Sources Sought: Lease Mobile CT Scanner
THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS IS NOT A REQUEST FOR PROPOSAL OR QUOTE; THE VA IS NOT SEEKING PRICING OR OFFERS.
The Department of Veterans Affairs, Veterans Health Administration, Regional Procurement Office West, Network Contracting Office 20, in support of the Walla Walla VA Medical Center, is performing market research to compile data regarding the availability of offerors to Lease a Mobile CT Scanner to the VA. Responses to the information requested will assist the Government in determining the appropriate procurement method.
Not responding to this Sources Sought does not preclude participation in any future or potential solicitation, or Request for Quotation. It is the intent of NCO 20 to use the information gathered for market research purposes only.
The NAICS code assigned is: 532490 The small business standard is $32.5 million.
The projected performance period is a six-month base period with 3 additional six-month option periods to start January 1, 2020; however, these dates may be adjusted based upon actual date of award.
Respondents should clearly describe how they would meet the limitations of subcontracting contained in 13 CFR 125.6 if this were to be set-aside for a specific socio-economic group.
POTENTIAL REQUIREMENT SOW:
The Jonathan M. Wainwright Memorial Veterans Affairs Medical Center (VAMC) needs one (1) new or like-new Mobile CT scanner to lease. The scanner and trailer offered may either be brand new, or in like new condition. New is defined as never been used, manufactured in the last 12 months, and up to date to OEM specifications with OEM certification. Like new condition is defined as brand new within the last 2 years and up to date to OEM specifications with OEM certification. The scanner must meet or exceed the following minimum requirements.
A minimum 64-slice mobile CT unit to be placed on-site, with the most updated/current version hardware and software available from the manufacturer. System must include 3D reconstruction package and be capable of performing the highest quality CT scans possible. The system must include a Vascular scanning and 3D reconstruction package for CT Angiography. Software and hardware shall be upgraded in concurrence with newest OEM factory releases no later than 3 months post release from OEM.
CT System must be fully approved for a trailable configuration.
The CT scanner must have the most current Radiation Dose reduction capability/technology.
The semi-trailer that houses the CT scanner must have enough space to provide for patient wheelchair access as well as service access. This is typically provided with 2 slide-out extensions within the CT scan room. In addition, a lead shielded operator control room with a door and an additional room for an office or storage. The control room shall have lockable storage cabinets. A dual syringe injector shall be positioned on a wheel stand in the scan room with operator controls integrated into the CT scanner console. The injector shall have adequate length power cables to reach to either side of the CT table as needed.
Two (2) each height adjustable office chairs with wheels, to fit the space constraints, will be provided by the vendor.
The CT trailer must meet Federal, FDA, and Washington State codes for radiation safety and lead shielding: https://www.epa.gov/radiation/federal-guidance-report-no-14-radiation-protection-guidance-diagnostic-and-interventional,
https://app.leg.wa.gov/wac/default.aspx?cite=246-228,
https://www.fda.gov/radiation-emitting-products/electronic-product-radiation-control-program/laws-and-regulations-radiation-emitting-products
The CT trailer must have an ADA patient lift with guardrails for wheelchair & stretcher patient access with an outside remote switch hand control. Heavy duty non-slip stairs with dual handrails must also be provided for safe staff and patient access. Stairs must meet approval from the VA Safety manager and be in accordance with ADA standards, section 4.9. https://www.access-board.gov/guidelines-and-standards/buildings-and-sites/about-the-aba-standards/ufas#4.9. Vendor will provide accessories and positioning devices including CT slicker, pad, chin & body straps, head holder, knee bolster and blanket warmer for patient comfort.
The CT unit shall have the ability to perform CT exams of the head, neck, body and extremities, with the capability to perform 3D CT angiography, with a minimum table capacity of 400 lbs.
Vendor must provide full service maintenance service and OEM parts & labor, including preventative maintenance (PM) as recommended by the original equipment manufacturer (OEM) specifications for all systems and devices provided. Vendor must schedule PM s with the Bio-Med point of contact (POC) with at least 1-month advance notice. Technical Phone Support must be available within 1 hour from initial call for service Monday through Friday, 8 AM 4:30 PM. OEM service must be available within 4 hours from initial call for service.
Vendor must provide all full-service maintenance and parts on the CT trailer and CT scanner, including heating, electrical and air conditioning. In addition, monthly and annual safety inspections IAW local/national regulations such as NFPA 10, 101, 110 and Joint Commission EC standards must be performed: https://www.nfpa.org, https://www.jointcommission.org/topics/hai_environment _of_care.aspx. This includes, but is not limited to: fire alarm, fire extinguishers and emergency lighting. Monthly emergency generator testing will also be required. These reports will be provided to the POC.
Service tickets indicating work being done on the trailer and CT system will be provided to the POC as the work is done.
