3 Tesla MRI Systems
Department of Health and Human Services, National Institutes of Health | Published August 5, 2015 - Deadline August 19, 2015
INTRODUCTION AND AUTHORITY
This is a combined synopsis/solicitation (CSS) for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, "Streamlined Procedures for Evaluation and Solicitation for Commercial Items," as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.
This solicitation is a request for quotations (RFQ). The solicitation number is HHS-NIH-NIDA-SSSA-CSS-15-647. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-83, dated July 2, 2015. The resultant contract will include all applicable provisions and clauses in effect through this date.
The National Institute on Drug Abuse, Office of Station Support/Simplified Acquisitions is seeking to upgrade or replace two (2) 3T MRI systems for state-of-the-art functional MRI research with the appropriate installation, training, and support.
NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE
The associated North American Industrial Classification System (NAICS) code for this procurement is 334516, with a small business size standard of 500 employees.
This acquisition is NOT set aside for small businesses and is available for full and open competition.
DESCRIPTION OF REQUIREMENT
Background Information/Purpose and Objectives
The National Institute of Mental Health functional MRI Facility (FMRIF) is a core resource of the National Institutes of Health (NIH) intramural research program. Initiated in 1999 primarily by the National Institute of Mental Health (NIMH) and the National Institute for Neurological Disorders and Stroke (NINDS), its function is to serve as a resource by which all NIH institutes can perform Magnetic Resonance Imaging (MRI) studies that further the understanding of healthy and diseased brain anatomy, function and physiology. The FMRIF currently operates four 3T and one 7T MRI human MRI systems.
To continue the cutting-edge research performed by the NIH, it is necessary that the FMRIF have the most modern equipment available, providing researchers with access to the latest equipment, tools, and techniques for their experiments. This requirement entails acquisition of two (2) MRI Systems for this purpose. The acquisition shall include upgrading the electronics and support systems on two aging MRI scanners to allow the FMRIF to be able to provide the latest tools and techniques to NIH researchers, or replacement of the two aging MRI Scanners. These systems are to be used for clinical and preclinical research.
1. Replacement or Upgrade of MRI Systems
The FMRIF requires installation of two (2) MRI Systems suitable for state-of-the-art functional MRI research. The installation may be an upgrade of current equipment or replacement of current equipment. The current equipment is comprised of two (2) General Electric (GE) Signa HDx 3T MRI Systems, designated FMRIF-3TA and FMRIF-3TB (System IDs. 301496MR3T5MR and 301496MR3T6MR, respectively). If the current equipment is replaced, the contractor providing the replacement shall remove the current equipment. The project shall be accomplished as a turn-key installation so that all site preparation, removal and modifications as well as all the steps needed for NIH design review shall be included as part of one contract.
a. Existing Systems Available as Trade-in
For the purposes of this requirement, the FMRIF's two existing MRI Systems involved will be available for Trade-In. The existing systems are:
1. FMRIF-3TA: GE Signa HDx 3T with 16 receiver channels and multinuclear option.
2. FMRIF-3TB: GE Signa HDx 3T with 32 receiver channels
b. General Systems Performance Requirements
The upgraded or replaced MRI Systems must be capable of collection of state-of-the-art images of the brain for functional MRI using Echo Planar Imaging (EPI), diffusion MRI (dMRI) including diffusion tensor imaging (DTI), diffusion spectrum imaging (DSI), and routine high-resolution neurological and structural brain imaging.
Pulse sequence software for the MRI Systems shall be included so that pulse sequences can be modified by NIH investigators. Experimental MRI pulse sequences must be sharable with other researchers in the field. Real-time streaming access must be provided for the acquired magnetic resonance raw data for in-house developed image reconstruction.
c. Magnet Field Strength and Bore Size
The upgraded or replaced MRI systems shall have a magnetic field strength of 3T. The minimum bore diameter of the system with a transmit/receive radio frequency (RF) body coil and gradient hardware subsystems in place shall be 60cm.
The upgraded or replaced MRI Systems shall have gradient subsystems capable of providing a gradient strength of +/-50 mT/m along each physical (X, Y, Z) gradient axis both independently and simultaneously. The magnetic field gradient for each physical (X, Y, Z) gradient axis must be capable of being slewed independently and simultaneously at 200mT/m/ms through all gradient amplitudes.
e. Radiofrequency Receiver System & Coils
The upgraded or replaced MRI Systems shall provide a minimum of 32 receiver channels capable of simultaneous (parallel) operation. The system must include head coils with at least 32 channels suitable for use in fMRI, dMRI and other neurological applications. The systems shall include a potential future upgrade option that allows up to at least 64 channel parallel operation.
f. Radiofrequency Transmit System
The upgraded or replaced MRI Systems shall provide a quadrature or dual-channel body channel transmit system. Dual channel RF shaping (i.e. relative amplitude and phase) must be included for the body coil RF transmit system.
