W065--Mobile MRI in Springfield MO

Department of Veterans Affairs Network Contracting Office (NCO) 16 Request For Information (RFI) DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter into a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the Government. Information submitted in response to this notice is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the Federal Contract Opportunities website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI. 1. Title: Mobile MRI Lease 2. Purpose: The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy (e.g., set-aside, sole source, unrestricted) for a solicitation the VA intends on issuing shortly for the following: STATEMENT OF WORK (SOW) PURPOSE The overall purpose is to provide and install a Mobile MRI Trailer and Equipment at Veterans Health Care System of the Ozarks (VHSO), Gene Taylor Community Based Outpatient Clinic, 1800 W. Republic St, Springfield, MO 65807. SCOPE The contractor to provide all equipment, tools, materials, labor, transportation, site construction (to include utility hook-ups (power, data, telephone), equipment training, on-site installation, and anything else necessary to provide for an equipment lease for fully functioning/fully operable 1.5 Tesla (T) Mobile Magnetic Resonance Imaging (MRI) System trailer for the Gene Taylor Community Based Outpatient Clinic (VA) at 1800 W. Republic St, Springfield, MO 65807. The Vendor is responsible for transporting the unit to and from the location. The contractor shall be TJC (The Joint Commission) Accredited and/or shall follow established TJC guidelines, as they pertain to the Mobile MRI operations. The Period of Performance will be for a 12-Month Base Period and four (4) 12-Month Option Periods. The contractor must have the capability of providing a mobile MRI unit to be onsite 7 days per week for at least the Base Year with Four Option Years of service. System/equipment shall be fully capable and able to transfer image and data to multiple modalities including VA PACS, VISTA Imaging, printers, and Hospital RIS System (full DICOM Communication). Each location shall have different IP addresses, subnet masks, and VPNs. Communication between MRI and Radiology Services PACS: The Contractor shall ensure that a convenient and robust means of DICOM transfer of MRI studies to the VA Radiology Service PACS is operational. The Contractor shall obtain and provide to the VA any technology necessary to ensure that MRI studies can be conveniently read on the existing VA PACS display technology. Any peripherals that the VA does not have but that is needed to ensure convenient and timely display of MRI studies in the VA Radiology Service shall be obtained by the Contractor, be installed, and be retained by the VA so that at future dates the archived studies can be reviewed. Each MRI study will be transferred to the VA PACS immediately following the acquisition of the study so that it can, if necessary, be reviewed before the patient leaves the MRI Trailer. The Contractor shall have the MRI Trailer and Equipment in-place and fully operational no later than May 2, 2024 The Mobile MRI Equipment shall be equal to or better than the description of a 1.5T Siemens Magnetom Aera. The Vendor is responsible for the maintenance of the unit, including all Preventative Maintenance, and all Parts and Labor. All Preventative Maintenance to be performed after normal duty hours. Vendor agrees to cooperate with VA for quality control purposes. Vendor agrees to meet all safety requirements such as posting MRI Hazardous ZONE Signs around the Mobile MRI Trailer. SALIENT CHARACTERISTICS Minimum requirements for this system are a state of the art 1.5T magnet: Must have Tim 4G s integrated coil technology. The MRI must have a minimum 70cm bore for patients that are claustrophobic and/or obese. Gradient strength of 45mT/m@200T/m/s). RF technology should have maximum of at least 204 channels and 24/48/64 independent receiver channels that can be used simultaneous in one single scan and in one single FoV, each generating an independent partial image. Equipment will be capable of sending images to a minimum of 3 destinations (printer, PAC s, VistA, Hospital RIS System, etc) MRI System will include the following application packages at a minimum: Neuro Suite to include diffusion and perfusion imaging Ortho Suite to include customizable workflows and susceptibility artifact reduction functionality. Body Imaging Suite that includes FREEZEit technology to overcome motion and incorrect timing. Software that includes ultra-fast, high-resolution, 2D and 3D protocols. Angio Suite with software to optimize bolus timing, real-time graphics and automatic voice command to assist with ideal timing of breathing, scanning and contrast media. Simultaneous Multi-Slice application Patient experience applications that include lighting, music, video to calm anxious patients. These Coils must be included at a minimum: CP Extremity Coil (knee, ankle, Peripheral MR Angio) Tx/Rx CP Head Coil Body 18 coil Peripheral Angio 36 coil Hand/Wrist 16 Coil Foot/Ankle 16 Coil Flex Large 4 Coil (hip, shoulder, knee) Shoulder Large 16, Shoulder Small 16 coils Flex small 4 coil Body 60/Body 20 Coil Contour Coil 4-Channel Special Purpose Coil (carotids) Loop Coil, small (fingers, toes) Additional MRI Trailer and System Requirements: CD Burner Full compatibility with hospital PACS system DICOM 3.0 Patient intercom system Safety and Warning Systems Visual and Audible Alarms Smoke Detectors, Fire Extinguishers Emergency Lighting Battery Phone and data ports 480v 50 power cable Hydraulic patient lift, Stairs and railings HVAC system to maintain trailer environmental systems Operators and Technical support Manuals Full System Service (Monday Friday after normal duty hours local time excluding Federal Holidays) Regular scheduled maintenance to be performed after hours 24 Hour telephone technical support toll free line, response within 1 hour. 550 LBS maximum patient table weight DELIVERY and INSTALLATION Delivery Contractor shall deliver all equipment to the Veterans Health Care System of the Ozarks (VHSO), Gene Taylor Community Based Outpatient Clinic, 1800 W. Republic St, Springfield, MO 65807. The Vendor is responsible for transporting the unit to and from the location. Installation Install all equipment to manufacturer s specifications maintaining Federal, and Local safety standards Installation must be completed by May 02, 2024. All work shall be completed between 8:00 a.m. and 4:30 p.m. Monday Friday. All federal holidays, excluded. If there is an operational conflict with installation, night or weekend installation may be required. Government will provide a 72 hours' notice of change of installation hours. The Contractor shall remove all related shipping debris and cleanup any construction associated