Jonathan M. Wainwright Memorial VA Medical Center CT Technologists will operate the unit. The vendor shall provide 5 days of clinical applications training for the two (2) Technologists, on site by an American Registry of Radiologic Technologists (AART) CT certified Technologist. A minimum of 24 hours Category A, CE credits pre-approved by American Society of Radiologic Technologists (ASRT) will be provided at the time of training with a certificate approved by the ASRT for each Technologist receiving training.
CT unit must send images via DICOM to our VA PACS archiving system and must be an already approved VA and AGFA DICOM interface verified by the vendor. Vendors responding to this solicitation will provide a VA form 6550 for review as well as compliance with VA and AGFA DICOM standards. See attached Directive 6550.
Adequate length electrical & data cables must be provided to reach our connections on the outside of the building and shall be compatible with our current outside connectors. Estimated pad width is 24 feet and length is 48 feet. The power and data facility connections are located in the back-left corner of the pad and placed 6 feet further away from the pad. Vendor will validate that existing utilities and pad will be sufficient for their system. A site survey is encouraged, but not required.
CT scanner must be certified/calibrated to OEM specifications and must be maintained with original OEM parts, including the CT x-ray tube.
Mobile Unit must have air conditioning, heating and emergency backup generator. Backup generator will be tested upon arrival and tested by the vendor on a monthly basis and will be expected to operate correctly. Vendor shall provide diesel fuel for the generator.
At the end of the lease or any time a hard disk drive is required to be replaced or removed the drive must be removed by the vendor and turned over to the POC for destruction at no cost to the VA Medical Center or, patient data must be removed to the satisfaction of the Information Security officer (ISO).
Any removable media used for diagnostic purposes will be required to be scanned by VA prior to use. Coordinate with the POC.
Vendor will deliver, set-up and test unit on cement pad provided by customer.
The vendor will be required to pay for a VA approved Licensed Radiation Physicist to inspect the CT Scanner upon delivery and to inspect the operation any time maintenance on the system would impact radiation output to ensure proper operation (i.e. tube changes). Mandatory annual testing is included in this requirement. The Vendor will make sure a copy of the Physicist report is provided to the POC each time the system is inspected.
The CT Unit is required to be operational 98% of the time. The 98% monthly uptime is calculated by the number of hours the system can see patients monthly by the number of hours that the clinic is available to see patients. Downtime is not counted for lack of facility staff, patient no shows or other situations, such as weather closures, where it was not the fault of the CT system. Failure of the contractor to perform in accordance with this requirement may constitute a sufficient basis for termination of the contract. The following criteria apply for determining appropriate action:
o Notifications: The POC shall notify the contract holder of failure to meet the uptime standard through electronic mail within 1 hour of occurrence of downtime.
o Deductions: The Government has the right to withhold a portion of monthly payment based on failure to meet the stated uptime. This negative incentive is calculated by the number of cancelled patients that occur beyond a 3-business day grace period. For example, if the CT is down for 5 days due to malfunction, the first three (3) days there would be no deduction. However, each patient that was scheduled for the other 2 days would incur a $1,000.00 (one thousand dollar) per study per patient. If there were 15 patients with one study each then the cost of the deduction would be $15,000.00 (fifteen thousand dollars). This negative incentive shall not exceed the monthly total payment for the month.
o Termination: If the Contracting Officer (CO) determines the contract has failed to perform to the extent that a termination is justified, the CO shall issue a notice of termination in accordance with Agency procedures.
POTENTIAL SOURCES SHALL PROVIDE THE FOLLOWING INFORMATION IN THEIR RESPONSE:
Company name, address, phone number, primary contact(s), e-mail address, NAICS code(s), business size i.e. SDVOSB, VOSB, 8A, etc., and DUNS Number. Proof of SAM (formerly CCR) Registration and Vet Biz registry (if applicable) is highly desirable. Identify all Joint Ventures and other Teaming arrangements.
Answer the following in your response:
If you were to offer on a similar requirement, would you own the CT? If so, what was the date of manufacture? Is the hardware/software up to date per OEM specifications?
Would you lease (or lease to own) the CT?
If you were to offer on a similar requirement, would you own the Trailer? If so, what was the date of manufacture?
Would you lease (or lease to own) the trailer?
How would you specifically meet the limitations on subcontracting found at 13 CFR B'125.6?
Are you considered a small business under NAICS 532490, Size standard $32.5M?
Do you have any suggestions regarding the draft requirement SOW above?
Disclaimer: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate.
Submit Capability Statements to: Department of Veterans Affairs, NCO 20 Attn: Karen Rhodes, no later than 2:00 PM (Pacific), 8/30/2019. Responses must be submitted via e-mail to: Karen.Rhodes@va.gov.
Note: Do not include Proprietary, classified, confidential, or sensitive information in responses.
karen.rhodes@va.gov
karen.rhodes@va.gov
