound exams on all body habitus. Ultrasound unit will have the ability to acquire images within the coach and/or transported into a government provided space to perform ultrasound examinations. Government will have option to operate with government qualified technologists or government may request contractor to supply qualified technologist staffing. The Contractor shall provide all labor, materials, equipment, maintenance, and repair of all Contractor-furnished equipment (including the mobile vehicle unit). Contractor shall be responsible to maintain all of the equipment in good working order at all times and shall reimburse the VAMC for lost time, which may result from defective workmanship or equipment failure. Services shall be performed as listed in the Schedule of Pricing. Community Based Outpatient Clinic (CBOC) locations currently include the following: Bristol CBOC: 3130 Lee Highway, Suite 201, Bristol, VA 24202 Campbell County CBOC: 130 Independence Lane, 3rd Floor, LaFollette, TN 37766 Jonesville CBOC: 32613 Wilderness Road, Suite 101, Jonesville, VA 24263 Marion CBOC: 1583B North Main Street, Marion, VA 24354 Morristown CBOC: 925 E. Morris Blvd., Morristown, TN 37813 Mountain City CBOC: 1141 Cold Springs Road, Mountain City, TN 37683 Norton CBOC: 654 Highway 58 East, Norton, VA 24273 Rogersville CBOC: 401 Scenic Drive, Rogersville, TN 37857 Vansant CBOC: 1941 Lover s Gap Road, Suite A, Vansant, VA 24656 Knoxville CBOC: 8033 Ray Mears Blvd., Knoxville, TN 37919 Medical Center Locations VISN 9 Locations? Contractor responsibilities summary but to include all items within this contract and requirements to be fully operational as a vehicle and as imaging units. Contractor shall provide all personnel, transportation, and equipment. Services shall be performed by Certified Technologists. Technologist certification and licensing shall be required for each state in which services are provided. Contractor shall provide a mobile service solution that shall include a state-of-the-art fixed x-ray unit in a suitable vehicle. Shall provide state-of-the-art ultrasound unit that shall be transported (properly secured in the same vehicle unit). Once on site, the ultrasound unit shall be transported inside the government facility (VAMC or Clinic). Contractor shall provide one tech each for ultrasound and x-ray in addition to a driver. Driver is at the discretion of the contractor. This driver position is not a mandate and depends on the Commercial Driver s License (CDL) rating of the coach vehicle as the technologists may be able to drive based on size. Contractor shall comply with all appropriate state and CDL requirements for all states where services are to be provided. All patients scheduled and/or added on will be scanned by the contractor staff and/or government staff with all digital images transferred to VA Picture Archiving Communication System (PACS). Technologist will verify image transfer on all exams and complete all requirement work to bring exam to completion. Supplies Contractor shall solely be responsible for the procurement, receipt, dispensing, administration, and safekeeping of all supplies defined herein. These supplies include items for maintaining equipment, patient positioning, computer systems, and any other items required to operate equipment and perform exams. Term of the Contract The resulting contract shall be effective for a base period of one year from date of award plus four (4) one-year option periods, renewable at the Government s discretion. This contract is subject to the availability of VAMC funds; no service shall be performed after end of contract term, unless authorized by the Administrative Contracting Officer. Contractor s Furnished Equipment Equipment shall include, but not be limited to, a Contractor-furnished, fully equipped, non-18 wheeled vehicle/coach, housing a fully diagnostic x-ray unit with table and upright chest board, not a portable x-ray unit, and a fully diagnostic ultrasound, non-laptop, unit that can be wheeled into on-site location. Mobile x-ray imaging services will be performed on a mobile unit that meets facility approval (documentation of proposed units to be provided with bid). Ultrasound imaging unit must meet facility approval. Equipment specifications will include year, manufacturer, model number, and make of all pertinent information. All equipment used will be FDA approved imaging equipment. The entire offering of a Mobile Radiology services shall meet all local, state, federal, industry, JCAHO, NEC, NFPA, VA, OSHA, and other regulatory standards internal and external for which the VAMC is currently accountable and will be kept current with all federal and state regulations. Contractor s vehicle shall be outfitted and fully operational within ___ days of contract award. Contractor shall also have a back-up fully outfitted and fully operational within ___ days of contract award. System Capability Requirements Contractor shall provide an on-site Mobile Ultrasound and x-ray unit that is a full system in accordance with the terms and conditions of this contract. The unit shall have the ability to perform all general x-rays and ultrasound exams. Mobile Unit Capabilities and Requirements. The mobile unit must have the following: Hardware and software to support fully diagnostic uncompressed images to include compatible post processing advanced imaging. FIPS 140-2 compliant on all systems directly