36C24223Q0254.docx

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C24223Q0254 03-20-2023

CHERYL WHITTON, CONTRACT SPECIALIST

518-626-5456 04-20-2023

3PM

EDT

Department of Veterans Affairs VA Western NY Health Care System 3485 Bailey Ave Buffalo

NY

14214 X X 541690 $16.5 Million N/A X Department of Veterans Affairs VA Western NY Health Care System Department of Veterans Affairs Buffalo

NY

14215 Department of Veterans Affairs Network Contracting Office (NCO) 2 20 Madison Avenue Extension Albany

NY

12203

Tungsten Network https://www.tungsten-network.com/ customer-campaigns/veteransaffairs/

See CONTINUATION Page Contractor shall furnish a Diagnostic Medical Physicist to provide equipment inspection, testing, repair, and reporting services in support of the Buffalo and Batavia VA Radiation Safety programs for the VA Western NY Healthcare System. Solicited under FAR 8 and 13.

Schedule of Service begins on page 5.

Performance Work Statement starts on page 17.

See CONTINUATION Page X X X

JEANETTE CROOKS

CONTRACTING OFFICER

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINSTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individual(s):

a. Contractor:

Company Name:

Points of Contact/Titles:

Telephone number:

Fax Number:

Email:

SAM UEI:

TIN Number:

b. Government:

Cheryl Whitton, Administrative Contract Specialist Department of Veterans Affairs Network Contracting Office (NCO 2) 20 Madison Avenue Extension Albany, NY 12203 Phone: 518-626-5456 Email: Cheryl.Whitton@va.gov

Allan Preston, Contracting Officer Department of Veterans Affairs Network Contracting Office (NCO 2) Phone: 585-297-1469 Email: Allan.Preston@va.gov

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer – System for Award Management [ ] 52.232-34, Payment by Electronic Funds Transfer – Other than System for Award Management [ ] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72, Electronic Submission of Payment Requests. Invoicing shall be in accordance with the requirements of the Department of Veterans Affairs (VA) Financial Services Center (FSC). The latest information shall be used for invoicing and payments and may change during the Period of Performance of this acquisition. Current invoicing information is located at: http://www.fsc.va.gov/einvoice.asp.

5. SECURE FAX: VA Handbook 6500 requires the following statement be included on all fax cover sheets: “This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential, or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution, or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.”

6. CONTRACT MODIFICATIONS: The Contractor is advised that only the Contracting Officer, acting within the scope of the contract and his/her duties and responsibilities and after advice and consultation with the Contracting Officer’s Representative (COR), has the authority to make changes that will affect contract prices, quantity, quality, delivery terms and conditions, or the term of the contract. In no event shall any understanding or agreement, modification, change order, or other matters in deviation from the terms of this contract between Contractor and a person other than the Contracting Officer be effective or binding upon the Government. All such actions must be formalized by the proper contractual document executed by the Contracting Officer.

7. SOLICITATION/CONTRACT: This solicitation and resulting contract adheres to the format defined in Federal Acquisition Regulation (FAR) Parts 8, 13 and 19. An official copy of the FAR can be obtained at: https://www.acquisition.gov.

8. SYSTEM FOR AWARD MANAGEMENT (SAM): Per FAR 4.1102, offerors must be listed in SAM at the time of offers due AND at the time of award. SAM includes the functionality of the previous Central Contractor Registration (CCR) and Online Representations and Certifications Applications (ORCA). No contract will be entered into with an unregistered contractor. Internet access allows registration by completing an electronic online registration application at: http://www.beta.sam.gov/.

9. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 SCHEDULE OF SERVICES

VA Western New York Healthcare System (VAWNYHCS) has a need for a certified Diagnostic Medical Physicist to provide equipment inspection, testing, repair, and reporting services in support of the Buffalo and Batavia VA Radiation Safety programs. The contractor shall furnish all labor, material, equipment, travel and personnel to provide these Medical Physicist services.

