4. SOW for Radiological Equipment Safety_final_09302025.docx

Statement of Work (SOW) Radiological Equipment Safety Surveys and Monitoring Services Federal Bureau of Prisons (BOP)

1.0 Background

The Federal Bureau of Prisons (BOP) delivers healthcare to inmates across 122 institutions in the United States, Puerto Rico, and Hawaii. Medical services must comply with:

· Federal statutes and regulations

· BOP Program Statements, DOJ policies, and directives

· Joint Commission (JCAHO), AAAHC, and ACA accreditation standards The BOP must ensure all diagnostic radiological equipment is maintained and certified in accordance with:

· Executive Order 10831 and Public Law 86-373 (42 U.S.C. 2021(h))

· 21 CFR 1020.30–32 (x-ray performance standards)

· FDA Compliance Program 7386.003

· Federal Guidance Report No. 14 (FGR-14)

· NCRP Report No. 147 (structural shielding design and radiation safety)

2.0 Scope of Services

The Contractor shall perform biennial on-site inspections and certifications of all BOP medical and dental x-ray equipment.

Exclusions:

· MRI, MRA, CT, PET/CT, and nuclear medicine equipment

· Mammography units

· Preventive maintenance and repairs (contractor shall not open or modify equipment beyond calibration and safety testing) Requirements include:

· Radiological safety surveys and evaluations per FDA Compliance Program 7386.003

· Image quality testing: beam alignment, dynamic range, resolution, contrast, homogeneity, using IEC/DIN-compliant phantoms

· Recommendations to reduce patient and occupational exposures (per FGR-14)

· Review of institution radiation safety program and occupational exposure monitoring

· Immediate reporting of unusual exposures to COR and facility HSA

· Development of an Annual Inspection Schedule at the start of each performance year

· Training/refresher sessions for new staff when approved by COR

· Coordination of travel and scheduling with each institution’s HSA

· Submission of a Quality Assurance/Quality Control (QA/QC) Plan within 30 days of award, outlining calibration standards, phantom test procedures, and data integrity measures Average coverage: ~5.5 radiology units per institution; higher at Federal Medical Centers.

3.0 Off-Schedule Equipment Inspections

· Repaired Equipment: Inspect within 3 business days of repair.

· New Equipment: Inspect within 30 days of installation.

4.0 Personnel Qualifications

· Minimum 6 years’ experience in diagnostic radiological surveys.

· Certification by the American Board of Health Physics (ABHP) or American Board of Medical Physics (ABMP).

· Reports shall be signed by a Qualified Medical Physicist (QMP) or Health Physicist.

· All federal, state, and local licenses must be valid and maintained throughout contract.

· Active and current SAM registration is required.

5.0 Continuity of Support & Conduct

· Contractor shall ensure uninterrupted support and provide fully qualified replacements within 5 business days of notice to COR.

· Contractor employees must:

· Display government-issued ID badges at all times

· Identify themselves as contractors in meetings, emails, and phone calls

· Adhere to DOJ/BOP rules of safety, security, and conduct

6.0 Security Requirements

All contractor personnel must undergo and pass BOP clearances, including:

· NCIC and NACI checks

· Fingerprinting (FD-258)

· Credit check and employment history verification (5 years)

· Urinalysis (if required) Timeline: All required clearance documents must be submitted 30 calendar days prior to start of work.

The Government may remove contractor personnel for misconduct or security reasons. Contractor must provide acceptable replacement staff.

7.0 Period of Performance

· Base Year: Date of award – 12 months

· Option Year 1: Months 13–24

· Option Year 2: Months 25–36

· Option Year 3: Months 37–48

· Option Year 4: Months 49–60

8.0 Hours of Operation

Normal work hours: 7:30 a.m. – 4:00 p.m. local time, Monday–Friday (excluding Federal holidays).

Contractor may occasionally be required to work outside these hours with COR approval.

9.0 Travel

Contractor is responsible for all travel and costs.

10.0 Deliverables & Reports

11.0 Government Furnished Resources

· The Government will provide facility access and necessary documentation.

· Contractor shall safeguard all Government-furnished information and return it at contract closeout.

12.0 Protection of Information

Contractor shall comply with:

· Privacy Act of 1974

· DOJ-02 (PII handling)

· OMB M-06-16 (Safeguarding PII)

· FAR 52.204-21 (Safeguarding Contractor Systems) Reports and data must be encrypted (FIPS 140-2 compliant) in transit and storage.

13.0 Applicable Clauses & References

· FAR 52.212-4 Contract Terms & Conditions – Commercial Items

· FAR 52.212-5 Contract Terms Required to Implement Statutes/Exec Orders

· FAR 52.204-21 Basic Safeguarding of Covered Contractor Information Systems

· FAR 52.224-3 Privacy Training

· FAR 52.217-9 Option to Extend the Term of the Contract

· DOJ FAR Deviation 6.104-1 (Synopsis Exemption)

· DOJ-02 Privacy Clause

14.0 Definitions

· COR – Contracting Officer’s Representative

· HSA – Health Services Administrator

· BOP – Bureau of Prisons

15.0 Attachments

· List of BOP Institution Physical Addresses

· FDA Compliance Program 7386.003 (reference)