interfacing with government network. Ability to create, store and export DICOM, JPEG and MPEG file formats. DICOM 3.0 network capability for export of images within VAMC. Transport of images will be VA-supplied network infrastructure. The mobile unit shall be equipped with a CD-R burner for a backup to transfer data and to burn disc for patients on request. The mobile unit shall provide sub-space sufficient to allow patient to undress/dress in private. The mobile unit shall provide the space sufficient and the appropriate equipment for performing CPR, if necessary. The mobile unit will require network connection for government furnished computer to be utilized by technologists to complete all government requirements for exam completion. Contractor shall provide network connection solution for transferring of images to VA network that meets all security requirements. Provide solution/s and/or options with proposal for bid. Mobile Unit Accessories The following accessory equipment shall be provided by the Contractor: Handicap accessibility Intercom system between the control room and the scanning room The mobile unit shall provide all equipment compatible with mobile unit, e.g., pads, sponges, patient moving accessories, wheelchair, etc. Equipment Specifications The following minimum performance characteristics of the equipment are required: The imaging equipment shall provide images with consistently high technical quality to be assessed by VA-employed experts. Poor image quality will be considered non-performance under this contract and must be remedied within 10 days of notification or incur default. The imaging equipment shall be capable of acquiring images to meet all protocols to include dual energy chest. The imaging equipment shall be capable of acquiring images and all post processing requirements to deliver high quality diagnostic images. Contractor shall provide generator for self-contained power to fully operate entire coach and all equipment within, possibly for extended periods of time. The Ultrasound unit shall have: All ultrasound transducers to perform all ultrasound exams to include all body habitus. The mobile imaging unit shall be ready for use regardless of outside environmental conditions, and shall adhere to the following: The mobile unit shall maintain a temperature to assure proper operation of equipment without frequent calibration and provide for patient comfort. The mobile unit and imaging equipment shall meet all federal, state, fire, and safety requirements. The mobile unit shall be equipped with outlet jacks connections capable of transmitting data and voice through Government-provided category five (5) and dual power phone cable. The mobile unit shall be equipped with secured landline and wireless technology that will allow for transmission of images. Contractor shall provide full solution within proposal. Pedestal power and landline network will not be provided by government due to separate existing building lease contract restraints. Contractor may work independently with building owner to establish pedestal power and landline at contractor expense. Please note each location is unique environment and all have different building owners. The imaging equipment shall support DICOM Modality Worklist (DMWL) for future use and shall be able to export DICOM images to at least one destination. The imaging systems must be on the VistA Imaging Approved DICOM Modality Interface List. Equipment Maintenance / Repairs Equipment provided shall always be in good working order in order to provide high quality scans required under this contract. 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 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, every effort should be taken in order to reduce equipment downtime by expediting repairs. Exams canceled or postponed due to failure of services provided by the contractor must be rescheduled and performed by the Contractor at the original imaging site within seven (7) calendar days of the initial appointment during the normal operating hours of the clinic services. If it is not possible to reschedule the patient within seven (7) calendar days and the VAMC must make alternate arrangement to have the patient sent to another local facility for the tests, the Contractor shall bear the costs associated with such re-procurement. The VAMC will provide the Contractor with an itemized list of costs as a result of any service failure and cost will be deducted from the Contractor s invoice for the period involved. Contractor shall be responsible for the overall housekeeping of the unit including but not limited to removal and proper disposal of all debris on a daily basis or as often as necessary to maintain a sanitized and neat environment in accordance with the Conformance Standards. Contractor shall be responsible for all equipment while on VAMC premises. At least one of Contractor s personnel must be present during working hours while the equipment is located on the VAMC campus. The VAMC will not be held responsible for any loss or damage to the Contractor s property, which may be vandalized or damaged, including the mobile unit while on site. Contractor shall maintain property insurance on all equipment throughout the duration of the contract and the successful Contractor shall provide proof of insurance as required herein. Contractor Key Personnel Qualifications and Responsibilities A proposal will be