Updated Performance Work Statement.docx

PERFORMANCE OF WORK

MEDICAL PHYSICIST RADIOLOGY EQUPMENT INSPECTION & CALIBRATION

VA CT HEALTH CARE SYSTEM

General Information: The Veteran Affairs Connecticut (VA CT) Healthcare System maintains an annual service contract for the certification of all diagnostic imaging equipment of Nuclear Regulatory Commission (NRC), VA National Health Physics Program (NHPP) and The Joint Commission (TJC) as a yearly requirement at the West Haven and Newington campuses.

Type of Contract: Firm-Fixed Price Service Contract.

Contract Performance Period:

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.

Contract Transaction Number: 689-23-4-7441-0228

Scope of Work

1. EQUIPMENT IDENTIFICATION:

VA Connecticut Equipment List for Location – PCI ID -Make Model Type Modality- Room Fee

VA Newington 10197 Canon/Toshiba Aquilion ONE Stationary CT

VA Newington 10350 Hologic Horizon A Stationary Bone Dens

VA Newington 10309 Kavo Nomad Handheld Intraoral

VA Newington 8009 Planmeca Pro-X Stationary Intraoral

VA Newington 8010 Planmeca Pro-X Stationary Intraoral

VA Newington 8011 Planmeca Pro-X Stationary Intraoral

VA Newington 9550 Planmeca Pro-X Stationary Intraoral

VA Newington 7202 Planmeca ProMax Stationary Panoramic

VA Newington 7214 Fuji FCR Go 2 Portable Radiographic

VA Newington 7069 Fuji FCR Go 2 Portable Radiographic

VA Newington 8488 GE Discovery XR 656 HD Stationary Radiographic Rm 213

VA Newington 9297 GE Discovery XR 656 HD Stationary Radiographic Rm 214

VA West Haven 9741 Canon Aquilion Van CT Trailer

VA West Haven 7101 Toshiba Aquilion ONE Stationary CT

VA West Haven 8003 Toshiba Aquilion Stationary CT G-187-F

VA West Haven 10072 Samsung BodyTom Stationary CT NM Dept

VA West Haven 7067 Hologic Horizon A Stationary Bone Dens. ER

VA West Haven 10001 GE OEC Elite Vas MTS Portable C-Arm

VA West Haven 7059 Philips Allura Stationary C-Arm Cath Lab 1

VA West Haven 7061 GE Innova Stationary C-Arm IR

VA West Haven 7066 GE OEC 9900 Elite Portable C-Arm

VA West Haven 7227 GE OEC 9900 Elite Portable C-Arm OR

VA West Haven 7229 GE OEC 9900 Elite Portable C-Arm

VA West Haven 7873 GE OEC 9900 Elite Portable C-Arm FL 5 Bronc

VA West Haven 7874 Hologic Fluoroscan Insight Portable C-Arm OR

VA West Haven 7875 GE OEC 9900 Elite Portable C-Arm FL 3 OR

VA West Haven 8862 Hologic Insight FD Portable C-Arm Mini

VA West Haven 9318 Philips Allura Xper Stationary C-Arm Cath Lab

VA West Haven 9341 GE 9900 Elite Stationary C-Arm FL 2 Pain

VA West Haven 8820 Liebel-Flarsheim Digital Urology Stationary Fluoroscope OR 2

VA West Haven 9031 Siemens Agile MAX Stationary Fluoroscope R/F Rm 1104

VA West Haven 9228 Philips EasyDiagnost Eleva Stationary Fluoroscope R/F Rm 1106

VA West Haven kavo1 Kavo Nomad Handheld Intraoral Old Psych ER

VA West Haven 8822 Planmeca Pro X Stationary Intraoral

VA West Haven 7974 Planmeca ProX Stationary Intraoral

VA West Haven 7975 Planmeca ProX Stationary Intraoral

VA West Haven 7976 Planmeca ProX Stationary Intraoral

VA West Haven 8823 Planmeca Pro Max Stationary Panoramic

VA West Haven 7068 Philips Diagnost wDR Portable Radiographic

VA West Haven 7211 Philips Digital Diagnost Stationary Radiographic ER Rm 1

VA West Haven 7215 Philips Diagnost wDR Portable Radiographic

VA West Haven 9295 GE Discovery XR 656 HD Stationary Radiographic ER Rm 2

VA West Haven 9227 Philips EasyDiagnost Eleva Stationary Radiographic R/F Rm 1106

