36C24420Q0274-000.docx

Contract Opportunity Sources Sought Notice

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Required Field Contract Opportunity Sources Sought Notice H152 Dosimetry Monitoring Service 18711 36C24420Q0274 N 334519 Department of Veterans Affairs Network Contracting Office 4 Rosa R. Rodgers Contract Specialist Rosa.Rodgers@va.gov Department of Veterans Affaris Wilkes-Barre VA Medical Center 1111 East End Blvd Wilkes-Barre, PA 18711

USA

https://www.wilkes-barre.va.gov/ Wilkes-Barre VA Medical Center Rosa.Rodgers@va.gov Contract Specialist THIS IS A SOURCES SOUGHT / REQUEST FOR INFORMATION (RFI) NOTICE ONLY. This notice does NOT constitute a request for proposal (RFP), request for quote (RFQ), or invitation for bid (IFB). No formal solicitation document exists at-this-time. This Notice is issued to conduct market research and gain knowledge of current market capabilities. This RFI is open to utilize capable FSS Schedule Holders along with Open Market.

See Continuation Pages

Responses to this notice are not offers, quotes or bids and cannot be accepted by the Government to form a binding contract. This notice is issued solely for information and planning purposes and does not constitute a solicitation or a guarantee to issue a solicitation in the future. This notice does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this notice does not preclude participation in any future solicitation, if issued. This announcement is based on the best information available at-this-time and is subject to future amendment.

The Department of Veterans Affairs | Regional Procurement Office (RPO), East | Network Contracting Office 4 (NCO); is conducting a market survey to identify potential sources to provide services to Wilkes-Barre VA Medical Center, Wilkes-Barre, PA Suggested Statement of Work (SOW) provides details of services to be performed at this VA Facility:

· The Period of Performance (POP) will be a Base year plus four (4) one-year options

· The Base will have a 12-month Period of Performance to begin on June 1, 2020

· Each of the potential option years will have a 12-month Period of Performance Submissions: Capabilities Statement and Documentation:

Companies are invited to provide their capabilities, experience and knowledge in the provision of these services. Sources are asked to provide information to demonstrate their answers to the following items of information:

· Company FSS Schedule, if applicable

2. Suggested: North American Industry Classification System Code (NAICS) is: 334519 Based on this information, please indicate whether your company is a:

· Service-Disabled Veteran Owned Small Business (SDVOSB)

· Veteran Owned Small Business (VOSB)

· 8(a)

· HUB Zone Small Business

· Women Owned Small Business

· Small Disadvantaged Business (SDB)

· Small Business Concern

· Large Business NOTE: for VOSB / SDVOSB only:

Please note: if responding as an SDVOSB or VOSB, your company must be registered and provide verified proof in VA’s Vendor Information Pages (VIP) database, https://www.vip.vetbiz.va.gov/ The Rules and Regulations that govern this type of set-aside are stringent. Please review the latest federal regulation on SDVOSB/ VOSB set-aside.

3. Suggested: Product Service Code: H152

4. Provide a summary of your firm’s Ability/ Capability to meet the services described in this announcement.

In addition to a Capability Statement, RFI submissions can include specifications, brochures, and manuals as attachments.

Submit your responses:

· ‘Questions’ concerning the suggested Statement of Work (SOW) to be received no-later-than 12-noon EST, February 14, 2020

· via email-only to: Rosa R. Rodgers at: rosa.rodgers@va.gov

· Include the Sources Sought Notice number in the Subject line: 36C24420Q0274

· Answers to questions received will be posted to Contract Opportunities as soon as possible

· ‘Submissions’ in response to this Sources Sought Notice to be received no-later-than 12 noon EST, February 24, 2020

· via email-only to: Rosa R. Rodgers at: rosa.rodgers@va.gov

· Include the Sources Sought Notice number in the Subject line: 36C24420Q0274

Prospective Contractors are reminded that in accordance with FAR 4.11 they shall be registered in the System for Award Management (SAM) database and shall complete electronic annual representations and certifications in SAM prior to award of a contract. SAM is located at https://sam.gov/SAM/ and consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is NO cost to use SAM.

No solicitation document is available at-this-time; this notice is to acquire information only and should be referred to as a Sources Sought Notice / Request for Information (RFI).

Suggested Statement of Work Personnel Dosimetry Monitoring Service

The intent of this service it to provide specific personnel dosimeters for employees located at the Wilkes-Barre Veterans Affairs Medical Center (WBVAMC) Wilkes Barre, Pa.

