W065--Short-Term MRI Trailer Rental

Sources Sought Notice: The Government does not plan to award a contract because of this Sources Sought Notice, nor will it reimburse respondents for any information provided.
Although "proposal," "offeror," contractor , and "vendor" may be used in this Sources Sought Notice, any response will be treated as information only. It will not be used as a proposal. The Government is seeking information for market research purposes only.
Any information received from a contractor in response to this Sources Sought Notice may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.
This Sources Sought Notice is issued by the VISN 2 Contracting Office to obtain information related to the lease of a Mobile Siemens 1.5T, 70cm Bore MRI system housed in a medical trailer for the James J. Peters VA Medical Center, located at the 130 West Kingsbridge Road, Bronx, NY, 10468. The anticipated period of performance is projected to begin in October 2026. The applicable NAICS code for this requirement is 532490 (Other Commercial and Industrial Machinery and Equipment Rental and Leasing). Additional details are provided in the Statement of Work (SOW) section of this document; however, the SOW included is a draft and not considered final.
Contractors interested in providing these services who meet the attached requirements should email Lee Kern at lee.kern@va.gov, with 36C24226Q0859 as the subject line.
Interested parties MUST provide the following information:
Company Information: Company name and address SAM UEID Number Point of Contact (name, phone, email) Socioeconomic category (e.g., SDVOSB, VOSB, HUBZone, 8(a), small business, etc.) Note: If contractor is a Service-Disabled Veteran-Owned Small Business (SDVOSB), a Veteran-Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement.
Capability Statement: A capability statement demonstrating ability to perform the requirement Examples of same or similar work performed at other facilities within the past five years Number of certified/licensed technicians currently employed
Subcontracting Information (if applicable): Tasks to be performed by the prime contractor Tasks to be performed by any subcontractor Prime and subcontractor SAM UEID numbers Any teaming agreements the contractor intends to employ
Site and Geographic Information: Contractor's site location and any supporting documentation demonstrating capability to serve the New Jersey locations
MRI Trailer Rental Statement of Work (SOW)
GENERAL INFORMATION Purpose: The James J. Peters VA Medical Center is requesting the lease of a Mobile Siemens 1.5T, 70cm Bore MRI system housed in a medical trailer. Background: The MRI Suite located at the James J. Peters VA Medical Center will be undergoing extensive construction to upgrade the hardware and upgrade the current Siemens Skrya into the new Siemens Vida Fit MRI. A leased MRI trailer is needed to continue to provide imaging services to both in and outpatients to the Bronx campus. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. Quote includes a base of three months with optional 2-week renewals for the lease of a Mobile Siemens 1.5T, 70cm Bore MRI system housed in a medical trailer. inclusive of programs detailed in section C of this SOW. The C&A requirements do not apply, and a security accreditation package is not required. Performance Period: The period of performance will be the date of award October 1st, 2026, with the provision of a base period of 3 months with four (4), 2-week options. Place of Performance: The contractor will be expected to provide on-site support to satisfy the requirements outlined in this statement of work. On-site support or delivery of physical deliverables will be provided at the James J. Peters VAMC located at 130 West Kingsbridge Road, Bronx, NY, 10468. Hours of Operation: All service/repairs shall be performed during the normal business hours Monday through Friday, 7:00am - 6pm, excluding federal holidays. unless requested and approved by the COR. Federal holidays observed are listed below as well as any other day specifically declared by the President of the United States to be a national holiday.
Federal Holidays New Years Day Labor Day Martin Luther King Day Juneteenth Day President s Day Veterans Day Memorial Day Christmas Day Thanksgiving Day Independence Day
CONTRACTOR GENERAL REQUIREMENTS Contractor shall be responsible for on-site technical and phone support for the Siemens Aera 1.5T, 70cm Bore MRI system housed in a mobile medical trailer. Contractor shall facilitate the operation of the hardware and software in conjunction with all associated functions, upgrades, and components. Contractor shall continue to support and facilitate the operation of the software and its components after all upgrades to include new versions. Contract shall provide support services for any disruption of functionality with the Siemens (MODEL) mobile trailer system. The Contractor shall assist with troubleshooting and taking corrective actions to return the Siemens Aera 1.5T, 70cm Bore MRI system housed in a mobile medical trailer to their normal operation. Contractor shall provide and maintain preventative maintenance services and support for the Siemens Aera 1.5T, 70cm Bore MRI system housed in a mobile medical trailer. Preventative maintenance services must be completed in accordance with the original equipment manufacturers (OEM) specified frequency. Preventative maintenance services shall include, but not be limited to the following:
Perform operational checks of all systems and identify any deficiencies. Verify that the internal and external calibrations are within the recommended manufacturer s specifications. Clean and lubricate mechanical parts in accordance with applicable manufacturer s service manual. Perform an electrical check on instrument, power protection hardware and all accessories included in the contract to ensure compliance with the manufacturer s specifications. Consult with the equipment operator regarding the equipment performance. Inspect assets for any leak, gasket, pressure, cabling valve, gauge issues. Update asset with HTM preventative maintenance sticker as provided by Healthcare Technology Management HTM point of contact. Contractor shall provide a service report detailing steps taken to complete corrective and preventative maintenance on each unit. The service report shall be provided prior to leaving the James J. Peters VAMC upon the completion of services rendered. The service report shall be provided to the HTM point of contact for service call placed.
