Mobile Magnetic Resonance Imaging (MRI) service - Whiteriver Service Unit

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide Mobile Magnetic Resonance Imaging (MRI) services at the Whiteriver PHS Indian Hospital (IHSWR) location for government beneficiaries.

• Provide a mobile MRI unit with qualified technical staff to operate the equipment.

• Perform a variety of MRI examinations.

• Contractor is responsible for all supervision, labor, parts, materials, tools, and maintenance, except for Government-furnished supplies and equipment.

• Services include equipment maintenance (preventative and repair), waste management, and proper disposal of waste materials.

• Contractor must obtain and maintain all required Federal, State, and Local licenses.

• Contractor shall provide on-site MRI scanner and technical support, ensuring availability for services 95% of the time.

• Maintain quality customer service with no more than one validated customer complaint per 6-month period.

• Ensure all MRI study/exams are high quality, with no more than one validated low-quality study/exam per month.

• Adhere to HIPAA requirements with zero deviation from standard.

• Complete scheduled daily scans at a rate of 98%.

• Place of Performance: IHSWR Medical Facility, 200 W. Hospital Drive, Whiteriver, AZ 85941.

• Base Year Period of Performance: March 1, 2026 - February 28, 2027.

• The contract includes 4 option years.

• Personnel: Technologists must be registered with ARRT (MRI) or ARMRIT, BLS certified, and attend Government orientation. Background checks and fingerprinting are required for personnel performing direct patient care. Personnel must not have engaged in fraud or abuse of Federal health care programs.

• Equipment: A mobile 1.5 T MRI unit meeting specific technical requirements (e.g., bore size, gradient strength, slew rate) and including various coils for different exam types is required. Equipment must be FDA approved.

• Training: Contractor will train IHSWR radiology technologists on MRI operation and adhere to IHS training requirements.

• Security: Personnel security requirements include fingerprinting and background checks. Physical security includes key control and safeguarding of Government property.

• Reporting: Regular reporting on Quality Control, Equipment Maintenance, Personnel Licensure, Accreditations, and Liability Insurance is required.

• Pricing: A flat monthly rate for MRI Services is required, inclusive of six acquisitions per exam, excluding training.

Form / Attachment / Pricing Sheet

This document, an Excel spreadsheet named "Att 1.1 - PWS Scan Requirements.xlsx", details the minimum requirements for various medical imaging scans, specifically MRI and MRA, categorized by body region. It appears to be an attachment to a larger solicitation or PWS, outlining the specific types of scans required for different anatomical areas.

• Scan Types: Lists specific MRI and MRA procedures (e.g., MRI BRAIN W/O CONT, MRA HEAD W/ CONT, MRI CERVICAL W/ CONT).
• Anatomical Regions: Organizes requirements by Head & Neck, Upper Extremities, Pelvis, Lower Extremities, Abdomen, Chest, and Spine.
• Contrast/Non-Contrast: Differentiates between scans with and without contrast agents, and those with or without contrast (W/WO).

This attachment is crucial for bidders responding to an opportunity that involves medical imaging services. It defines the precise scope of imaging services expected, including the specific modalities (MRI, MRA), the anatomical areas to be scanned, and whether contrast agents are required. Bidders must carefully review these requirements to ensure their proposed services, equipment, and pricing accurately reflect the government's needs for these diagnostic imaging procedures.

Form / Attachment / Pricing Sheet

This document is Attachment B, a Business Associate Agreement (BAA). It outlines the terms and conditions under which a "Business Associate" (the vendor) will handle Protected Health Information (PHI) on behalf of the "Covered Entity" (Indian Health Service - IHS).

• Authority: Establishes the legal basis for the BAA under HIPAA regulations.
• Definitions: Defines key terms such as Business Associate, Covered Entity, HIPAA Rules, and Master Patient Index (MPI).
• Obligations of Business Associate: Details requirements for safeguarding PHI, reporting unauthorized uses/disclosures and breaches, managing electronic PHI, providing individual access to PHI, accounting for disclosures, and amending PHI.
• Permitted Uses and Disclosures: Specifies how the Business Associate may use and disclose PHI, generally limited to performing services for the IHS and under specific conditions.
• Obligations of Covered Entity: Outlines the IHS's responsibilities, including providing privacy notices and notifying the Business Associate of limitations or changes.
• Termination: Defines the term of the agreement and conditions for termination, including obligations upon termination (e.g., return or destruction of PHI).
• Indemnification: Addresses liability and reimbursement for costs related to HIPAA Rule violations.
• Miscellaneous: Includes provisions for incorporation into the contract, notices, regulatory references, amendments, interpretation, successors/assigns, and severability.

Vendors who will have access to, use, or disclose Protected Health Information (PHI) as part of their contract with IHS must agree to and comply with this Business Associate Agreement. It details critical compliance requirements and responsibilities related to patient data privacy and security under HIPAA.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations under the Service Contract Act for specific geographic areas. This determination is crucial for contractors to understand labor costs when bidding on federal service contracts in Arizona, specifically within the counties of Apache, Gila, and Navajo.

