36C24425Q0683.docx

36C24425Q0683

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 4

1010 Delafield Road Pittsburgh PA 15215

POINT OF CONTACT*

Contract Specialist Jeff Mann jefferson.mann@va.gov 717-202-5456

PLACE OF PERFORMANCE

Pittsburgh, Butler, Lebanon, Wilkes-Barre, and Philadelphia

1010 Delafield Road

Pittsburgh PA

ADDITIONAL INFORMATION

EMAIL DESCRIPTION

DESCRIPTION

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Contracting Office Address 1010 Delafield Rd, Pittsburgh PA 15215

Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 in conjunction with Part 13 of Federal Acquisition Regulation (FAR), as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This Solicitation is issued as a Request for Quote (RFQ), and the solicitation number is 36C24425Q0683.

This notice incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2025-03 effective 01/17/2025, and the Veterans Affairs Acquisition Regulations (VAAR). The complete text of any of the clauses and provisions may be accessed in full text at FAR | Acquisition.GOV.

This Solicitation is being competed unrestricted. The NAICS Code is 541380-Testing Laboratories and Services, and the Product Service Code (PSC) is Q301 –Medical- Reference Laboratory Testing, and the business size standard is $19 Million.

The Pittsburgh, PA Contracting Office is seeking a five-year Indefinite Delivery-Indefinite Quantity (IDIQ) contract for dosimetry supplies, monitoring, and reporting services to five Medical Centers within VISN 4. The Performance Work Statement (PWS) is provided.

The Service Contract Act Wage Determination applies to this acquisition and will be incorporated into the resulting contract, unless an exemption applies, for the locality where contractor services are to be performed. A copy of the Wage Determination can be requested for contractor facility at SAM.gov or by emailing jefferson.mann@va.gov, by close of solicitation.

Complete instructions for submitting a response to this solicitation and applicable provisions and clauses are found in “36C24425Q0683_1.” All quoters are advised to pay careful attention to the quote submission instructions as there are very specific instructions as what is required to be provided.

The ordering period for this IDIQ is estimated to be 07/01/2025 – 06/30/2030.

Any award resulting from this solicitation will be issued on a Standard Form 1449.

NOTE: To receive an award resulting from this solicitation, offerors MUST be registered in the System for Award Management (SAM) database. Registration may be done online at: www.acquisition.gov or www.sam.gov.

Contractors are advised that any and all questions concerning this solicitation must be sent in writing via email to Jeff Mann at Jefferson.mann@va.gov. No questions will be answered after 06/03/2025 at 8:00am ET.

Any questions or concerns regarding this solicitation should be forwarded via e-mail to the contract specialist, Jeff Mann at Jefferson.mann@va.gov

Point of Contact Jeff Mann Contract Specialist Services 3 (Medical Equipment Maintenance Services) Department of Veterans Affairs | Service Area Office East | Network Contracting Office 4 1700 S Lincoln Ave, Lebanon, PA 17042 Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Jefferson.mann@va.gov

Combined Synopsis/Solicitation Notice

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

A.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C244 Department of Veterans Affairs Network Contracting Office 4

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

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.

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

A.2 PRICE/COST SCHEDULE

All Quantities listed are Estimates. The minimum contract quantity value shall be $10,000.00. The total maximum contract quantity value shall not exceed $900,000.00 for the full duration of contract.

ITEM INFORMATION

Dosimetry Service-Per Person Contract Period: IDIQ Year 1 Pricing POP Begin: 07-01-2025 POP End: 06-30-2026 PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services PRODUCT/SERVICE CODE: Q301 - Medical - Reference Laboratory Testing

Monthly Whole Body Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2025 POP End: 06-30-2026

Quarterly Whole Body Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2025 POP End: 06-30-2026

Monthly Extremity Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2025 POP End: 06-30-2026

Quarterly Extremity Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2025 POP End: 06-30-2026

Late/Unreturned Whole Body Dosimeter

POP Begin: 07-01-2025 POP End: 06-30-2026

Late/Unreturned Extremity Dosimeter

POP Begin: 07-01-2025 POP End: 06-30-2026

Emergency Processing- Incident

POP Begin: 07-01-2025 POP End: 06-30-2026

Emergency Processing- Per Dosimeter Contract Period: Base POP Begin: 07-01-2025 POP End: 06-30-2026

Prepaid Shipping

POP Begin: 07-01-2025 POP End: 06-30-2026

Form 5 Report-Per Person

POP Begin: 07-01-2025 POP End: 06-30-2026

Historical Data Inclusion-Per Person

POP Begin: 07-01-2025 POP End: 06-30-2026

Dosimetry Service-Per Person Contract Period: IDIQ Year 2 Pricing POP Begin: 07-01-2026 POP End: 06-30-2027

Monthly Whole Body Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2026 POP End: 06-30-2027

Quarterly Whole Body Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2026 POP End: 06-30-2027

Monthly Extremity Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2026 POP End: 06-30-2027

Quarterly Extremity Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2026 POP End: 06-30-2027

Late/Unreturned Whole Body Dosimeter

POP Begin: 07-01-2026 POP End: 06-30-2027

Late/Unreturned Extremity Dosimeter

POP Begin: 07-01-2026 POP End: 06-30-2027

Emergency Processing- Incident

POP Begin: 07-01-2026 POP End: 06-30-2027

Emergency Processing- Per Dosimeter

POP Begin: 07-01-2026 POP End: 06-30-2027

Prepaid Shipping

POP Begin: 07-01-2026 POP End: 06-30-2027

Form 5 Report-Per Person

POP Begin: 07-01-2026 POP End: 06-30-2027

Dosimetry Service-Per Person Contract Period: IDIQ Year 3 Pricing POP Begin: 07-01-2027 POP End: 06-30-2028

