THIS REQUEST FOR INFORMATION (RFI) IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.
THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e).
This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
This is NOT a solicitation announcement. This is a sources-sought/RFI only. The purpose of this sources-sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 532120 (size standard of $38.5 Millions). Responses to this sources-sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources-sought, a solicitation announcement may be published. Responses to this sources-sought synopsis are not considered adequate responses for a solicitation announcement.
The Department of Veterans Affairs (VA), VISN 22 Network Contracting Office, is seeking a Rental of Mobile 64 Slice CT 64 Scanner Trailer with Therapy Planning CT-Overlay that meets the following Statement of Work for the VA Long Beach Healthcare System in the period of April 20, 2021 to August 20, 2021.
Statement of Work
SERVICES: Contractor shall provide a mobile Toshiba Aquilion 64 Slice CT Scanner, or GE 64 Slice CT, or equivalent that comes with a Radiation Therapy Planning Table CT Overlay from April 20.,2021 to August 20, 2021. The mobile/trailer CT unit must come with a patient lift and stairs with double sided handrails for safety. Contractor shall provide 5-days of applications training to VA Long Beach CT technologists, initial supplies necessary to perform CT examinations, maintenance and repair of all Contractor furnished equipment. Mobile CT trailer must have network and DICOM capability and provide an on-site assistance during lease startup and network configuration/connectivity in accordance with terms and conditions listed herein at Tibor Rubin VA Long Beach Medical Center, CA per VA Standards.
Contractor shall remove all hard drives at the end of the performance period and hand it over to VA Long Beach Biomed.
Contractor shall be responsible to maintain all Contractor equipment in good working order.
CONTRACTOR S FURNISHED EQUIPMENT: Equipment shall include, but not be limited to, a Contractor furnished fully equipped CT Mobile Trailer. All equipment to be used shall be Food and Drug Administration (FDA) approved imaging equipment placed at the designated location.
SYSTEM CAPABILITY REQUIREMENTS: The Contractor shall provide an on-site Toshiba Aquilion 64 slice CT system, or GE 64 Slice, or equivalent with Radiation Therapy Planning Table CT Overlay that is a full body CT scanner system in accordance with the terms and conditions of this requirement. The unit must be a Windows 10 or Linux to be compatible with the VA Long Beach network. The unit shall have the ability to perform a wide range of exams as listed below:
The types of exams expected to be performed by the VA Long Beach CT Technologist:
CT Procedures for Radiation Therapy Planning procedures with the use of Radiation Therapy Tabletop Overlay.
CT ABDOMEN WITH & W/O IVCM, CT ABDOMEN/PELVIS WITH & W/O IVCM
CT ABDOMEN WITH PO WITH & W/O IVCM
CT ABDOMEN/PELVIS WITH PO WITH & W/O IVCM
CT CHEST WITH & W/O IVCM
CT CHEST HIGH RESOLUTION
CT HEAD WITH & W/O IVCM
CT MAXIOFACIAL WITH & W/O IVCM
CT SINUS W/O IVCM
CT IAC WITH & W/O IVCM
CT TEMPORAL BONE
CT CERVICAL SPINE WITH & W/O IVCM
CT THORACIC SPINE WITH & W/O IVCM
CT LUMBAR SPINE WITH & W/O IVCM
CT LOWER EXT WITH & W/O IVCM
CT PELVIS WITH & W/O IVCM
CT UPPER EXT WITH & W/O IVCM
Radiation Therapy Planning Procedures:
Tabletop CT Overlay for Radiation Therapy Tabletop Overlay for Radiation Therapy planning.
Connectivity to Eclipse network for image transfer.
Provide hardware and software applications training for staff
4. MOBILE UNIT CAPABILITIES:
Contractor shall provide the following:
Hardware and software necessary to permit interpretation of CT Images at the site where images are obtained.
Ability to create, store and export Digital Imaging and Communications in Medicine (DICOM), Joint Photographic Experts Group (JPEG) and Moving Picture Experts Group (MPEG) file formats.
The mobile unit shall be equipped with Compact Disk-Recordable CD-R/DVD-R burning capabilities as a backup to network transfer if available.
The mobile unit shall be equipped with a phantom for daily quality assurance (QA) checks.
The mobile unit shall be equipped with an Intravenous (IV) contrast injector.