Period of Performance: August 1, 2023 – July 31, 2028 Place of Performance: VA Western New York Healthcare System

VA Western NY Healthcare System – Buffalo 3485 Bailey Ave Buffalo, NY 14215

VA Western NY Healthcare System – Batavia 222 Richmond Avenue Batavia, NY 14020

Pricing Instructions: The offeror is instructed to provide a price for each line item below.

BASE YEAR 1: August 1, 2023 – July 31, 2024

PRICE

TOTAL PRICE

QUARTERLY QA TESTING

ANNUAL QA TESTING

JC TESTING

CT QA TESTING

LASER TESTING

ACCEPTANCE TESTING (includes Radiation Protection Survey)

REPAIR / REPLACEMENT TESTING

ACR ACCREDITATION

BASE TOTAL:

OPTION YEAR 1: August 1, 2024 – July 31, 2025

PRICE

TOTAL PRICE

QUARTERLY QA TESTING

ANNUAL QA TESTING

JC TESTING

CT QA TESTING

LASER TESTING

ACCEPTANCE TESTING (includes Radiation Protection Survey)

REPAIR / REPLACEMENT TESTING

ACR ACCREDITATION

OPTION YEAR 1 TOTAL:

OPTION YEAR 2: August 1, 2025 – July 31, 2026

PRICE

TOTAL PRICE

QUARTERLY QA TESTING

ANNUAL QA TESTING

JC TESTING

CT QA TESTING

LASER TESTING

ACCEPTANCE TESTING (includes Radiation Protection Survey)

REPAIR / REPLACEMENT TESTING

ACR ACCREDITATION

OPTION YEAR 2 TOTAL:

OPTION YEAR 3: August 1, 2026 – July 31, 2027

PRICE

TOTAL PRICE

30001

QUARTERLY QA TESTING

ANNUAL QA TESTING

JC TESTING

CT QA TESTING

LASER TESTING

ACCEPTANCE TESTING (includes Radiation Protection Survey)

REPAIR / REPLACEMENT TESTING

ACR ACCREDITATION

OPTION YEAR 3 TOTAL:

OPTION YEAR 4: August 1, 2027 – July 31, 2028

PRICE

TOTAL PRICE

QUARTERLY QA TESTING

ANNUAL QA TESTING

JC TESTING

CT QA TESTING

LASER TESTING

ACCEPTANCE TESTING (includes Radiation Protection Survey)

REPAIR / REPLACEMENT TESTING

ACR ACCREDITATION

OPTION YEAR 4 TOTAL:

BASE PLUS ALL OPTION YEARS TOTAL: $_____________________

KEY PERSONELL

None

Primary Board Certified /Board Eligible Medical Physicist

Name:

Title:

None

Alternate Board Certified /Board Eligible Medical Physicist

None

Alternate Board Certified /Board Eligible Medical Physicist

36C24223Q0254

Page 1 of Page 1 of

B.3 PERFORMANCE WORK STATEMENT

1. General:

1.1. Services Required: The Contractor shall furnish all labor, material, supplies, equipment, and qualified personnel to provide on-site diagnostic medical physics services for the Department of Veterans Affairs, Western New York Healthcare System (VAWNYHCS).

1.2. Place of Performance:

VHA Western NY Healthcare System – Buffalo VAMC 3485 Bailey Ave Buffalo, NY 14215

VHA Western NY Healthcare System – Batavia VAMC 222 Richmond Avenue Batavia, NY 14020

1.3. Term of Service: The contract will be written for a base period with (4) one-year option periods.

1.3.1. This contract is issued subject to the availability of appropriations for FY 2023 and ensuing fiscal years.

1.3.2. Option years, if deemed necessary, will be exercised via a unilateral modification by serving appropriate notice in writing at least 30 days prior to the expiration date of the term.

1.3.3. The contractor shall not perform services after the end date of the base period of performance or option year (if exercised) until funding is established.

1.4. Authority: 38 USC 7301(b) Functions of Veterans Health Administration, FAR 8, FAR 13 and FAR 19.

1.5. Contract Modifications: No modifications shall be made to this contract unless authorized via signed modification.

1.5.1. The Contracting Officer is the only person authorized to approve/commit any changes or modifications to the requirements of this contract.

