36C24118Q9206-000.docx

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* = Required Field FedBizOpps Sources Sought Notice Rev. March 2010 R Annual Physicists inspection and testing of Radiology Equipm 05009 36C24118Q9206 07-19-2018 N 561990 Department of Veterans Affairs VAMC White River Junction 215 North Main Street White River Junction VT 05009 Krisanne Dernago Department of Veterans Affairs VA Medical Center - West Haven and Newington CT

CT

06516 krisanne.rivera@va.gov Combined Synopsis Solicitation – Annual Physicists Inspection and Testing of Radiology Equipment for the VA Medical Center Connecticut facilities (West Haven, Newington)

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

(ii) The solicitation number is 36C24118Q9206 and the solicitation is issued as a request for quotation (RFQ).

(iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-96.

(iv) This requirement is being issued as small business set aside. The associated NAICS code is 561990 -All Other Support Services.

(v) The Government intends to award a firm-fixed price award for Preventative Maintenance on Getinge Sterilizers at the VAMC West Haven CT and VAMC Newington CT facilities. Please see the attached Statement of Work (SOW) for full requirement details. Please complete the Price Schedule and submit with the quote submission.

(vi) The Contractor shall provide all resources necessary to provide pest control services IAW the attached SOW. Please see the attached SOW for full requirement details.

(vii) The Place of Performance is the VA West Haven CT and VA Newington CT facilities for 12 months with 4 Option Years.

(viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda’s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.217-5 Evaluation of Options (JUL 1990), 852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (JUL 2016)(DEVIATION), 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008).

(ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement.

Evaluation Process:

Award shall be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process.

Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. The contracting techniques associated with FAR Part 15 are not mandatory.

The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered.

The following factors shall be used to evaluate offers:

(x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy.

(xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition in addition to the following addenda’s to the clause: 52.252-2 Clauses Incorporated by Reference, 52.217-8 Option to Extend Services (NOV 1999), 52.217-9 Option to Extend the Term of the Contract (MAR 2000), 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013), 852.203-70 Commercial Advertising (JAN 2008), 001AL-11-15-B – Subcontracting Commitments – Monitoring and Compliance (JUNE 2011), 852.215-71 Evaluation Factor Commitments, 852.232-72 Electronic Submission of Payment Requests (NOV 2012), 852.237-70 Contractor Responsibilities (APR 1984).

(xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.204-10, 52.209-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.225-13, 52.232-33, 52.222-41, 52.222-42, 52.222-43 (Wage Determination Applicable (WRJ VT VAMC – Windsor County – WD 15-4139 (Rev.-4) was first posted on www.wdol.gov on 08/01/2017), 52.222-55, 52.222-62.

(xiii) All contract requirement(s) and/or terms and conditions are stated above.

(xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement.

(xv) RFQ responses are due 07/19/2018 at 9:00 AM EST. RFQ responses must be submitted via email to: Krisanne.rivera@va.gov. Hand deliveries shall not be accepted.

(xvi) The POC of this solicitation is Krisanne Dernago (Krisanne.rivera@va.gov)

Statement of Work

Background:

The VA Connecticut Veterans Health System maintains an annual service contract for the certification of all diagnostic imaging equipment per directives of NRC, NHPP and TJC as a yearly requirement at the West Haven and Newington campus.

Type of Contract: Firm-Fixed Price Service Contract.

Contract Performance Period: Base Year plus four option year renewals. Base year effective dates 9/1/2018 – 8/31/2019.

Objective:

This contract is to ensure safe and reliable diagnostic imaging equipment performance while meeting all safety requirements, industry standards and NRC, NHPP and TJC regulations. This shall be completed to ensure maximum uptime with minimal impact on patient care.

Scope of Work:

The services required include:

Initial [acceptance or relocation], annual and post repair surveys/inspections of diagnostic radiography equipment including CT, fluoroscopes, portables, C-Arms, dental units and general diagnostic machines. MRI and image display monitors, Nuc Med cameras, PET/CT and SPECT equipment.

Testing must be scheduled for normal work hours with Biomed/Clinical Engineering staff and for times that are acceptable to the Radiology and other department who manage the equipment. For major repairs or replacement of a major component [ex. tube changes, collimator repair, detector replacement or generator repair], post repair surveys of CT and fluoro equipment must be performed within 7 days of contractor being notified of the repair. Verbal confirmation that equipment has passed testing and is safe to use must be provided day of service.