considered only from offerors who are regularly established in the business called for, who are financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all items under this solicitation. The successful Contractor shall meet all Federal, State and Local codes and requirements for the operation of this service and equipment provided. Employees authorized by the Contractor to perform services under this specification and any resulting contract, (including all Technologists) shall be licensed and/or registered in each of the states where services are provided. Contractor shall provide with his or her signed proposal, a description of all personnel, who will be providing services under this RFP. These personnel shall include, but not be limited to the technologists, support and driver staff who may visit a medical center as part of their duties under this contract or have access to confidential personal patient information. In addition, the technologists shall be certified in the specific modality being performed as defined herein. The Contractor shall provide documentation of training and competency of all proposed technologists in all of the following areas: Ultrasound Imaging General Radiology Imaging Operation of mobile unit/s and software applications License to operate motorized vehicle Contractor Key Personnel Qualifications and Responsibilities Contractor shall provide all required modality certified Technologists and any qualified support staff (as patient volume requires) necessary to provide services for the VAMC patients unless government opts to utilize qualified government staff. In the event that additional technologists are required to increase services under this contract, the Contractor shall be requested to provide a written description of those personnel to the Administrative Contracting Officer for approval and security clearance (background investigation) prior to the commencement of any additional services. The Contractor is required to develop and maintain the following documents for each Contractor employee working on the contract: credentials and qualifications for the job; a current competence assessment checklist (an assessment of knowledge, skills, abilities and behaviors required to perform a job correctly and skillfully; including knowledge and skills required to provide care for certain patient populations, as appropriate.); a current performance evaluation supporting ability of the Contractor employee to successfully perform the work required in this solicitation; and listing of relevant continuing education for the last two (2) years. The Contractor will provide current copies of these records at the time of contract award and annually on the anniversary date of contract award to the Contracting Officer s Representative (COR), or upon request, for each Contractor employee working on the contract. Qualifications of personnel are subject to review and final approval by the facility Chief of Staff and Chief of Radiology. Personnel assigned by the Contractor to perform the services covered by this contract shall be proficient in written and spoken English (38 USC 7402). Contractor s technologists will be required to pull from RIS worklist and/or type patient information into the imaging system computer ensuring that all images are identified with the correct patient information to include full name, social security number, date/accession number and modality type. Contractor s assigned personnel must be computer literate in the type of software and/or hardware associate with their duties. The technologist shall complete training for government supplied software and hardware required for completion of exams performed. Mobile Unit Driver shall be licensed as applicable to operate and drive the mobile vehicle in which the unit is housed. Contractor technical employees shall be CPR BLS certified and are authorized to initiate this life-saving act if necessary. The imaging technologists shall be trained and qualified to identify contraindications to imaging exams. Imaging Technologist shall be responsible to screen patients prior to performing exams to verify the patient s identification, pregnancy status, breastfeeding status, and confirm the procedure to be performed prior to commencement of any services. Disqualification of a patient from the exam must be documented and provided to radiologist and/or COR before the patient leaves the imaging unit. The technologist is responsible for the initial assessment and identification of medical emergencies and initiating the emergency response procedure for patients in their care. The training for this will be a part of initial facility orientation. Technologist shall ensure that all imaging exams shall be acquired and processed per procedures and protocols provided by the facility Radiology physicians. Raw and processed data remain the property of the Government. VA Radiology Physicians will perform interpretations of the examination(s). Unsatisfactory/non-diagnostic examinations shall be re-performed at the discretion of designated Radiology Physician. Certifications / Licensing of Technologist Vendors shall submit with their offer the following documents: Copy of all personnel s current licenses (certification / registration) List of experience of proposed contract employees Competency checklist CPR BLS certificate Additional requirements for Contractor personnel and Contractor operation: Contractor shall provide the VAMC seven (7) day per week telephone access to the mobile company used in performance of this contract. Services provided by the Contractor shall be performed within the policies, procedures, and regulations of the VAMC, to include the following Medical Center Memorandums: TO be updated before being published The Contractor's radiation and patient safety policies must meet or exceed the VAMC policies for standards of care. The Contractor s current policies for radiation and patient safety must be included with proposal for review by the VAMC. If policies are found to be less stringent than VAMC policies, Contractor must meet or exceed the VAMC policies for standards of care. Contractor shall meet the safety requirements of posting radiation hazardous signs around the mobile unit and make certain the electrical power cable is under a metal cover if it crosses the crosswalk. Neither the Contractor nor the contract personnel shall in any way undertake the practice of medicine, render medical opinions or services other than those services required to support the well-being of the patient, or in any way with the patient other than to provide all ancillary and technical services required for the operation of the unit. The Government may evaluate the quality of professional and administrative services provided but retains no control over the medical aspects of services rendered, in accordance with FAR 37.401(b), Non-Personal Health Care Services. Personnel Policy The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel: Worker s Compensation Professional Liability Insurance Income Tax Withholding Social Security Payments Holiday Pay Health Examinations, including, but not limited to: Tuberculosis Testing Contractor shall provide proof of a negative reaction to Purified Protein Derivative (PPD) testing. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually. Rubella Testing Contractor shall provide proof of immunization for measles, mumps, rubella, or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with follow-up documentation to the COR. OIG List of Excluded Individuals / Entities In accordance with The Health Insurance Portability and Accountability Act (HIPAA) and the Balanced Budget Act (BBA) of 1977, the Office of Inspector General has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs. Therefore, all offerors shall review the OIG List of Excluded Individuals/Entities on the OIG web site at www.hhs.gov/oig to ensure that the proposed candidate(s) and/or firm(s) are not listed. Offerors should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) of $10,000 for each item or service furnished during a period that the person or entity was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP s may also be imposed against health care providers and entities that employ or enter into contracts with excluded individuals or entities to provide items or services to Federal program beneficiaries. By signing the offer, the Contractor certifies that he/she has reviewed the OIG List of Excluded Individuals/Entities and that the proposed candidate(s) and/or firm are not listed as of the date the offer was signed. Tort Claims The Federal Tort Claims Act does not cover Contractor employees. When a Contractor s employee has been identified as a provider in a tort claim, The Contractor employee is responsible for notifying the Contractor s legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor employee s action or non-action is the responsibility of the Contractor and/or insurance carrier. Supporting Information Schedule Contractor shall perform clinical services up to 10 hours per day on a weekday or weekend to be established independently with the VAMC. Services are based on demand of patient exam volumes and/or limited equipment availability internal to VA. In the event that there is a need to increase the number of days per week in order to accommodate patient services, the Government reserves the right to increase the number of days as noted herein. Contractor will be given at least sixty (60) calendar days notice of the VAMC s intention of increasing the number of days per month for which the Contractor will perform services on site. Additional days periodically may be added to meet backlog of exams with sufficient notice, not to exceed thirty (30) days. Additional days of service will be performed for same daily lease rate or less. Contractor will provide additional services for emergency patient/s during same service date if required for patient care. Overtime charges are not authorized. Schedule rate will be based on 8 hour or 10-hour days of direct clinical care. Start of time and/or QC time will be outside of direct clinical care hours. Unresolved scheduling conflicts will be decided by the Administrative Contracting Officer; the decision made will be final. The Contractor shall be required to confirm the scheduled examinations, by contacting the COR or designee two (2) business days prior to the date of services. Procedures will be established and will be mutually agreed upon between the COR, ACO and the successful Contractor during the post-award orientation. The Contractor, based on the knowledge of their imaging system shall determine a maximum number of patients that may be imaged within a day where the first patient begins at 8:00 a.m. In accordance with the above, vendors shall submit with his/her signed proposal, a