SPECIAL NOTICE
65 -- Mobile MRI Svs (Questions & Answers)
- Notice Date
- 8/28/2009
- Notice Type
- Special Notice
- NAICS
- 621512
— Diagnostic Imaging Centers
- Contracting Office
- Department of Veterans Affairs;Contracting Section (90C);300 Veterans BLVD;Big Spring TX 79720
- ZIP Code
- 79720
- Archive Date
- 9/12/2009
- Point of Contact
- Annette WilliamsContracting Officer
- E-Mail Address
-
Contracting Officer
(Annette.Williams@med.va.gov)
- Small Business Set-Aside
- N/A
- Description
- Mobile MRI(VA-258-09-RP-0167)QUESTIONS AND ANSWERS: 1.What is the correct due date? August 31, 2009. 2.What days of the week will the service be needed? Service will be needed on Tuesday, Wednesday, and Thursday in the beginning. 3.Are there a minimum number of scans per day? There is no minimum number of scans per day. We cannot control patients cancelling or not showing up. 4. More details on the patient monitoring equipment (BP, Pulse Ox, and heart monitor) 5.If we start with 3 days, what about overtime? No overtime-Per scan rate 6.If scans ramp up from 3 to 5 days, do you foresee the need for a PC? PC is available in Radiology Department. 7.You are asking for ARRT certified techs. Can we find out if ARMRT techs will qualify? No ARRT certified techs only. 8.What do you mean by back up service (page 8 paragraphs 6b)? If MRI tech is sick then a replacement tech will be provided. 9.What do you mean by registers patients (page 9 paragraph c.3)? This is done through Vista (VA software) to enter patient into RIS (Radiology Information System). 10.Will we receive training on the PACS and RIS system? Yes, training will be provided by Mary Forshee and Debbie Ramirez. 11.What type of MRI equipment is currently being used by VA staff or contractors for on-site studies? No equipment is being used on-site currently. 12.Why does the VA prefer pricing to be done on a per-study basis rather than on a fixed monthly basis? Given that the requirement indicates that the technologist may be needed from 3-5 days per week with approximately 10 studies per day, there could be days where the technologist is non-productive. It would be difficult at best to properly schedule his/her availability, especially when situations arise requiring immediate MRI studies. Alternatively, we might suggest that the VA consider a monthly firm fixed price for the equipment and technologist with the number of studies only limited by the available work hours per day? Our current workload is estimated at 23 scans per week. The workload does not justify 5 days a week at this time and we are currently paying per scan. 13.What are the physical dimensions of the pad that the equipment will be situated on? The pad area will accommodate a 48 mobile unit. Recently used the pad of a mobile CT scanner. 14.What is the desired/anticipated start date for MRI services? As soon as possible after award of contract. 15.What is the likelihood that the quantity of studies could increase over the estimated value? It is possible the quantity could increase 25% during the contract period. 16.Can the MRI unit remain on the designated parking pad for the duration of the contract? Yes 17.Who is/was the incumbent provider of the products and services outlined in this solicitation? None 18.What brand if any is preferred? No preferred brand. ___________________________________ 3. MAINTENANCE AND DOWN TIME: Pg. 6 b. In the event of equipment failure of the mobile MRI unit trailer and/or or equipment, the contractor shall make a sound effort to get the unit fully operational within 12 hours. As a result of 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. c. In the event of downtime, due to lack of personnel reporting to work the contractor shall make a sound effort to have fully qualified personnel report within 2 hours. As a result of 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. Question: In the event of failure or downtime, will Contractor be given 24/7 access to the MRI unit trailer and/or equipment in order to get the unit full operational or reduce patient backlog ASAP? Yes, they will have to check in with police to get a badge. 4. OTHER REQUIREMENTS: Pg. 7 b. The Contractor agrees to provide orientation and participate in the MRI Safety program to the Big Spring VA prior to the start of patient scanning. This orientation will be an on-site session with the opportunity for the VA staff to confirm scanning processes and procedures, and confirm connectivity. The Contractor agrees to bring the unit to the Big Spring VA and test connectivity as part of the orientation process. The Contractor will participate in the establishment and training of VA staff in MRI Safety processes. Question: Can the VA describe the level of involvement it expects its staff to have in operating the MRI and its equipment so that the Contractor can better approximate the training on safety processes that will be required? Training will need to be provided to anyone who will or may need to enter the mobile unit. VA staff involvement may include the Code Blue/RRT team, IRM staff when hooking up to network, some Radiology staff if the technician needs assistance with a patient. f. INFORMATION SECURITY: Pg 18 5. All Contractor personnel who process, store, or transmit VA PHI on Contractor or VA computer systems shall be assigned unique user identifications (IDs) and passwords. Contractor personnel shall be responsible for all activity performed with their user IDs. The user IDs must never be shared with associates, friends, family's members or others. User IDs shall not be utilized by anyone but the individuals to whom the IDs have been issued. Contractor personnel are forbidden from performing any activity with user IDs belonging to other individuals. The Contractor shall notify the COTR and/or VA Information Security Officer immediately when their personnel no longer require access to the VA computer systems. Question: Will each engineer performing occasional regular maintenance (e.g., on a quarterly basis) be required to obtain his/her own individual ID and password, or does this requirement apply only to the MRI technician? This only applies to the MRI Technician 1. Please provide clarification on definitions, and how these terms relate to one another. This is critical in providing a price for a Fee per Scan requirement: Scan: Procedure Cost per Scan: All inclusive cost per scan Price per Scan: All inclusive price per scan (Schedule Line Item should have been cost instead of price to be less confusing) Unit Price: In this solicitation it refers to the scan price Procedure: Scan Patient: Individual being scanned 2. Please confirm the days per week, is it 3 or 5? Initially it will be 3 days (Mon. Tues. & Thurs), with a potential to go to 5 days. Expect the number of scans to increase with availability of unit. SF 1449 Paragraph A Schedule of Services "unit price shall include all fees, equipment, maintenance, supplies, licenses, transportation and reports necessary to perform the work as outlined in this solicitation 3 to 5 days per week." "Page 6 Para 1. c. Estimated daily workload would be approximately 10 procedures per day three days per week". 3. Please confirm the quantity of "scans" A. Schedule of Supplies/Services Estimated annual quantity 1200 Page 6 Para 1. c. Estimated daily workload would be approximately 10 procedures per day three days per week. (on a normal 50 week year this equates to 30 scans per week x 50 days = 1500 procedures per year) Page 15 Para d3 Contractor Performance Monitoring The contract agrees to a performance standard of a minimum of 9 patients per 9 hour day during the normal scanning day. (9 patients per day x 3 days per week = 27 patients per week x 50 weeks = 1350 patients per year) 4. Is the Estimated Annual Quantity a Guaranteed Minimum Quantity? The estimated annual quantity is not a guaranteed minimum quantity.
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