1.5.2. The Contractor shall communicate with the Contracting Officer on all matters pertaining to the contract administration.

1.5.3. In the event any change at the direction of any person other than the contracting officer has been made will result in the change to be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

1.5.4. The Contractor shall obtain prior authorization from the contracting officer for any services required outside the scope of work provided herein.

1.6. Policy/Handbooks: The contractor shall be subject to the following policies, including any subsequent updates during the period of performance:

1.6.1. VHA Directive 1129 Radiation Protection for Machine Sources of Ionizing Radiation: VHA Directive 1129

1.6.2. VHA Directive 1105 Management of Radioactive Materials: VHA Directive 1105

1.6.3. VHA Directive 2013-007 Mandatory Reporting for Misadministration of Therapy Machine Sources of Ionizing Radiation: VHA Directive 2013-007

1.6.4. VHA Handbook 1105.04 Fluoroscopy Safety: VHA Handbook 1105.04 (Fluoroscopy Safety)

1.7. Definitions: Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation.

2.

Page 1 of Page 1 of

2.1.1. Contracting Officer: The person with the authority to enter into, administer, and/or terminate contracts and make related determinations & findings.

2.1.2. Contracting Officer Representative: Any person or persons authorized to act for the contracting officer within specific limits of the contract, normally to provide technical assistance and advice, coordination of workload, and certification of invoices.

2.1.3. Contractor: An individual, partnership, corporation, or organization having a contractual relationship with the Government for provision of services.

2.1.4. Acronyms/Abbreviations:

2.1.4.1. ABHP: American Board of Health Physics

2.1.4.2. ABRB: American Board of Radiology

2.1.4.3. ACR: American College of Radiology

2.1.4.4. ALARA: As Low as Reasonable Achievement

2.1.4.5. ADP: Automated Data Processing

2.1.4.6. AMA: American Medical Association

2.1.4.7. CO: Contracting Officer

2.1.4.8. COR: Contracting Officer Representative

2.1.4.9. CQI: Continuous Quality Improvement

2.1.4.10. D&T: Diagnostics & Therapeutic Care Line

2.1.4.11. DHCP: Decentralized Hospital Computer Program

2.1.4.12. FAR: Federal Acquisition Regulation

2.1.4.13. ISO: Information Security Officer

2.1.4.14. IRMS: Information Resources Management Service

2.1.4.15. JCAHO: Joint Commission on Accreditation of Healthcare Organizations

2.1.4.16. NCQA: National Committee for Quality Assurance

2.1.4.17. NRC: Nuclear Regulatory Commission

2.1.4.18. OSHA: Occupational Safety and Health Administration

2.1.4.19. PO: Privacy Officer

2.1.4.20. PO: Purchase Order

2.1.4.21. QA: Quality Assurance

2.1.4.22. QI: Quality Improvement

2.1.4.23. RSO: Radiation Safety Officer

2.1.4.24. SDB: Small Disadvantaged Business

2.1.4.25. USC: United States Code

2.1.4.26. VA: Department of Veterans Affairs

2.1.4.27. VAMC: VA Medical Center

2.1.4.28. VA NHPP: VA National Health Physics Program

2.1.4.29. VISN: Veterans Integrated Service Network

2.1.4.30. VISTA: Veterans Health Information Systems & Technology Architecture

3. Qualifications:

3.1. Staff/Facility

3.1.1. Certification: All contract personnel that will provide services on this contract shall be certified diagnostic medical physicists by the American Board of Radiology https://www.theabr.org/about/abr-board-certification/our-certificates

3.1.1.1. All certifications of contract personnel shall also be subject to review prior to execution of the contract for approval, by the Department of Veterans Affairs.

