REQUEST FOR PROPOSAL
The University of Texas Southwestern Medical Center
Selection of a Vendor to Provide a
MULTI-SLICE X-RAY COMPUTED TOMOGRAPHY
University Hospital – Zale Lipshy
RFP No. CAP09-0002
Submittal Deadline: 3:00PM CST March 20, 2009
Issued: February 20, 2009
REQUEST FOR PROPOSAL
TABLE OF CONTENTS
SECTION 1: INTRODUCTION ..................................................................................................... 3
SECTION 2: NOTICE TO PROPOSER........................................................................................ 5
SECTION 3: SUBMISSION OF PROPOSAL ............................................................................... 9
SECTION 4: GENERAL TERMS AND CONDITIONS ................................................................. 11
SECTION 5: SPECIFICATIONS AND ADDITIONAL QUESTIONS ............................................. 20
SECTION 6: PRICING AND DELIVERY SCHEDULE ................................................................. 40
APPENDIX ONE: PROPOSAL REQUIREMENTS .................................................................. 42
APPENDIX TWO: HUB SUBCONTRACTING PLAN .............................................................. 52
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1.1 Description of the University
The University of Texas Southwestern Medical Center at Dallas ranks among the world’s
leading academic medical centers, patient-care providers and research institutions. Its
faculty members, who are responsible for a broad array of groundbreaking biomedical
research advances, are respected for their dedication to teaching. UT Southwestern’s
physicians provide patients with the highest quality of care throughout the medical
center’s outpatient clinics and affiliated hospitals.
Part of The University of Texas System, UT Southwestern Medical Center includes three
degree-granting institutions: Southwestern Medical School, Southwestern Graduate
School of Biomedical Sciences, and Southwestern Allied Health Sciences School.
These three schools train more than 4,200 medical, graduate and allied health students,
residents and postdoctoral fellows each year.
As one of the foremost research facilities in the world, UT Southwestern, with its four
active Nobel Laureates and 17 members of the prestigious National Academy of
Sciences, educates scientists whose research advances the frontiers of biomedical
research and whose discoveries benefit society; conduct more than 3,500 research
projects annually totaling more than $350 million.
UT Southwestern provides inpatient care to more than 92,000 people and oversees
approximately 1.7 million outpatient visits annually. The University’s 452-bed hospital,
located in the St. Paul and Zale Lipshy buildings, offers patients superior care and
outstanding service provided by a highly trained staff. In addition, UT Southwestern
operates seven clinic facilities on the campus, housing 22 individual clinics and patient
care centers, and offers extensive clinical services through a network of well-respected
affiliated hospitals and clinics offering comprehensive diagnostic services and therapies
for citizens of the Dallas-Fort Worth area and around the world.
1.2 Background and Special Circumstances
A proposal is requested for a complete, state-of-the-art 64-slice (or 64+-slice) multi-slice
CT Scanner System with capabilities for general and neurological clinical studies. The
CT system will be sited at the Zale-Lipshy Building of University Hospital (ZLUH)
Radiology Department at the University of Texas Southwestern Medical Center at
Dallas. The scanner will be used for brain imaging and general clinical exam studies
although other capabilities should be listed as options. The scanner will replace an
existing 4-slice Toshiba Aqulion scanner in the ZLUH Radiology Department CT-1 room.
The proposal shall include a cost for relocating (or upgrading) the existing scanner into a
new CT room at the St Paul Building of University Hospital (SPUH) Emergency
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1.3 Objective of this Request for Proposal
The University of Texas Southwestern Medical Center (the “University”) is soliciting
proposals in response to this Request for Proposal for Selection of a Vendor to Provide
a Multi-slice CT Scanner, RFP No. CAP09-0002 (this “RFP”), from qualified vendors to
provide a CT scanner suitable for brain imaging and general clinical medical studies (the
“Services”). The Services, which are more specifically described in Section 5.4 (Scope
of Work) of this RFP, include (1) a state-of-the-art, multi-slice CT scanner (2)
workstations and software applications for processing, displaying, analyzing, and
archiving the resulting studies, (3) necessary accessories such as patient supports,
patient restraints, and quality assurance phantoms, and (4) necessary support
equipment such as power conditioners, heat exchangers, etc.
REQUEST FOR PROPOSAL CAP09-0002 -4-
NOTICE TO PROPOSER
2.1 Submittal Deadline
University will accept proposals submitted in response to this RFP until
3:00 p.m., Central Prevailing Time on March 20, 2009 (the “Submittal Deadline”).
2.2 University Contact Person
Proposers will direct all questions or concerns in writing regarding this RFP to the
following University contact (the “University Contact”):
Michael A. Medina, MPA, MHA
Director, Health System Imaging Services
UT Southwestern Medical Center
5909 Harry Hines Blvd.
Dallas, Texas 75390-8827
Tel: (214) 645-5110
Fax: (214) 645-5452
University specifically instructs all interested parties to restrict all contact and questions
regarding this RFP to written communications forwarded to the University Contact. The
University Contact must receive all questions or concerns no later than the close of
business day March 13, 2009. University will have a reasonable amount of time to
respond to questions or concerns. It is University‟s intent to respond to all appropriate
questions and concerns; however, University reserves the right to decline to respond to
any question or concern.
2.3 Criteria for Selection
The successful Proposer, if any, selected by University in accordance with the
requirements and specifications set forth in this RFP will be the Proposer that submits a
proposal in response to this RFP on or before the Submittal Deadline that is the most
advantageous to University. The successful Proposer is referred to as the “Contractor.”
Proposer is encouraged to propose terms and conditions offering the maximum benefit
to University in terms of (1) services to University, (2) total overall cost to University, and
(3) project management expertise. Proposers should describe all educational, state and
local government discounts, as well as any other applicable discounts that may be
available to University in a contract for the Services.
An evaluation team from University will evaluate proposals. The evaluation of proposals
and the selection of the Contractor will be based on the information provided by
Proposer in its proposal. University may give consideration to additional information if
University deems such information relevant.
The criteria to be considered by University in evaluating proposals and selecting the
Contractor, will be those factors listed below:
REQUEST FOR PROPOSAL CAP09-0002 -5-
2.3.1 the cost of goods and services;
2.3.2 the reputation of the Proposer and of the Proposer's goods or services;
2.3.3 the quality of the Proposer's goods or services;
2.3.4 the extent to which the goods or services meet the University's needs;
2.3.5 the Proposer's past relationship with the University;
2.3.6 the impact on the ability of the University to comply with laws and rules relating
to historically underutilized businesses and to the procurement of goods and
services from persons with disabilities; and
2.3.7 the total long-term cost to the University of acquiring the Proposer's goods or
The Proposer selected will be the respondent whose proposal, as presented in the
response to this request, is the most advantageous to the University. The University
personnel will evaluate proposals and selection of the supplier for this award will be
based on, but not limited to, the following factors:
2.3.8 System performance: reliability, capability, and flexibility.
2.3.9 Image quality.
2.3.10 Dose efficiency.
2.3.11 Future technology enhancements and upgrades.
2.3.12 Ease of use.
2.3.13 Attentiveness and responsiveness to customer needs and requests.
2.3.14 Overall system integration.
2.3.15 Overall cost.
2.3.16 Delivery and installation time.
2.3.17 DICOM compatibility.
2.3.18 Site planning.
The most important criterion will be the projected capability of the system to provide a
complete multi-slice CT scanner suitable for brain imaging and general clinical exams.
Minimum required performance specifications, to be guaranteed by the Proposer, are
outlined in this RFP. Vendors are encouraged to provide typical specifications and
criteria that exceed these minimum thresholds, and to define how often these typical
specifications can be satisfied. The successful applicant will offer additional equipment,
enhancements, capabilities, features, and upgrades.
2.4 Key Events Schedule
Issuance of RFP February 20, 2009
Pre-Proposal Conference Not Applicable
(ref. Section 2.6 of this RFP)
Deadline for Questions/Concerns March 13, 2009
(ref. Section 2.2 of this RFP)
Submittal Deadline 3 p.m. Central Prevailing
(ref. Section 2.1 of this RFP) March 20, 2009
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2.5 Historically Underutilized Businesses
2.5.1 All agencies of the State of Texas are required to make a good faith effort to
assist historically underutilized businesses (each a “HUB”) in receiving contract
awards. The goal of the HUB program is to promote full and equal business
opportunity for all businesses in contracting with state agencies. Pursuant to the
HUB program, if under the terms of any agreement or contractual arrangement
resulting from this RFP, the Contractor subcontracts any of the Services, then the
Contractor must make a good faith effort to utilize HUBs certified by the Texas
Building and Procurement Commission. Proposals that fail to comply with the
requirements contained in this Section 2.5 will constitute a material failure to
comply with advertised specifications and will be rejected by the University as
non-responsive. Additionally, compliance with good faith effort guidelines is a
condition precedent to awarding any agreement or contractual arrangement
resulting from this RFP. Proposer acknowledges that, if selected by University,
its obligation to make a good faith effort to utilize HUBs when subcontracting any
of the Services will continue throughout the term of all agreements and
contractual arrangements resulting from this RFP. Furthermore, any
subcontracting of the Services by the Proposer is subject to review by the
University to ensure compliance with the HUB program.