The system must be capable of upgrading to include multi-channel transmit if that should be later desired.
g. Gating and Physiological Monitoring
The upgraded or replaced MRI Systems shall provide a capability for physiological gating and monitoring including vector ECG, respiratory, and pulse-oximetry. Additionally, the systems shall be capable of gating using an external triggering signal.
h. Image Reconstruction Systems
The image reconstruction system of each upgraded or replaced MRI System must be capable of reconstructing images in real-time when acquiring parallel imaging data. Specifically, the system must be able to perform reconstruction of 2D parallel imaging data (EPI, matrix size 128, acceleration factor 2-4) acquired with 32 receive coils at a frame rate of at least 15 frames per second. The reconstruction hardware must feature a minimum of 32 GB RAM and a 64 bit multiprocessor system (8 cores minimum). The reconstruction system must be programmable by NIH investigators.
The upgraded or replaced MRI Systems shall each come with state-of-the-art software packages for sequence and reconstruction to enable functional MRI, diffusion MRI, and routine neurological imaging including Echo Planar Imaging and high resolution structural imaging. The upgraded or replaced MRI Systems must be fully programmable such that end users and investigators can modify and customize the MRI pulse sequences and perform customized image reconstruction with access to Original Equipment Manufacturer (OEM) reconstruction software routines. This access must be included by the OEM when providing the upgraded or replaced MRI Systems.
j. External network interfaces
The upgraded or replaced MRI Systems must be able to connect to modern Picture Archiving and Communications System (PACS) systems for image transfer. The system must be capable of interfacing with HL7 (Health Level 7) PACS.
The upgraded or replaced MRI Systems shall have multinuclear capability.
2. Installation of MRI Systems
The successful offeror shall design and perform all related interior renovations including, but not limited to, necessary repair/replacement of walls, flooring, ceiling, radiofrequency shielding, electrical and mechanical systems and other facility related changes in order to accommodate the upgraded or replaced MRI Systems. In addition, the contractor shall remove the existing MRI systems which shall be used as "trade-ins" toward the purchase of the two new MRI systems. All labor, materials, associated shipping, etc., required for site preparation and installation shall be provided by the successful offeror.
All renovations and installations shall be staged to minimize disruption to existing NIH, FMRIF and NMR Center operations. Electromagnetic interference and vibration shall be reevaluated if the proposed magnet is more sensitive to their effects than the existing.
Efforts shall conform to all applicable federal, national, international, and local codes. The project shall also conform to the latest edition (at award) of the NIH Design Requirements Manual (DRM). NIH will review the design for regulatory compliance and general engineering and architecture approaches. All comments must be responded to by the A/E in an effort to seek resolution. If applicable, this effort shall continue until resolution is found. It is expected that each submission review will be completed in 15 business days. Comments will be assessed by the A/E through the DTR Permit Review system. The A/E is expected to respond to NIH responses in 5 business days after receipt of responses. NIH reserves the right to reject a submission at no cost to the government if the design fails to meet DRM submission guidelines, strongly disregards regulations, or shows a strong lack of understanding of constructability and intent of the project. The Designer shall propose the number of submissions for NIH approval, but it is suggested that the design is submitted at 50%, 75%, 95% (final), and 100% (backcheck).
The Contractor, with the Contracting Officer Representative's (COR) assistance, is responsible for obtaining all permits prior to installation. This includes, but is not limited to; DTR Design Permit (obtained through closing out review comments and a successful design), Interim Life Safety Measures (ILSM, through Fire Marshal), Construction Risk Assessment (CRA), Utility Moratorium waivers, Hot Work Permits, etc. Joint Commission requirements shall be upheld throughout interior construction.
The contractor shall present an updated schedule bi-weekly, to include important milestones as requested for coordination purposes. The schedule shall be presented in Microsoft Project or Primavera P6, and shall be of adequate detail, separating significant features of work.
3. MRI Systems Training
The successful offeror shall provide on-site training to four (4) FMRIF staff in all hardware and software that will be required for routine operation of the upgraded or replaced MRI Systems. The Contractor shall additionally provide training in pulse sequence and reconstruction software development for staff involved in methods development.
4. Warranty of MRI Systems
The replaced or upgraded MRI Systems shall come with a minimum of a six (6) month warranty. During the warranty period, the contractor shall provide maintenance support and equipment and software upgrades in accordance with industry standards.
a. Warranty Period Maintenance and Upgrade Support
The contractor must provide on-site maintenance service and upgrade support for the upgraded or replaced MRI Systems. The on-site maintenance service shall ensure the MRI Systems remain operable and fully functional. The systems must be operational according to manufacturer specifications with high predictability and reliability to support their operation in the NIH FMRIF. These systems will be in heavy use, and any system unavailability ("downtime") will impact a wide range of clinical research studies at the NIH and the mission of the NIH FMRIF. The contractor shall propose up to four option years for maintenance support services.
