This is a SOURCES SOUGHT request for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government at this time. This notice is intended strictly for market research. The purpose of this Sources Sought notice is to determine the following: The interest and capability of small business, especially service-disabled veteran owned small business and veteran owned small business; Whether the business source is a manufacturer or authorized distributor, verified by an authorization letter from the original equipment manufacturer; and Size classification relative to the North American Industry Classification System (NAICS) code 532120 for the proposed acquisition. The Department of Veterans Affairs, Network Contracting Office 10 is seeking potential sources for Mobile Computerized Tomography Services to be provided for the Aleda E. Lutz VA Medical Center, 1500 Weiss St, Saginaw, MI 48602. Mobile Computerized Tomography Services SERVICES: Contractor shall provide all labor, material, tools, equipment, maintenance and repair of all Contractor furnished equipment (including a mobile trailer/unit), training, and required supplies necessary to perform Mobile Computerized Tomography Services in accordance with terms and conditions listed herein for the Aleda E. Lutz VA Medical Center. Contractor shall be responsible to maintain all Contractor equipment in good working order at all times. Reasonable efforts should be made to keep equipment down time to a minimum of 24 hours or less. CONTRACTOR S FURNISHED EQUIPMENT: Equipment shall include, but not be limited to, a Contractor furnished fully equipped GE CT Mobile Trailer. All equipment to be used shall be Food and Drug Administration (FDA) approved imaging equipment placed at a location designated by the Contracting Officer Representative (COR). The entire offering of a CT Mobile Trailer service shall meet all applicable federal, state, local, industry, THE JOINT COMMISSION or equivalent standard, National Electrical Code (NEC), National Fire Protection Association (NFPA), Veterans Administration (VA), Occupational Safety and Health Administration (OSHA), and other regulatory standards internal or external for which the Aleda E. Lutz VA Medical Center is currently accountable and will be kept current with all future Federal and State regulations. While on Federal property, the contractor s personnel shall abide by all policies of the site of service to include, but not limited to, smoking, radiation and patient safety policies. SYSTEM CAPABILITY REQUIREMENTS: The Contractor shall provide an on-site Mobile GE CT system that is a full body CT scanner system in accordance with the terms and conditions of this requirement. The unit shall have the ability to perform a wide range of exams as listed below: The types of exams expected to be performed with the CT: 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 HIP CT KNEE CT ANKLE CT FOOT CT UPPER EXT WITH & W/O IVCM CT SHOULDER CT ELBOW CT WRIST CT HAND MOBILE UNIT CAPABILITIES: Contractor shall provide the following: a. Hardware and software necessary to permit interpretation of CT Images at the site where images are obtained. b. 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. c. The mobile unit shall be equipped with Compact Disk-Recordable CD-R/DVD-R burning capabilities as a backup to network transfer of data. d. The mobile unit shall be equipped with an Image Analysis Station for image registration quality assurance. e. The mobile unit shall be equipped with a phantom for daily quality assurance (QA) checks f. The mobile unit shall be equipped with an Intravenous (IV) contrast injector and warmer. g. 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): Scan delay Multiphase option Protocol storing Pause hold functionality h. The Contractor s CT trailer shall provide the space sufficient and appropriate equipment for the monitoring of sedated patients and conducting cardiopulmonary resuscitation if necessary. i. Data/Image Transfer: Digital Imaging and Communications in Medicine (DICOM) 3.0 system shall be used to export images from Contractor mobile unit to Contractor supplied fusion workstation within the medical center. VA will provide an Access Control List (ACL) for a secure port for imaging connection. The workstation OS version needs to be a compliant version authorized to be on the VA network. The Vendor Workstation shall reside in a Medical Virtual Local Area Network (VLAN) and will have access to the VA Network. The Vendor s equipment shall use a VA supplied IP address. The Vendor must have technical support available to address technical issues within two hours of notification. Minimum security requirements: Up-to-date RHEL Linux 6.x patches at the vendor workstation Any workstation configuration must be compatible with VA network. 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). MOBILE UNIT ACCESSORIES: Accessory equipment that shall be provided by the Contractor: Handicap accessibility. MOBILE UNIT EQUIPMENT SPECIFICATIONS: The following minimum performance characteristics of the equipment are required: a. 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. b. The CT should be capable of acquiring 2-dimensional and/or 3-dimensional images or true 3dimensional images. c. The CT Unit shall have a minimum of a 16-slice detector and be capable of acquiring the transmission images within one breath hold. **Preferred 64-slice Scanner** d. The CT shall be capable of acquiring data for anatomic localization and attenuation correction. e. The CT system shall have attenuation correction algorithm(s) that are designed to use non-contrast enhanced CT data. f. The CT system shall have attenuation correction algorithm(s) that are designed to use CT data with intravenous contrast enhancement. g. 