Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF OCTOBER 21, 2016 FBO #5446
DOCUMENT

Q -- Sources Sought for Market Research ONLY Mobile Positron Emission Tomography (PET)/ Computed Tomo- grahy (CT) Scanning Services Base Year + 4 12 month option periods - Attachment

Notice Date

10/19/2016
 

Notice Type

Attachment
 

NAICS

621512 — Diagnostic Imaging Centers
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 9;1639 Medical Center Parkway;Suite 400;Murfreesboro TN 37129
 

ZIP Code

37129
 

Solicitation Number

VA24917N0024
 

Response Due

11/2/2016
 

Archive Date

12/2/2016
 

Point of Contact

Sara Vickroy
 

E-Mail Address

5-4790<br
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

The purpose of this Source Sought Notice is to search for Service Disabled Veteran Owned Small Business (SDVOSB) concerns capable to provide Mobile Positron Emission Tomography(PET)/Computed Tomography (CT)Scanning services onsite at the Corner of Sydney and Lamont St., Mountain Home, Tennessee to support healthcare operations. This Sources Sought Notice is for market research purposes only and shall not be considered an Invitation for Bids, Request for Quotations, or a Request for Proposal. Do not submit a proposal or quote. This market research is issued for information and planning purposes only and does not constitute a solicitation nor does it restrict the Government as to the ultimate acquisition approach. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Additionally, there is no obligation on the part of the Government to acquire any products or services described in this sources sought. You will not be entitled to payment for direct or indirect costs that you incur in responding to this Sources Sought Notice. Any contract that might be awarded based on information received or derived from this market research will be the outcome of a competitive process. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this Sources Sought Notice. Any interested Service Disabled Veteran Owned Small Business concern must submit a capability statement addressing its ability to meet the requirements above to Ms. Sara Vickroy, Contracting Officer, at sara.vickroy@va.gov no later than 2 November 2016. Questions regarding this Sources Sought Notice will be not answered. Point of Contact: Sara Vickroy sara.vickroy@va.gov Contracting Officer The draft Performance Work Statement (PWS) follows: PERFORMANCE WORK STATEMENT 1.General Information 1.1Introduction and Overview The James H. Quillen VA Medical Center requires contractual services to provide Mobile PET Scanning services onsite at the Corner of Sydney and Lamont St., Mountain Home, Tennessee. The Contractor shall provide all labor, materials, equipment, maintenance and repair of all Contractor-furnished equipment (including the mobile unit), specialized staff, training, required supplies, and medications/drugs to perform Position Emission Tomography / Computerized Tomography (PET/CT) for the James H. Quillen VA Medical Center (hereafter referred to as VAMC). 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. 1.2Supplies Contractor shall solely be responsible for the procurement, receipt, dispensing, administration and safekeeping of all supplies and medications/drugs required in the performance of the services defined herein. These supplies include, but are not limited to, radioisotopes to be handled in accordance with the Contractor's licensing, state, and NRC regulations. Contractor shall also be responsible for the waste management and proper disposal of all radioactive waste materials off of the VAMC premises. The cost for the disposal and materials furnished under this contract must be added into the all-inclusive rate listed in the Schedule of Pricing. 1.3Contractor's Furnished Equipment Equipment shall include, but not be limited to, a Contractor-furnished, fully equipped PET/CT Mobile unit where studies will be performed on a PET/CT scanner that meets facility approval (documentation of proposed unit to be provided with bid) and 4 review stations with fusion software to be placed in the VAMC. Contractor shall submit detailed specifications on the equipment. Scanner 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 PET/CT mobile unit service 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. 1.4System Capability Requirements Contractor shall provide an on-site Mobile PET/CT system that is a full body PET/CT scanner system in accordance with the terms and conditions of this contract. The unit shall have the ability to perform a wide range of exams as listed below: CPT CodeDescription 78459Myocardial Imaging, Positron Emission Tomography (PET), Metabolic Evaluation 78491Myocardial Imaging, Positron Emission Tomography (PET), Perfusion; single study at rest or stress 78492Myocardial Imaging, Positron Emission Tomography (PET), Perfusion; multiple studies at rest and/or stress 78608Brain Imaging, Positron Emission Tomography (PET); Metabolic Evaluation 78811Positron Emission Tomography (PET); Limited Area (e.g., chest, head/neck) 78812Positron Emission Tomography (PET); Skull Base to Mid-Thigh 78813Positron Emission Tomography (PET); Whole Body 78814Positron Emission Tomography (PET) With Concurrently Acquired Computed Tomography (CT) for Attenuation Correction and Anatomical Localization Imaging; Limited Area (e.g., chest, head/neck) 78815Positron Emission Tomography (PET) With Concurrently Acquired Computed Tomography (CT) for Attenuation Correction and Anatomical Localization Imaging; Skull Base to Mid-Thigh 78816Positron Emission Tomography (PET) With Concurrently Acquired Computed Tomography (CT) for Attenuation 1.5Mobile Unit Capabilities The mobile unit must have the following capabilities: 1.5.1Hardware and software to permit interpretation of images at the VAMC. 1.5.2A hot lab to receive and store radioisotopes and radioactive waste. 