The mobile unit shall be equipped with a programmable injector with pressure monitor having the following capabilities (example unit would be the Medrad Stellant Single Syringe Injector):
Pause hold functionality
Minimum security requirements:
Up-to-date Microsoft (MS) patches and anti-virus software at the vendor mobile unit.
Up-to-date MS patches and anti-virus software at the vendor workstation.
Any workstation configuration must be compatible with VA supplied anti-virus (currently McAfee Enterprise).
Medical Device Isolation Architecture (MDIA) security to be provided by VA.
No patient identifiers such as name and Social Security Number shall reside on the mobile unit and images shall have an identifier which does not disclose Personally Identifiable Information (PII).
5. MOBILE UNIT ACCESSORIES: Accessory equipment that shall be provided by the Contractor:
Handicap accessibility (wheelchair or elevator lift).
6. MOBILE UNIT EQUIPMENT SPECIFICATIONS: The following minimum performance characteristics of the equipment are required:
Operating system must be Windows 10 or Linux to be compatible with VA Long Beach network system.
The CT shall provide images with consistently high technical quality to be approved by VA employed experts. Poor image quality will be considered non-performance under this contract and must be remedied within 30 days of notification or incurred default.
The CT should be capable of acquiring and post-processing of 2-dimensional and/or 3-dimensional images or true 3-dimensional images.
The CT Unit shall have a minimum of a 64 -slice detector and be capable of acquiring the transmission images within one breath hold.
The CT shall be capable of acquiring data for anatomic localization and attenuation correction.
The CT system shall have attenuation correction algorithm(s) that are designed to use non-contrast enhanced CT data.
The CT system shall have attenuation correction algorithm(s) that are designed to use CT data with intravenous contrast enhancement.
The CT system shall have attenuation correction algorithm(s) that are designed to use CT data with oral contrast enhancement with positive contrast (iodinated contrast).
The CT system shall have attenuation correction algorithm(s) that are designed to use CT data with oral contrast enhancement with negative contrast (water).
The Mobile CT unit shall maintain a temperature to assure proper operation of the scanner without frequent calibration and provide for patient comfort.
The CT unit shall meet all federal, state and local fire and safety requirements.
Telecommunications: The mobile unit shall be equipped with outlet jack s connections capable of transmitting data and voice through Government provided category five (5) cable and dual pair phone cable. The Government will provide the connection required for the transmission of images, data and voice.
VA Long Beach is responsible for making the connections between the hospital and the Mobile CT for the purposes of transmitting data. A Configuration Form will be completed and sent to Contractor prior to delivery.
The mobile unit shall support DICOM Modality Work list (DMWL), for future use.
The mobile unit shall be able to export DICOM images to at least one destination.
System shall meet minimal standards for the type of equipment being provided as defined herein.
7. EQUIPMENT MAINTENANCE: Equipment provided shall always be in good working order in order to provide high quality scans required under this requirement and any resulting 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 CT unit and all associated equipment shall be performed in accordance with the Conformance Standards and manufacturer s recommendations.
Telephone Technical Support: Contractor shall provide telephone assistance 24/7, all days of the year.
Response Time: Contractor shall acknowledge request by telephone within 30 minutes and be on site within four (4) hours of telephone acknowledgement of service request.
The Tibor Rubin VA Long Beach Medical Center, CA will not be held responsible for any loss or damage to the Contractor s property, which may be vandalized or damaged, including the mobile trailer 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.
8. SITE PREPARATION: The Tibor Rubin VA Long Beach Medical Center Engineering will provide a docking site for the contractor s CT Scan mobile unit. The Contractor or designee shall perform a site visit at the Tibor Rubin VA Long Beach Medical Center location after notification of contract award and prior to commencement of work to coordinate with the POC in order to confirm site conditions for trailer/mobile unit docking.
9. CONTRACTOR S QUALIFICATIONS: The contractor must be regularly established in the business called for, financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all items under this requirement.
Contractor s assigned personnel must be computer literate in the type of software and/or hardware associate with their duties.
10. CONTRACTOR S STAFF
CT Mobile Unit Driver shall be licensed as applicable to operate and drive the mobile vehicle in which the unit is housed.