2.5.2 The University has reviewed this RFP in accordance with Chapter 1, Texas
Administrative Code, Section 111.14, and has determined that subcontracting
opportunities are probable under this RFP.
2.5.3 A HUB Subcontracting Plan (“HSP”) is required as part of Proposer‟s proposal.
The HSP will be developed and administered in accordance with University‟s
Policy on Utilization of Historically Underutilized Businesses attached as
APPENDIX TWO and incorporated for all purposes.
Each Proposer must complete and return the HSP in accordance with the terms
and conditions of this RFP, including APPENDIX TWO. Proposers that fail to do
so will be considered non-responsive to this RFP in accordance with Section
2161.252, Government Code.
The Contractor will not be permitted to change its HSP unless: (1) the Contractor
completes a newly modified version of the HSP in accordance with the terms of
APPENDIX TWO that sets forth all changes requested by the Contractor, (2) the
Contractor provides the University with such a modified version of the HSP, (3)
the University approves the modified HSP in writing, and (4) all agreements or
contractual arrangements resulting from this RFP are amended in writing by the
University and the Contractor to conform to the modified HSP.
2.5.4 Proposer must submit six (6) originals of the HSP to the University at the same
time it submits its proposal to the University (ref. Section 3.2 of this RFP.) The
six (6) originals of the HSP must be submitted under separate cover and in a
separate envelope (the “HSP Envelope”). Proposer must ensure that the top
outside surface of its HSP Envelope clearly shows and makes visible:
REQUEST FOR PROPOSAL CAP09-0002 -7-
18.104.22.168 the RFP No. (ref. Section 1.3 of this RFP) and the Submittal Deadline
(ref. Section 2.1 of this RFP), both located in the lower left hand corner
of the top surface of the envelope,
22.214.171.124 the name and the return address of the Proposer, and
126.96.36.199 the phrase “HUB Subcontracting Plan”.
Any proposal submitted in response to this RFP that is not accompanied by a
separate HSP Envelope meeting the above requirements will be rejected by the
University and returned to the Proposer unopened as that proposal will be
considered non-responsive due to material failure to comply with advertised
specifications. Furthermore, the University will open a Proposer’s HSP Envelope
prior to opening the proposal submitted by the Proposer, in order to ensure that
the Proposer has submitted the number of completed and signed originals of the
Proposer’s HSP that are required by this RFP. A Proposer’s failure to submit the
number of completed and signed originals of the HSP that are required by this
RFP will result in the University’s rejection of the proposal submitted by that
Proposer as non-responsive due to material failure to comply with advertised
specifications; such a proposal will be returned to the Proposer unopened. (Ref.
Section 1.5 of Appendix One to this RFP.) Note: The requirement that
Proposer provide two originals of the HSP under this Section 2.5.4 is separate
from and does not affect Proposer’s obligation to provide the University with the
number of copies of its proposal as specified in Section 3.1 of this RFP.
2.6 Pre-Proposal Conference
There will be no pre- proposal conference scheduled for this Request for
REQUEST FOR PROPOSAL CAP09-0002 -8-
SUBMISSION OF PROPOSAL
3.1 Number of Copies
Proposer must submit a total of six (6) complete and identical hard copies of its entire
proposal and one (1) electronic copy. An original signature by an authorized officer of
Proposer must appear on the Execution of Offer (ref. Section 2 of APPENDIX ONE) of
at least one (1) copy of the submitted proposal. The copy of the Proposer‟s proposal
bearing an original signature should contain the mark “original” on the front cover of the
Proposals must be received by University on or before the Submittal Deadline (ref.
Section 2.1 of this RFP) and should be delivered to:
Scott Kendall, Director Materials Management University Hospitals
Attention: Purchasing Department
5909 Harry Hines Blvd.
Dallas, TX 75390-9226
3.3 Proposal Validity Period
Each proposal must state that it will remain valid for University‟s acceptance for a
minimum of ninety (90) days after the Submittal Deadline, to allow time for evaluation,
selection, and any unforeseen delays.
3.4 Terms and Conditions
3.4.1 Proposer must comply with the requirements and specifications contained in this
RFP, the Terms and Conditions (ref. Section 4 of this RFP), the Notice to
Proposer (ref. Section 2 of this RFP), Proposal Requirements (ref. APPENDIX
ONE) and the Specifications and Additional Questions (ref. Section 5 of this
RFP). If there is a conflict among the provisions in this RFP, the provision
requiring Proposer to supply the better quality or greater quantity of services will
prevail, or if such conflict does not involve quality or quantity, then interpretation
will be in the following order of precedence:
188.8.131.52. Specifications and Additional Questions (ref. Section 5 of
184.108.40.206. Terms and Conditions (ref. Section 4 of this RFP);
220.127.116.11. Proposal Requirements (ref. APPENDIX ONE);
18.104.22.168. Notice to Proposers (ref. Section 2 of this RFP).
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3.5 Submittal Checklist
Proposer is instructed to complete, sign, and return the following documents as a part of
its proposal. If Proposer fails to return each of the following items with its proposal, then
University may reject the proposal:
3.5.1 Signed and Completed Execution of Offer (ref. Section 2 of APPENDIX ONE)
3.5.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 6 of this
3.5.3 Responses to Proposer's General Questionnaire (ref. Section 3 of APPENDIX
3.5.4 Responses to questions and requests for information in the Specifications and
Additional Questions Section (ref. Section 5 of this RFP)
3.5.5 Signed and completed originals of the HUB Subcontracting Plan (ref. Section 2.5
of this RFP and APPENDIX TWO).
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GENERAL TERMS AND CONDITIONS
The terms and conditions contained in this Section 4 or, in the sole discretion of
University, terms and conditions substantially similar to these terms and conditions, will
be included in any contract or agreement that results from this RFP (ref. Section 1.4 of
As indicated in Section 2.3 of this RFP, the successful Proposer is referred to as the
4.2 Family Code Child Support Certification
Pursuant to Section 231.006, Family Code, Contractor certifies that it is not ineligible to
receive the award of or payments under this Agreement and acknowledges that this
Agreement may be terminated and payment may be withheld if this certification is
4.3 Eligibility Certification
Pursuant to Section 2155.004, Government Code, Contractor certifies that the individual
or business entity named in this Agreement has not received compensation for
participation in the preparation of the Request for Proposal related to this Agreement
and is not ineligible to receive the award of or payments under this Agreement; and
acknowledges that this Agreement may be terminated and payment withheld if this
certification is inaccurate.
4.4 Tax Certification
If Contractor is a taxable entity as defined by Chapter 171, Texas Tax Code (“Chapter
171”), then Contractor certifies that it is not currently delinquent in the payment of any
taxes due under Chapter 171, or that Contractor is exempt from the payment of those
taxes, or that Contractor is an out-of-state taxable entity that is not subject to those
taxes, whichever is applicable.
4.5 Payment of Debt or Delinquency to the State
Pursuant to Sections 2107.008 and 2252.903, Government Code, Contractor agrees
that any payments owing to Contractor under this Agreement may be applied directly
toward any debt or delinquency that Contractor owes the State of Texas or any agency
of the State of Texas regardless of when it arises, until such debt or delinquency is paid
REQUEST FOR PROPOSAL CAP09-0002 - 11 -
4.6 Products and Materials Produced in Texas
If Contractor will provide services under this Agreement, Contractor covenants and
agrees that in accordance with Section 2155.4441, Government Code, in performing its
duties and obligations under this Agreement, the Contractor shall purchase products and
materials produced in Texas when such products and materials are available at a price
and delivery time comparable to products and materials produced outside of Texas.
Except as otherwise provided in this Section, all notices, consents, approvals, demands,
requests or other communications provided for or permitted to be given under any of the
provisions of this Agreement shall be in writing and shall be deemed to have been duly
given or served when delivered by hand delivery or when deposited in the U.S. mail by
registered or certified mail, return receipt requested, postage prepaid, and addressed as
If to University: UT Southwestern University Hospitals
5909 Harry Hines Blvd
Dallas, TX 75390-9226
Attention: Scott Kendall
If to Contractor: _________________________
Street Address: ____________
or such other person or address as may be given in writing by either party to the other in
accordance with the aforesaid.