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). h. The CT system shall have attenuation correction algorithm(s) that are designed to use CT data with oral contrast enhancement with negative contrast (water). i. The Mobile CT unit shall be ready for use regardless of outside environmental conditions. j. The Mobile CT unit shall maintain a temperature to assure proper operation of the scanner without frequent calibration and provide for patient comfort. k. The CT unit shall meet all federal, state and local fire and safety requirements. l. 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. m. The mobile unit shall support DICOM Modality Work list (DMWL), for future use. n. The mobile unit shall be able to export DICOM images to at least one destination. o. System shall have been approved by the Federal Drug Agency (FDA) and meets or exceeds minimal standards for the type of equipment being provided as defined herein. p. The Aleda E. Lutz VA Medical Center shall provide the following utilities/services up to the docking pad (if necessary) for operation of the CT mobile unit. Docking Pad, located on the north side of the Aleda E. Lutz VA Medical Center campus, as shown on Appendix A. Electricity (150 amp panel breaker, 3 phase, 480v), (200 amp receptacle, 5 wire, Russelstoll #DF 2504 Frabo)* Data Port ** Housekeeping *** Restroom Facilities * In accordance to the Original Equipment Manufacturers (OEM) electrical specifications. ** Three (3) data lines. Data Port requirements are for the support of Data/Image transfer support (See Para. 11 of the Statement of Work). *** The Aleda E. Lutz VA Medical Center shall be held responsible for areas within the hospital facility prior to entrance of the Mobile Trailer. The Aleda E. Lutz VA Medical Center shall be responsible for all housekeeping duties and responsibilities within the Mobile Unit and within the general vicinity around the outside of the Mobile Unit. EQUIPMENT MAINTENANCE: Equipment provided shall be in good working order at all times 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. The Aleda E. Lutz VA Medical Center 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. SITE PREPARATION: The Aleda E. Lutz VA Medical Center will provide a docking site for the contractors CT Scan mobile unit. The Contractor or designee shall perform a site visit at the Aleda E. Lutz VA Medical Center location after notification of contract award and prior to commencement of work to coordinate with the COR in order to confirm site conditions for trailer/mobile unit docking. 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. The successful Contractor shall meet all Federal, State and Local codes and requirements for the operation of this service and equipment provided. Contractor s assigned personnel must be computer literate in the type of software and/or hardware associate with their duties. 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 Aleda E. Lutz VA Medical Center during the term of the contract. The location and contact numbers will be provided by the COR to the contractor at the post award orientation meeting. CONTRACTOR S RESPONSIBILITIES: a. Contractor shall be responsible for training the Aleda E. Lutz VA Medical Center physicians on the use of the Contractor provided workstation and image analysis software as directed by the COR. b. Contractor shall be responsible for the timely delivery of the CT trailer such that the Contractor may facilitate the following start up functions: The contractor shall train the staff to perform whatever tests are necessary so that the mobile trailer and all associated equipment is fully operational, safe and ready for services so that the schedule of patients is maintained at all times. 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 Aleda E. Lutz VA Medical Center patients and the appropriate utilities connected for proper warm up of all on board systems. Contractor shall allow sufficient time for contacting the VA Police when gaining access to Aleda E. Lutz VA Medical Center. Communications systems shall be operational before commencement of services. c. DATA/IMAGE TRANSFER SUPPORT: Contractor shall provide IT Technical Support while the CT mobile unit is located on-site. Technical Support personnel must have complete knowledge of all Transmission Control Protocols/Internet Protocols (TCP/IP) modification required to interface with the VA network and the Contractor shall provide IT Technical Support to facilitate data transfer to the VA network. The Contractor may be provided an IP address for Source Data, Default Gateway, and Subnet Mask from the VA 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. d. 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 designed by the Aleda E. Lutz VA Medical Center. Contractor shall contact the COR to make the necessary arrangements for a site visit where the actual location of the mobile trailer shall be located so that precise measurements etc. can be taken by the Contractor who shall be responsible to confirm compatibility of the docking pad and connections as noted herein. Any additional costs as a result of the Contractor s failure to confirm the above shall be the responsibility of the successful Contractor. Contractor shall be held responsible for any damages, which may be done to the Aleda E. Lutz VA 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 facility Chief of Engineering. 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 Aleda E. Lutz VA Medical Center and the Contractor. e. 