DAILY ACCESS TO FACILITIES: The contractor shall be responsible for contacting the VA Police at the site of service at the time of arrival, in which the contractor will need access to both the building and data port connections. Contractor shall also comply with all COVID-19 screening requirements currently in effect at the Tibor Rubin VA Long Beach Medical Center during the term of the contract.
11. CONTRACTOR S RESPONSIBILITIES:
Contractor shall be responsible for the timely delivery of the CT trailer such that the Contractor may facilitate the following start up functions:
Prior to the commencement of services, the Contractor shall ensure that the mobile trailer is properly positioned and docked. Contractor shall also ensure that the normal temperature within the mobile trailer is set and maintained prior to services.
Prior to the commencement of the contract services the Contractor shall ensure that the mobile trailer is level and set for the safety of all Tibor Rubin VA Long Beach Medical Center patients and the appropriate utilities connected for proper warm up of all on board systems.
Contractor shall allow enough time for contacting the VA Police when gaining access to Tibor Rubin VA Long Beach Medical Center.
Communications systems shall be operational before commencement of services.
DATA/IMAGE TRANSFER SUPPORT: Contractor will have a field service engineer ( FE ) available on the day of delivery to assist Tibor Rubin VA Long Beach Medical Center O&IT personnel to verify that images are able to be sent from the mobile CT to remote locations(i.e. PACS, Eclipse network) The FE will input data based on the instructions of the hospital. Once this is accomplished, the service responsibility for network related issues lies solely with the Tibor Rubin VA Long Beach Medical Center.
The Contractor may be provided an IP address for Source Data, Default Gateway, and Subnet Mask from the VI OI&T personnel. If applicable, the Contractor shall be responsible for implementation of data transfer to the VA network with the assistance of VA OI&T personnel. The mobile truck s IP address (es) cannot be part of the VA network. The IP range for the workstation / equipment must be in a range supplied by the Government. It should allow for the IP address to be changed locally. The VA will create an Access Control List (ACL) to address security controls. The Contractor shall ensure all IT devices located in the CT mobile unit be cleansed of all Virus and Malware prior to connecting to the VA network.
CONTRACTOR FURNISHED FACILITIES, SERVICES, SUPPLIES AND EQUIPMENT:
The Contractor s Vehicle shall be parked at the designated docking pad ramp location. Contractor shall be responsible for leveling of the vehicle at location designated by the Tibor Rubin VA Long Beach Medical Center.
Contractor shall provide the Radiation Therapy Tabletop CT Overlay for Radiation Therapy Planning.
Contractor shall provide 5 days of applications training included on the quote. Training consist of CT protocol set-up, necessary hardware/software training (Quality Assurance, hard and soft shutdown, safety, etc.), scanning and the use of its accessories.
Contractor shall be held responsible for any damages, which may be done to the Tibor Rubin VA Long Beach Medical Center property during delivery, hookup and/or removal of equipment at the site. Any damages caused by the Contractor shall be repaired at the Contractor s expense to the satisfaction of the Tibor Rubin VA Long Beach Medical Center.
Proper installation/staging of the Contractor s furnished equipment including the mobile trailer 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 Tibor Rubin VA Long Beach Medical Center and the Contractor.
NON-CONFORMING PRODUCTS OR SERVICES:
Non conforming products or services will be rejected. Unless otherwise agreed by the parties, deficiencies shall be corrected within seven (7) days of the rejection notice. If the deficiencies cannot be corrected within seven (7) days, the Contractor shall immediately notify the POC and the Contracting Officer of the reason for the delay and provide a proposed corrective action plan within seven (7) working days.
Emergency service: Contractor shall provide to the Tibor Rubin VA Long Beach Medical Center, all emergency service to include all required personnel, parts and labor, and preventive maintenance/repairs of 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 POC. Contractor s service contract hours of coverage is 8 AM until 9 PM seven days a week, excluding observed holidays. Service travel and labor outside of these hours is always available but will be billable by Contractor.
Response Time: In the event of an equipment failure during normal working hours while in the performance of the Contractor s services, the Contractor shall notify the POC or designee immediately after discovery of equipment failure while on site. All reasonable efforts should be made to keep equipment down time to a minimum of 24 hours or less. If repair services are required to be performed on site after the normal working hours, the Contractor must notify the POC and the VA Police that services will be performed on-site. All emergency repairs are the responsibility of the contractor and only qualified service engineers shall perform emergency repairs.