4.8 State Auditor’s Office
Contractor understands that acceptance of funds under this Agreement constitutes
acceptance of the authority of the Texas State Auditor's Office, or any successor agency
(collectively, “Auditor”), to conduct an audit or investigation in connection with those
funds pursuant to Sections 51.9335(c), 73.115(c) and 74.008(c), Education Code.
Contractor agrees to cooperate with the Auditor in the conduct of the audit or
investigation, including without limitation providing all records requested. Contractor will
include this provision in all contracts with permitted subcontractors.
4.9 Venue; Governing Law
Dallas County, Texas, shall be the proper place of venue for suit on or in respect of this
Agreement. This Agreement and all of the rights and obligations of the parties hereto
REQUEST FOR PROPOSAL CAP09-0002 - 12 -
and all of the terms and conditions hereof shall be construed, interpreted and applied in
accordance with and governed by and enforced under the laws of the State of Texas.
4.10 Breach of Contract Claims
4.10.1 To the extent that Chapter 2260, Government Code, as it may be amended from
time to time ("Chapter 2260"), is applicable to this Agreement and is not
preempted by other applicable law, the dispute resolution process provided for in
Chapter 2260 will be used, as further described herein, by University and
Contractor to attempt to resolve any claim for breach of contract made by
22.214.171.124 Contractor‟s claims for breach of this Agreement that the parties cannot
resolve pursuant to other provisions of this Agreement or in the ordinary
course of business will be submitted to the negotiation process provided
in subchapter B of Chapter 2260. To initiate the process, Contractor will
submit written notice, as required by subchapter B of Chapter 2260, to
University in accordance with the notice provisions in this Agreement.
Contractor's notice will specifically state that the provisions of
subchapter B of Chapter 2260 are being invoked, the date and nature of
the event giving rise to the claim, the specific contract provision that
University allegedly breached, the amount of damages Contractor
seeks, and the method used to calculate the damages. Compliance by
Contractor with subchapter B of Chapter 2260 is a required prerequisite
to Contractor's filing of a contested case proceeding under subchapter
C of Chapter 2260. The Chief Business Officer of University, or the
other officer of University as may be designated from time to time by
University by written notice thereof to Contractor in accordance with the
notice provisions in this Agreement, will examine Contractor's claim and
any counterclaim and negotiate with Contractor in an effort to resolve
126.96.36.199 If the parties are unable to resolve their disputes under Section 188.8.131.52,
the contested case process provided in subchapter C of Chapter 2260
is Contractor‟s sole and exclusive process for seeking a remedy for any
and all of Contractor's claims for breach of this Agreement by
184.108.40.206 Compliance with the contested case process provided in subchapter C
of Chapter 2260 is a required prerequisite to seeking consent to sue
from the Legislature under Chapter 107, Civil Practices and Remedies
Code. The parties hereto specifically agree that (i) neither the execution
of this Agreement by University nor any other conduct, action or inaction
of any representative of University relating to this Agreement constitutes
or is intended to constitute a waiver of University's or the state's
sovereign immunity to suit and (ii) University has not waived its right to
seek redress in the courts.
4.10.2 The submission, processing and resolution of Contractor‟s claim is governed by
the published rules adopted by the Texas Attorney General pursuant to Chapter
2260, as currently effective, thereafter enacted or subsequently amended.
REQUEST FOR PROPOSAL CAP09-0002 - 13 -
4.10.3 University and Contractor agree that any periods set forth in this Agreement for
notice and cure of defaults are not waived.
4.11 Compliance with Law
Contractor is aware of, is fully informed about, and in full compliance with its obligations under
existing applicable law and regulations, including but not limited to Title VI of the Civil Rights Act
of 1964, as amended (42 USC 2000(D)), Executive Order 11246, as amended (41 CFR 60-1
and 60-2), Vietnam Era Veterans Readjustment Act of 1974, as amended (41 CFR 60-250),
Rehabilitation Act of 1973, as amended (41 CFR 60-741), Age Discrimination Act of 1975 (42
USC 6101 et seq.), Non-segregated Facilities (41 CFR 60-1), Omnibus Budget Reconciliation
Provision, Section 952, Fair Labor Standards Act of 1938, Sections 6, 7, and 12, as amended,
Immigration Reform and Control Act of 1986, and Utilization of Small Business Concerns and
Small Business Concerns Owned and Controlled by Socially and Economically Disadvantaged
Individuals (PL 96-507), the Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), the
Civil Rights Act of 1991 and all laws and regulations and executive orders as are applicable.
4.12 University’s Right to Audit
At any time during the term of this Agreement and for a period of four (4) years thereafter
University or a duly authorized audit representative of University, or the State of Texas, at its
expense and at reasonable times, reserves the right to audit Contractor's records and books
relevant to all services provided under this Agreement. In the event such an audit by University
reveals any errors/overpayments by University, Contractor shall refund University the full
amount of such overpayments within thirty (30) days of such audit findings, or University, at its
option, reserves the right to deduct such amounts owing University from any payments due
4.13 Access to Documents
To the extent applicable to this Agreement, in accordance with Section 1861(v)(I)(i) of the Social
Security Act (42 U.S.C. 1395x) as amended, and the provisions of 42 CFR Section 420.300, et
seq., Contractor agrees to allow, during and for a period of not less than four (4) years after the
Agreement term, access to this Agreement and its books, documents, and records; and
contracts between Contractor and its subcontractors or related organizations, including books,
documents and records relating to same, by the Comptroller General of the United States, the
U.S. Department of Health and Human Services and their duly authorized representatives.
4.14.1 Contractor, consistent with its status as an independent contractor, will carry at least
the following insurance in the form, with the companies and in the amounts (unless
otherwise specified) as University may require:
220.127.116.11 Workers‟ Compensation Insurance with statutory limits, and Employer‟s
Liability Insurance with limit of not less than One Million Dollars
($1,000,000) per accident or disease. Policies must include All States
Endorsement and a waiver of all rights of subrogation and other rights
against the University;
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18.104.22.168 Commercial General Liability insurance, including Blanket Contractual
Liability, Broad Form Property Damage, Personal and Advertising Injury,
Completed Operations/Products Liability, Medical Expenses, Interest of
Employees as additional insureds and Broad Form General Liability
Endorsements, for at least One Million Dollars ($1,000,000) per
occurrence on an occurrence basis;
22.214.171.124 Commercial Automobile Liability insurance covering all owned, non-owned
or hired automobiles to be used by Contractor, with coverage for at least
One Million Dollars ($1,000,000) Combined Single Limit Bodily Injury and
4.14.2 Contractor will deliver to University:
126.96.36.199 Evidence satisfactory to University in its sole discretion, evidencing the
existence of all the insurance promptly after the execution and delivery
hereof and prior to the performance or continued performance of any
services to be performed by Contractor hereunder from or after the date of
this Agreement; and
188.8.131.52 Additional evidence, satisfactory to University in its sole discretion, of the
continued existence of all required insurance not less than thirty (30) days
prior to the expiration of any required insurance. If, however, Contractor
fails to pay any of the renewal premiums for the expiring policies,
University will have the right to make the payments and set-off the amount
thereof against the next payment coming due to Contractor under this
Such insurance policies, with the exception of Workers‟ Compensation and
Employer‟s Liability, will name and the evidence will reflect University as an
Additional Insured and will provide that the policies will not be canceled until after
thirty (30) days' unconditional written notice to University, giving University the right
to pay the premium to maintain coverage, in which event Section 11.2.2 will apply.
4.14.3 The insurance policies required in this Agreement will be kept in force for the
periods specified below:
184.108.40.206 Commercial General Liability Insurance, and
220.127.116.11 Workers' Compensation Insurance and Employer‟s Liability Insurance will
be kept in force until the Services have been fully performed and accepted
by University in writing.