Contractor shall respond to service call placed within four business hours, to provide technical support. Should issue not be remediated through technical support, onsite support shall be provided within one business day. Contractor shall provide on-site training for all end-users within the Radiology department that work with the Siemens Aera 1.5T, 70cm Bore MRI system housed in a mobile medical trailer. This training should address any gaps in current department s use of the system, instruct on new features, address system use gaps, and instruct on best practice recommendations. Contractor shall sign in with VA Police and wear a Visitors tag while at the James J. Peters VAMC. Contractor shall report to HTM main office, 5c-10, to sign in prior to starting work. HTM point of contact to meet contractor in main office to escort to Sterile Processing Department.
MRI MOBILE TRAILER REQUIREMENTS Vendor must provide a Siemens Aera 1.5T, 70cm Bore MRI system housed in a mobile medical trailer to the James J. Peters VA Medical Center. Mobile MRI unit shall remain onsite 7 days a week. The MRI must meet the specifications in the subsection below. The vendor is responsible for transporting the unit to and from the location. The vendor is responsible for the removal of the mobile unit once the contract is terminated. The mobile unit must be able to transfer image and data to multiple modalities including PACs, VISTA imaging, and printers. OEM Engineer will establish network, and printer connectivity must be made prior to the start of patient procedures. System scan protocols must be verified and validated by VA reading radiologist. HTM will remove system hard drives at upon the contractual termination and destruct/dispose according to VA policy. The system will be installed and operated in compliance with all applicable VA security and privacy standards, practices, and policies.
MRI System Requirements: Minimum requirements for this system are state of the art 1.5T short bore magnet. OEM: Siemens Healthineers Field Strength: 1.5T Model: Software: Channels: Magnet: Gradient Strength: Slew Rate: Bore Diameter: Bore Length: Table Weight Limit: Table Type: Mobile/ Fixed
MRI Software and Applications Packages Requirements: Patient Digital Video and Audio Entertainment Systems: Patient microphone to enable speaking to MRI technologist Prefer camera at MRI technologist station. When talking to the patient, the patient sees and hears the MRI technologist with positive two-way communication. The patient voice response is transmitted from the microphone to the MRI technologist station speaker. Emergency call button for the patient to alert the MRI technologist of any problem or to speak to the MRI technologist.
VA FACILITY RESPONSIBILITIES
The VA will provide electrical power, and emergency generator backup, 480-volt AC 3 phase 125 KVA fused at 150 amps maximum voltage variation is +/- 5% from nominal steady state. Voltage surges must not exceed +/-5%, 5 wire Russellstoll receptacle DF 2504 FRAB0, waterproof.
VA will provide 3 data lines and 3 telephone lines and connections to the VA Police/Fire alarm system and the code alarm system. Contractor to connect power, data, phone, and alarm systems to the mobile MRI trailer. VA will provide network access for the MRI remote diagnosis connection between trailer and service organization. VA will provide water supply with a flow rate of 5 gallons per minute (45-60 PSA), and a maximum temperature of 70 degrees Fahrenheit. VA will provide means of sanitary wastewater drainage from the system. The services of MRI technologists/technicians to perform all scans. The VA will be responsible for cleaning and infection control measures. VA will be responsible for all professional staff and MRI procedures, safety, and protocols. VA Radiologist(s) will provide guidance for protocols and assume responsibility for medical care of patients. Radiologist(s) will also review studies for appropriateness according to established department of radiology protocols. VA will be responsible for scheduling, patient registration and other administrative responsibilities related to the MRI schedule. Provision of staff and equipment for emergency care and all code procedures. Provision of medical supplies necessary to perform the procedures including gadolinium, injector kits, laundry, and other necessary medical supplies and all consumable supplies. Provision of film media (film, CDs) specific to site needs as required. Transportation of patients to/from reception area and/or medical ward to the MRI trailer.
CHANGES TO STATEMENT OF WORK
Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. The Contractor shall only invoice for the total amount agreed to on this procurement contract. The Contractor shall not conduct any work not included within this SOW / provided by the original pricing of this contract, including but not limited to labor, travel, parts provision, and shipping. If any additional services or equipment is necessary, the Contractor shall contact the Contracting Officer (CO) and Contracting Officer Representative (COR) immediately. The Contractor shall be liable for any work conducted (or equipment provided) outside the scope of this SOW (original order) without approval from the CO.