1.5.3Ability to create, store and export DICOM, JPEG and MPEG file formats. 1.5.4DICOM 3.0 network capability for export of images to Contractor-supplied fusion workstation within VAMC. Transport of images will be VA-supplied network infrastructure. 1.5.5The mobile unit shall be equipped with a CD-R burner for a backup to transfer data. 1.5.6The mobile unit shall be equipped with an image analysis station for image registration and quality assurance. 1.5.7The mobile unit shall be equipped with an IV contrast injector which is programmable for pressure injections. The injector shall have the following capabilities: 1.5.7.1Scan Delay 1.5.7.2Multiphase Option 1.5.7.3Protocol Storing 1.5.7.4Pause Hold Functionality 1.5.8The mobile unit shall interface to an access ramp which will provide a barrier to outside weather conditions. As part of the proposal submission, vendors will supply drawing and specifications unique to the unit which is to provide services under this contract, allowing for evaluation of existing mobile pad suitability. 1.5.9The mobile unit shall provide the space sufficient and designed for injections, an area for a quiet room with minimum possible external stimuli such as noise and light during the period of the radiopharmaceutical. 1.5.10The mobile unit shall provide the space sufficient and the appropriate equipment for monitoring of sedated patients and performing CPR, if necessary. 1.6Mobile Unit Accessories The following accessory equipment shall be provided by the Contractor: 1.6.1Handicap accessibility 1.6.2Intercom system between the control room and the scanning room 1.7Mobile Unit Equipment Specifications The following minimum performance characteristics of the equipment are required: 1.7.1Contractor shall provide coach-specific requirements for access, docking pad, phone connection, and covered enclosure with proposal. Contractor will be required to perform a site visit in advance of contract award to consult with a VA Engineer to verify improvements required to allow unit docking. 1.7.2The PET/CT 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. 1.7.3The PET/CT shall be capable of acquiring images in multiple modes, including, but not limited to, static emission scans and whole body scans. 1.7.4The PET/CT shall have a PET detector crystal specifically made for PET imaging. 1.7.5The PET/CT shall be capable of acquiring 2-dimensional and/or 3-dimensional PET images or true 3-dimensional images. 1.7.6The CT scanner unit shall have: 1.7.6.1A minimum of a 6 slice detector and be capable of acquiring the transmission images within on breath. 1.7.6.2Capability of acquiring data for anatomic localization and attenuation correction. 1.7.6.3Attenuation correction algorithm designed to use non-contract CT data. 1.7.6.4Attenuation correction algorithm designed to use CT data with intravenous contract enhancement. 1.7.6.5Attenuation correction algorithm designed to use CT data with oral contrast enhancement with positive contract (iodinated contrast). 1.7.6.6Attenuation correction algorithm designed to use CT data with oral contrast enhancement with negative contrast (water). 1.7.7Provision of one PET/CT review station, to include: 1.7.7.1Fusion software comparable to MIM Fusion or equivalent and compatible with the brand of PET/CT system provided and connected to the mobile system via VA provided network infrastructure over V-LAN. The review stations shall have the capacity to handle the computational load of 3-dimensional datasets and sufficient storage to keep images for a minimum of twoone year or at the contract conclusion. Fusion software must be able to provide specific viewing and interpretation capabilities for Myocardial, Brain, and Oncology. 1.7.7.2Contractor will provide hardware and software maintenance and all updates/upgrades during the term of this contract. Review stations will be provided with software and hardware licenses, capable of producing PET and CT image data into the VA PACS. 1.7.7.3Each review station shall have two (2) large color monitors of diagnostic quality. 1.7.7.4Each review station shall have computers with high procession performance and large memory capacity to achieve real-time interactive navigation without compromising the native resolution of CT images (spatial resolution and dynamic range) or the scale of PET data to match the CT resolution. 