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4.15.1 TO THE FULLEST EXTENT PERMITTED BY LAW , CONTRACTOR WILL AND DOES HEREBY
AGREE TO INDEMNIFY, PROTECT, DEFEND WITH COUNSEL APPROVED BY UNIVERSITY,
AND HOLD HARMLESS UNIVERSITY AND THE UNIVERSITY OF TEXAS SYSTEM, AND
THEIR RESPECTIVE AFFILIATED ENTERPRISES, REGENTS, OFFICERS, DIRECTORS,
ATTORNEYS, EMPLOYEES, REPRESENTATIVES AND AGENTS (COLLECTIVELY
“INDEMNITEES”) FROM AND AGAINST ALL DAMAGES, LOSSES, LIENS, CAUSES OF
ACTION, SUITS, JUDGMENTS, EXPENSES (INCLUDING REASONABLE ATTORNEYS‟ FEES),
AND OTHER CLAIMS OF ANY NATURE, KIND, OR DESCRIPTION (COLLECTIVELY
“CLAIMS”) BY ANY PERSON OR ENTITY, ARISING OUT OF, CAUSED BY, OR RESULTING
FROM CONTRACTOR‟S PERFORMANCE UNDER THIS AGREEMENT AND THAT ARE
CAUSED IN WHOLE OR IN PART BY ANY NEGLIGENT ACT, NEGLIGENT OMISSION OR
WILLFUL MISCONDUCT OF CONTRACTOR, ANYONE DIRECTLY EMPLOYED BY
CONTRACTOR OR ANYONE FOR WHOSE ACTS CONTRACTOR MAY BE LIABLE. THE
PROVISIONS OF THIS SECTION WILL NOT BE CONSTRUED TO ELIMINATE OR REDUCE
ANY OTHER INDEMNIFICATION OR RIGHT WHICH ANY INDEMNITEE HAS BY LAW OR
4.15.2 IN ADDITION, CONTRACTOR WILL AND DOES HEREBY AGREE TO INDEMNIFY, PROTECT,
DEFEND WITH COUNSEL APPROVED BY UNIVERSITY, AND HOLD HARMLESS
INDEMNITEES FROM AND AGAINST ALL CLAIMS ARISING FROM INFRINGEMENT OR
ALLEGED INFRINGEMENT OF ANY PATENT, COPYRIGHT, TRADEMARK OR OTHER
PROPRIETARY INTEREST ARISING BY OR OUT OF THE PERFORMANCE OF SERVICES OR
THE PROVISION OF GOODS BY CONTRACTOR, OR THE USE BY INDEMNITEES, AT THE
DIRECTION OF CONTRACTOR, OF ANY ARTICLE OR MATERIAL; PROVIDED, THAT, UPON
BECOMING AWARE OF A SUIT OR THREAT OF SUIT FOR INFRINGEMENT, UNIVERSITY
WILL PROMPTLY NOTIFY CONTRACTOR AND CONTRACTOR WILL BE GIVEN THE
OPPORTUNITY TO NEGOTIATE A SETTLEMENT. IN THE EVENT OF LITIGATION,
UNIVERSITY AGREES TO REASONABLY COOPERATE WITH CONTRACTOR. ALL PARTIES
WILL BE ENTITLED TO BE REPRESENTED BY COUNSEL AT THEIR OWN EXPENSE.
Contractor agrees that it shall not publicize this Agreement or disclose, confirm or deny any
details thereof to third parties or use any photographs or video recordings of University 's
employees or use University's name in connection with any sales promotion or publicity event
without the prior express written approval of University.
4.17 Assignment of Overcharge Claims
Contractor hereby assigns to University any and all claims for overcharges associated with the
Contract arising under the antitrust laws of the United States, 15 U.S.C.A., Sec. 1 et seq., or
arising under the antitrust laws of the State of Texas, Business and Commerce Code, Sec.
15.01, et seq.
4.18 Observance of University Rules and Regulations
Contractor agrees that at all times its employees, agents and permitted subcontractors (if any)
will observe and comply with all regulations of the facilities, including but not limited to, no
smoking, parking and security regulations.
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4.19 Assignment and Subcontracting
Except as specifically provided in any Historically Underutilized Business Subcontracting Plan
(“HSP”) attached as Exhibit TWO to this Agreement and incorporated for all purposes, neither
Contractor's interest in this Agreement, its duties and obligations under this Agreement nor fees
due to Contractor under this Agreement may be subcontracted, assigned, delegated or
otherwise transferred to a third party, in whole or in part, and any attempt to do so will (1) not be
binding on University; and (2) be a breach of this Agreement for which Contractor will be subject
to any remedial actions provided by Texas law, including Chapter 2161, Government Code, and
1 Texas Administrative Code (“TAC”) Section 111.14. University may report nonperformance
under this Agreement to the Texas Building and Procurement Commission (“TBPC”) in
accordance with 1 TAC Chapter 113, Subchapter F, Vendor Performance and Debarment
Program. The benefits and burdens of this Agreement are, however, assignable by University.
4.20 Historically Underutilized Business Subcontracting Plan
If an HSP is attached to this Agreement, Contractor agrees to use good faith efforts to
subcontract the Services in accordance with the HSP. Contractor agrees to maintain business
records documenting its compliance with the HSP and to submit a monthly compliance report to
University in the format required by the TBPC. Submission of compliance reports will be
required as a condition for payment under this Agreement. If University determines that
Contractor has failed to subcontract as set out in the HSP, University will notify Contractor of
any deficiencies and give Contractor an opportunity to submit documentation and explain why
the failure to comply with the HSP should not be attributed to a lack of good faith effort by
Contractor. If University determines that Contractor failed to implement the HSP in good faith,
University, in addition to any other remedies, may report nonperformance to the TBPC in
accordance with 1 TAC Chapter 113, Subchapter F, Vendor Performance and Debarment
Program. University may also revoke this Agreement for breach and make a claim against the
University agrees to pay fees due under this Agreement in accordance with the Texas Prompt
Payment Act (“Act”), Chapter 2251, Government Code. Pursuant to the Act, payment shall be
deemed late on the 31st day after the later of: 1) the date the performance of the Services under
this Agreement are completed, or 2) the date University receives an invoice for the Services.
University will be responsible for interest on overdue payments equal to the sum of: 1) one
percent, plus 2) the prime rate as published in the Wall Street Journal on the first day of July of
the preceding fiscal year (University‟s fiscal year begins September 1) that does not fall on a
Saturday or Sunday.
The parties to this Agreement are aware that there are constitutional and statutory limitations on
the authority of the University (a state agency) to enter into certain terms and conditions of this
Agreement, including, but not limited to, those terms and conditions relating to disclaimers and
limitations of warranties; disclaimers and limitations of liability for damages; waivers, disclaimers
and limitations of legal rights, remedies, requirements and processes; limitations of periods to
bring legal action; granting control of litigation or settlement to another party; liability for acts or
omissions of third parties; payment of attorneys‟ fees; dispute resolution; indemnities; and
REQUEST FOR PROPOSAL CAP09-0002 - 17 -
confidentiality (collectively, the “Limitations”), and terms and conditions related to the
Limitations shall not be binding on University except to the extent authorized by the laws and
Constitution of the State of Texas.
4.23 Affirmative Action
Contractor agrees that a written copy of Contractor‟s Civil Rights "Affirmative Action Compliance
Program" will be provided simultaneously with this Agreement and incorporated for all purposes,
or if Contractor is not required to have such a written program, the reason Contractor is not
subject to such requirement will be provided in writing.
4.24 OSHA Compliance
Contractor represents and warrants that all articles and services furnished under this Agreement
meet or exceed the safety standards established and promulgated under the Federal
Occupational Safety and Health Law (Public Law 91-598) and its regulations in effect or
proposed as of the date of this Agreement.
4.25 Certifications of Nonsegregated Facilities and Equal Employment Opportunities
Contractor certifies that, except for restrooms and wash rooms and one (1) or more lactation
rooms each of which is segregated on the basis of sex: (1) it does not maintain or provide for its
employees any segregated facilities at any of its establishments and that it does not permit its
employees to perform their services at any location under its control where segregated facilities
are maintained; (2) it will not maintain or provide for its employees any segregated facilities at
any of its establishments; and (3) it will not permit its employees to perform their services at any
location under its control where segregated facilities are maintained. Contractor agrees that a
breach of this certification is a violation of the Equal Opportunity clause in this Agreement. The
term "segregated facilities" means any waiting rooms, work area, rest rooms and wash rooms,
entertainment areas, transportation, or housing facilities provided for employees which are
segregated by explicit directive or are in fact segregated on the basis of race, color, religion,
sex, or national origin, because of habit, local custom, or otherwise. Contractor further agrees
that, except where it has contracts prior to the award with subcontractors exceeding $10,000.00
which are not exempt from the provisions of the Equal Opportunity clause, Contractor will retain
such certifications for each one of its subcontractors in Contractor‟s‟ files, and that it will forward
the following notice to all proposed subcontractors (except where the proposed subcontractors
have submitted identical certifications for specific time periods):
NOTICE TO PROSPECTIVE SUBCONTRACTORS OF REQUIREMENTS FOR
CERTIFICATIONS OF NONSEGREGATED FACILITIES - A Certification on
Nonsegregated Facilities must be submitted prior to the award of any subcontract
exceeding $10,000.00 which is not exempt from the provisions of the Equal
Opportunity clause. The certification may be submitted either for each subcontract
or for all subcontracts during a period (i.e. quarterly, semiannually, or annually).
Contractor understands that the penalty for making false statements regarding the subject
matters of this Section is prescribed in 18 U.S.C. 1001.