Annual, initial and post repair [ex. tube replacement] testing must include measurements of sufficient numbers and types to thoroughly evaluate the safety of the radiation producing equipment, and safety of its use for patients and operators. Joint Commission testing requirements [and if/when put into effect, CT DEEP and NHPP testing standards] must be followed.

All medical physicists/personnel sent to VACT must meet any future Joint Commission and CT DEEP requirements for education, training, experience and other credentialing.

Contractor must ensure medical physicists have had annual radiation safety training to keep their own occupational doses ALARA.

The contractor’s test equipment [including ion chambers, GM survey meters, phantoms, and other test equipment] shall be current state-of-the-art, working properly and properly calibrated, Tests routinely performed annually and at acceptance will include, but not be limited to, mA linearity, timer accuracy, kVp accuracy, HVL, exposure reproducibility, light field/x-ray alignment, and equipment output at various settings. Dose rate surveys in the control room and adjacent occupied areas are to be included during acceptance testing or relocation of equipment, Testing of CT equipment shall also include evaluation of table incrementation and travel accuracy, image uniformity,slice thickness and position accuracy, alignment light accuracy, radiation beam width, image noise, artifact evaluation,spatial resolution, high contrast resolution, low contrast resolution, contrast scale/CT #s, mA scan time calibration, and evaluation of patient dose to reference/recommended doses. The contractor shall be able to make recommendations for patient dose reduction methods, and comment on our use of SureStart and other modes of operation.Annual CT inspections must include a review of our CT protocols, technical factors used as well as Our ALERT and Notification levels. Contractor must be able to offer recommendations to ensure patient dose optimization when compared to national recommendations and good practices.

A note must be made in the CT annual report to document that our CT protocols were reviewed. Medical physicists must review the CT QA program and be able to make recommendations for any enhancements required.

Fluoroscopy equipment testing shall also include evaluation of equipment output, resolution, and patient doses. Report must include output data to be posted for each fluoro room or portable unit, For nuclear medicine cameras, phantoms will be used to assess image/system uniformity, resolution, and artifact evaluation, Image display monitors will be tested for luminance uniformity, resolution and spatial accuracy.

Signed reports shall be received within two [four] weeks of performance of testing.

Problems with equipment which should result in removal of the equipment from service must be verbally reported immediately when identified to a member of the VACT BioMed/Clinical Engineering staff, Contractor shall also be able to respond to special requests for estimates of fetal doses from maternaldiagnostic x-ray and nuclear medicine procedures, as well as for maternal nuclear medicine therapy procedures.

Contractor shall be able to respond to special requests to provide nuclear medicine equipment and other evaluations such as for dose calibrators as well as provide shielding designs when required.

In addition, contractor shall be able to provide on-site fluoro safety training for physicians and technologists. Contractor must be able to provide patient skin dose calculations for prolonged fluoroscopy procedures.

Security Requirements:

All contractor personnel shall obtain a short term identification badge issued by the Facility POC or government designated representative. Such badge shall be worn by the individual and prominently displayed at all times while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. In order to obtain a short-term identification badge, contractor personnel shall present to the Facility POC a valid (non-expired) photo identification issued by a US federal, state or local government agency.

Escort will be provided as required in sensitive work areas.

Per the VA handbook 6500.6, no VA sensitive information will be transferred, shared, or stored with said contractor. Contractor will create new study when performing inspection or certification of equipment and will not access protected health information (PHI) or personally identifiable information (PII). As such, no additional mechanisms will be needed to ensure the protection of information.

Safety Regulations:

1. All applicable safety regulations shall be observed during all work of this contract.

1. The VA Safety Officer shall have full authority to see that the contractor obeys all safety rules and regulations relative to the fulfillment of this contract.

1. The VA Radiation Safety Officer (RSO) shall have full authority to see that contractor fully conforms to all TJC, NRC agency requirements and any other jurisdiction deemed applicable.

Scheduling and Hours of Work:

· All work in areas involved shall be scheduled with the Biomedical Equipment Support Specialist Supervisor, John Klemenz, in Clinical Engineering (or designee) and the staff in the Radiology area. Mr. Klemenz can be reached at x5813.

· All contractors must first sign in at the Clinical Engineering Office in Building 1, 2nd floor Rm. 2-132.