1.7.7.5Each review station shall have image fusion capability as well as whole body display. 1.7.7.6Each review station shall have software tools that allow interpreting physicians to easily and efficiently navigate between the two (2) modalities. 1.7.7.7Each review station shall have software tools that are capable of providing three (3) orthogonal planes of the CT images alone, the PET images alone and the superimposed PET/CT images and an additional set of non-corrected PET images. 1.7.8The mobile PET/CT shall be ready for use regardless of outside environmental conditions, and shall adhere to the following: 1.7.8.1The mobile PET/CT shall maintain a temperature to assure proper operation of the scanner without frequent calibration and provide for patient comfort. 1.7.8.2The mobile PET/CT shall meet all federal, state, fire and safety requirements. 1.7.9The 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 Government will provide connections required for the transmission of images, data and voice. 1.7.10The mobile PET/CT shall support DICOM Modality Worklist (DMWL) for future use and shall be able to export DICOM images to at least one destination. 1.7.11The system must be on the VistA Imaging Approved DICOM Modality Interface List. 1.7.12The VAMC will provide the following: 1.7.12.1 Electricity 1.7.12.2 Telephone Lines 1.7.12.3 Data Port 1.7.12.4 Housekeeping; the VAMC will be responsible for the area within the facility prior to the entrance of the mobile unit. 1.8Equipment Maintenance / Repairs Equipment provided shall be in good working order at all times 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 PET/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, 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 PET/CT 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. 1.9 Site Preparation The VAMC will provide a mobile docking pad meeting the specifications specified by the Contractor. Site specifications including dimensions, weight restrictions and utility connections must be specified within the proposal. Pre-award site visit(s) will be provided to the potential awardee. 1.10 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 PET/CT Scanning Technologists) shall be licensed and/or registered in a State, Territory or Commonwealth of the United States or the District of Columbia and meet the Nuclear Medicine Technologist professional qualification criteria of The VAMC. 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 PET/CT scanning technologists shall be certified Nuclear Medicine Technologists (ARRT and/or NMTCB) as defined herein. The Contractor shall provide documentation of training and competency of all proposed technologists in all of the following areas: 1.10.1PET Imaging 1.10.2Operation of a PET/CT scanner and review software 1.10.3Intravenous administration of radioisotopes 1.10.4Administration of both IV and oral contrast 1.11 Contractor Key Personnel Qualifications and Responsibilities 1.11.1Contractor shall provide all required specialized medical PET/CT Technologists and any qualified support staff (as patient volume requires) necessary to provide services for the VAMC patients. It is anticipated that equipment and staff will be required up to 15patients per lease day. 1.11.2In 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. 1.11.3The 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. 1.11.4Personnel 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 type patient information into the PET/CT 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. 1.11.5PET/CT 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. 1.11.6The technologist shall be trained and qualified to perform venipuncture, assess IV patency, and administer the radioisotope according to procedures and protocols. 1.11.7The PET/CT scanning technologist shall be trained and qualified to screen patients using a facility questionnaire for potential contraindications to PET/CT imaging, based on facility imaging procedure/protocols. 1.11.8PET/CT Scanning Technologist shall maintain a log of all VA patients receiving PET/CT scans. Such logs shall be available for inspection by duly authorized representatives of the facility upon reasonable notice to the mobile unit's personnel. Inspection shall be during normal working hours of the mobile unit while at the facility. 1.11.9PET/CT Scanning Technologist shall ensure that, when applicable, patient informed consent (according to applicable VHA policies/procedures) is obtained and presented prior to performing examinations. PET/CT Scanning Technologist shall be responsible to screen patients prior to performing PET/CT 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 facility Nuclear Medicine staff before the patient leaves the PET/CT Unit during each visit. 1.11.10Any side effects that may develop from injection of the radiopharmaceutical and/or iodinated contrast agent or from patient preparation must be reported to the designated nuclear medicine physician as quickly as possible considering the clinical situation while the patient is in the unit. 1.11.11The PET/CT 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. 