65--LEASE MOBILE MRI SYSTEM

INTENT TO SOLE SOURCE Network Contracting Office 8 intends to negotiate a direct award GSA Delivery Order with Salvadorini Consulting, LLC operating as Government Imaging Services (GIS), a Service Disabled Veteran Owned Business for the continued lease of a Mobile MRI System located at James A Haley Veteran's Hospital, Tampa Fl. GIS is the incumbent contractor onsite providing the lease of a General Electric Signa HDx 1.5T Mobile Resonance Imaging (MRI) System. Ongoing construction delays in the renovation of the existing MRI department have cause a urgent and compelling situation to continue the lease for an estimate of one year while the contraction is being completed. All contract options have expired from previously competed action. Contract is a firm fixed price and F.O.B. Destination. NAICS 621512 - Size Standard $14M This is not a request for competitive proposals. Firms that believe they can provide the required equipment are encouraged to identify themselves and give written notification to the Contracting Officer no later than 12:oopm (noon) EST September 25 2015. A Determination not to compete this action based on response to this notice is solely within the discretion of the Government. Any MRI System must provide the specifications outlined in the Statement of Work. Inquires will only be accepted via e-mail to [email protected] No telephone request or voice mail will be accepted. Statement of Work : Lease Mobile MRI System 1. 0 INTRODUCTION: The Government has a requirement for a firm fixed-price lease contract for the onsite rental of a General Electric Signa HDx 1.5T Mobile Magnetic Resonance Imaging (MRI) unit for the James A. Haley VA Hospital (JAHVAH) located at 13000 Bruce B Downs Blvd Tampa, Florida 33612 for a base period of one year with an option to renew for three additional months. This MRI (Trailer VIN: 1JJV482WXYL515096) is currently in use and on station. Cost shall be all inclusive to include the mobile MRI unit, mobilization, training, full service maintenance and repairs, replacement parts, and technical support 24 hours-a-day, 7 days-a-week in accordance with the specifications incorporated herein. 2.0 SCOPE OF WORK: Contractor shall provide the existing General Electric Signa HDx 1.5T Mobile MRI unit and all services in accordance with the specifications incorporated herein. 3.0 SERVICES: During the term of the contract, the Contractor shall be required to provide the following services as specified below: " Dedicated use of the MRI system 24 hours a day to include Saturday and Sunday as required by JAHVAH. " Full service and maintenance on the complete MRI unit in accordance with manufacturing recommendation and as required by JAHVAH. " System capable of transferring images and data to multiple modalities including the VAMC PACs, VISTA Imaging, and printers. Each location shall have different IP addresses, subnet masks, VPN's etc. OEM Engineer shall establish network and printer connectivity at each site in coordination with local IT staff. Note: Verification of connectivity shall be made by Contractors prior to the start of patient procedures immediately following the award of this solicitation. 3.1 EQUIPMENT CONFIGURATIONS/FUNCTIONS: The MRI system shall be required to meet or exceed the minimum requirements, specifications and/or functions as stated on the art 1.5T magnet with equal software capabilities which include the following as part of the configurations required for a GE Signa HDx 1.5T Mobile MRI System: A. Equipment Features and Configurations: o Signa 1.5 T EchoSpeed Magnet o Actively shielded magnet with fringe field held entirely within the trailer o 1.5 Tesla Superconducting magnet, Ultra - short-bore, patient-friendly design o Color flat panel 18" LCD screen 1280x1024 screen matrix high resolution o MR Echo - for dedicated Cardiac MR o FGRET-ET Real Time - Fast Gradient Echo o Spiral Real Time - for rapid localization of moving anatomy o Cardiac Tagging B. Matrix Coil Technology (Completed Set of Head & Body Coils Required). C. Accessories (Contrast Injector, Patient Monitor, and Patient Call Hand Switch) 3.2 TRAILER REQUIREMENTS: The 48-60 foot long mobile MRI unit trailer shall be equipped as specified below: " Large entry door, removable entry stairs, and a patient platform powered lift for easy access to trailer. The patient lift capacity shall be 2,000 pounds, gated with safety guardrails and 75 to 90 inches wide. " Patient dressing curtain, multiple area adjustable lighting, and storage cabinets. " Five-gauss exclusion zone in magnet room. " On board generator, heating, air conditioning and humidity control systems. Generator unit must be equipped with Air Pollution Control District in accordance with all local and state requirements. " Telephone and data interface to connect with VA Medical Center telephone and IT/PACS Systems. " Electrical Power source shall be 480V, 3-phase at 150 amps, 60Hz, WYE along with a 50 foot cable with a male connector. FOOTPRINT: (Max Dimensions of Trailer are 12 foot wide x 60 foot long). 3.4 LOCATION OF EQUIPMENT: Contractor shall park the trailer equipped with the MRI system at the existing designated parking area of the James A Haley VA Hospital. Contractor shall contact the JAHVAH COTR for parking assignment information prior to parking the mobile MRI trailer. 4.0 INSTALLATION STANDARDS: Contractor shall be required to maintain the mobile MRI unit including the system equipment and all wiring in a safe and reliable manner to meet manufacturer's specification for operation and conformance with local, state and federal regulations. 4.1 SAFETY AND FIRE PREVENTION: Contractor shall take such safety precautions as necessary to protect the lives and health of the occupants of the James A Haley VA Hospital. The Contractor shall comply with all applicable Federal, State, and local safety and fire regulations and codes, which are in effect during the performance period of the contract. Contractor personnel shall follow applicable facility policies concerning fire/disaster programs. When conducting any installation, maintenance or repairs, the Contractor shall display appropriate warning devices in all areas where operations may cause a traffic obstruction and/or personnel hazard. Fire and safety deficiencies which result by the Contractor's equipment or personnel shall be immediately corrected. 