For purposes of this contract, the terms “personnel dosimeter” is an individual monitoring device that requires processing to determine the radiation dose and that is used by WBVAMC to comply with 10CFR20.1201, with other applicable provisions of Title 10 Chapter 20, or with conditions specified in the license.

Statistical dosimtery reports shall be provided monthly and annually.

The Period of Performance would be for one base year with 4 option years. The price of the contract should be presented in terms of the total annual price, and expressed as the price per badge type, according to the number of each badge type. No additional charges will be incorporated or expected, with the exception of non-returned or damaged badges and holders, and emergency readings. Credit will be given for all fees assessed for lost/late badges, upon return of same.

The contractor shall have a well established and demonstratively successful means of providing the goods and services described in these specifications. This document contains specifications for both the dosimetry devices and the dosimetry service.

The dosimetry vendor must be able to demonstrate and provide the licensing and specific requirements listed upon request. The Vendor must be National Voluntary Laboratory Accreditation Program (NVLAP) certified.

Dosimetry Device Specifications: The dosimetry device specifications are described as follows:

A. The contractor shall supply necessary personnel monitoring devices of a NVLAP certified type or combination of types. At the present time WBVAMC utilizes 6-10 series, with an approximate total of all of the required number of devices needed for initial setup:

· 106 monthly Whole Body devices (Body Badges), including above and below apron devices;

· 9 sets of above and below apron devices monthly

· 4 monthly Extremity devices (Ring Badges).

· 6 area monitors utilized monthly

· Fetal monitoring devices may be required.

· Some individuals may have multiple badges.

All of these badges presently are for detection of beta, gamma and x-rays. Initial set up includes a holder for each body badge, and approximately 20 spare holders.

B. The devices shall be supplied according to the following specifications:

1. As required by federal law specified in 10CFR20.1501, personnel dosimeters must be processed and evaluated by a dosimetry processor--

a. Holding current personnel dosimetry accreditation from the National Voluntary Laboratory Accreditation Program (NVLAP) of the National Institute of Standards and Technology; and

b. Approved in this accreditation process for the type of radiation or radiations included in the NVLAP program that most closely approximates the type of radiation or radiations for which the individual wearing the dosimeter is monitored.

2. Written specifications shall be provided on dosimetry devices defining: (a) Minimum detectable reported dose; (b) Energy discrimination capabilities including accuracy, precision, and (c ) Maximum range of reported dose for the various energy ranges concerned, primarily:

a. Less than 100 KeV photons

b. 100 KeV through 250 KeV photons

c. Greater than 250 KeV up to and including Cs137, Co60

d. Photons from a 6/18 MeV external beam linear accelerator

e. Beta radiations

3. Dosimetry devices shall be routinely delivered to the customer by the 20th calendar day of each month preceding the next exchange date. Exchange dates are the first day of any month. If the devices are not received by the 20th calendar day, the vendor shall, at no cost to the Government, ship the devices in a manner to ensure delivery by the 3rd buisness day after notification by the Government.

4. The delivery of dosimetry devices is required within 7 calendar days of record creation for additions of new personnel or additional badges for existing personnel, unless a rush shipment is requested. The creation of a single record shall automatically provide all individual dosimetry devices for the current month and all subsequent months. When a rush shipment is requested, the dosimetry device(s) shall be received within 3 calendar days of record creation.

5. Shipping packages shall be reusable for return of the devices to vendor. Return shipping labels shall be supplied by the vendor.

6. The dosimetry devices, including additions, shall be provided in presorted and individually packaged and labeled packages in accordance with the criteria (“account” or “series”) established by the Government’s Radiation Safety Officer (“RSO”) at the time of setup.

7. Primary sorting and distinction will include unlimited series separation by groups of users. Series coding shall be alphanumeric.

8. Minor transactions regarding the vendor service including, but not limited to, user additions, deletions, changes, inquiries, etc., shall be exclusively between the Government’s RSO or designee and the vendor.

9. Shipments shall include individual printed packing lists for each group of users. The individual packing lists shall include the numerical order of the dosimeters.

10. Dosimetry devices shall provide obvious, distinct, color coding for easy special purpose identification while being worn. Dosimeter colors shall alternate with each wear period. Above and below apron badges will also be color coded for easy identification.

11.The vendor shall provide a method for calculating and reporting Effective Dose Equivalent or Effective Dose automatically for designated badge wearers.

12. Requirement for Webster Calculations to be conducted for Cardiac Catheterization Lab employees

13. Badges shall be identified with clearly visible printed word "Collar", “Chest” or "Waist" or other clear, descriptive nomenclature, to aide in proper wear positioning.