1.11.12PET/CT Scanning Technologist shall ensure that all PET/CT exams shall be acquired and processed per procedures and protocols provided by the facility Nuclear Medicine physicians. Raw and processed data remain the property of the Government. 1.11.13PET/CT Scanning Technologist shall present (electronically transmit and notify) each completed PET/CT examination to the designated facility Nuclear Medicine physician to review for diagnostic quality before the patient is discharged back to the medical center, this will be determined by the Nuclear Medicine Physician. VA Nuclear Medicine Physicians will perform interpretations of the examination(s). Unsatisfactory/non-diagnostic PET/CT examinations shall be re-performed at the discretion of designated Nuclear Medicine Physician. 1.11.14The PET images shall be reconstructed by the PET/CT technologist with and without attenuation correction and be available at the time of interpretation. 1.12 Certifications / Licensing of PET/CT Technologist Vendors shall submit with their offer the following documents: 1.12.1Copy of all personnel's current licenses (certification / registration) 1.12.2List of experience of proposed contract employees 1.12.3PET/CT competency checklist 1.12.4CPR BLS certificate 1.13 Additional requirements for Contractor personnel and Contractor operation: 1.13.1Contractor shall provide the VAMC seven (7) day per week telephone access to the mobile PET/CT company used in performance of this contract. 1.13.2Services provided by the Contractor shall be performed within the policies, procedures and regulations of the VAMC, to include the following Medical Center Memorandums: 1.13.3The 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. 1.13.4Contractor 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. 1.13.5Neither 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. 1.14 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: 1.14.1Worker's Compensation 1.14.2Professional Liability Insurance 1.14.3Income Tax Withholding 1.14.4Social Security Payments 1.14.5Holiday Pay 1.14.6Health Examinations, including, but not limited to: 1.14.6.1 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. 1.14.6.2 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. 2.Supporting Information 2.1Schedule Contractor shall perform PET/CT services for up to fifteen (15) patients per day on a weekday to be established independently with the VAMC. Initially, the VAMC requires services one (1) day per week. 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 it exceeds 15 patients. This will be for minimal surcharge per patient agreed upon by the Contractor, Contracting Officer, and COR. Overtime charges are not authorized. 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. Contractor shall establish a firm cut off time for add on exams that will guarantee delivery of the PET Radiopharmaceuticals doses if required. 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 PET/CT system and of PET/CT technology shall determine a maximum number of patients that may be imaged within a day where the first patient is injected 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. 2.2Normal Hours of Operation Contractor personnel shall be available on site to perform exams on patients on the scheduled weekday, excluding Federal holidays. The first radiopharmaceutical injection will start at 8:00 a.m. Unit delivery, setup and daily quality control procedures shall 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. 2.3National 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, 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. 2.4Daily Access to the James H. Quillen VAMC The Contractor will be responsible for contacting the VA Police at the site of service at the time or arrival, in which the Contractor will need access to both the building and the data port connections for that day's operation. 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. 2.5Commencement 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. 2.6Inspection and Acceptance 2.6.1The delivery location of the PET/CT 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. 2.6.2Deliverables 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. 2.6.3Reports, 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. 2.6.4Maintenance logs will be made available upon request. 2.7Non-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. 2.8Contractor's Responsibilities 2.8.1Contractor will be responsible for the following: 2.8.1.1Training VAMC staff on the use of the Contractor-provided workstations and image analysis software. 2.8.1.2Timely delivery of the PET/CT unit such that Contractor may facilitate the following startup functions prior to the commencement of services: 2.8.1.2.1Contractor 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. 2.8.1.2.2Contractor shall ensure that the mobile unit is properly positioned and docked. The temperature within the unit is set and maintained prior to performing services. 2.8.1.2.3Contractor 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. 