Description
MRI ( MOBILE) STATEMENT OF WORK Summary: This statement of work is being set aside for small disadvantaged businesses. Contractor to provide mobile MRI services at the Department Of Veterans Affairs, Manchester, NH for the period of 7-1-2008 thru and including 6-30-2009. per the below specifications The services are to be performed Sunday thru Wednesday from 7:30AM thru 4:00PM. This is exclusive of Federal holidays. At certain times of need the contractor may be asked to perform services at a time beyond the regular hours. The overtime rate will be negotiated at this time.. Vendor will be responsible for maintaining the system. This will also include cleaning and infection control. The contractor will supply the diagnostic technicians. The unit being furnished by the contractor will meet or exceed the specifications of the unit agreed to at time of award. The patient schedule cannot be modified by the contractor unless the VA staff that is responsible for the scheduling of MRI services and/or the Radiology Supervisor agree to any changes. The system manufacturer of the MRI is at the discretion of the vendor but it must meet the below listed specifications. The system must be able to transfer images and data to multiple modalities including the VAMC PACs/Carestream System and VISTA imaging. OEM Engineers will establish network and printer connectivity in coordination with the VAMC Manchester IT staff. Verification of this connectivity must be made prior to the start of patient procedures immediately following the award of this solicitation. The contractor must provide orientation to the VAMC staff before start of patient scanning. This orientation will be an onsite session with the opportunity for VAMC staff to confirm the scanning process and procedures and confirm any connectivity. The awarded contractor will be required to bring the MRI unit to VAMC, Manchester, NH and test for the connectivity prior to the start of patient scanning. Scheduling: If a scheduled procedure is not performed due to circumstances on part of the contractror's equipment for more than 2 hours, the contractor is required to give the VA partial or full credit for charges incurred that day. Image data must be validated as received in the facilities PACS system or on printers before the van leaves the site each day. Contractor must provide to the COTR a monthly workload report. Contractor must provide a CD backup of all patient data in DICOM format . Performance: Contractor will staff the MRI with two diagnostic technologists with documented training in MRI technology. The technologists must be ARRT(American Registry of Radiologic Technologists certified in MRI and have the documented training on file with contractor. It is the responsibility of the contractor to oversee that all staff are trained and hold this certification. All technical staff will be required to have security clearances in accordance with VA guidelines.It is mandatory that VETPRO be completed before performance. This should be completed 30 days before award. The contractor must be able to perform a minimum of 9 exams per day during normal circumstances. Contractor agrees to conform with VA quality control protocols that consist of but are not limited to; image quality, efficient operational processes for maximum productivity and quarterly review of workload volumes, infection control standards and wear identification badge. INFORMATION SECURITY: If the unit provided to the VAMC is moved to non-VA customers when not in use by the VA, the contractor agrees to the following security procedure. VA requires that systems and applications meet security requirements, including but not limited to those under Federal Information Security Management Act(FISMA), National Institutes Of Standards and Technology, Federal Information Processing Standards(FIPS), Special Publications and other NIST guidelines and HIPAA. This includes limiting access to authorized individuals, both physically to the MRI vehicle as well as data stored within the system or application, segmenting or storing VA patient data on separate media from other organization(provider) patient data, data sanitization, encryption of data at rest and other requirements in accordance with applicable VA and VHA Directives and Handbooks. The contractor must assist the VA in identifying security controls, as implemented, and permitting VA to document and routinely test security controls as implemented. It is understood that the MRI is a medical device and doesnot require testing; however the data and data storage storage capacity associated with the system must be maintained in compliance with both NIST and HIPAA requirements. RESPONSIBILITIES OF THE MANCHESTER, NH VAMC 1. Maintain the site to meet specifications for the MRI coach. This includes providing all utilities and at least one telephone line. 2. Maintaining the site to meet all requirements of the system provided.. 