REQUEST FOR PROPOSAL CAP09-0002 - 18 -
4.26 Premises Rules
If this Agreement requires Contractor‟s presence on University's premises or in University‟s
facilities, Contractor agrees to cause its representatives, agents, employees and permitted
subcontractors (if any) to become aware of, fully informed about, and in full compliance with all
applicable University rules and policies, including, without limitation, those relative to personal
health, security, environmental quality, safety, fire prevention, noise, smoking, and access
Contractor confirms that neither Contractor nor its Principals are suspended, debarred,
proposed for debarment, declared ineligible, or voluntarily excluded from the award of contracts
from United States (“U.S.”) federal government procurement or nonprocurement programs, or
are listed in the List of Parties Excluded from Federal Procurement or Nonprocurement
Programs issued by the U.S. General Services Administration. “Principals” means officers,
directors, owners, partners, and persons having primary management or supervisory
responsibilities within a business entity (e.g. general manager, plant manager, head of a
subsidiary, division or business segment, and similar positions). Contractor shall provide
immediate written notification to University if, at any time prior to award, Contractor learns that
this certification was erroneous when submitted or has become erroneous by reason of
changed circumstances. This certification is a material representation of fact upon which
reliance will be placed when University executes this Agreement. If it is later determined that
Contractor knowingly rendered an erroneous certification, in addition to the other remedies
available to University, University may terminate this Agreement for default by Contractor.
4.28 Office of Inspector General Certification
Contractor acknowledges that University is prohibited by federal regulations from allowing any
employee, subcontractor, or agent of Contractor to work on site at University‟s premises or
facilities if that individual is not eligible to work on federal healthcare programs such as
Medicare, Medicaid, or other similar federal programs. Therefore, Contractor shall not assign
any employee, subcontractor or agent that appears on the List of Excluded Individuals issued by
the United States Office of the Inspector General ("OIG") to work on site at University‟s
premises or facilities. Contractor shall perform an OIG sanctions check quarterly on each of its
employees, subcontractors and agents during the time such employees, subcontractors and
agents are assigned to work on site at University‟s premises or facilities. Contractor
acknowledges that University will require immediate removal of any employee, subcontractor or
agent of Contractor assigned to work at University„s premises or facilities if such employee,
subcontractor or agent is found to be on the OIG's List of Excluded Individuals. The OIG's List of
Excluded Individuals may be accessed through the following Internet website:
REQUEST FOR PROPOSAL CAP09-0002 - 19 -
SPECIFICATIONS AND ADDITIONAL QUESTIONS
A point-by-point response (with numerical reference to the section number) to the specifications
and requirements in Section 5 of this document is required. ALL RESPONSES TO
QUESTIONS MUST BE GIVEN IN THE FOLLOWING FORMAT:
SECTION REFERENCE--RESTATE QUESTION--VENDOR WRITTEN RESPONSE.
Attaching a manufacturer's system specifications brochure does not constitute an acceptable
response. No response or insufficient information will be regarded as an exception to that
requirement and will be considered to reflect an inability to meet that requirement. FAILURE TO
PROVIDE A POINT-BY-POINT RESPONSE WILL BE CONSIDERED TO BE
NONRESPONSIVE TO THE REQUEST FOR PROPOSAL.
The minimum requirements and the specifications for the Services, as well as certain requests
for information to be provided by Proposer as part of its proposal, are set forth below. The
Proposer should provide a complete set of specification sheets for all equipment offered. As
indicated in Section 2.3 of this RFP, the successful Proposer is referred to as the “Contractor.”
The basic requirements for the desired multi-slice CT system are described in starting in
Section 5.2. The response should specify the components of the system and the capabilities
and specifications of each item. If minimum requirements are given, the response should
indicate that these requirements are met (and the extent to which they are exceeded), or that
the vendor specification does not meet the minimum requirement (and the extent to which it
does not). Any further explanations or data should be referenced and submitted as an
additional part of the proposal.
The response should include a list of every option available on the proposed system with the
corresponding price. The upgrades discussion should include any works-in-progress that the
vendor wishes to share. In addition, specify whether we have the option to acquire the
described works-in-progress with a “not to exceed” pricing at time of purchase. The warranty
section should include information about the response times for repairs and delivery of parts,
the definitions of the operational vs. down time of the system, and penalties for failure to
perform as specified. The service and maintenance description should contain information
about the number of local service personnel trained and certified to repair the proposed system,
and where they will be headquartered. The documentation response should describe the
manuals and schematics and other system information to be provided.
5.2 Technical Specifications
5.2.1 General Technical Requirements.
The system shall be a complete installed state-of-the-art 64-slice (or 64+-slice)
multi-slice computed tomography scanner system. The scanner must be fully
equipped for brain imaging and general clinical exam studies. Hardware and
software packages for axial, helical, and dynamic scanning, multi-planar
reformatting, 3-D imaging, CT Angiography, and CT Fluoroscopy shall be
included. A scanner controlled injector for the timed delivery of contrast is
REQUEST FOR PROPOSAL CAP09-0002 - 20 -
5.2.2 X-ray Generator
18.104.22.168 Power - Must be at least a 48 kW generator.
22.214.171.124 kVp range available - 80 kVp to 140 kVp required.
126.96.36.199 mA range available - A range from 30 mA to 400 mA must be
available, with mA steps across most of this range of no more than 50
mA. The mA range and steps should be stated.
188.8.131.52 Wave-form - The generator must be of the high frequency or constant
184.108.40.206 Power Requirements – The proposal must include specific details
regarding power requirements, and must include details of any power
conditioning needed for the installation. The vendor shall be
responsible for any required power conditioning and should itemize
these costs. All relevant information should be provided including but
not limited to the acceptable voltage variation, the allowable duration
of sags, and the tolerance for power spikes and surges. The selected
vendor will be responsible for checking the supplied power prior to
installation. The vendor will be responsible for the power conditioning
if the supplied power meets the specifications submitted in the RFP
but is still not acceptable for the optimum operation of the equipment.
Any power conditioning required after installation has begun will be
the responsibility of the vendor.
220.127.116.11 Utility Requirements - The proposal must provide detailed
specifications for all electrical, mechanical, HVAC and plumbing
5.2.3 X-ray Tube
18.104.22.168 Anode heat capacity - An anode heat capacity of 5 million heat units
or greater is required.
22.214.171.124 Anode heat dissipation - Higher cooling rates are strongly preferred.
126.96.36.199 A maximum anode cooling rate greater than 1 MHU/minute is
188.8.131.52 A continuous anode cooling rate greater than 5.5 MHU/minute is
184.108.40.206 Heat transfer - The housing heat transfer capacity and housing
cooling technique must be stated in the proposal, and the vendor
should include details that offer competitive tube-to-housing or
housing dissipation advantages.
220.127.116.11 Focal spot size - A dual focal spot x-ray tube is required. The size of
the focal spots should not be larger than 0.5 mm and 1.0 mm. Focal
spot sizes must be stated in the proposal, as NEMA nominal sizes.
REQUEST FOR PROPOSAL CAP09-0002 - 21 -
18.104.22.168 Tube life - The guaranteed and expected tube life must be stated in
the proposal. The method of calculating the tube life for both
conventional and helical scanning should be stated in the proposal.
22.214.171.124 Tube design - A brief description of the X-ray tube construction should
126.96.36.199 Tube replacement time - The time required to replace the x-ray tube,
perform any necessary recalibration, and return the CT unit to a
condition for routine patient scanning must be stated as part of the
5.2.4 Patient Table
188.8.131.52 Configuration - A cantilevered table with single pedestal mount is
184.108.40.206 Weight limit - The maximum weight limit table available is required.
The weight limit specification must be that for normal operation of the
table (i.e., no degradation of positioning or registration specifications).
220.127.116.11 X-ray attenuation - Low x-ray attenuation is required. Attenuation
data is required as part of the proposal; either a simple measure such
as equivalent thickness of aluminum at some stated kVp, or as table
composition by element and actual thickness from which attenuation
can be derived.
18.104.22.168 Vertical travel – The vertical range and drive speeds of the table
should be stated.
22.214.171.124.1 For the convenience of patients with compromised
mobility, a table that lowers to near the height of a chair
seat (56 cm or less) is required.
126.96.36.199.2 Rapid return drive to scanning height is required, and a
slower drive speed for accurate patient positioning is
188.8.131.52 Longitudinal travel
184.108.40.206.1 A total longitudinal range of greater than 170 cm is
required, with at least 160 cm of scannable range.
220.127.116.11.2 A high-speed positioning and low-speed final adjustment
drive is required.
18.104.22.168.3 A quick-release of driven motion, allowing free float of the
table top for rapid removal of the patient is required.
22.214.171.124 Manual Adjustments
126.96.36.199.1 The patient table shall be fully adjustable in both height
and in axial position over the range of its motion permitted
REQUEST FOR PROPOSAL CAP09-0002 - 22 -
without collision, regardless of current position within the
188.8.131.52.2 Positioning controls shall be accessible from both sides of
the bed. Digital displays of table position shall be visible
from both sides of the table and on the control console.
