36C24121Q0846.docx

SUBJECT*

Radiation Safety Officer Services RFQ 36C24121Q0846

GENERAL INFORMATION

VAMC Providence

830 Chalkstone Avenue Providence RI 02908

POINT OF CONTACT*

Contract Specialist Keri Reeves keri.reeves@va.gov 254-462-9993

PLACE OF PERFORMANCE

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. Please respond with quotes no later than 9/16/2021 by 2:00pm EST.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2021-07.

This solicitation is set-aside for Service-Disabled Veteran Owned Small Business.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541690 with a small business size standard of $16.5M. The FSC/PSC is H965.

The VAMC Manchester, NH is seeking to purchase Services for Radiology Physics, Firm Fixed-Price with a base + 4 option years. Base contract period of performance will be 10/03/2021 to 10/02/2022 All interested companies shall provide quotations for the following in compliance with the attached statement of work.

Comparative evaluation will be reviewed as follows: Price, technical compliance, and past performance.

SOLICITATION PROVISIONS and CONTRACT CLAUSES:

Clauses

· 52.204-13 System for Award Management Maintenance (OCT 2018

· 52.212-4 Contract Terms and Conditions-Commercial Items (OCT 2018)

· 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (JAN 2021)

· 52.217-8 Option to Extend Services (NOV 1999

· 52.217-9 Option to Extend the Term of the Contract (MAR 2000)

Provisions

· 52.204-7 System for Award Management (OCT 2018)

· 52.212-1 Instructions to Offerors-Commercial Items (JUL 2021)

· 52.212-2 Evaluation-Commercial Items (OCT 2014)

· 52.212-3 Offeror Representations and Certifications-Commercial Items (FEB 2021)

· 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) For the purposes of this provision, the fill-in’s are http://www.acquisition.gov/far/index.html and http://www.va.gov/oal/library/vaar/ respectively.

Page 1 of Scope of work for RSO coverage for VAMC Manchester

(1) Summary: Furnish all labor, tools, equipment, material, and travel to perform Nuclear Radiation Health Physics Coverage for the Nuclear Medicine, and Radiological Departments

(2) Hours of Coverage: 0800-1630hrs Monday through Friday, excluding National Holidays.

(3) Response Time: This contract includes intervening calls and emergent calls between scheduled inspections. In an emergent situation a telephonic response is required within 1/2hr of notification and, if requested, the Contractor shall be on site within 3hrs. (i.e. spills, equipment failure.) All other work as scheduled by the Center's Radiation Safety Officer will commence and proceed progressively to accomplishment without undue delay. All work shall be in accordance with good commercial practice and conform to all NRC and Joint Commission rules and regulations.

(4) Qualification of Vendor: The contractor shall obtain all necessary licenses and/or permits required to perform this work as a Health Physicist under the NRC, NHPP and Joint Commission rules and regulations.

(5) Specifications of Work: Perform electronic check and calibration of radiation monitoring, measuring, and survey equipment, including portable survey instruments. Maintenance will include minor repairs and battery changes. Dose Calibrator’s annual calibration, with NBS traceable sources, shall be included to keep the equipment in proper operating order. The equipment shall be maintained up to the original factory specifications with proper parts, adjustments and calibration. When the inspection discloses that calibration is required to maintain proper performance the Contractor will at no additional charge to the Government recalibrate portable instruments and/or inform Engineering Service of the corrective action required to remedy the discrepancy.

A. Provide recommendations for applications, renewals, and amendments to NRC Licensing and Compliance Divisions also compliance with 10-CFR Part 20 & Part-35. This includes recommendations for preparing updates of necessary ALARA documentation.

1) Compliance visits will be provided by contractor as necessary, and recommendations for negotiations with Compliance Division on deficiencies or infractions. Provide recommendations for correction of violations.

B. Provide the following services in the departments stated above. Service inspections are to be set up by the Center's Radiation Safety Officer and the Contracting Officer's Technical Representative.

1) Monitoring of external radiation levels throughout the facility, measuring external dose rates around areas where radioactive materials are stored and used.

2) Wipe tests for measurement of removable radioactive contamination in areas where radioactive materials are handled.

3) Review radio pharmaceutical purchases, receipt records, inventory control procedures, and waste disposal procedures.

4) Review of in-house radiation monitoring records and personnel monitoring (film badge) records.

5) Review of procedures with personnel to determine and assure compliance with ALARA requirements. Recommendations as necessary to further reduce exposure.

6) Checkout of ventilation control equipment, survey instruments and dose measurement equipment with calibrations of portables to be accomplished with a two (2) week turn around. Ascertain that each instrument is currently calibrated, working properly, and within specifications.

7) Quarterly sealed source inventory and storage area survey check, plus six month leak testing on sealed sources as required by NRC.

8) Attendance required at the quarterly Radiation Safety Committee meetings. Center's Radiation Safety Officer will coordinate.

