36C24219Q1231-002.docx

STATEMENT OF WORK

REQUIREMENTS FOR PERSONNEL RADIATION MONITORING SERVICE

VA UPSTATE NEW YORK HEALTH CARE SYSTEM

800 IRVING AVENUE

SYRACUSE, NEW YORK 13210

VENDOR REQUIREMENTS

1. The vendor shall be currently accredited by the National Voluntary Laboratory Accreditation Program (NVLAP) of the US Bureau of Standards for Radiation categories I, II, III, VI, V, VI, VII, as described in ANSI 13.11, “Criteria for Testing Personal Dosimetry Performance”, American National Standards Institute, New York. The vendor shall supply a copy of their NVLAP report describing the scope of their accreditation.

2. The vendor shall also be accredited under category VIII of ANSI N13.11 for measurement of personal exposure to neutron radiation.

3. Vendor shall supply luxel dosimeters, or NVLAP certified equivalent dosimeters and thermoluminescent dosimeters (TLD) ring dosimeters or equivalent and a sufficient quantity of holders and rings on a monthly basis. Each monthly shipment of film dosimeters and rings (or equivalent) shall be presorted into group assignments (sub-accounts) provided by the Radiation Safety Office.

4. The vendor shall provide quarterly luxel dosimeters, thermoluminescent (TLD) ring dosimeters or NVLAP certified equivalent badge and rings on quarterly basis if requested by the Radiation Safety Office.

5. The vendor shall ship dosimeters for new participants within 24 hours of notification. The badge number shall be permanent (not a temporary or spare) for which a running total of the measured exposure shall be recorded.

6. The vendor shall provide emergency service in which the analysis of dosimeters is provided to the RSO within 24 hours of receipt of the monitor by the vendor.

7. The vendor shall provide e-mail/fax reporting of all exposures above a predetermined limit set by the Radiation Safety Office. (Limit is presently 125 mrem)

8. The vendor’s bill for personal monitoring services shall include a breakdown describing the cost incurred by each group assignment (sub-accounts) of dosimeters and rings.

9. Vendor shall provide hard copies of the above within thirty (30) days of receipt of returned dosimeters.

10. Vendor shall provide monthly separate exposure reports from monthly exposure reports for pregnant women.

DOSIMETER REQUIREMENTS:

1. Luxel dosimeters or NVLAP certified equivalent dosimeter should meet the following requirements:

a. Dosimeters or equivalent packets shall be alternately color coded for each monitoring period.

b. Dosimeters or equivalent packets shall be hermetically sealed in a light tight packet to protect against light and environmental conditions.

c. Each dosimeter shall be labeled with the participants name and initial (up to 16 characters), the group number, the participants number, department identity, the start date of the monitoring period, and location on body where badge is to be worn, if more than one badge is issued. Location must be written, not designated by code, in order to facilitate placement.

d. Each badge shall be bar coded with unique identification number in order to expedite processing.

e. The radiation detection capabilities of the dosimeters at minimum shall be as follows:

i. 10 millirems to 500 rems for high energy gamma and x-rays;

ii. 10 millirems to 60 rems for the low energy gamma and x-rays (or to 500 rem when the energy is specified); and

iii. 10 millirems to 1,000 rems for beta radiation greater than 1 MeV and an option to provide a beta correlated exposure report for beta energies down to 500 keV;

or Even better minimum detectable ranges.

f. Dosimeters will be adaptable to permit neutron monitoring

2. TLD rings shall meet the following requirements:

a. Rings shall be alternately color coded for each monitoring period.

b. Rings shall be available in a variety of sizes (at least two sizes)

c. Rings shall be labeled in such a way that the user identification information cannot be washed or rubbed off during the monitoring period, and shall be sufficiently rugged to perform in all environments; and

d. Ring dosimeters shall be available in custom calibrated groups to measure exposure to low energy radiation.

3. Badge holder requirements:

a. Badge holders shall be sufficiently rugged to preclude hinge damage resulting in accidental opening and loss of badge packet.

b. Badge holder shall be able to accept different dosimeter materials (Luxel, TLD, neutron detector, etc.) without modification.

c. Badges holders are needed to be supplied as requested by the Radiation Safety with no charge.

4. Estimated Quantity of Dosimeters:

d. Quarterly TLD Ring Dosimeters 2 Approximate

RADIATION DOSIMETRY REPORT REQUIREMENTS:

1. The vendor shall provide the capability to interact with VA Upstate New York Health Care System’s account information utilizing an interactive computer program providing the ability to display, copy, and/or interact with the following:

a. A participant’s exposure history.

b. Absentee dosimeters by subaccount and month

c. Participant doses above a preset ALARA level

d. Ability to browse for participants by name, participant number or series;

e. Summarize and report account action involved by date and Radiation Safety Office; and

f. Ability to audit returned dosimeters and unreturned dosimeters.