2.8.1.2.4Contractor shall allow for sufficient time for contacting the VA Police when gaining access to the VAMC. 2.8.1.2.5Communications will be operational. 2.8.2Daily 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's injection. 2.8.3Contractor 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. 2.8.4Contractor will be responsible for monitoring the number of PET/CT scans performed, by maintaining a daily log. 2.8.5Contractor shall be Joint Commission Accreditation of Healthcare Organizations (JCAHO) certified, or shall follow established JCAHO guidelines as they pertain to mobile PET/CT operations, injection control, and patient safety and shall follow the guidelines of the Department of Veterans Affairs (VA) and Occupational Safety Health Administration (OSHA). JCAHO accredited Quality Assurance survey reports shall be provided to the Contracting Officer's Representative (COR) consistent with Joint Commission recommendations. 2.8.6The Contractor shall utilize a local Nuclear Pharmaceutical Pharmacy in the event that PET Radiopharmaceuticals can't be delivered for an emergency add-on due in a timely manner to meet customer needs. The cost shall be absorbed by the Contractor if not able to meet this requirement. 2.9Emergency Repairs 2.9.1Contractor shall provide, at no cost to the VAMC, all emergency services to include all required personnel, parts and labor, and preventive maintenance/repairs of positron emission tomography (PET/CT) 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. 2.9.2In the event of an equipment failure during normal working hours while in the performance of the Contractor's services, the Contractor shall notify the COR or designee immediately after discovery of equipment failure while on site. All emergency repairs are the responsibility of the contractor. 2.9.3The COR shall determine if appointments previously scheduled should be cancelled and rescheduled as a result of the equipment failure. In the event that the equipment fails and the failed equipment is un-repairable, the Contractor must obtain an alternate unit which will be available on the next scheduled day and which meets all of the requirements of the resulting contract to ensure that schedule services will be performed as agreed upon under this contract. 2.10 Contractor-Furnished Facilities, Services, Supplies and Equipment 2.10.1The Contractor's Vehicle shall be parked and leveled no more than 12" from docking pad ramp. Contractor shall be responsible for leveling of the vehicle at location designed by the VAMC. 2.10.2Contractor shall contact the COR to make the necessary arrangements for a site visit of the actual location where the mobile unit will be located so that precise measurements 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 as a result of the Contractor's failure to confirm to the above shall be the responsibility of the Contractor. 2.10.3Contractor shall be held responsible for any damages, which may be done to the property during delivery, hookup and/or removal of equipment at the site. Any damages caused by the Contractor shall be performed at the Contractor's expense to the satisfaction of the facility Chief of Engineering. 2.10.4Proper installation/staging of the Contractor's furnished equipment including the mobile unit 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 VAMC and the Contractor. 2.11 Government-Furnished Facilities, Services, Supplies and Equipment The VAMC shall provide all patient services, with exception of the services required of the Contractor within this contract, including the following: 2.11.1Retain full medical responsibility for its patients. Contractor shall be responsible for patient upon pickup at the VAMC designated waiting area, while on the Mobile unit and during the entire scanning procedure until patient is returned to the designated waiting area. 2.11.2Approval and scheduling of patients for PET/CT exams will be provided by the VAMC where the services are provided. The VAMC will fax a patient list of exams and exam times to the Contractor in a fashion that is timely and convenient to the Contractor. The Contractor will follow up with phone verification of the patient list. 2.11.3Pre-test screening will be provided by the VAMC. These patients will be made available to the Contractor at the specified appointment injection time. 2.11.4The VAMC will be responsible for transporting patients to and from the facility furnished waiting area. Contractor shall be responsible for picking up and transporting the patient to the mobile unit. Upon completion of services, the Contractor shall return patient to the designated waiting area within the VAMC. 2.11.5The VAMC shall be responsible for scheduling and handling patient issues that would prevent the patient from being available for the scheduled injection. This will be communicated by the VAMC to the Contractor. 