5.0 TRAINING: Contractor shall provide MRI system training to JAHVAH staff prior to the start of patient scanning. The training shall be conducted on-site with the opportunity for the VA Medical Center staff to confirm scanning processes and procedures, and confirm connectivity. Contractor shall be responsible for conducting a five (5) day or 40 hours onsite initial operational and application training. For the consecutive year following the initial training, an additional three (3) day or 24 hour training shall be provided upon request at 'No Cost" to the Government. In the event additional training is needed for VA staff, the COTR shall schedule and coordinate the training sessions with the Contractor. 5.1 INSTRUCTIONAL/OPERATORAL MANUALS: Contractor shall provide two (2) copies of the instructional/operator manuals and two (2) copies of the service manuals to the Government at no additional cost. 5.2 ACCESS TO EQUIPMENT: The Government shall permit Contractor representatives to enter the VA Medical facility to install, inspect, repair or prepare for the removal of equipment. All preventive maintenance and/or repairs shall be conducted during normal business hours unless otherwise coordinated with the Contracting Officer or the designated COTR from the VA facility. 6.0. MAINTENANCE AND REPAIR: Contractor shall provide a telephone number for technical and service support to include service calls, technical assistance, maintenance and repairs. These services shall be provided at no additional cost to the Government and shall be available 24 hours-a-day, Monday through Saturday by telephone. The Contractor shall be required to begin on-site emergency service repairs within 8 hours and non-emergency service within a 24 hour window after receiving such notification from the Government. If the request is made on a Saturday, Contractors shall be required to begin service repairs no later than Monday morning. The Contractor shall notify the Contracting Officer or the designated COTR, when an emergency request for service or repair shall not be completed or resolved to Government satisfaction within 24 hours of receiving such request or notice. Requests for telephone support, if due to technical problems, require a response time of two (2) hours from receipt of initial call. All parts and labor necessary to repair or replace any unsafe, worn, malfunction or defective equipment shall be furnished by the Contractor at no additional cost to the Government. Travel expenses incurred for maintenance and/or repairs shall not be reimbursed since the price quoted on the schedule shall be all inclusive. The Contractor shall provide a system that maintains a minimum of 99% uptime performance rate. If a scheduled procedure is not performed because of circumstances on the part of the contractor's equipment for more than two (2) hours the government will require partial credit for charges incurred that day based on the duration of the downtime. Credit will be calculated by daily rate of lease divided by 8 x length of downtime. For example, daily rate = $800 and downtime is 3 hours the government will divide $800 by 8 = $100 x 3 hours = $300 credit. The Contractor shall provide, in the space below, the name, location and telephone number of the office where service calls are to be placed: Name: ____________________________________________ Address: ____________________________________________ Telephone No. : ______________________________________ Fax Number: _______________________________________ At least one (1) fluent English speaking Contractor representative shall be required to come on site, if the VA staff requires any assistance with the Contractor equipment that cannot be handled by phone. 6.1 CONTRACTOR POINT OF CONTACT: Contractor shall designate one (1) employee as the Point of Contact (POC) responsible for administrative matters in the performance of services under this contract. The POC shall have full authority to act for Contractor on all matters relating to the daily performance of this contract. The POC may be a contract personnel performing under this contract. An alternate may be designated, but the Contractor shall notify the Contracting Officer in writing those times when the alternate shall act as the POC. The Contractor shall provide the name and telephone number of the person designated as Point of Contact and Alternate upon contract award. Point of Contact, Name: _____________________________________ Telephone Number: ________________________________________ Alternate Point of Contact, Name: _____________________________ Telephone Number: ________________________________________ The POC shall be available by telephone Monday thru Friday, between 8:00 a.m. to 4:30 p.m. excluding national holidays. The parties agree that the contractor's personnel including POC and subcontractors performing under this contract shall not be considered VA employees for any purpose. They all shall be considered employees of the contractor. 6.2 DEFICIENCIES: The Contractor shall be expected to comply with all service and repair guidelines as specified herein. Any malfunction or failure of the MRI system over a 24 hour period excluding Sundays may result in a per diem abatement of the monthly payment which will be based on a daily rate of 3.33% of the contracted monthly price. Continuous failures could result in the contractor being terminated for cause in accordance with the clauses of the resulting contract. 