3.1.1.2. All certifications of the contract personnel shall be full and unrestricted certifications.

3.1.2. Technical Proficiency: The Contractor and any employee’s performing services on this contract shall be technically proficient in the skills necessary to fulfill the government’s requirements, including the ability to speak, understand, read, and write English fluently. Contractor shall provide documents to verify current and ongoing competency, skills, certifications that are related to the provision of the requested services performed by each person performing on this contract.

3.1.2.1. Contractor shall provide verifiable evidence of all education and training experiences.

3.1.3. Conflict of Interest: The Contractor and all provider(s) are responsible for identifying and communicating to the CO and COR any conflicts of interest at the time of quote and during the entirety of contract performance. At the time of quote, the Contractor and provider shall provide a statement which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided. The Contractor shall also provide statements containing the same information for any identified consultants or contract providers who shall provide services. With its proposal, the contractor shall provide the names of all contractor employees and family members of contractor employees, who are also employed by the Department of Veterans Affairs. The Contractor must also provide relevant facts that show how it’s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest. These statements shall be in response to the VAAR provision 852.209-70 Organizational Conflicts of Interest (Oct 2020).

3.1.4. Certification of Citizenship:

3.1.4.1. The Contractor certifies that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under this contract for the Contractor while providing services to Department of Veterans Affairs patient referrals;

3.1.4.2. If the Contractor or their provider fail to comply with any requirements outlined in the preceding paragraph or its Agency regulations, the Department of Veterans Affairs may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor, shall be prohibited from working at the Contractor’s place of business that services Department of Veterans Affairs patient referrals; or other place where the Contractor provides services to veterans who have been referred by the Department of Veterans Affairs; and shall form the basis for termination of this contract for breach.

3.1.4.3. This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001.

3.1.4.4. The Contractor agrees to obtain a similar certification from its subcontractors.

3.1.5. Annual Office of Inspector General (OIG): In accordance with HIPAA and the Balanced Budget Act (BBA) of 1977, the Department of Health and Human Services (HHS) Office of Inspector General (OIG) has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs.

3.1.5.1. Therefore, Contractor shall review the HHS OIG List of Excluded Individuals/Entities on the HHS OIG web site at http://oig.hhs.gov/exclusions/index.asp to ensure that the proposed provider(s) are not listed. Contractor should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) for each item or service furnished during a period that the person was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP’s may also be imposed against the Contractor that employ or enter into contracts with excluded individuals to provide items or services to Federal program beneficiaries.

3.2. Non Personal Healthcare Services: The parties agree that the Contractor and any employees shall not be considered VA employees for any purpose.

3.3. Inherent Government Functions: Contractor and employees shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees (outside a clinical context), selection or non-selection of individuals for Federal Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for Federal employees, approving any contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance and strategy.

3.4. No Employee Status: The Contractor shall be responsible for protecting employee furnishing services. To carry out this responsibility, the Contractor shall provide or certify that the following is provided for all their staff providing services under the resultant contract:

3.4.1. Workers Compensation

3.4.2. Professional Liability Insurance

3.4.3. Health examinations

3.4.4. Income tax withholding, and

3.4.5. Social Security Payments

3.5. Tort Liability: The Federal Tort Claims Act does not cover the Contractor or contractor employees. When a Contractor or contractor employee has been identified in a tort claim, the Contractor shall be responsible for notifying their legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor’s or contractor employee’s action or non-action shall be the responsibility of the Contractor and/or insurance carrier. Contractor shall notify the VA as soon as possible of any information or formal complaint, allegation, claim, legal action, made in any for by or on behalf of the Government pertaining to the services provided by the Contractor under this contract.

3.6. Key Personnel: It is essential that continuity of services is maintained to the maximum degree possible, hence, substitution of contractor personnel shall be limited to urgent/emergent absences of approved, assigned personnel.

3.6.1. In the event personnel cannot complete the assigned service, the contractor shall provide a replacement and notify the COR immediately of the change.

3.6.2. The Government reserves the right to refuse acceptance of any personnel of this contract at any time after performance begins for any of the following (but is not limited to):

3.6.2.1. If personal or professional conduct jeopardizes or interferes with the services being provided or ordinary operation of the facility.