with delivery and installation of the specified items. Contractor shall remove all packaging from the SLVHCS premises. The Contractor shall be responsible for any damage to the building that occurs due to Contractor error or neglect. SITE CONDITIONS There shall be no smoking, eating, or drinking inside the hospital at any time. INSPECTION and ACCEPTANCE: Contractor shall provide dates of completion of punch list items and replacement parts and/or short ship items from the manufacturer(s). The COR shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall be resolved by the Contracting Officer. DELIVERY/STORAGE REQUIREMENTS Deliver materials to job in manufacturer's original sealed containers with brand name marked thereon. Package to prevent damage or deterioration during shipment, handling, storage and installation. Maintain protective covering in place and in good repair until removal is necessary. Deliver specified items only when the site is ready for installation work to proceed. Store products in dry condition inside enclosed facilities. Any government requested delayed delivery up to 90 days after initial negotiated delivery date, shall be at no additional cost to the Government. A pre-delivery meeting will be conducted 60 days prior to initial negotiated delivery date for verification of delivery and installation dates. Delivery and Installation will be coordinated through the COR. DELIVERABLES Operation and Maintenance Manuals Binders - Quantity (2) Digital Copies- Quantity (1) Deliver compilation of all manufacturer recommended maintenance schedule and operation materials packaged in binder(s) to COR upon completion of installation. OPERATOR TRAINING Contractor shall provide On-site training of the equipment to the Users. Scheduling of operator training shall be coordinated with the COR after installation is complete. PROTECTION OF PROPERTY Contractor shall protect all items from damage. The Contractor shall take precaution against damage to the building(s), grounds and furnishings. The Contractor shall repair or replace any items related to building(s) or grounds damaged accidentally or on purpose due to actions by the Contractor. The Contractor shall perform an inspection of the building(s) and grounds with the COR prior to commencing work. To ensure that the Contractor shall be able to repair or replace any items, components, building(s) or grounds damaged due to negligence and/or actions taken by the Contractor. The source of all repairs beyond simple surface cleaning is the facility construction contractor (or appropriate subcontractor), so that building warranty is maintained. Concurrence from the VA Facilities Management POC and COR is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade, and color to match adjacent existing work. The Contractor shall be responsible for security of the areas in which the work is being performed prior to completion. Contractor shall provide floor protection while working in all VA facilities. All material handling equipment shall have rubber wheels. SECURITY REQUIREMENTS The C&A requirements do not apply and a Security Accreditation Package is not required. WARRANTY The contractor shall provide a one year manufacturer s warranty on all parts and labor. The warranty shall include all travel and shipping costs associated with any warranty repair. The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code _339112__________ is _1000___________ (employees or dollars). 3. Responses Requested: The following questions must be answered in response to this RFI. Answers that are not provided shall be considered non-responsive to the RFI: a. Where are the requested items/equipment manufactured? Vendor must attach documentation of this information to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice b. Are the requested items/equipment manufactured by a Small or Large business? Is the potential vendor in compliance with the Non-Manufacturer Rule (NMR)? Vendor must attach documentation of this to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice c. Is the Vendor an authorized distributor with access to Original Equipment Manufacturer (OEM) parts which may be required in performance of this requirement? The VA does not accept grey market items and therefore the Vendor must attach evidence of this access (Authorized Distributor letter) to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice. d. Name of potential Contractor that possess the capability to fulfill this requirement. Contractors shall also provide the following: Point(s) of contact name: _______________________________________________ Address: ___________________________________________________ Telephone number: ___________________________________________ Email address: _______________________________________________ Company's business size: ________________________________________________ Data Universal Numbering System (DUNS) #: _______________________________ e. Is your company considered a small business concern, SB, SDVOSB, VOSB, HUBZone, or 8A concern, with the requisite __________________ NAICS code? Please provide proof of qualifications. f. Is your company available under any Government Wide Agency Contract (GWAC), General Services Administration (GSA) Schedule, Indefinite Delivery Indefinite Quantity (IDIQ), and/or Blanket Purchase Agreement (BPA)? If so, please identify the contract number for the Government to review as part of this Market Research. 4. Opportunity/Market Pricing: The Veterans Healthcare System of the Ozarks (VHSO) is seeking information from potential vendors on their ability to provide the required items/equipment. THIS IS A SOURCES SOUGHT REQUEST FOR INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this RFI in order to assist the MEDVAMC in determining potential levels of competition and general market pricing available in the industry. Therefore, vendors are requested to submit estimated market research pricing along with their responses to the above. The estimated pricing will be considered when determining the procurement strategy for the forthcoming solicitation. 5. Instructions and Response Guidelines: Questions regarding this RFI shall be submitted no later than 14:00 (CST), March 17, 2024 via email to reginald.clark@va.gov RFI responses are due by 14:00pm (CST), Tuesday, March 19, 2024; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to reginald.clark@va.gov The subject line shall read: Mobile MRI Lease. NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 3(a) - 3(f). Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI. Information provided will be used solely by VHSO as Market Research and will not be released outside of the VHSO Purchasing and Contract Team. 7. Contact Information: Reggie Clark Reginald.clark@va.gov Your response to this notice is greatly appreciated!