For one year, the successful offeror shall notify the Government of all available upgrades to the equipment and related peripherals to maintain state-of- the-art technology. "State-of-the-art" is defined as the most recently designed components that are announced for marketing purposes and available for order, maintenance and support in accordance with the requirements specified within this solicitation. Offerors will be evaluated on their ability to provide these upgrades as part of their maintenance and support agreement and/or the specified discount on any available upgrades during the one year period minimizing costs to the government.
5. Additional Requirements Due to Research Needs
The Government requires that the successful offeror provide tools for pulse sequence and reconstruction programming. Further, source code for any sequences installed on the systems shall be provided upon request as part of this requirement. This information will be used by NIH investigators to modify existing MRI pulse sequences and develop new MRI pulse sequence and reconstruction components for research purposes.
The NIMH shall assure confidentiality of this information to the contractor or enter into a Collaborative Research and Development Agreement (CRADA) for research development of features dependent on this functionality.
PERIOD OF PERFORMANCE
The period of performance for this requirement shall be a twelve-month base year plus four (4) twelve-month option years specifically for maintenance support services as outlined in Section 4(a) of this solicitation.
The base year period of performance shall include interior site preparation, upgrade or replacement of MRI Systems and associated installation, and training. Warranty and associated maintenance and upgrade support shall be provided for the warranty duration.
PLACE OF PERFORMANCE
All efforts for this requirement shall take place at the following location:
NMR Center, NIH Clinical Center
10 Center Drive, Rooms B1D 65 and 67
Bethesda, MD 20892.
This is the location of the current equipment and where upgraded or replaced equipment shall be located.
FAR 52.212-2 Evaluation -- Commercial Items (Oct 2014)
(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered (inclusive of options). The following factors shall be used to evaluate offers:
Factor 1: Technical Capability (70%)
The successful offeror shall demonstrate its capability to deliver two, 3 Tesla MRI Systems to upgrade or replace the existing FMRIF-3TA and FMRIF-3TB systems. The offeror's approach shall include removal of the two existing MRI systems if replaced. The offeror shall detail in its technical proposal how it shall meet each of the project requirements. This shall include the specifications of the offered equipment. The Government shall evaluate quotations for their ability to meet each project requirement.
Factor 2: Approach to Delivery, Installation, Calibration, Training, and Support (15%)
The offeror shall demonstrate its capability to provide site preparation services. The offeror shall describe its ability to provide suitable turnkey upgrade or replacement installation of the two 3T MRI systems. In addition, the offeror shall describe their systems training approach as well as their approach for maintenance support. The Government shall evaluate quotations for quality and efficiency of proposed delivery, installation, calibration, training, and support.
Factor 3: Corporate Experience (15%)
The successful offeror shall demonstrate a history of satisfactory installation of 3T scanners, especially in research environments. The Government shall evaluate quotations based on projects that are similar in size, scope, and complexity to the requirements contained in the ‘Description of Requirement'.
Offerors shall identify one (1) contract completed in the past five years, similar in size and scope to the requirements outlined in the ‘Description of Requirement', for which the offeror was the prime contractor. The following information must be provided for each contract identified:
· Name of contracting organization
· Contract number
· Contract type
· Total contract value
· Description of the requirement
· Narrative of specific responsibilities of the offeror as they relate to this SOW
These three technical factors are considered significantly more important than price in determining the best value to the Government.
(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
The Government intends to issue a firm fixed price contract for this requirement.
APPLICABLE CLAUSES AND PROVISIONS
The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/?q=browsefar
The following solicitation provisions apply to this acquisition:
1. FAR 52.212-1, "Instructions to Offerors-Commercial Items" (April 2014)
2. FAR 52.212-2, "Evaluation-Commercial Items." (October 2014)
3. FAR 52.212-3, "Offerors Representations and Certifications-Commercial Items" (March 2015)
All offerors MUST be actively registered in the System for Award Management (SAM) www.sam.gov. Offerors must complete annual representations and certifications on-line in accordance with FAR 52.212-3, "Offerors Representations and Certifications-Commercial Items."
The following contract clauses apply to this acquisition:
• FAR 52.212-4, "Contract Terms and Conditions-Commercial Items" (May 2015)
• FAR 52.212-5, "Contract Terms and Conditions Required to Implement Statutes or Executive Orders" (May 2015)
The following subparagraphs of FAR 52.212-5 are applicable:
(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:
(1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006)
(4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2013) (Pub. L. 109-282) (31 U.S.C. 6101 note).