184.108.40.206 Table increments for scanning
220.127.116.11.1 Inter-slice index distance (slice spacing) selections from
sub-millimeter to several centimeters are required.
18.104.22.168.2 Sub-millimeter accuracy and reproducibility are required
with a uniformly distributed load (patient weight) of at least
400 pounds, and the table must be capable of supporting
and driving at least 450 pound loads.
22.214.171.124.3 Details of the available scan increments, accuracy and
reproducibility with vendor-specified loads, and maximum
table load must be included in the proposal.
126.96.36.199.4 Inter-scan index times must be specified for typical short
and long index distances, so that the relationship between
index distance and maximum number of slices per unit
time is clear.
188.8.131.52 Accessories - A full set of standard accessories such as table
extenders, positioning wedges, arm holders, head rests, etc. shall be
included. A list of included accessories should be stated in the
184.108.40.206 Drop Head Coronal Holder - A head rest that allows the head to drop
down for true coronal scans shall be bid as an option.
5.2.5 Scan Gantry
220.127.116.11 Patient aperture
18.104.22.168.1 An aperture for the patient of at least 70 cm is required.
22.214.171.124.2 A safety mechanism to prevent patient-aperture contact is
126.96.36.199 Rotational times
188.8.131.52.1 The minimum gantry rotational time must be stated. All
rotational times available for either helical or axial scans
should be tabulated. Limitations on the use of any
rotational times should be delineated.
184.108.40.206.2 If special high speed rotational options are available, they
should be indicated as separately priced options.
REQUEST FOR PROPOSAL CAP09-0002 - 23 -
220.127.116.11 Gantry tilt - A gantry tilt of 30o is required, and larger gantry tilt is
desired. Helical and axial scanning must be possible with a tilted
18.104.22.168 Patient positioning aids
22.214.171.124.1 All controls for patient positioning, positioning lights, table
release, and emergency off must be accessible from either
side of the table (e.g., dual controls).
126.96.36.199.2 External positioning lights that allow the patient to be
pre-positioned outside the gantry aperture, then inserted
into the scan plane for position check with scan plane
positioning lights are required.
188.8.131.52 Scan geometry - A description of the scan geometry should be given.
Specify the focal spot to detector distance and focal spot to isocenter
184.108.40.206 Slice thickness - The thinnest slice selection available must be 1 mm,
and the thickest must be at least 10 mm. All available slice thickness‟
should be specified.
220.127.116.11 Scan speeds - The scan speeds for conventional standard resolution,
conventional high resolution, and helical scans shall be stated. The
method of determining scan speeds will be stated. High scan speeds
18.104.22.168 Intercom - An intercom for communication between the control room
and the patient must be provided.
5.2.6 Helical Scan
22.214.171.124 Scan range/time - A chart giving scan range/time combinations at
given kVp and mA values is required.
126.96.36.199.1 The maximum scan range for a 10 mm aperture at a 1:1
pitch shall be stated. This range must be at least 70 cm.
188.8.131.52.2 The maximum kVp and mA settings that can be used to
cover this range shall also be stated.
184.108.40.206.3 The delay time between two such scans shall be stated.
(i.e. the delay time from an initial scan at max. kVp, max.
mA, and max. scan range to another scan using the same
220.127.116.11.4 The maximum continuous scan time shall be stated. This
time must be at least 70 sec.
18.104.22.168.5 The maximum kVp and mA settings that can be used for
this time shall also be stated.
22.214.171.124.6 The maximum scan range for a 2:1 pitch at this technique
shall be stated.
126.96.36.199 Image Reconstruction
REQUEST FOR PROPOSAL CAP09-0002 - 24 -
188.8.131.52.1 Reconstruction of images must occur simultaneously with
184.108.40.206.2 The time to reconstruct an image slice during scanning
shall be stated for each matrix size and resolution mode.
The reconstruction time for a 5122 must be less than 3
seconds per slice. Reconstruction time of 1 second or less
are strongly preferred.
220.127.116.11.3 The time to reconstruct an image slice retrospectively shall
be stated for each matrix size and resolution mode. The
reconstruction time for a 5122 must be less than 3 seconds
18.104.22.168.4 The ability to program multiple prospective reconstructions,
using different processing algorithms, into a protocol is
strongly preferred. Specify the number of retrospective
algorithms that can be programmed.
22.214.171.124 Maximum number of images per scan run - The maximum number of
images that can be acquired in a single run shall be stated.
126.96.36.199 Variable pitch factor - The pitch should be adjustable from less than
1:1 to at least 2:1, providing at least 4 pitch options.
188.8.131.52 Slice profiles - Slice sensitivity and dose profiles comparing helical
and conventional scanning shall be given for each supported pitch
ratio and slice thickness.
184.108.40.206 Bi-directional scanning - The system shall be capable of performing
helical scans in both the cranial-caudal and caudal-cranial directions.
The time delay between bi-directional scans shall be stated.
220.127.116.11 Variable FOV. - The system shall be capable of changing the field of
view (FOV) during helical acquisition. The time delay for changing
FOV shall be stated.
5.2.7 Image Performance Characteristics
18.104.22.168 Spatial resolution - The maximum in-plane resolution should be
stated. Data for the in-plane resolution obtained with a realistic
clinical abdomen protocol, a realistic head protocol, and a realistic
inner-ear protocol should be provided. The technique, kernel, and
reconstruction parameter (including matrix size and reconstruction
diameter) information should be provided in each case. Adequate
information for estimating the radiation dose to the phantom must be
included. The preferred phantom for this data would be the
CATPHAN CT phantom
22.214.171.124 Noise - Noise measurements under the same three clinical protocols
listed above, obtained in a uniform phantom with near water (0 HU)
characteristic and having a diameter of 20 cm. The standard
deviation (in HU, not in relative percent) of an ROI located on the axis
of the phantom and having a diameter of 5 cm should be provided.
The uniformity section of the CATPHAN CT phantom is the preferred
phantom for this measurement.
REQUEST FOR PROPOSAL CAP09-0002 - 25 -
126.96.36.199 Low contrast resolution - Low contrast performance in the CATPHAN
phantom should be demonstrated for the three specified protocols.
188.8.131.52 The preferred way to communicate this information would be by
providing DICOM images on CD-R for each of the 9 tests requested.
184.108.40.206 In addition to the above data, a copy of the manufacturer's published
specifications for spatial resolution, noise, and low-contrast
characteristics should be attached. The techniques and phantoms
used for the published specifications should be indicated. The
published specifications will be recognized to be the prevailing and
accepted values for these parameters, against which the delivered
machine will be compared.
5.2.8 Detector Subsystem
A multislice detector assembly and data acquisition system with a minimum of 64
slice acquisition is required. Higher slices is desirable, but if a substantial price
differential exists between available models with higher slice numbers, separate
proposals should be submitted
Vendor must provide details of the following:
220.127.116.11 Solid state detectors are required. Specify detector composition.
18.104.22.168 Total number of detectors.
22.214.171.124 Center-to-center spacing of detectors.
126.96.36.199 Either angular spacing of detectors or source-detector distance, as
188.8.131.52 Overall x-ray detection efficiency of detectors, including both
geometric and quantum (x-ray stopping) effects for the lowest and
highest kVp's offered by the scanner. If additional "detector trimming"
(as by the insertion of tungsten pins to cover part of each detector) is
used for high resolution modes, and/or if collimation is employed, the
percentage reduction in x-ray detection efficiency must also be stated.
184.108.40.206 Dynamic range of the detector system ADCs.
220.127.116.11 Sampling rate in number of projections (views) collected per second.
18.104.22.168 Is recalibration of detectors either between patients or periodically
during the day suggested? If so, how is this done?
22.214.171.124 The time required to replace the detector or part of the detector,
perform any necessary recalibration, and return the CT unit to a
condition for routine patient scanning must be stated as part of the
5.2.9 Data Collection and Reconstruction
Rapid data collection and reconstruction is required.
REQUEST FOR PROPOSAL CAP09-0002 - 26 -
126.96.36.199 Scan-to-scan times - State time for the following:
188.8.131.52.1 For axial and dynamic scanning defined as time from start
of any scan to start of next scan, disregarding x-ray tube
cooling delays, data for 512 x 512 image, 360o collection.
184.108.40.206.2 For helical scanning defined as time from the start of one
acquisition to the start of the next for a 30 cm scan at 1:1
220.127.116.11.3 Similar data should be given for 1024 x 1024 images, if this
resolution is offered.
18.104.22.168 Dynamic scanning - State times with no inter-scan indexing and with
10 mm slice spacing.
