W065--FY26: Mobile CT Scanner Orlando VAHCS

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

The Orlando VA Healthcare System requires a firm-fixed-price contract for an on-site, full-service Mobile CT Scanner/Simulator for the Orlando VA Medical Center (OVAMC) for a period of six months, with an option for six additional months.

This SOW details the requirements for furnishing, shipping, installing, and verifying a commercially available 3-Dimensional Computed Tomography Scanner (3D CT Scanner) for the Radiation Oncology Department. The CT Scanner must be capable of performing simulation via 2D X-Ray scout imaging, 3D CT, and 4DCT scans with 2mm and 1mm spatial resolution. The contractor will provide all labor, tools, equipment, materials, parts, and transportation to the OVAMC in Orlando, Florida. The unit must be available 24/7/365 and include full-service maintenance, repairs, replacement parts, and technical support. Key procedures include CT Localization, Respiratory Gating, Functional CT Exams, 3D Image Reconstruction, Tumor and Patient Specific Imaging, and Integrated Marking.

• The CT scanner system must be capable of transferring images and data to multiple modalities including VAMC PACs, VISTA Imaging, and radiology printers.

• The contractor shall guarantee the trailer meets radiation shielding requirements per 10 CFR Part 20 and 10 CFR Part 36.

• Full service and maintenance must be provided in accordance with manufacturer recommendations.

• On-site emergency service repairs must begin within 24 hours, and non-emergency service within 48 hours.

• Telephone support must have a response time of two hours.

• Period of Performance: Base of six (6) months with six (6) option months.

• Place of Performance: Orlando VA Medical Center, 13800 Veterans Way, Orlando, FL 32827, specifically at a designated pad outside the Radiation Oncology clinic.

• Delivery and setup must be completed within thirty (30) calendar days from the contract award date.

• Equipment: Minimum 64-slice CT, 80 cm large bore size, DICOM-RT capability, 2D/3D/4D imaging, Metal Artifact Reduction Software, radiation-proof enclosure, and specific footprint dimensions (max 25 ft x 12.5 ft).

• Trailer: 48 ft long, 8 ft wide, 13 ft high, with specific entrance options, viewing window, console area for two technologists, radiation shielding, accessible entry (patient lift capacity 2,000 lbs), and specific electrical power requirements (480V, 3-phase, 150 amps, 60Hz).

• ADA Compliance: Ramp system must comply with ADA standards (1:12 slope ratio, aluminum construction, non-slip tread, 800 lbs minimum capacity).

• Training: Clinical and biomedical training for OVAMC personnel is required.

• Security: Compliance with HIPAA, Privacy Act, and VA security policies is mandatory. Background investigations for personnel accessing VA systems are required.

• Documentation: Two sets of instructional/operator and service manuals (or single electronic file) are required.

• Maintenance: 24/7 technical and service support via telephone, with on-site emergency repairs within 24 hours.

Solicitation / RFP / RFQ

This solicitation is for "Mobile CT Scan Services" for the Orlando VA Medical Center (OVAMC) at Lake Nona. The government is procuring a firm-fixed-price contract for an on-site, full-service Mobile CT Scanner/Simulator.

• Provision of a Mobile CT unit with an associated trailer.

• Delivery, pickup, commission, decommission, and testing of the unit.

• Clinical and biomedical training for OVAMC personnel.

• Full service and maintenance of the mobile CT unit.

• Capability to transfer images to multiple modalities (PACS, VISTA Imaging, radiology printers).

• Equipment must meet specific salient characteristics, including:

  • 64 slice CT (minimum)
  • 2D, 3D, and 4D imaging capabilities
  • DICOM-RT transfer to Eclipse Treatment Planning System
  • Management of respiratory motion (4DCT)
  • Radiation-proof enclosure with specific footprint and clearance requirements.
  • Interior lighting, dressing room, and restroom/sink.
  • Compatibility with CIVCO immobilization devices.
  • Specific X-ray tube and accessories configuration (120 KVp, 80 cm bore minimum).
  • Automated and manual control capabilities.
  • Windows 10-based operating system for workstations.
  • Specific hardware requirements for acquisition and reconstruction workstations (e.g., minimum 4TB hard drive, 32-inch monitors).

• Trailer requirements include specific dimensions, electrical power source (480V, 3-phase, 150 amps), ADA compliant ramp, and safety features.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Base of six (6) months with six (6) option months.

• Estimated Value: Not explicitly stated in the provided sections.

• Offer Due Date: June 15, 2026, 4 PM EDT.

• Questions Due: May 29, 2026, 4 PM EST (consolidated response via amendment).

• Submission Method: Email to Victoria.RoblesBurgos@va.gov.

• Evaluation Factors: Technical (including delivery, experience, warranty) and Price.

• Award Basis: Most advantageous to the Government, considering price and other factors.

• This acquisition is a small business set-aside and limited to responsible small businesses.

• Offerors must be regularly established, financially responsible, and possess the necessary experience, equipment, facilities, and personnel.

• Valid and active System for Award Management (SAM) registration is required.

• Offerors must meet federal small business size standards for NAICS code 334510 (Size Standard: 1250 Employees).

• A site visit is available for interested vendors; contact information is provided.

• FAR clauses and VAAR addenda are incorporated by reference and full text is available upon request.

• Specific security, privacy, and information system requirements are detailed throughout the document.

Solicitation / RFP / RFQ

The Department of Veterans Affairs, Network Contracting Office 8 (NCO8) is soliciting quotations for an on-site full-service Mobile CT Scanner/Simulator for the Orlando VA Medical Center (OVAMC).

• Provision of an on-site Mobile CT Scanner/Simulator.

• Full-service operation.

• Planned period of performance: Six months base period plus six option months (not to exceed one year).

• All quotes and information must be received no later than June 15, 2026, 4:00 pm EST.

• Email all quotes and information to Victoria Robles (victoria.roblesburgos@va.gov) with the subject line: "36C24826Q0654 Mobile CT Scanner Orlando VA".

• Telephone inquiries will not be accepted or returned.

• This solicitation is a 100% Small Business Set-Aside.

• Applicable NAICS code: 334510.

• Small business size standard: 1,250 employees.

• Place of Performance: Orlando VA Healthcare System, 13800 Veterans Way, Orlando, FL 32827.

• Referenced attachments: "36C24826Q0654" and "SOW CT SIM".