14. The ring badge shall have at least three sizes, be waterproof, have a permanent label, and be capable of withstanding cold sterilization. The ring badges shall be color coded for alternate months.

15. Body badges shall be waterproof and have a permanent label.

2. Add additional badges to existing personnel

7.Add lifetime cumulative dose for an individual

8. Add current year dose for an individual

9. Reactivate wearers and badges

10. Assign spare badges

11. List unreturned badges

12. Download data files for unreturned badges

13. Download data files for badge readings (exposures for specified periods)

D. The RSO or designee shall be notified by telephone or email if any of the following occur:

1. NVLAP accreditation is rescinded in any of the required categories listed above.

2. The Contractor revises their Quality Assurance practices in such a way as to decrease the effectiveness of a NVLAP accredited program.

3. The Contractor modifies the dosimeter in such a way as to invalidate its NVLAP accreditation.

4. Any dosimeter indicates > 5000 mrem.

Additionally, the Vendor shall:

1. ensure that dosimeters are zeroed prior to shipment,

2. apply for, obtain and maintain any certifications required by governing federal, state, or local agencies,

3. participate in performance evaluation programs required by federal, state, or local agencies,

4. comply with the requirements of an approved quality assurance program plan,

5. provide VA the current revision of the quality assurance program plan, if requested,

6. provide VA with sufficient QC and calibration data to assure that analytical results of dosimetry are accurate and analyzed within the established envelope of quality, if requested,

7. provide the value of the Lc / MDA, in the same units as results (mrem),

8. provide the signature of the person responsible for the quality of the report or his/her designee, and read the dosimeters on an as needed basis.

E. The vendor shall automatically provide permanent records archiving.

F. The vendor shall ensure timely response to customer inquiries by assigning a specific representative who shall be accessible during regular working hours through a toll free phone system.

G. The vendor shall provide emergency processing of dosimetry devices when requested. This processing shall be completed within 24 hours of receipt of the device by the vendor. The RSO or designee shall be notified of the processing results by telephone or email within 24 hours of receipt of the device by the vendor.

H. The WBVAMC shall not be charged for shipping costs associated with the following activities: (a) Duplicate shipments of dosimetry devices; (b) Rush shipments of dosimetry devices (2nd day delivery) associated with but not limited to, personnel additions, transfers, or provision of additional spare badges; (c ) Priority shipments of dosimetry devices when devices are not received as specified.

I. The WBVAMC shall not be charged for the following: (a) Set up, transfer, deletion, or reactivation of an monitored individual; (b) Series or group separation (i.e., new series or account); (c) Complete computer system capabilities as stated including access time (Medical Center owned or vendor provided equipment); (d) Training of personnel to adopt vendor's service, if necessary; (e) Adjustment of dose record by Radiation Safety Officer; (f) up to 20 extra holders per year, if requested.

II. Other:

A. No presorting of the dosimetry devices by the WBVAMC shall be required prior to returning the dosimetry devices to the vendor.

B. The vendor shall provide a means of tracking all unreturned dosimetry devices, including whole body and ring badges. The periodic (monthly, quarterly) reports shall list all individuals on the account or series, whether or not the monitor was worn or returned, and indicating, where appropriate, any monitors which were issued but not worn or not returned for the period of the report

C. The vendor shall automatically provide printed and computer updates of records which have had a dose adjustment made by the RSO.

D. The vendor shall provide a means of maintaining current year dose and lifetime cumulative doses for individuals as requested by the RSO.

E. Complete dosimetry reports shall be routinely provided to the RSO. A second copy of each report, with any specified omissions such as sex, social security number, and date of birth, shall be provided upon request and issued, if requested, for shipment directly to user groups.

F. The dosimetry reports shall include a separate fetal dose estimate for all identified pregnant personnel. (as requested)

G. The average shipping time of the completed exposure reports shall not exceed 30 calendar days after receipt of the exposed dosimetry devices by the vendor.

H. The vendor shall automatically provide printed copy wear period, annual summary, and annual statistical summary reports for each account. These summaries shall include a listing by user groups, of every person badged at any time during the year. Other information provided for each listing shall include, but not be limited to, the following: (a) Group or series number; (b) Badge number and type; (c ) Annual and lifetime dose; (d) Social security number; (e) Date of birth; (f) Sex; (g) Deep dose and shallow dose for each monitoring period; (h) Extremity dose; (i) Internal dose reported by Radiation Safety Officer; (j) Total Effective Dose Equivalent; (k) Data on all currently issued devices regarding late returns, unreturned, and deleted devices. (l.) Webster calculations

I. The vendor shall provide individual termination summary reports for each individual removed from an account upon request.

End of Document

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