2. One copy report shall be supplied for each monitoring period. The report shall contain the following information:

a. Complete identification of report including date, or number, or title, and identification of monitoring period

b. Notes on unusual items which effect exposure reports.

c. Identification of each participant by name and ID number

d. Separate listing for deep, shallow, beta, and neutron, and extremity doses for each participant

e. Cumulative totals of dose for the current quarter for deep and shallow exposure for each participant

f. Permanent total for deep, shallow, and extremity exposures for each participant

g. There shall be separate breakouts for each person’s deep, lens of the eyes, and shallow dose received.

h. The vendor shall make available a complete summary report (based on NRC Form 5) at the end of the fourth quarter of each year or at the termination of a participant’s employment. This report shall consist of a list of a participant’s badge readings reported over the calendar year, as shown on the hard copy report furnished for each monitoring period.

i. Each control badge reading greater than 50 mrem shall be reported along with the value of the control badge.

j. Vendor shall make available access to its computer data base covering dosimeter result and provide the capability of generating dosimetry reports, Level I and II radiation exposure investigation reports, and missing film badge reports.

3. Report the results of monitoring as required by 10 CFR Part 20.2106, to NRC pursuant to 10 CFR 20.2206 either by submitting copies of NRC Form 5 or by transmitting the required information to NRC through electronic media. This report is filed annually on or before March 31st of each year.

4. Other reports of occupational radiation exposure data are provided as required by NRC Regulatory Guide 8.7 and NRC Consolidated Guidance about Material Licenses.

5. The vendor shall provide Multiple Employer Total Exposure Report (METER) as required by the USNRC and NHPP regulations.

6. Vendor shall accept internal dose and provide confirmation report.

a. Data, which shall be accepted, include the radionuclide, quantity, intake mode, lung clearance class; organs affected, CDE-organ, and CEDE –total.

b. Standard exposure reports shall track the TEDE, TODE, and CDE to the maximally exposed organ and CEDE for active participants.

PACKING LIST REQUIREMENTS:

1. Each packaging list shall include an alphabetical listing of all participants and controls included in a shipment.

2. The packing list shall be used for additions or deletions of participants. Additions and deletions may also be done over the telephone or through direct communication with the VA Upstate New York Health Care System’s account on the vendor’s website.

3. The vendor shall provide a master list by series code/subaccounts/department.

4. The vendor shall provide a packing list for each subaccount/series code, in the subaccount package.

SERVICE REQUIREMENTS:

1. A local sales representative shall be available for personal visits on site. In house customer service representatives shall be available to accept orders, answer questions and work on a customer account by phone, fax, or mail.

2. Means of accessing vendor by phone shall be available 24 hours a day.

3. Periods of exchanging dosimeters shall accommodate at a minimum:

a. One time only shipments

b. Monthly

c. Quarterly

4. Early notification of exposures- Vendor shall alert the Radiation Safety Officer within 24 hours of evaluation of any individual who exceeds preset limits on either a one time or cumulative basis. Levels will be set against regulatory limits, and vendor must be capable of setting different limits down to the individual level.

5. Emergency processing of dosimeters shall be accommodated, with 24-hour turnaround time.

6. Shipments of dosimeters shall arrive at least five days prior to the exchange period.

7. Control dosimeters shall be provided with each shipment at no charge.

8. Dosimeters shall be able to be broken out and tracked by department or other such administrative series.

9. Vendor shall provide preaddressed shipping containers for the return of dosimeters.

10. Each shipment shall contain a packing list of all dosimeters shipped and shall provide full identification of each badge in the shipment.

11. Educational and explanatory material shall be available, and shall include, but not be restricted to product literature and brochures clear badge holders and sample output.

COMPUTER SERVICES

1. Vendor shall provide a secure website for the Radiation Safety Officer to download and view exposure report data.

DELIVERY ADDRESS:

Period of Performance: Base period plus four option years’ renewals

Note: The government has the option not to exercise the option years.

SECURITY

a. A prohibition on unauthorized disclosure: “Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA.” See VA handbook 6500.6, Appendix C, paragraph 3.a

b. A requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COTR, the designated ISO, and Privacy Officer for the contract. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph 6.a

c. A requirement to pay liquidated damages in the event of a data breach: “In the event of a data breach or privacy incident involving SPI the contractor processes or maintains under this contract, the contractor shall be liable to VA for liquidated damages for a specified amount per affected individual to cover the cost or providing credit protection services to those individuals.” See VA handbook 6500.6, Appendix C, paragraph 7.a., 7d.