3.6.2.2. Breaches of conduct to include, but not limited to intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction, or negligence in performing directed services, or other conduct resulting in formal complaints

3.6.3. Standards for conduct shall mirror those prescribed by current federal personnel regulations

3.6.4. The CO and COR shall deal with issues raised concerning any contract personnel conduct. The final arbiter on questions of acceptability is the CO.

4. Hours of Operation:

4.1. VA Business Hours: Western NY Healthcare System hours are from 8:00 a.m. to 4:30 p.m. Monday through Friday, except for Federal Holidays below:

· New Year’s Day

· Martin Luther King Jr. Day

· Presidents Day

· Memorial Day

· Juneteenth

· Independence Day

· Labor Day

· Veterans Day

· Columbus Day

· Thanksgiving Day

· Christmas Day

· And any other day that the President of the United States determines is a Federal Holiday.

5. Contractor Responsibilities:

5.1. Standards: The services to be performed by the contractor will be performed in accordance with VA policies and procedures and the regulations of the medical staff by laws of the VA facility. The Contractor shall comply with radiation protection standards in 29 CFR 1910.1096 and immediately report any unsafe conditions with the potential to adversely impact the facility radiation workers or patients to the Radiation Safety Officer (RSO). Testing on existing diagnostic x-ray equipment (Radiographic, Fluoroscopic, Computed Tomography) is required to meet the requirements of the New York State Department of Health (NYSDOH) and to conform with US FDA and the Conference of Radiation Control Program Director’s (CRCPD) Suggested State Regulations for Control of Radiation, Part F, Diagnostic X-rays and Imaging Systems in the Healing Arts, VHA Handbook 1105.04, Fluoroscopy Safety, dated July 6, 2012, and recommendations of the American College of Radiology (ACR) Technical Standard for Diagnostic Medical Physics Performance Monitoring of Radiological and Fluoroscopic Equipment, and the recommendations of the American Association of Physicists in Medicine (AAPM). Nuclear Medicine, PET, and MRI Scanners tested annually shall meet the Joint Commission healthcare standards.

5.2. Scope of Work: The following services shall be performed by a Board Certified Medical Physicist under the supervision of the VA.

5.2.1. Contractor is to perform quarterly, semi-annual and annual quality assurance (QA) testing on diagnostic x-ray equipment (Radiographic, Fluoroscopic, Computed Tomography).

5.2.2. Acceptance testing on new devices including Radiation Protection Surveys of the facility as defined in the National Council on Radiation Protection and Measurements (NCRP) Report No. 147, Structural Shielding Design for Medical X-Ray Imaging Facilities.

5.2.3. Retesting of repaired or adjusted equipment within 30 days of the repair or adjustment. This testing may be limited to features and parameters that would be affected by the repairs or modifications.

5.2.4. Contractor is to provide written reports of test results within 30 days of testing.

5.2.5. Contractor is to submit a list of key personnel with the offer. Define each individual's education, certification and licensure. Work must be performed by or overseen by a qualified Diagnostic Medical Physicist who is a person who is certified by the American Board of Radiology, American Board of Medical Physics, or have similar qualifications.

5.2.6. The Diagnostic Medical Physicist shall assist in the development of a comprehensive technical quality assurance (QA) program (e.g., technique charts, repeat/reject analysis monitoring, monitoring of exposure indices to radiographic image receptors, QA program for display monitors, QA for CT, monitoring of dose metrics from fluoroscopy studies), which complies with ACR and CRCPD recommendations, for all modalities.

5.2.7. The qualified Diagnostic Medical Physicist shall review, at least annually, the Imaging Services QA program. A written report of the results shall be provided to the service supervisor or RSO within 15 business days after performing of the inspection.

5.2.8. The qualified Diagnostic Medical Physicist shall perform a follow-up inspection to verify compliance of any necessary corrective actions performed to correct deficiencies found.

5.2.9. Contractor is to provide appropriate equipment testing and technical support of the VAWNYHS effort to gain ACR Accreditation for various imaging modalities, upon request.

