AJ11--Supine to Seated or Standing Lumbar Spine MRI Scan Services

Scope of Work

This is a Sources Sought Notice (36C24E27Q0011_1.docx), not a solicitation. The VA Veterans Health Administration Regional Procurement Office East (Pittsburgh, PA) is doing market research for specialized lumbar spine MRI services supporting a VA research study. The notice says there is no solicitation at this time and that responses are not offers.

The study needs MRI scans with the subject seated or standing, so body weight loads the lumbar spine. The contractor would perform the following for about 39 participants over four years, starting on or about January 1, 2027:

• Pre-whole body vibration (WBV) series: one supine lumbar spine MRI and one weight-bearing lumbar spine MRI, with total MRI time not over 60 minutes.
• Post-WBV series: one supine lumbar spine MRI and one weight-bearing lumbar spine MRI, with total MRI time not over 60 minutes.
• Support services:
  • A private room for 30 minutes of whole-body vibration. The VA supplies the vibration table and chair.
  • Radiologist interpretation and de-identified PDF reports.
  • Secure electronic transfer of images.
  • Lab space for VA staff to measure urine specific gravity.

The place of performance is the contractor's facility. The address fields are blank, but the facility must be within 100 miles of the Clement J. Zablocki VA Medical Center in Milwaukee, WI.

Key Requirements

• The facility needs MRI equipment that can image in both supine and weight-bearing positions (36C24E27Q0011_1.docx): "The scanning facility shall possess MRI equipment capable of imaging subjects in both supine and weight-bearing (standing or seated) positions."
• The VA prefers a system that does not require the subject to leave the scanner between positions (36C24E27Q0011_1.docx): "The Government prefers a system that allows imaging in both positions without requiring the subject to exit and re-enter the scanner."
• The expected volume and timing are about 39 participants over four years (36C24E27Q0011_1.docx): "The anticipated study population is approximately thirty-nine (39) participants over a four-year period beginning on or about January 1, 2027."
• Pre-WBV MRI time is capped (36C24E27Q0011_1.docx): "Total pre-WBV MRI time shall not exceed sixty (60) minutes."
• Post-WBV MRI time is capped (36C24E27Q0011_1.docx): "Total post-WBV MRI time shall not exceed sixty (60) minutes."
• The facility must be within 100 miles of the Milwaukee VA Medical Center (36C24E27Q0011_1.docx): "Be located within one hundred (100) miles of the Clement J. Zablocki VA Medical Center, Milwaukee, Wisconsin."
• Certified technologists must perform the scans (36C24E27Q0011_1.docx): "Provide certified MRI technologists to perform all scans."
• A private room is needed for the vibration exposure (36C24E27Q0011_1.docx): "Provide access to a private room for subject exposure to thirty (30) minutes of whole-body vibration."
• The VA study team will coordinate the MRI sequences with the contractor (36C24E27Q0011_1.docx): "The VA study team will coordinate with the Contractor regarding the MRI sequences necessary to achieve study objectives within the required timeframe."
• A licensed radiologist must interpret each pre-WBV scan (36C24E27Q0011_1.docx): "Provide a standard clinical interpretation of each pre-WBV MRI scan by a licensed radiologist affiliated with the imaging facility."
• De-identified reports are due within two weeks (36C24E27Q0011_1.docx): "De-identified PDF reports shall be provided within two (2) weeks of the scan date."
• Participant confidentiality is maintained through VA-supplied study identifiers (36C24E27Q0011_1.docx): "Maintain participant confidentiality through the use of study-specific identifiers supplied by the VA study team."
• The VA must have secure electronic access to all imaging studies (36C24E27Q0011_1.docx): "Provide secure electronic access to all imaging studies."
• Data must move through VA-approved channels (36C24E27Q0011_1.docx): "Data transfer shall occur through VA-approved secure file-sharing methods."
• Lab space is needed for VA staff to run urine specific gravity measurements (36C24E27Q0011_1.docx): "Provide suitable laboratory space for VA personnel to measure urine specific gravity samples using VA-furnished equipment."
• Any future award requires active SAM registration (36C24E27Q0011_1.docx): "NOTE: Any future contract award may only be made to an entity with an active registration in SAM.gov."

Submission Instructions

• Responses go by email to the contracting officer by the deadline (36C24E27Q0011_1.docx): "Responses shall be submitted via email to millicent.covert@va.gov no later than 11:59 a.m. Eastern Time, November 10, 2026."
• The solicitation number must be in the email subject line (36C24E27Q0011_1.docx): "Please reference 36C24E27Q0011 in the subject line of your email."
• A capability statement of up to 10 pages is required (36C24E27Q0011_1.docx): "Submit a capability statement not to exceed ten (10) pages addressing your organization's ability to perform the requirements described in this notice."
• Past projects from the last five years must be described (36C24E27Q0011_1.docx): "Provide examples of recent and relevant projects or contracts performed within the last five (5) years that are similar in scope, size, and complexity."
• Each example should include customer name, contract number if applicable, period of performance, description of services, and contract value if available (36C24E27Q0011_1.docx). No single copyable sentence states this, so it is not quoted.
• Company information is required: name, physical and mailing address, website, point of contact, telephone, email, UEI and CAGE Code (36C24E27Q0011_1.docx). This is a list rather than a sentence, so it is not quoted.
• Business size under NAICS 621512 and all socioeconomic classifications must be identified, along with business structure and SAM status. Firms claiming a designation must also give the certification program and status (36C24E27Q0011_1.docx). This is not quoted because the source sentence ends in a colon and a list.
• Any teaming arrangement must be described (36C24E27Q0011_1.docx): "If subcontractors, teaming partners, or joint ventures are anticipated, describe the proposed arrangement and explain how management and performance responsibilities would be allocated."
• Questions go by email (36C24E27Q0011_1.docx): "Questions regarding this notice shall be submitted via email to millicent.covert@va.gov."
• Pricing must not be included (36C24E27Q0011_1.docx): "Interested parties shall not submit pricing information."
• The contact block says calls will not be accepted (36C24E27Q0011_1.docx). It is not quoted because the text is a parenthetical fragment.

Risks and Red Flags

• Not an offer opportunity: this is a Sources Sought Notice. No award can result from a response, and a separate response to any future solicitation is required.
• Missing commercial terms: these documents do not state contract type, period of performance end date, estimated value, per-scan quantities, or pricing structure. Pricing cannot be submitted now.
• Volume and timing: about 39 participants over four years gives no schedule or per-year volume. Scheduling, no-show and rescheduling terms are not specified.
• Narrow geography: the 100-mile radius from Milwaukee limits eligible facilities. The documents do not say how many qualify.
• Equipment specificity: the facility needs weight-bearing (seated or standing) MRI capability. The VA prefers no exit and re-entry between positions, but it is unclear whether that preference will become a requirement.
• Time cap: each series (supine plus weight-bearing) is limited to 60 minutes total. Sequences will be coordinated later with the VA, so the protocol is not yet defined.
• Interpretation scope: radiologist interpretation is stated only for pre-WBV scans. Whether post-WBV scans need interpretation is not specified.
• Facility burden: the contractor must provide a private room for vibration exposure and lab space for VA staff. Space, access, hours, and handling of the VA-furnished vibration table, chair and lab equipment are not detailed.
• Data security: "VA-approved secure file-sharing methods" are not defined. VA information security or privacy requirements (for example, a business associate or data use agreement) are not specified in these documents.
• Deadline: November 10, 2026 at 11:59 AM Eastern, by email only. Calls are not accepted, so questions must be emailed.