VA West Haven 9013 Samsung GM 85 Digital Portable Radiographic

VA West Haven 9030 Siemens Agile MAX Stationary Radiographic R/F Rm 1104

VA West Haven 7077 Philips 3T Stationary MRI

VA West Haven 8535 Siemens Magnetom SolaFit Stationary MRI

VA West Haven 7112 Philips Forte Jetstream Stationary Gamma Camera Rm 2

VA West Haven 7102 GE Discovery VCT Stationary PET CT Camera

VA West Haven 7070 GE Discovery VCT Stationary PET CT Non-DX CT

VA West Haven 8889 Siemens Intevo 16 Stationary SPECT CT Camera

VA West Haven 8890 Siemens Intevo 16 Stationary SPECT CT DX CT

VA West Haven 3 Dose Calibrators (1 in Nuc. Med/2 in PET CT

Location:

VA CT Health Care System West Haven Campus, 950 Campbell Ave, CT 06516 Newington Campus, 555 Willard Ave, Newington, CT 06111

2. CONFORMANCE STANDARDS:

Initial inspection of new or relocating equipment, annual inspection and post repair surveys/inspections of diagnostic radiography equipment includes but is not limited to Computerized Tomography Scanner (CT), fluoroscopes, portables, C-Arms, dental units, general diagnostic machines, Magnetic Resonance Imaging (MRI) and image display monitors, Nuclear Medicine cameras, Positron Emission Tomography (PET)/CT and Single Photon Emission Computerized Tomography (SPECT) equipment.

3. SERVICE AND MAINTENANCE:

Testing must be in accordance with the American College of Radiology, and any other relevant standards. Tests routinely performed annually and at acceptance will include, but not 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 of new equipment or relocation of equipment.

Annual 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 or 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.

Fluoroscopy equipment testing shall include evaluation of equipment output, resolution, and patient doses when required. Report must include output data to be posted for each fluoro room or portable unit. In addition, the contractor shall be able to provide annual on-site fluoro safety training for physicians and technologists. Contractor must be able to provide patient skin dose calculations for prolonged fluoroscopy procedures, and fetal radiation dose estimations when required.

Nuclear Medicine camera phantoms will be used to assess image/system uniformity, resolution, and artifact evaluation. Guidance on nuclear medicine diagnostic and therapy procedures tasking consists of answering questions about completed reports or asking other guidance questions.

Verbal confirmation that equipment has passed and is safe for use is required at the completion of service. Annual, initial and post repair (i.e., 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. TJC and NHPP testing standards must be followed.

NOTE:

Emergencies can stop critical patient care, therefore the Contractor shall respond by email or phone within 1/2 hour of notification of tube changes for CT equipment and, if requested, the Contractor shall be on site within 4 hours.

The VHA Handbook 1105.04, 11b states that for major repairs or replacement of a major components (i.e., tube changes, collimator repair, detector replacement or generator repair), post repair surveys of CT scanners must be performed prior to putting the unit back into service. VA CT does not have the ability to test several of the imaging equipment’s that produce x-rays after each repair or modification that may affect patient dose or image quality. Patient care is significantly impacted by the down time caused by CT scanners repairs, and/or replacements and subsequently the post repair surveys. Therefore, the medical physicist must be able to arrive at VA CT within 4 hours from the time of receipt of an emergency call from VA CT and/or as agreed upon by the Contracting Officer’s Representative (COR) or the Radiation Safety Officer.

4. LABOR & TRAVEL EXPENSES:

All labor conducted during normal business hours: Monday through Friday, 8:00am – 5:00pm relative to customer’s local time, however service calls may exceed normal operating hours to start re-use after a repair. To allow for uninterrupted operation of equipment, VA CT Healthcare System may require after-hours testing.