5.2.10. Contractor is to provide technical guidance in the calculation of patient radiation exposure for various imaging modalities at the request of the VAWNYHS. Part of this technical guidance would require contractor to step through calculation process with the on-site Health Physicist.

5.2.11. Contractor would provide oversight and guidance for CT Dose Optimization efforts, upon request, including an ongoing review for CT scanning protocols to help reduce possible radiation dose for those procedures.

5.2.12. Contractor will provide written Standard Operating Procedures (SOP), or access to SOP’s, to the VAWNYHS for all routine and non-routine tests and evaluations before those tests or evaluations are performed. If SOP’s are revised the contractor will supply those to the VAWNYHS before the revised SOP’s are utilized.

5.2.13. Contractor would provide a review of diagnostic imaging room shielding design calculations and room design, upon request. The qualified diagnostic medical physicist shall perform a shielding survey to verify the structural shielding was installed per the shielding design report and complies with the design goals.

5.2.14. Contractor would provide an annual evaluation of fluoroscopic Interventional Reference Point radiation detector calibration.

5.2.15. Contractor will prepare and supply tables of patient radiation exposure for representative radiographic examinations. These tables shall be prepared using measured radiation output data, measured in accordance with the appropriate ACR Technical Standard, with the VAWNYHS providing imaging techniques. These results shall be compared with appropriate guidelines or recommendations to facilitate optimization of x-ray imaging protocols.

5.2.16. Contractor will prepare and supply tables of appropriate indices of patient dose for fluoroscopic equipment from measurements made by a Medical Physicist, or his/her designee, at clinically used technique factors. These indices shall include typical and maximal entrance skin dose or air kerma rate for each fluoroscopic mode of operation (e.g. pulse rate and magnification modes). For each image recording mode used clinically, these include the entrance skin dose or air kerma per image or the entrance skin dose or air kerma per second of imaging (e.g. cinefluorography in a cardiac catheterization or vascular labs) for a patient of typical thickness. These results shall be compared with appropriate guidelines or recommendations when they are available.

5.3. Scheduling and Response Times:

5.3.1. All quarterly, semi-annual, and annual tests will be scheduled in advance with the VA. To ensure regulatory compliance, the Contractor shall provide required testing within (7) seven days when required by the Government.

5.3.2. Testing is required within 30 days of repair or modification to equipment and shall be requested by the VAWNYHS.

5.3.3. Testing of new devices require a seven (7) day response from time of request in order to maintain functionality and minimize the effect on patient care.

5.4. Equipment Performance Evaluation and Quality Assurance Testing:

5.4.1. Quarterly Radiographic & Fluoroscopic QA Testing:

Radiographic

Fluoroscopic/Spot Film

a. X-Ray Field to Image Receptor Alignment

5.4.2. Semi-Annual Radiographic & Fluoroscopic QA Testing:

a. Radiographic & Fluoroscopic kVp Accuracy

b. Radiographic mAs Linearity

c. Radiographic Timer Accuracy and

d. Radiographic Exposure Reproducibility

e. Fluoroscopic High Contrast (Spatial) Resolution

f. Fluoroscopic Low Contrast Resolution

g. Automatic Exposure Control (AEC) System Reproducibility (for each image receptor)

h. Exposure Switch Function

5.4.3. Annual Radiographic & Fluoroscopic QA Testing/Evaluation:

a. Radiographic and Fluoroscopic Beam Quality Assessment (HVL determination)

b. Fluoroscopic Timer Function

c. Fluoroscopic entrance exposure rate (or air kerma rate). Maximum output and typical output using a phantom representing a standard size patient for all clinically used settings, including all image receptor sizes. The mode of operation [e.g., magnification mode, frame rate, and any other mode selected) must be documented for each measurement.

d. Fluoroscopic Acquisition (image recording) entrance exposure rate (or air kerma rate) for cine imaging, if performed and entrance exposure (or air kerma) for spot images (if performed). Maximum output and output using a phantom representing a standard size patient for all clinically used settings. The mode of operation (e.g., magnification mode, frame rate, etc.) must be documented for each measurement.