6.3 COMPLAINTS: The Contractor shall promptly and courteously respond to complaints, including complaints brought to the contractor's attention by the Contracting Officer acting as the common agent, the Quality Assurance Evaluator (QAE) or COTR. 6.4 MONITORING PROCEDURES: The COTR shall be responsible for monitoring the Contractor's performance. Performance deficiencies or poor performance identified during the term of the contract shall be reported to the Contractor. Upon notification of deficiencies or poor performance, the Contractor shall be given a reasonable time to take corrective action. If determined appropriate, the Contracting Officer, COTR and/or other VA staff members shall meet with representatives of the Contractor to review performance and resolve issues. All deficiencies or poor performance shall be documented and MUST be corrected within the timeframe specified in the cure notice. The Contractor shall notify the Contracting Officer and the COTR when correction(s) have been made. If the appropriate correction is not made within the timeframe specified in the cure notice, the Government shall have the right to terminate the contract in is entirety. 7.0 QUALITY ASSURANCE: The Contractor shall be responsible for complying with all appropriate regulations and guidelines of the Joint Commission (JC), OSHA, and/or any other pertinent federal, state, and local policies relating to the herein mentioned work or rental service. The equipment shall be maintained in optimum operating condition to meet manufacturer's specification for operation and performance. The Contractor shall replace worn or defective parts as required to maintain all equipment in optimum operating condition. All tasks accomplished by the Contractor personnel shall be performed to preclude damage or defacement of government-owned furnishings, fixtures, equipment and facilities. The Contractor shall report any damage observed or caused by the Contractor personnel to the COTR. If determined to be at fault, the Contractor shall be responsible for repairs or replacement of government-owned items or facilities to previous condition. 7.1 CONTRACTING OFFICER TECHNICAL REPRESENTATIVE (COTR): Delegation of Authority letters shall be forwarded to the using service and Contractor after agreement has been signed, identifying the individual(s) as the COTR(s). Only the Contracting Officer has the authority sign this contract or to change the terms and conditions of this contract. The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or his/her delegated representative(s) acting within the limits of his/her authority. 8.0 GENERAL INFORMATION 8.1 NORMAL WORKING HOURS: Normal working hours are defined as 8:00 a.m. to 4:30 pm local Eastern Standard Time, Monday through Saturday, except National Holidays. 8.2 NATIONAL HOLIDAYS: Listed below are the ten national holidays: New Year's Day January 1 Martin Luther King 's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 When a Holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday by U.S. Government agencies. Also included would be any other day specifically declared by the President of the United States as a National Holiday. 8.3 PARKING POLICY: Parking information is available from the VA Police. It is the responsibility of Contractor personnel to park only in designated parking areas. The VA shall not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances. 8.4 BADGES: All Contractor personnel are required to wear VA identification (I.D.) badges during the entire time they are on the VA grounds. Temporary VA I.D. badges shall be obtained from the SPD located on the ground floor. VA I.D. badges shall be returned at the end of the day or on completion of the service. 8.5 SMOKING POLICY: Smoking is not permitted within or around VA Medical facilities, except in designated areas. 9.0 ADMINISTRATION 9.1 INVOICE REQUIREMENT: The invoice shall be itemized to include the information listed below. Incomplete and incorrect invoices shall be returned for correction. (1) Invoice Number and Date (2) Contract Number (3) Purchase Order/Obligation Number (4) Line item from Schedule of Service associated with each charge (5) Net Payment Due Contractor shall submit original invoice with pre-printed company name. For the Government invoice/billing address information, reference Contract Administration Data section. 9.2 POST-AWARD PERFORMANCE CONFERENCE: The Contracting Officer shall schedule a post-award performance conference with the Contractor, if deemed necessary, for contract orientation purposes. The contract shall be subject to the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the Privacy Act of 1974. The contractor shall comply with all VA security policies and applicable confidentiality statutes, including 38 USC 5701, 38 USC 5705, 38 USC 7332, 5 USC 552a (Privacy Act), as well as 45 CFR Parts 160,162 and 164 (Health Insurance Portability and Accountability Act). Federal Acquisition Regulations 52.224-1 Privacy Act Notification and 52.224-2 Privacy Act are provided in full text in the Addendum to FAR clause 52.212-4. The Contractor is not authorized to release any medical record information. The VA is the sole entity authorized to release this information upon written request from the patient. Reference Policy Memorandum No. 136-48-06, dated Sept. 8, 2006, Release of Medical Information. 9.3 CONTRACTOR SUBMITTALS/INSURANCE REQUIREMENTS: Contractor shall be required to provide copies of the following: a. The Contractor shall be required to comply with Federal and State Workers Compensation and liability insurance. Reference FAR clause 52.228-5-Insurance and Subpart 28.307-2-Liability. b. Prior to contract award, the Contractor shall furnish to the Contracting Officer certification from the insurance company indicating that the coverage has been obtained and that it shall not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least 30 days prior to the expiration date of the current insurance policy. c. In accordance with "FAR 28.307-2(c) the Contractor shall maintain automobile liability insurance for bodily injury and property damage on all vehicles used in the performance of this contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage Contracting Officer Address: Trina Berry Contracting Officer [email protected]