(8) 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Aug 2013) (31 U.S.C. 6101 note).
(9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Jul 2013) (41 U.S.C. 2313).
(11) 52.217-9 Option to Extend the Term of the Contract
(a) The Government may extend the term of this contract by written notice to the Contractor within 60 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.
(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.
(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five years.
(12)(i) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT 2014) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).
(16) 52.219-8, Utilization of Small Business Concerns (Oct 2014) (15 U.S.C. 637(d)(2) and (3)).
(17)(i) 52.219-9, Small Business Subcontracting Plan (Oct 2014) (15 U.S.C. 637(d)(4)).
(iii) Alternate II (Oct 2001) of 52.219-9.
(20) 52.219-16, Liquidated Damages-Subcontracting Plan (Jan 1999) (15 U.S.C. 637(d)(4)(F)(i)).
(22) 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C. 632(a)(2)).
(25) 52.222-3, Convict Labor (June 2003) (E.O. 11755).
(26) 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Jan 2014) (E.O. 13126).
(27) 52.222-21, Prohibition of Segregated Facilities (Apr 2015).
(28) 52.222-26, Equal Opportunity (Apr 2015) (E.O. 11246).
(29) 52.222-35, Equal Opportunity for Veterans (Jul 2014)(38 U.S.C. 4212).
(30) 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) (29 U.S.C. 793).
(31) 52.222-37, Employment Reports on Veterans (JUL 2014) (38 U.S.C. 4212).
(32) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496).
(33)(i) 52.222-50, Combating Trafficking in Persons (Mar 2015) (22 U.S.C. chapter 78 and E.O. 13627).
(34) 52.222-54, Employment Eligibility Verification (AUG 2013). (Executive Order 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.)
(40) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) (E.O. 13513).
(43) 52.225-5, Trade Agreements (NOV 2013) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note).
(44) 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).
(50) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Jul 2013) (31 U.S.C. 3332).
Offerors that are NOT small business concerns shall be required to submit an acceptable subcontracting plan in accordance with the terms of the FAR Clause No. 52.219-9, "Small Business Subcontracting Plan" (October 2014). An example of such a plan is attached at Appendix A.
Additional provisions from HHS Acquisition Regulation System are attached at Appendix B.
Additional provisions related to information technology security are attached at Appendix C.
The Defense Priorities and Allocations System (DPAS) are not applicable to this requirement.
POST AWARD EVALUATION OF CONTRACTOR PERFORMANCE
a. Contractor Performance Evaluations
Interim and Final evaluations of Contractor performance will be prepared on this contract in accordance with FAR Subpart 42.15. The Final performance evaluation will be prepared at the time of completion of work. In addition to the Final evaluation, Interim evaluation(s) will be prepared Annually as follows on August 31.
Interim and Final evaluations will be provided to the Contractor as soon as practicable after completion of the evaluation. The Contractor will be permitted thirty days to review the document and to submit additional information or a rebutting statement. If agreement cannot be reached between the parties, the matter will be referred to an individual one level above the Contracting Officer, whose decision will be final.
Copies of the evaluations, Contractor responses, and review comments, if any, will be retained as part of the contract file, and may be used to support future award decisions.
b. Electronic Access to Contractor Performance Evaluations
Contractors may access evaluations through a secure Web site for review and comment at the following address:
REQUESTS FOR CLARIFICATION
Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the contract specialist, Matthew Antonini, at Matthew.Antonini@nih.gov by or before 12:00 p.m. EST on 8/12/2015. Late questions will not be accepted. Questions will be anonymized and answered, with the answers being posted to this solicitation notice by amendment.
Quotes are due on 8/19/2015, no later than 11:00 a.m. EST. All responses must be submitted via email to Matthew.Antonini@nih.gov and reference solicitation number HHS-NIH-NIDA-SSSA-CSS-14-647.
Responses to this solicitation must include clear and convincing evidence of the offeror's capability of fulfilling the requirement. The offeror must submit a technical response and a separate price quotation.
The technical response should be prepared in reference to the evaluation criteria identified in this solicitation and shall not exceed 10 single-sided pages.
Responses to this solicitation must include sufficient information to establish the interested parties' bona-fide capabilities of providing the product or service. The price quote shall include: unit price, list price, shipping and handling costs, delivery days after contract award, delivery terms, prompt payment discount terms, F.O.B. Point (Destination or Origin), product or catalog number(s); product description; and any other information or factors that may be considered in the award decision.
Offerors must provide their Company Name, Dun & Bradstreet Number (DUNS), Taxpayer Identification Number (TIN), Business Size, Physical Address, and Point of Contact Information in their responses. All offerors must have an active registration in the System for Award Management (SAM) www.sam.gov."
Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).