e. Source Image Distance (SID) Indicator Accuracy

f. Fluoroscopic Timer Performance

g. Fluoroscopic Interventional Reference Point Calibration Verification (f present).

h. Evaluation of Integrity of Unit Assembly

i. Evaluation of Equipment Radiation Safety Functions

j. Grids used with portable x-ray units shall be imaged for uniformity.

k. Video and Digital Monitor Performance

l. Digital Image Receptor Performance

5.4.4. Annual CT QA Testing:

a. Slice Positioning Accuracy

b. Table Travel Accuracy

c. Slice Thickness Accuracy

d. CT Number Calibration

e. Low Contrast Resolution

f. CT Number dependency on kVp

g. Contrast-to-Noise Ratio

h. Image Uniformity

i. Artifact Evaluation

j. In-Plane Distance Measurement

k. CT Dose Index (CTDIvol) Measurement and Evaluation (2 protocols)

l. CT Dose Profile Analysis

5.4.5. Semi-Annual CT QA Test:

· CT Dose Profile Analysis

5.4.6. Semi-Annual Nuclear Medicine Department Inspections: (as required) Tasks to be inspected take approximately one (1) day to complete:

-Daily/Weekly surveys/swipes -Written directives -RAM shipments/inventory -RAM Iodine Therapies -DIS records -Patient Pregnancy Verification -Consult Procedure Verification -Trainings -QC tests -Personnel monitoring.

5.4.7. Joint Commission Testing - Diagnostic CT Scanners:

a. Measures the radiation dose (in the form of volume computed tomography dose index [CTDIvol]) produced by each diagnostic CT imaging system for the following four CT protocols: adult brain, adult abdomen, pediatric brain, and pediatric abdomen. If one or more of these protocols is not used by the hospital, other commonly used CT protocols may be substituted.

b. Verifies that the radiation dose (in the form of CTDIvol) produced and measured for each protocol tested is within 20 percent of the CTDIvol displayed on the CT console. The dates, results, and verifications of these measurements are documented.

c. Conduct a performance evaluation of all CT imaging equipment. The evaluation includes the use of phantoms to assess the following imaging metrics:

5.4.8. Joint Commission Testing –- MRI Scanners:

Conduct a performance evaluation of all MRI imaging equipment that includes the use of phantoms to assess the following imaging metrics:

5.4.9. Joint Commission Testing - Nuclear Medicine Scanners:

Conduct a performance evaluation of all nuclear medicine imaging equipment. The evaluations are conducted for all of the image types produced clinically by each NM scanner (for example, planar and/or tomographic) and include the use of phantoms to assess the following imaging metrics:

5.4.10. Joint Commission Testing - PET Scanners:

Conduct a performance evaluation of all positron emission tomography (PET) imaging equipment. The evaluations are conducted for all of the image types produced clinically by each PET scanner (for example, planar and/or tomographic) and include the use of phantoms to assess the following imaging metrics:

acquisitions)

- Artifact evaluation

5.4.11. Joint Commission Testing – CT, MRI, NM, PET Scanners:

Conduct an evaluation of Image Acquisition Display Monitors for the following metrics:

5.4.12. Dental Equipment Testing:

The physics inspection shall conform to the Conference of Radiation Control Program Directors (CRCPD) Suggested State Regulations for Control of Radiation, Part F, Diagnostic X-rays and Imaging Systems in the Healing Arts, and the Quality Control Recommendations for Diagnostic Radiography, Volume 1, Dental Facilities July 2001. The performance of dental x-ray inspections shall be annually. This evaluation should include, but not be limited to, the following tests (as applicable):

a. Collimation

b. Beam quality (half value layer)

c. Timer Accuracy and Reproducibility

d. kVp Accuracy and Reproducibility

e. mA or mAs Linearity

f. Exposure Reproducibility

g. Entrance Skin Exposure Evaluation, with comparison to published diagnostic reference levels and achievable doses (e.g., NCRP Report No. 172)

h. Technique Chart Evaluation

i. Image uniformity (artifact evaluation).