22.214.171.124 Axial scan, no reconstruction - State times without indexing and with
10 mm spacing.
126.96.36.199 Axial scan, reconstruction and scanning interleaved - State times with
10 mm spacing.
188.8.131.52 Helical scan, no reconstruction - State times for unidirectional and bi-
184.108.40.206 Helical scan with reconstruction - State times for unidirectional and bi-
220.127.116.11 Reconstruction times - Defined as time from start of reconstruction of
one 512 x 512 image to start of reconstruction of the next image,
including (as appropriate) magnetic disk storage of raw data and
image data, and image display. State times for both conventional and
helical acquisition. Reconstruction times must be less than 3
seconds, and less than 1 second is preferred.
18.104.22.168.1 Prospective reconstruction, standard resolution
22.214.171.124.2 Prospective reconstruction, high resolution
126.96.36.199.3 Retrospective reconstruction, standard and high resolution
188.8.131.52 Reconstruction field size - 16 cm to 45 cm is required for both
prospective and retrospective reconstruction, and a greater range is
5.2.10 Scanner Computer System
184.108.40.206 Dual processors - A system that allows data acquisition without
interrupting image display is required. A dual processor system is
desired: one processor dedicated to data acquisition and
reconstruction, and the other processor dedicated to image
manipulation and archiving. The proposal shall state the
manufacturer and model of the processor(s).
REQUEST FOR PROPOSAL CAP09-0002 - 27 -
220.127.116.11 The operating system for the console, acquisition and reconstruction
engines should be indicated.
18.104.22.168 Magnetic disk storage - The purchaser anticipates keeping large
amounts of raw helical data to allow for later reprocessing.
22.214.171.124.1 Storage for the raw data of at least 40 helical data sets
covering 30 cm shall be provided.
126.96.36.199.2 In addition, storage for over 2000 images of 512 x 512
pixels shall be provided.
188.8.131.52.3 A complete description of disk utilization for raw data and
processed image data should be given.
184.108.40.206 Archival storage
220.127.116.11.1 All available methods of long term image storage (e.g.,
optical disk, DAT or 8 mm tape, etc.) and associated prices
should be indicated.
18.104.22.168.2 System software must include a database manager set up
to permit retrieval of studies by patient number and exam
22.214.171.124.3 Storage capacity of the archive device in number of 512 x
512 images must be indicated in the proposal.
126.96.36.199.4 The average retrieval time for each type of media should
be stated for raw and processed data.
188.8.131.52.5 The average write time for each type of media should be
stated for raw and processed data.
184.108.40.206.6 Archival storage as DICOM objects rather than proprietary
formats is required.
220.127.116.11 Operator console - A console with keyboard, trackballs, and separate
monitors for data entry/display (alphanumeric monitor) and image
viewing is preferred. In addition to control of scanning, the operator
console must provide full image manipulation, processing, archiving,
and filming control.
18.104.22.168 User Interface - The user interface should be easy and intuitive to
22.214.171.124.1 All scan parameters (including prospective patient dose)
should be easily seen on a single screen.
126.96.36.199.2 Total plan time and interscan delay times should be
available on this screen before the scan is begun.
188.8.131.52 Daily Maintenance - A sample checklist for the daily maintenance of
the system should be given. Average or estimated times to complete
this checklist should be given. This list should include both hardware
and software maintenance.
184.108.40.206 Automatic image distribution
220.127.116.11.1 The ability to automatically send images to a laser printer
is required. This auto filming feature should allow for
window filming appropriate for the exam. The system
REQUEST FOR PROPOSAL CAP09-0002 - 28 -
should allow the window and level settings to be made for
each case, prior to filming.
18.104.22.168.2 The ability to automatically send images to an archive
and to other stations on a wide area network is desired.
The proposal should state if these functions can be
accomplished manually and/or automatically.
22.214.171.124 A fully functioning DICOM 3.0 compliant interface is required for the
image acquisition system.
126.96.36.199.1 The vendor must submit a DICOM conformance statement
for the scanner.
188.8.131.52.2 At a minimum, the following DICOM features must be
184.108.40.206.2.1 Storage class user (SCU) for CT.
220.127.116.11.2.2 Storage class provider (SCP) for CT.
18.104.22.168.2.3 Storage Commitment Service (SCS) SCU.
22.214.171.124.2.4 Query/Retrieve SCU and SCP.
126.96.36.199.2.5 Basic gray-scale and color printer SCU.
188.8.131.52.2.6 Modality worklist management (MWM) SCU.
184.108.40.206.2.7 Modality performed procedure step (MPPS)
220.127.116.11.3 Indicate implementation of enhanced CT storage class.
Include pricing as an option.
18.104.22.168.4 The vendor will be required to work with other
manufacturers and the purchaser to integrate the system
into an existing and growing DICOM network.
22.214.171.124.5 The purchaser must be able to access and modify the site
specific configuration. (e.g. IP addresses, DICOM AETs,
DICOM security matrices.) The purchaser shall own the
rights for this access.
126.96.36.199.6 The vendor must submit a schedule – with dates – of
DICOM upgrades that have been completed in the past in
order to demonstrate how well DICOM has been
maintained in their product and to show how their current
implementation compares with the current DICOM
188.8.131.52.7 The vendor must submit a schedule of planned DICOM
184.108.40.206.8 The cost of DICOM maintenance and upgrading during the
warranty period must be covered by the warranty or must
be clearly specified as a separate item.
220.127.116.11 The hospital currently supports a 1000-BaseT ethernet, therefore the
unit should have this type of networking capability.
REQUEST FOR PROPOSAL CAP09-0002 - 29 -
18.104.22.168 Describe offered features that support the protection of PHI and
implementation of HIPAA data security requirements. Is an audit trail
22.214.171.124 Include description of operating system and application software
126.96.36.199 A method for network intrusion detection should be provided.
188.8.131.52 A method for maintaining current, continuously updated antivirus and
anti spyware software on the system should be provided.
184.108.40.206 A method for maintaining current, continuously updated operating
system patches and maintenance should be provided.
220.127.116.11 A method for backing up system and application data on a regular
basis should be provided.
18.104.22.168 Specialized Software/Hardware Packages
22.214.171.124.1 Multi-planar reformatting - A package that uses an image
set of contiguous axial slices to produce axial, sagittal,
coronal, or curved coronal images is required. A list of
available processing routines and a brief description of
each should be given.
126.96.36.199.2 3-D reconstruction - A package that uses an image set of
contiguous axial slices to produce surface-rendered
3-dimensional images is required. The vendor must
specify the time required for reconstruction of the 3-D
image from a vendor-specified (large) set of slices, and
time required for operator-selected rotation of the
reconstructed image. A list of available processing
routines and a brief description of each should be given.
188.8.131.52.3 Angiography Monitoring/Control - A package that
monitors the contrast level of filling vessels with short low
dose exposures is required. This software should initial
helical runs for CT Angiography. A description of how
the software works should be included. Techniques that
do not use pre-injections are preferred.
184.108.40.206.4 CT Fluorosocopy – A package to perform CT fluoroscopy
is required. A description of the hardware and software
should be included.
220.127.116.11 Additional Applications
18.104.22.168.1 The Vendor is urged to suggest as options those
software applications that would add value in light of the
Purchaser's stated use for this equipment. The
application, capabilities, and prices for each package
should be detailed.
REQUEST FOR PROPOSAL CAP09-0002 - 30 -
22.214.171.124.2 The Vendor is asked to also include as options all
software applications that are available for the scanner.
The application, capabilities, and prices for each
package should be detailed.
126.96.36.199.3 All applications that are required in light of the explicit or
implicit requirements from other sections of this RFP
(e.g., gating capability, etc.) must be clearly identified.
5.2.11 Patient Dose Efficiency
Patient dose reduction features are desired. Describe and specify the available
dose efficiency features and options. Include the following:
188.8.131.52 Prospective scan-dose display.
184.108.40.206 Patient-dose records. How is patient dose recorded? Are DICOM
image fields available? Is a scanner data base available for tracking
actual patient doses?
220.127.116.11 Dose limiting features. Can dose limits be set for procedures?
18.104.22.168 Protocol management. Can protocols be managed remotely? Is a
method available for maintaining a consistent set of protocols on
22.214.171.124 Automatic tube current modulation is required.
126.96.36.199 Software based image processing noise reduction.
188.8.131.52 Beam filtering.
184.108.40.206 A table of recommended protocols with associated patient doses.
5.2.12 Contrast Injector
An injector system is required. The injector system should be capable of
performing state of the art CT angiography. (A Medrad Stellant D or better is
preferred.) It should meet the following minimum specifications:
220.127.116.11 Have a minimum capacity of 200 cc.
18.104.22.168 Be programmable.
22.214.171.124 Have at least 2 programmable injection rates per run to accommodate
a bolus injection and a drip injection.