The Contractor shall provide equipment and maintenance reports to the POC if requested during the duration of the contract. The Contractor shall 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 the Tibor Rubin VA Long Beach Medical Center beneficiaries.
The Contractor shall permit onsite inspection by personnel selected by the Tibor Rubin VA Long Beach Medical Center without prior notice to ensure the Contractor s equipment is operated in accordance with appropriate safety guidelines and/or regulations as applicable.
The following documentation shall be maintained by the Contractor and be available for inspection by a duly authorized VA representative:
Certificate of Insurance not limited to but, includes: Professional Liability, Worker s Compensation, liability and property insurance of Contractor s furnished equipment which shall be submitted to the Contracting Officer and VA POC within ten (10) calendar days of receipt of notification of award. It is agreed upon and understood that the Tibor Rubin VA Long Beach Medical Center shall not be held responsible for any damage or vandalism, which may be caused to the Contractor s equipment while on Tibor Rubin VA Long Beach Medical Center premises. Required state licenses, not to include Certificate of Need, if applicable to the end user.
The Contractor agrees to ensure compliance/acceptance testing of the CT equipment is performed on at least an annual basis or if major components of the machine is serviced or replaced.
The Contractor is responsible for ensuring the compliance testing of the CT machine shall be performed by a qualified medical physicist in the last 13 months. A copy of this report must be forwarded to POC for documentation, along with any documents showing resolution of any discrepancies noted in the report. 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.
REMOVAL OF CONTRACTOR S EQUIPMENT: Contractor shall be responsible for the timely removal of the CT trailer from the Tibor Rubin VA Long Beach Medical Center premises as agreed upon with the POC not to exceed a 24-hour period after completion of the last procedure is performed and shall also be responsible for the following exit functions:
At the termination of the contract, Contractor shall remove and surrender the hard drive of the workstation to Biomed for destruction. The Tibor Rubin VA Long Beach Medical Center will reimburse Contractor for all reasonable costs incurred in replacing the hard drive.
VA information retained by the CT scanner itself and other Contractor equipment shall be returned to the VA at the end of the contract and when no longer required for regulatory purposes. The security of information retained by the CT scanner and other Contractor equipment both during the contract period and post contract period shall be the responsibility of the vendor.
All connections from the trailer to the Tibor Rubin VA Long Beach Medical Center property are properly disconnected.
Unit and all necessary accessories, devices and the like are removed from the Tibor Rubin VA Long Beach Medical Center premises.
13. PERIOD OF PERFORMANCE: Services shall commence on, April 20, 2021 and conclude on August 20, 2021, with weekly options thereafter at the discretion of the Tibor Rubin VA Long Beach Medical Center.
14. PLACE OF INSPECTION AND ACCEPTANCE:
Delivery location of CT Mobile Trailer site shall be coordinated with the POC.
15. SCOPE OF INSPECTION:
Compliance with Statement of Work will be inspected for content, completeness, and accuracy and conformance to contract requirements by the POC or his/her designee. Inspection will include validation of information or software using 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 shall only be accepted when all discrepancies, errors or other deficiencies identified in writing by the government have been corrected.
Maintenance logs shall be available upon request.
Payment Reconciliation will be accomplished by the Government monthly. The POC or Designated Ordering Office or Officer will validate invoices by reconciliation with required activity reports and schedule CT Scan services ordered. If issues occur the POC or Designated Ordering Officer will contact the contractor for clarification and/or correction.
The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications.
If you are interested and capable of providing the sought-out supplies, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:
(1) Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)?
(2) Is your company considered small under the NAICS code identified under this RFI?
(3) Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?
(4) If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available).
(5) If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?
(6) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract number.
(7) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract?
(8) Please provide general pricing of your products/solution for market research purposes.
(9) Please submit your capabilities regarding the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes?
(10) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A.
(11) Please provide your DUNS number.
(12) Please provide a list of detail requirements and drawings.
*** Submissions addressing Section (8) should show clear, compelling and convincing*** evidence that all equal to items” meet all required salient characteristics.
Responses to this notice shall be submitted via email to email@example.com. Telephone responses shall not be accepted. Responses must be received no later than March 30, 2021 at 1:00 P.M. PST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice shall not be considered as requests to be added to a prospective bidders list or to receive a copy of the solicitation.