9) To increase longevity, efficiency, staff and patient safety while operating the CT Scanner, the following report is required:

(a) Page 1 of

a) Radiation Exposure

b) Patient dose

c) FDA CTDI Dose & Specifications

d) TLD CTDI Slice Profile & Collimator Width

e) TLD MSAD

f) Scatter from Primary Beam

g) Noise

h) CT Number Linearity

i) CT Uniformity

j) Materials Cross Section Data

k) CTN Versus Linear Attenuation Coefficient

l) KEV Effective energy

m) Quantum Noise Limitation

n) High Contrast Resolution

o) Distance Measurement Accuracy

p) Congruence of Laser & Slice Plane

q) Table Incrimination

r) X-Ray Warning Lights & Interlocks

s) Complete Summary of data, comments, corrective actions (if needed), recommendations for compliance of NRC Regulations

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10) To increase longevity, efficiency, staff and patient safety while operating X-ray equipment the following report is required:

a) Equipment Status Checks For:

(i) Kvp indicator

(ii) MAS Indicator

(iii) Exposure time function

(iv) Beam on indicator

(v) Audible beam on tone

b) General Condition Of Room

(i) Adequacy of booth

(ii) Door interlock status

(iii) Control locations

(iv) Warning light status

c) Radio Graphic Check-Out

(i) Filter

(ii) Distant indicator accuracy

(iii) Collimator functions

d) Tube Housing Leakage:

(i) Observe dose rate at distance from tube target of 0.5 meter

(ii) Maximum continuous operating rating

(iii) Maximum leakage at maximum rating

e) Photo Control Check Giving Film Density Per Cell Location

f) Tube Output Consistency At 40 Inches

g) Waveform Plotting Relative Radiation Versus Time In Seconds

h) Waveform Plotting Kvp Versus Time

i) Accuracy Results Listing Tube Potential, Exposure Time And Output

j) Beam Quality With Linearity And Reproducibility Results Listing Normalized Measured Values

k) Check List Of Components:

(i) Including foot switch

(ii) Elapse time timer

(iii) Tube screen interlock

(iv) Bucky slot shield

(v) Spot film limiting devices

(vi) Drapes

(vii) Field size controls

(viii) Aprons

(ix) Gloves

l) Half Value Layer Determination And Patient Entry Exposure Rate

m) Scatter Measurements In A Vertical Plane On Foot From Table Edge

n) Resolution In Line Pairs Per Inch In Normal And Magnified Modes C. Direct interaction with personnel monitoring contractor, reviewing duplicate copies of monthly reports, recommendation for correcting records and results to achieve compliance with regulations.

D. Supply decay charts for dose calibrator calibration sources, including acceptable error limits such that the daily calibrator check may easily comply with regulations.

E. Provide all NCR required annual retraining, including review of license, license application, and applicable regulation, with Nuclear Medicine personnel and Research Services personnel.

F. Provide ALARA program suitable for this Center as required by NRC.

G. Recommendations for annual preparation of whole body and maximum organ radiation exposures from routine nuclear medicine procedures in accordance with JCAHO requirements.

H. Provide in-service radiation safety training of research, nursing, intensive care, or any other personnel as necessary. Training provided should be approved for nursing CE credit. Training is to be set up with the requesting department, Nuclear Medicine, Research and Radiology.

I. Update radiation safety handbooks.

J. Services and or supplies required that are not covered under this contract must have the approval of the Contracting Officer prior to any work being started.

K. Provide the following to the Radiology Diagnostic X-ray Program:

1. Calibration of diagnostic X-ray system in terms of KVP, MA, TIME, WAVE LENGTH, REPRODUCIBILITY, ACCURACY, FILTRATION, and COLLIMATION.

2. Provide the skin entry radiation levels for each system based on a listing of routine, commonly used procedures and operating parameters used in each room. To be provided by the Medical Center.

3. Approximately one quarter of the units to be calibrated during each visit. The Medical Center will prioritize the order of equipment to be calibrated.

4. Yearly radiation survey required by the Commission.

5. Reports to include an assessment of all radiation protection aspects of each room and each system.

(6) Guaranteed Uptime: N/A

(7) Updates: All updates of information will be provided to Chief Radiologic Technologist VAMC White River Junction.

(8) Documentation Requirements: All equipment, stationary and portable, will be catalogued by the Contractor with the dates and type of service rendered noted thereon. A written report of each inspection and calibration shall be furnished to the Contracting Officer or the Centers Radiation Safety Officer. The contractor shall obtain the signature of the supervisor in charge of the equipment to certify as to services performed and shall leave a copy of the document containing the signature with the Contracting Officer or COTR. The documentation shall indicate the following:

(a) A check list of items checked for each piece of equipment;

(b) Conditions found;

(c) Repairs or calibration needed and services performed.

(9) Report should include information required in SECTION - C paragraph-c #9 and #10

(10) Services and parts not covered by contract: None

(11) COR: Jennifer LaClaire

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