126.96.36.199 Be controlled by all of the following: manually, by program, or by the
188.8.131.52 Have multiple mounting options. The mounting options should be
specified in the proposal.
REQUEST FOR PROPOSAL CAP09-0002 - 31 -
5.3 Images for Evaluation
5.3.1 As part of the proposal, the vendor shall include a set of filmed images for the
following types of exams. These images should come from a clinical setting. All
relevant technical factors used to acquire the images should be clearly noted.
The actual appropriate CTDIv for the study should also be clearly indicated. If
possible, noise and resolution measurements from the actual scanner, and a
brief clinical history of the patient should be included.
184.108.40.206 Chest images. Both axial and helical.
220.127.116.11.1 High resolution chest (1-2 mm with bone algorithm or other
high resolution algorithm).
18.104.22.168.2 Standard chest - lung and standard soft tissue window with
particular interest in lung apex/shoulder region for
evaluation of artifacts.
22.214.171.124.3 Chest with small lung nodule - particularly interested in soft
126.96.36.199.4 Chest images on a large patient.
188.8.131.52 Abdomen images - Both axial and helical.
184.108.40.206.1 Enhanced scans through the liver and pancreas (standard
220.127.116.11.2 Enhanced scans through the liver and pancreas. (large
18.104.22.168.3 Pelvic - Axial images of the lower pelvis (large patient).
22.214.171.124.1 Images filmed at standard bone windows.
126.96.36.199.2 2-D reconstructions - such as a tibia, wrist, cervical spine.
188.8.131.52.3 3-D reconstructions.
184.108.40.206.1 Routine head - with/ without contrast, axial and coronal,
bone and standard windows.
220.127.116.11.2 Temporal bone - helical and non-helical, coronal and axial,
18.104.22.168.3 Lumbar spine - helical and non-helical, axial and 2-D
sagittal, coronal, and curved coronal reconstructions.
22.214.171.124.4 Cervical spine - helical and non-helical, conventional and
2D sagittal, coronal, and curved coronal reconstructions.
REQUEST FOR PROPOSAL CAP09-0002 - 32 -
126.96.36.199.5 Post myelogram lumbar and cervical spine.
188.8.131.52.6 Routine standard neck - helical and non-helical.
184.108.40.206.7 CTA images of : Circle of Willis / vertebral basilar system.
Carotid artery bifurcation.
220.127.116.11.8 Show MIP, Ray-sum, and 3 D surface rendering images of
5.3.2 Additional images.
18.104.22.168 Images associated with listed optional software applications should
also be submitted.
22.214.171.124 The vendor is invited to submit any addition images they deem
important for the evaluation of their equipment.
5.4 Quality Assurance
5.4.1 Calibration – Automated start-up and operator calibration procedures for the
scanner are required. Describe available procedures, including perform
frequencies. The times to complete the procedures should be provided.
5.4.2 Daily Maintenance - A sample checklist for recommended daily maintenance of
the system should be given. Average or estimated times to complete this
checklist should be given.
5.4.3 Provide a summary of other recommended quality assurance (QA) programs,
including test frequencies. Average or estimated times to complete the tests
should be given.
5.4.4 A list of the software tools available to the user for quality control (QC) and
physics testing (sinogram viewers, uniformity tests, etc.) should be provided, with
a brief description of each test instrument.
5.4.5 Periodic and Preventive Maintenance (PM). The frequency of recommended PM
service and the down-time associated with such service should be specified.
5.4.6 A general purpose quality assurance phantom that checks slice thickness, spatial
resolution, CT-number calibration, noise, and uniformity should be provided for
the CT modality. Provide a detailed description of the capabilities of vendor
5.5 Acceptance Testing
5.5.1 The purchased equipment will be subjected to acceptance tests to verify
compliance with the final specifications and State and Federal regulatory
requirements. All features and peripherals of the system must be demonstrated
to operate properly and reliably.
REQUEST FOR PROPOSAL CAP09-0002 - 33 -
5.5.2 Copies of documents which the installer is obliged to submit to regulatory
agencies will be furnished to the purchaser, along with appropriate pre-staging
and installation test results.
5.5.3 Additional tests will be conducted by the purchaser's Medical Physicist to verify
compliance with technical performance specifications as defined by the Vendor's
published specifications and this RFP. These additional tests will be similar to
those described in publications of the AAPM, the IEC, and FDA, as appropriate
for the equipment.
5.5.4 The Vendor is expected to provide instructions, software, software/hardware
keys, and technical support for conducting standardized test protocols that
cannot be performed in clinical imaging modes. The Vendor will be required to
provide access to factory-level physics or engineering support during the
acceptance test if the Medical Physicist finds this necessary. Access must be
provided to specialized software and the software/hardware keys required for
conducting physics testing on a continuing basis throughout the life of the
5.5.5 Vendors are invited to submit their own testing protocols, listing all equipment
required for verifying the technical specifications.
5.5.6 Final acceptance will not occur until: (1) all purchased equipment has been
delivered, installed and is properly working (2) acceptance testing is complete, as
indicated in writing by purchaser's Medical Physicist representative; and (2)
clinical performance is acceptable, as indicated in writing by purchaser's Medical
Director. Final payment will not be made until final acceptance occurs.
5.6 Site Requirements
5.6.1 A complete site-planning guide document must be provided with the response to
5.6.2 The site-planning guide must include specific details regarding electrical power,
air conditioning, chilled water, room size, and floor-load requirements. However,
explicitly provide the following information at this point:
126.96.36.199 Minimum room size for scan bay for in-patient setting
188.8.131.52 Minimum room size for control room
184.108.40.206 HVAC requirement for scan bay (heat load in BTU for all equipment
supplied by vendor and/or required by vendor for installation (i.e.
including any vendor required/specified transformers installed by a
220.127.116.11 HVAC requirement for control room (heat load in BTU for all
equipment supplied by vendor and/or required by vendor for
installation (i.e. including any vendor required/specified transformers
installed by a construction contractor).
18.104.22.168 Chilled water requirements for scan bay.
22.214.171.124 Weight of scanner gantry.
REQUEST FOR PROPOSAL CAP09-0002 - 34 -
126.96.36.199 Weight of patient handling system (couch).
188.8.131.52 General electrical requirements (voltages and sizes of service) for
184.108.40.206 General electrical requirements (voltages and sizes of service) for
220.127.116.11 Overview information on the number and physical sizes of all required
computer chassis or racks.
5.6.3 It will be the responsibility of the Contractor to work with the purchaser to ensure
that the available electric power meets all equipment requirements. The
Contractor is expected to conduct a power survey or provide alternative evidence
to substantiate that the AC mains power available at the University will be
consistent with the offered equipment. Any required uninterruptable power
supplies, power conditioners, isolation transformers or similar equipment must be
specified in this response and must be provided by the Contractor. The power
survey and additional equipment should be separately priced.
5.6.4 Any required heat exchangers or stand-alone chillers must be provided by the
contractor. If such equipment is required and if options exist for the use of either
building chilled water or stand-alone chillers, the Proposer must work with the
University's Engineering Department and the site physicist to determine which
approach should be employed.
5.6.5 The proposed site location is the ZLUH Radiology Department CT-1 room. A
layout drawing of the site will be provided to the prospective Vendors. The
vendor is responsible for obtaining accurate dimensions for this space from an
on-site evaluation and for demonstrating that the proposed equipment will fit in a
workable fashion into the allocated space. The Vendor, must submit preliminary
drawings showing the practicality of siting the scanner into this particular space;
specifying electrical, mechanical, and plumbing modifications that will be needed;
and indicating any architectural remodeling that will be necessary. The vendor
must provide accurate scale drawings with the response to this RFP, showing the
way in which the proposed equipment will fit into the specific room space. These
must be delivered with the bid response both as PFD and AutoCad files.
5.6.6 It is the responsibility of the Proposer to work with the University to identify the
delivery path within the Hospital for this equipment. Any problems that would
require structural changes or subsequent finish repair to accomplish delivery
must be identified and noted in the proposal.
5.6.7 The Contractor will be responsible for all costs of delivery from the factory and of
subsequent rigging to deliver the equipment to the final installation location.
5.7 Existing Equipment
5.7.1 The proposal shall explicitly include a cost for relocating the existing 4-slice
Toshiba Aqulion scanner in the ZLUH Radiology Department CT-1 room to Room
HA2.191 in the Saint Paul University Hospital (SPUH) Emergency Department.
The Vendor may make an appointment with the Purchaser to allow inspection of
the rooms and existing equipment.
5.7.2 The proposal may also contain an option for upgrade of the existing scanner.
REQUEST FOR PROPOSAL CAP09-0002 - 35 -