2.11.6The Contractor provided PET/CT technologists and VAMC nursing and/or physician will observe sedated patients on the Contractor's unit. The VAMC will identify patients, provide and administer any sedation that patients may require prior to the scans provided by the Contractor. Sedated patients will be identified and will be given special care by the Contractor, including documentation of vital signs, during and at the completion of any procedures. The above must be coordinated in advance with designated COR or designated alternate. It will be the facilities responsibility to determine if sedations will be conducted in the mobile scanner area. 2.11.7The VAMC shall ensure each patient arriving for the PET/CT scans has physician orders to receive services and such other forms or information as required. Contractor is required to identify patients using two unique identifiers prior to venipuncture or injection of contrast or radiopharmaceutical as required by site policy. 2.11.8The VAMC will designate in writing one or more qualified physicians who will review orders for appropriateness, interpret PET/CT reports and take such other steps as may be medically necessary. 2.11.9The VAMC will provide 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. Contactor shall provide, during the Post Award Orientation, a reasonable list of incidental supplies which may be necessary (excluding those which are defined as the Contractor's responsibility). 2.12 Radioactive Materials Handling Requirements 2.12.1The Contractor will procure all PET Radiopharmaceutical materials under their NRC (Nuclear Regulatory Commission) agreement/state license and shall be ordered directly by the Contractor. A copy of the Contractor's NRC license or Reciprocity Agreement shall be provided with the signed proposal. 2.12.2Contractor shall be solely responsible for the receipt, administration, safekeeping, waste management and proper disposal of all radioactive materials required in the performance of the services by the Contractor. Contractor shall be responsible to ensure compliance with all regulations on the handling of the above as may be required under this contract. 2.12.3The Contractor agrees that if any additional medications/drugs approved by the FDA are required during the performance of services, the VAMC would have the right to purchase such drugs (either from the Contractor or from another source) and have these medications delivered directly to the Contractor's unit during the duration of this contract. The Contractor will accept the drugs on behalf of the VAMC under the Contractor's current NRC license at no additional cost to the Government. Regardless of the source of purchase, if radioactive, the material will be received at the Contractor's property, which is the PET/CT unit, by qualified and authorized Contractor personnel. 2.12.4Radioactive waste management will be provided on the Contractor's property, which is the PET/CT unit, by Contractor personnel. VA facilities will not be used for disposal of any materials from the unit. 2.12.5Unless otherwise defined herein, radioactive administration to patients will be provided on the Contractor's property, which is the PET/CT unit. 2.12.6Radioactive decontamination of the Contractor's property due to any cause will be provided by Contractor personnel. Storage of such contaminated items will be provided by the Contractor. 2.12.7All record keeping requirements regarding the receipt, use, storage and disposition of radioactive material is the responsibility of the Contractor under their appropriate license. An audit of the PET service will be accomplished at least quarterly by the site Radiation Safety Officer. This audit will be scheduled with the vendor at least two (2) weeks in advance and will take no more than sixty (60) minutes per period. 2.12.8The Contractor agrees to ensure compliance/acceptance testing of the PET/CT equipment is performed on at least an annual basis or if major components of the machine is serviced or replaced. The compliance/acceptance tests will be done in accordance with nationally recognized standards (NCRP, AAPM) and JCAHO requirements. 2.12.9The Contractor is responsible for ensuring the compliance testing of the PET/CT machine will be performed by a qualified medical physicist. A qualified medical physicist as defined is an individual who is certified by the American Board of Radiology, American Board of Health Physics, or American Board of Medical Physics in the appropriate disciplines of radiologic physics, and maintain state certification as a Health Physicist in the states of Tennessee. 2.13 Cancellations / No Charge Services The Contractor will not charge the VAMC for services or supplies (including unused PET Radiopharmaceuticals doses) or other radioactive agents when the PET/CT scanner is inoperable due to equipment malfunction, staff shortage, or any other fault on the part of the Contractor. 2.14 Removal of Contractor's Equipment Contractor will be responsible for the timely removal of the PET/CT unit from the VAMC premises as agreed upon with the COR not to exceed an eight (8) hour period after completion of the last procedure is performed unless otherwise agreed upon by the COR, ACO and the Contractor. Contractor will also be responsible for the following daily exit functions: 2.14.1Ensure that the day's entire exam data is completely transferred to each Contractor-provided advanced analysis workstation inside the VAMC and to the VistA Imaging Archiving System. Contractor personnel will complete a checklist to assure that all patient images transferred completely to the primary Contractor-provided advanced analysis workstation and provide this signed checklist to the COR or other designee. 