3. The services of a Radiologist who will provide guidance for protocols and assume responsibility for medical care of patients. The radiologist will also review studies for appropriateness according to ACR(American College Of Radiology) protocols. The radiologist may be located remotely using the mobile MRI. 4. Provide a VA Physician on site and may provide written consents in accordance with VA regulations. 5. VA to provide medical staff for procedures whenever required. This includes, but not limited to, RN's and anesthesiologist. 6. Provide standard protocols for MRI Technical Staff and availability of a radiologist to confer with regarding non-standard protocols. 7. VA will be responsible for scheduling of patients to maximize patient throughput and will provide clerical support for scheduling, patient registration and other administrative responsibilities related to the MRI Schedule. 8. Provide staff and equipment for emergency care of patients. 9. Provide medical supplies necessary to perform the procedures that may include gadolidium, injector kits, laundry and other medical supplies. 10. Provide film media that includes film and CD's specific to each site where required. 11. Transportation of inpatients to and from their medical wards. RECORDS AND CONFIDENTIALITY Records created by the Contractor in the course of treating VA patients under this agreement are property of the VA and shall not be accessed, released, transferred or destroyed except in accordance with applicable federal laws and regulations. Whenever possible, records and reports will be made available in digital form. The treatment and administrative records created by, or provided to the contractor under this agreement are covered by the VA system of records entitled "Patient Medical Records-VA(24VA136). In responding to a VA patient's request that copies of their patient records be released to a third party, the Contractor shall refer the VA patient or family to the Release Of Information ACT(ROI) located within the VA Business Office for response. TORT CLAIMS The Federal Tort Claims Act does not cover the Contractor or its employees.. When the group or its employees has been identified as a provider in a tort claim, the Group or Group Employee is responsible for notifying their own legal counsel and insurance carrier. Any subsequent settlement or judgment arising from a group or Group employees act or omission under this agreement is the responsibility of the Group, group Employee or insurance carrier unless such act or omission was at direction of the VA clinical staff member or other VA employee. MINIMUM TECHNICAL SPECIFICATIONS FOR PROPOSED MRI Minimum requirements for this system are a state of art 1.5T magnet that includes the below software with the same capabilities listed below. These are part of a standard configuration for a GE Signa 1.5 Infinity Echospeed LX Excite 8 Channel System. Contractor may provide system for choice of manufacturer, but system specifications must meet or exceed those listed below. FEATURES 1.Software version 12x Platform 2. 2D FAT SAT FIESTA; 2d Fiesta 3.2D/3D TOF 4.AsSET 5.Clairview 6.Detachable patient table Double triple IR-FSE 7.Echoplanar 8. Echoplus 9. Fast Gradient Echo Package(FGRE & FSPGR) 10. Fast Spin Echo (FSE) 11. FIESTA C 12. FTMRA 13. FUNCTOOL 14. Gradient Echo 15. High performance gradients 16. iDrive pro 17. Interactive vascular imaging 18. LAVA 19. LCD Color Monitor 20. Linux Computer 21. multi-planar Volume Reformat 22. Phase Contrast 23. Phased array digital RF electronics 24 PROPELLOR or equivalent 25. Scantools 11.0 26. Security Strals 27. Smartprep 28. Spin Echo (SE) 29. SVP8 Symmetric Vector Processor 30. T1 FLAIR 31. T2 FLAIR 32. TopSpins Smartset 33. TRICKS XV or equivalent sequence 34. ConnectPro Software 35. Phased Array cables 36. Gradient Heat Exchanger 37. Secure coil connect 38. Vector gating COILS (Please move numbers to left) 1. Dual Array Package 2. 8 Channel NeuroVascular Coil 3. 8 Channel Head Coil 1. 8 Channel CTL Array 2. 8 Channel Shoulder Array 3. 8 Channel Torso Array 4. QD Extremity 5. 2-3"CP Coils 6. 2-CP Coils 7. Medrad TMJ Positioning Device 8. Eye and Ear Surface Coil Holder 9. Dual array Adapter CONSUMER CONCERNS Any Veteran concerns received by the contractor from VA patients will be shared with the Manchester VA Patient Advocate at 1-800-892-8384 Ext. 6491. Any Veteran concerns received by VAMC staff will be forwarded to MVAMC Contract Service and will be shared with the contractor. PERFORMANCE IMPROVEMENT ACTIVITIES A quarterly review of contract services will be completed by the Contracting Office Technical Representative (COTR) and forwarded to MVAMC Contract Service.