5.4.13. Dental CBCT Acceptance and Performance Testing:

Acceptance Testing: Acceptance testing and measurements of air kerma at the isocenter for each kVp station for a range of clinically used mAs settings will performed initially when the CBCT unit is installed and following any move of the CBCT to another area inside or outside the initial clinical site. This testing is to ensure that the equipment performance is in agreement with the manufacturer’s technical specifications.

Performance Testing: Each CBCT unit shall undergo periodic quality control tests to insure that the performance of the machine has not significantly deteriorated and is operating within the manufacturer’s technical specifications. This performance testing is performed by a qualified expert annually, at intervals not to exceed 14 months, and after repairs to the CBCT unit that may affect the radiation output or image quality.

Some manufacturers provide a phantom and procedures to perform machine specific quality assurance (QA) tests. In cases where the manufacturer provides a phantom and procedures to perform specific tests but the tests are not included in this PWS, then the manufacturer’s machine-specific QA tests shall be performed in addition to the QA tests in this PWS.

5.4.14. Dental CBCT Acceptance and Annual Physics Testing

Radiation output Repeatability:

Make four measurements of the air kerma at the isocenter at a clinically used setting. The measurements should be less than +/-5% of the average of the five measurements and the measurements should be less than +/- 5% of the previous year’s measurement.

Radiation Output Reproducibility:

Measure the air kerma at the isocenter for each kVp station and a range of clinically used mAs setting. Compare the results to the baseline values established at the initial acceptance testing. The values should be +/-5% of the baseline.

kVp Accuracy:

Measure the kVp at all clinically used settings. The measured kVp should be +/-5% of the selected kVp.

kVp Repeatability:

Make five kVp measurements each for two clinically used kVp settings. All measured values should be +/-5% of the mean kVp.

kVp Reproducibility:

Measure the kVp at all available kVp settings. The measured values should be +/-5% of the baseline.

Beam quality:

Measure the half value layer (HVL) for aluminum. The minimum shall comply with Section F.4.d of the Suggested State Regulations for Control of Radiation, Conference of Radiation Control Program Directors.

Radiation field of view (FOV):

Measure the width of the radiation field at the isocenter. The width of the beam should be 3 mm or 30% of the total nominal collimated width.

Image Quality:

Image the phantom provided by the manufacturer or another suitable phantom. Assess high contrast spatial resolution, uniformity of trans axial images, and image noise. Imaging uniformity shall be assessed over the entire range of axial images.

Accuracy of Linear Measurements:

Using images of an appropriate phantom, assess the accuracy of distance measurements.

Accuracy of Patient Dose Metric Indication:

Assess the accuracy of the indicated dose metric (typically DAP).

Patient Dose Assessment:

From a scan or scans using the facility’s standard techniques, record the dose metric (typically DAP) and compare to achievable levels and diagnostic reference levels (if available).

Review of the technical QA program:

The qualified expert shall review the technical QA program. The review shall include a trend analysis of the QA data. The results of the technical QA program review shall be included in the written report. Any trends that identify problems shall be included in the report along with recommended corrective actions.

Display Monitors:

Perform a visual analysis of the SMPTE test pattern.

a. Display the test pattern on the imaging console. Set the display window width/level to the manufacturer-specified values for the pattern. Do not set the window/level by eye; doing so invalidates the procedure.

b. Examine the pattern to confirm that the gray level display in the imaging console is subjectively correct. Review the line pair patterns in the center and at each of the corners. Review the black-white transition. Look for any evidence of “scalloping” (loss of bit depth) or geometric distortion.

c. Use a photometer to measure the maximum and minimum monitor brightness (0% and 100% steps)

d. Measure additional steps within the pattern to establish a response curve.

e. Measure the brightness near the center of the monitor and near all 4 corners (or all 4 sides, depending on the test pattern used).

Viewing Conditions:

Assess the viewing…