5. CERTIFIED TRAINED KEY PERSONNEL:

All medical physicists/personnel providing service to equipment at VA CT must meet TJC and NHPP requirements for education, training, experience, and all other credentials required by VHA (Veterans Health Administration) and other governing agencies. This includes the radiation safety training to keep their own occupational doses As Low As Reasonably Achievable (ALARA).

VA CT must have a current resume on file for all physicists who will or may come to either of our campuses to test or otherwise work on our equipment. VA CT must see and approve the resume/cv for any new physicists who would be coming to work at VA CT campuses prior to their arrival. subcontractors must account for < 51% of the physicists’ time working at VA CT. Medical physicists must be educated and experienced in nuclear medicine and PET diagnostic and therapy procedures, such that they can answer questions and offer advice on issues in these areas. They must be knowledgeable about Lu- 177, Ra-233 and Y-90 therapy to provide advice. They also must be experienced with radiation shielding and performance of dose reconstruction for patient and staff for incidents, and in critical situations.

NOTE: Resumes must be submitted at time of proposal.

6. HOURS OF COVERAGE:

Testing should be performed during normal Biomed/Clinical Engineering staff working hours/tours. These days/times must also accommodate the VA CT Radiology and all other services that are involved with the management of covered equipment. All service will be performed during normal hours of coverage unless requested or approved by the Contracting Officer’s Representative (COR) or Designee of the service(s). To allow for uninterrupted operation of equipment, VA CT may require after-hours testing.

A. Normal hours of coverage for non-emergencies are Monday through Friday from 08:00 AM to 05:00 PM, excluding federal holidays.

B. Federal Holidays observed by the VA CT Healthcare System are:

New Years' Day, Martin Luther King Day, Presidents' Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day

7. DOCUMENTATION/REPORTS:

Signed inspection reports shall be received within two- four weeks of performance of testing. Any equipment that has failed a safety critical portion of testing will be immediately removed from service and must be immediately reported to the appropriate VA CT staff members including THE RADIATION SAFETY OFFICER.

Notations must be made in the CT Annual report to document that our CT protocols were reviewed. Medical physicists must review the CT QA (Quality Assurance) program and be able to make recommendations for any enhancements required. Such documentation shall meet the guidelines as set forth in the Conformance Standards section.

8. REPORTING REQUIREMENTS:

The Contractor may be required to report to the Clinical Engineering Department to begin the inspection and verify completion of inspection.

9. PAYMENT:

Invoices shall include at a minimum, the following information: Contract Number, Purchase Order/Task Order Number, Contractor Name, Item(s) covered (to include serial #'s) by the PMI and covered period of service. All invoices shall be mailed to the Department of Veterans Affairs Financial Services Center’s address as follows:

FMS-VA-1-650

P.O. Box 149971 Austin, TX 78714

10. ADDITIONAL CHARGES:

There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts.

NOTE: Any additional charges claimed must be approved by the COR or designated representative before service is completed.

11. TEST EQUIPMENT:

The contractor’s Test Equipment (including ION Chambers, GM Survey Meters, Phantoms and other test equipment) shall be current state of the art, properly maintained and calibrated and remain in working condition.

12. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:

The Contractor's FSE's shall always wear visible identification while on the premises of the VAMC. The Contractor shall park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

13. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD:

The Contractor shall comply with the Federal/California OSHA Bloodborne Pathogens Standard. The Contractor shall:

A. Have methods by which all employees are educated as to risks associated with bloodborne pathogens.

B. Have policies and procedures which reduce the risk of employee exposure to bloodborne pathogens.

C. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens.

D. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract.

14. MISCELLANEOUS

Additional equipment may be added and/or removed throughout the life of this contract and shall be considered within scope.

15. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Security Requirements:

All contractor personnel shall obtain a short-term identification badge issued by the COR 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. To obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state, or local government agency.

1. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

Contactor policies and procedures shall comply with all VA Privacy & Security, the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA).

Escort will be provided as required in sensitive work areas.

The C&A requirements do not apply, and the security accreditation package is not required.

Per the VA handbook 6500.6, no VA sensitive information will be transferred, shared, or stored with said vendor. As such, no additional mechanisms will be needed to ensure the protection of information.