2.14.2All patient exam data is purged from Contractor's computer systems once it is verified that exams are viewable on the primary Contractor-provided advanced analysis workstation. 2.14.3At the termination of the contract, the Contractor will remove the hard drives of the workstations and supply them to the COR. 2.14.4VA information retained by the PET/CT scanner itself and other Contractor equipment will be erased at the end of the contract after the last patient exam has been confirmed to have been transmitted successfully. The security of information retained by the PET/CT scanner and other Contractor equipment both during the contract period and post contract period will be the responsibility of the vendor. 2.14.5All connections from the unit to property are properly disconnected. 2.14.6Any temporary site preparations are removed upon completion of services on a daily basis. 2.15 Documentation / Reports 2.15.1The Contractor will provide to the COR equipment and maintenance reports if requested by the COR during the duration of the contact. The Contractor will also provide system pre-check and associated documentation at the time the unit is set up at the site where services are to be performed. This is to ensure safety of equipment utilized by VAMC personnel/beneficiaries. 2.15.2The Contractor will permit on site inspection by personnel selected without prior notice to insure the Contractor's equipment is operated in accordance with appropriate safety guidelines and/or regulations as applicable. 2.15.3Additional Reports/Documentation required by the successful Contractor prior to commencement of services of both PET/CT Technologist and PM/Repair services, unless otherwise stated. This VISN may require specialized documentation to satisfy the requirements of local state and federal government agencies, and independent consultants such as the Joint Commission on Accreditation for Hospitals, as well as for "services rendered" verification for payment of monthly statement. At a minimum, the following information will be provided to the Contracting Officer: 2.15.3.1 Certificate of Insurance, including, but not limited to, Professional Liability, Worker's Compensation, liability and property insurance of Contractor's furnished equipment which shall be submitted to the Administrative Contracting Officer within ten (10) calendar days of receipt of notification of award. It is agreed upon and understood that the VAMC will not be held responsible for any damage or vandalism, which may be caused to the Contractor's equipment while on premises. 2.15.3.2 Copy of appropriate Business License submitted with proposal. 2.15.3.3 Contractor's employees Certifications/Registrations, Competency Check List and Training Certificates to be submitted with signed proposal as defined herein. 2.15.3.4 Technologists Health examination records of Annual TB Skin Test and recent chest X-ray if there is a history of positive TB skin test. Copies of records shall be submitted to the Contracting Officer prior to commencement of services. 2.15.3.5 Upon request of the Contracting Officer, Contractor shall provide procurement documentation for receipt and dispensing of radioisotopes. 2.15.3.6 Copies of all required Federal, State and local licenses including specifically the Contractor's current NRC or agreement and state license authorizing the use of radioactive material at temporary job sites. 2.15.3.7 Copy of Hazardous Materials Certificate, DOT F5800.2 at the request of the COR. 2.15.3.8 Documentation of scanner(s) make, model, and year of manufacture and specifications, plus brand and release number of 3D fusion software for contractor supplied independent interpretation workstation. Documentation to be submitted with signed proposal. 2.15.3.9 A copy of the coach requirements for docking pad will be submitted with signed proposal. 2.15.3.10Documentation of a proposed schedule included in the submission along with maximum throughput of proposed system(s) will be submitted with signed proposal. 2.15.3.11Documentation of JCAHO certification (if available) will be submitted with signed proposal.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/NaVAMC/VAMCCO80220/VA24917N0024/listing.html)
 

Document(s)

Attachment
 

File Name: VA249-17-N-0024 VA249-17-N-0024.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3063755&FileName=VA249-17-N-0024-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3063755&FileName=VA249-17-N-0024-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Department of Veterans Affairs;James H. Quillen VA Medical Center;PO BOX 40000;Mountain Home, Tennessee

Zip Code: 37684
 

Record

SN04307903-W 20161021/161019234222-14a3c254135601a0a3c13dc0a8e3c68c (fbodaily.com)
 

Source

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