• Geographic Area: Arizona Counties of Apache, Gila, Navajo.
• Occupational Listings: Provides a comprehensive list of job titles, corresponding occupation codes, and their required minimum hourly wage rates.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing. Specific benefits like Health & Welfare are detailed, including rates per hour, per week, and per month.
• Executive Orders: References Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (minimum wage adjustments), outlining contractor obligations and applicable rates for 2025.
• Vacation and Holidays: Specifies minimum paid vacation and holiday entitlements for employees based on years of service and a list of eleven paid holidays.
• Conformance Process: Outlines the procedure for classifying and determining wage rates for occupations not explicitly listed in the determination.

This wage determination directly impacts a bidder's cost proposal. Bidders must ensure their proposed wages and fringe benefits meet or exceed the rates specified for each applicable occupation to comply with the Service Contract Act. Failure to adhere to these rates can lead to non-compliance and potential penalties. The document helps bidders accurately estimate labor costs for the opportunity.

Form / Attachment / Pricing Sheet

This document is the "Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form." It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" as required by the Buy Indian Act. This form is to be submitted in response to a Sources Sought Notice, Request for Information (RFI), or Solicitation and resultant contract.

• Solicitation/Sources Sought/RFI #: Field to enter the relevant solicitation number.
• Project Title: Field to enter the project title.
• Date: Field to enter the date.
• Representation: Offerors must indicate whether they do or do not meet the definition of an "Indian Economic Enterprise" with "Indian Ownership."
• Name of Federally Recognized Tribal Entity: Field for the name of the tribal entity.
• Name of the 51% owner of IEE Firm: Field for the name of the 51% owner.
• Business Name: Field for the business name.
• Certifying Signature: Field for the signature.
• Unique Entity Identifier (UEI) Number: Field for the UEI number.
• Print Name: Field for the printed name of the certifier.

Bidders responding to opportunities that require compliance with the Buy Indian Act must complete and submit this form. It is crucial for self-certifying eligibility as an "Indian Economic Enterprise" throughout the solicitation, award, and contract performance periods. Failure to meet these requirements or providing false information can lead to penalties. Offerors must also be registered with the System of Award Management (SAM).

Solicitation / RFP / RFQ

This document is a Combined Synopsis / Solicitation (RFQ) for a complete, turn-key, fully staffed Mobile Magnetic Resonance Imaging (MRI) service capability at the Whiteriver PHS Indian Hospital (IHSWR). The government is procuring a mobile MRI unit and qualified technologists to operate it, not just staffing services.

• A contractor-furnished, fully operational mobile MRI unit (minimum 1.5 Tesla, e.g., GE HD 12.0 1.5T Mobile MR System or equal).

• Qualified MRI technologists to operate the equipment and perform MRI examinations.

• Provision of all supervision, labor, equipment, tools, materials, transportation, and maintenance.

• MRI technologists must be registered with ARRT (MRI) or ARMRIT, maintain BLS certification, meet immunization and TB screening, and pass credentialing and background checks.

• The unit must include all required coils, accessories, PACS/DICOM interfaces, patient handling equipment, safety equipment, and monitoring devices.

• FDA-approved imaging equipment.

• Contract Type: Firm-Fixed-Price (FFP), All-Inclusive Monthly Rate.

• Award: Single Award.

• Period of Performance: One 12-month Base Year plus four (4) 12-month Option Years.

• Anticipated Start Date: September 1, 2026.

• Estimated Value: Not explicitly stated, but pricing is evaluated for reasonableness.

• Quotation Due Date and Time: Stated in SAM.gov.

• Submission Method: Email to Dekovan Cook (dekovan.cook@ihs.gov).

• Quotations are limited to twenty (20) total pages, organized into Technical (10 pages max), Past Performance (5 pages max), Price, and Representations volumes.

• Evaluation Criteria (descending order of importance): Technical Capability (Comparative), Past Performance (Acceptable/Unacceptable), and Price (Evaluated for price reasonableness).

• Technical and Past Performance combined are significantly more important than price.

• Set-Aside: Buy Indian Act - Indian Small Business Economic Enterprises (ISBEE) ONLY.

• Competition is restricted to verified ISBEEs actively registered in SAM.

• Offerors must be verified ISBEEs and active in SAM at the time of award.

• Place of Performance: Whiteriver PHS Indian Hospital, Whiteriver, AZ.

• Hours of Operation: Normal duty hours are 0800-1700, Monday-Friday, excluding Federal holidays. Overtime and holiday pay are not authorized.

• Government-Furnished Property: Utilities, network connectivity, MRI pad and parking, and direct patient care medical supplies.

• A Business Associate Agreement (BAA) is required as a condition of award.

• Minimum of two (2) recent and relevant past performance references are required.

• Key Personnel (MRI Technologists) must be identified and substantiated.