proposed schedule based upon the level of expertise of the proposed Contractor personnel. Normal Hours of Operation Contractor personnel shall be available on site to perform exams on patients on the scheduled weekday, excluding Federal holidays. The first exam will start at 8:00 a.m. Unit delivery, setup and daily quality control procedures shall be performed prior to first exam and will not delay the start of the examinations. Contractor and COR shall mutually agree upon a schedule establishing dates and time for the mobile unit with technicians to be present on station. Hours of operation must be approved in advance by the COR. National Holidays and the Weekly Schedule The ten (10) holidays observed by the Federal Government are New Year s Day, Martin Luther King s Birthday, Washington s Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas, and any other day specifically declared by the President of the United States to be a national holiday. The Government reserves the right to request an alternate day for performing services to be agreed upon between the COR and the Contractor. Daily Access to the CBOC facilities The Contractor will be responsible for contacting the CBOC office manager at the site of service at the time of arrival. The Contractor will also be responsible for contacting the VA Police at the closing of each workday to ensure that both the building and the data port connections are secured. The location and contact numbers will be provided by the COR to the Contractor following contract award. Commencement of Services Commencement of service date is to be coordinated with the COR. Unit must be ready for patient services no later than 45 days after contract award, unless otherwise agreed to between the Contracting Officer and the Contractor. Inspection and Acceptance The delivery location of the mobile unit site shall be coordinated with the COR; inspection and acceptance of all work performance, reports and other deliverables under this contract shall be performed at the place of delivery. Deliverables 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 through the use of automated tools 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. Reports, documents, and narrative type deliverables will only be accepted when all discrepancies, errors or other deficiencies identified in writing by the Government have been corrected. Maintenance logs will be made available upon request. Non-Conforming Products or Services Non conforming products or services will be rejected. Unless otherwise agreed by the parties, deficiencies will be corrected within seven (7) days of the rejection notice. If the deficiencies cannot be corrected within seven (7) days, the Contractor will immediately notify the COR and the Administrative Contracting Officer of the reason for the delay and provide a proposed corrective action plan within seven (7) working days. Contractor s Responsibilities Contractor will be responsible for the following: Training VAMC staff on the use of the Contractor-provided workstations and image analysis software. Timely delivery of the mobile unit such that Contractor may facilitate the following startup functions prior to the commencement of services: Contractor shall perform tests as necessary so that the mobile unit and all associated equipment is fully operational, safe, and ready for services so that the schedule of patients is maintained at all times. Contractor shall ensure that the mobile unit is properly positioned and docked. The temperature within the unit is set and maintained prior to performing services. Contractor shall ensure that the mobile unit is level and set for the safety of patients and the appropriate utilities connected for proper warm-up of all onboard systems. Contractor shall allow for sufficient time for contacting the VA Police when gaining access to the VAMC. Communications will be operational. Daily Quality Control time must not interfere with the regular scheduling of patients for exams. This start up functions must be completed prior to 8:00 a.m. on each day when unit is scheduled to be on site in time for the first patient to be on table at 8:00a.m. Contractor will be responsible for providing quality review in order to ensure quality diagnostic images at all sites. The VAMC reserves the right to require corrective action if image quality or other service problems are brought to the attention of the Contractor. Contractor will be responsible for monitoring the number of scans performed, by maintaining a daily log. Contractor shall be Joint Commission (JC) accredited / certified or shall follow established JC guidelines as they pertain to mobile operations, and patient safety and shall follow the guidelines of the Department of Veterans Affairs (VA) and Occupational Safety Health Administration (OSHA). JC accredited Quality Assurance survey reports shall be provided to the Contracting Officer s Representative (COR) consistent with Joint Commission recommendations. Emergency Repairs Contractor shall provide, at no cost to the VAMC, all emergency services to include all required personnel, parts and labor, and preventive maintenance/repairs of structure and equipment to maintain a safe environment as recommended by the original equipment manufacturer (OEM) recommendations/specifications in accordance with the agreed upon schedule with the COR. In the event of an equipment failure during normal workin...