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 COR and the Contracting Officer of the reason for the delay and provide a proposed corrective action plan within seven (7) working days. f. EMERGENCY REPAIRS: Emergency service: Contractor shall provide, at no cost to the Aleda E. Lutz VA 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 COR. 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 COR or designee immediately after discovery of equipment failure while on site. Every effort 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 COR 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. Replacement Unit: In the event that the equipment fails and the failed equipment is un-repairable, the Contractor must obtain an alternate unit which shall be available on the next scheduled day and which meets all of the requirements of the resulting contract to ensure that schedule services shall be performed as agreed upon under this agreement. g. DOCUMENTATION/REPORTS: The Contractor shall provide equipment and maintenance reports to the COR if requested during the duration of the contact. 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 Aleda E. Lutz VA Medical Center personnel/beneficiaries. The Contractor shall permit onsite inspection by personnel selected by the Aleda E. Lutz VA Medical Center without prior notice to ensure the Contractor s equipment is operated in accordance with appropriate safety guidelines and/or regulations as applicable. Additional Reports/Documentation required by the successful Contractor prior to commencement of services of both CT Technologist and Preventive Maintenance (PM) / Repair services, unless otherwise stated. The Aleda E. Lutz VA Medical Center may require specialized documentation to satisfy the requirements of local state and federal government agencies, and independent consultants such as THE JOINT COMMISSION, as well as for services rendered verification for payment of monthly statement. At a minimum, the following information shall be maintained by the Contractor and be available for inspection by a duly authorized VA representative: o 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 within ten (10) calendar days of receipt of notification of award. It is agreed upon and understood that the Aleda E. Lutz VA Medical Center shall not be held responsible for any damage or vandalism, which may be caused to the Contractor s equipment while on Aleda E. Lutz VA Medical Center premises. o Required Federal, State and local licenses. h. EQUIPMENT REQUIREMENTS: 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 compliance/acceptance tests shall be done in accordance with nationally recognized standards National Council on Radiation Protection (NCRP), American Association of Physicists in Medicine (AAPM) and THE JOINT COMMISSION requirements. 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 the COR 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. The Contractor is responsible for maintaining all appropriate records and documentation relevant to compliance and performance of the equipment. **CERTIFICATE OF INSPECTION WILL POSTED ON THE WALL OF THE UNIT** i. REMOVAL OF CONTRACTOR S EQUIPMENT: Contractor shall be responsible for the timely removal of the CT trailer from the Aleda E. Lutz VA Medical Center premises as agreed upon with the COR 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: All patient exam data is purged from Contractor s computer systems once it is verified that exams are viewable on the vendor provided advanced analysis workstation. At the termination of the contract, the vendor shall surrender the hard drive of the workstation removing for destruction. The Aleda E. Lutz VA 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 Aleda E. Lutz VA Medical Center property are properly disconnected. Any temporary site preparations are removed upon completion of contract. Unit and all necessary accessories, devices and the like are removed from the Aleda E. Lutz VA Medical Center premises. GOVERNMENT FURNISHED FACILITIES, SERVICES, SUPPLIES AND EQUIPMENT: a. The VA facility shall provide all patient services. b. The Aleda E. Lutz VA Medical Center will provide the following services, supplies and facilities: All medical supplies, facilities, personnel and physicians required to provide patients with such emergency medical care as may be required, including oxygen, aspirator and defibrillator when deemed necessary. These emergency supplies will be supplied by the VAMC Logistics office. PERIOD OF PERFORMANCE: Services shall commence on June 30, 2025, and conclude on September 8, 2025, with weekly options thereafter at the discretion of the Aleda E. Lutz VA Medical Center. All contractors that are interested in meeting this requirement are asked to submit the following information: Company Name Company Address DUNS Number Company POC Name Company POC Phone Company POC Email Business Size/Type under NAICS 334510 GSA Contract Number (if applicable) If proposing equal items, provide detailed documentation showing how the proposed items are equal to the Ultra Clean Systems brand. Additional information: All contractors must be registered with the System for Award Management (SAM) at https://www.sam.gov. Any contractor that believes they are capable and desires to claim preference for small business status must be registered with the SBA and meet the requirements of FAR 19.102. Any contractor that believes they are capable and desires to claim preference for veteran owned small business status must be registered with the VetCert as an SDVOSB or VOSB. Responses due to Brooke Hansen, Contracting Officer, by Tuesday, May 27 at 4PM ET. Please e-mail all responses to brooke.hansen@va.gov.