Monthly Whole Body Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2027 POP End: 06-30-2028

Quarterly Whole Body Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2027 POP End: 06-30-2028

Monthly Extremity Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2027 POP End: 06-30-2028

Quarterly Extremity Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2027 POP End: 06-30-2028

Late/Unreturned Whole Body Dosimeter

POP Begin: 07-01-2027 POP End: 06-30-2028

Late/Unreturned Extremity Dosimeter

POP Begin: 07-01-2027 POP End: 06-30-2028

Emergency Processing- Incident

POP Begin: 07-01-2027 POP End: 06-30-2028

Emergency Processing- Per Dosimeter

POP Begin: 07-01-2027 POP End: 06-30-2028

Prepaid Shipping

POP Begin: 07-01-2027 POP End: 06-30-2028

Form 5 Report-Per Person

POP Begin: 07-01-2027 POP End: 06-30-2028

Dosimetry Service-Per Person Contract Period: IDIQ Year 4 Pricing POP Begin: 07-01-2028 POP End: 06-30-2029

Monthly Whole Body Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2028 POP End: 06-30-2029

Quarterly Whole Body Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2028 POP End: 06-30-2029

Monthly Extremity Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2028 POP End: 06-30-2029

Quarterly Extremity Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2028 POP End: 06-30-2029

Late/Unreturned Whole Body Dosimeter

POP Begin: 07-01-2028 POP End: 06-30-2029

Late/Unreturned Extremity Dosimeter

POP Begin: 07-01-2028 POP End: 06-30-2029

Emergency Processing- Incident

POP Begin: 07-01-2028 POP End: 06-30-2029

Emergency Processing- Per Dosimeter

POP Begin: 07-01-2028 POP End: 06-30-2029

Prepaid Shipping

POP Begin: 07-01-2028 POP End: 06-30-2029

Form 5 Report-Per Person

POP Begin: 07-01-2028 POP End: 06-30-2029

Dosimetry Service-Per Person Contract Period: IDIQ Year 5 Pricing POP Begin: 07-01-2029 POP End: 06-30-2030

Monthly Whole Body Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2029 POP End: 06-30-2030

Quarterly Whole Body Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2029 POP End: 06-30-2030

Monthly Extremity Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2029 POP End: 06-30-2030

Quarterly Extremity Dosimetry IAW Performance Work Statement

POP Begin: 07-01-2029 POP End: 06-30-2030

Late/Unreturned Whole Body Dosimeter

POP Begin: 07-01-2029 POP End: 06-30-2030

Late/Unreturned Extremity Dosimeter

POP Begin: 07-01-2029 POP End: 06-30-2030

Emergency Processing- Incident

POP Begin: 07-01-2029 POP End: 06-30-2030

Emergency Processing- Per Dosimeter

POP Begin: 07-01-2029 POP End: 06-30-2030

Prepaid Shipping

POP Begin: 07-01-2029 POP End: 06-30-2030

Form 5 Report-Per Person

POP Begin: 07-01-2029 POP End: 06-30-2030

A.3 DELIVERY SCHEDULE

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

Pittsburgh, Butler, Lebanon, Wilkes-Barre, Philadelphia

36C24425Q0683

Page 1 of Page 1 of Page 1 of Page 1 of

A.4 PERFORMANCE WORK STATEMENT

Performance Work Statement Department of Veterans Affairs Veterans Heath Administration Veterans Integrated Service Network (VISN) 4 1010 Delafield Road, Pittsburgh, PA 15215

TITLE: VISN 4 Dosimetry Services

PURPOSE: To establish terms for dosimetry program as required by 10CFR20.1201, Nuclear Regulatory Commission (NRC), Occupational Safety and Health Administration (OSHA), and The Joint Commission.

Locations and Contact Information:

See Attachment A

Description of Services The contractor shall provide dosimetry supplies, monitoring, and reporting services to Veterans Affairs Medical Centers within VISN 4 to safeguard staff from harmful radiation exposure during the course of their job performance.

Intent:

Provide required personnel dosimeters for employees located at the Veterans Affairs Medical Centers listed at Attachment A. 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 Veteran Affairs Medical Centers to comply with 10CFR20.1201, with other applicable provisions of Title 10 Chapter 20, and with conditions specified in the license.

Statistical dosimetry reports shall be provided monthly, quarterly, and annually.

The cost of the contract should be presented in terms of the total annual cost and expressed as the cost 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 selected dosimetry vendor service company 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 vendor must be National Voluntary Laboratory Accreditation Program (NVLAP) certified. The dosimetry vendor must be able to demonstrate and provide the licensing and specific requirements listed upon request.

Terms of Contract:

This Contract is for a five-year Firm-Fixed Price Indefinite Delivery Indefinite Quantity type Indefinite Delivery Contract (IDC) with a Period of Performance of 07/01/2025-06/30/2030.

Individual task orders will be placed against the IDC on an as needed basis.

Prior year estimates of badge requirements listed by facility at Attachment B.

The minimum guaranteed value to be ordered against the IDC will be $10,000.

The maximum order value of the IDC shall not exceed $900,000.00.

REQUIRED TASKS: The dosimetry device and service requirements are as follows:

A. The selected vendor shall supply necessary personnel monitoring devices of a NVLAP certified type or combination of types.

· Whole Body devices (Body Badges), including fetal monitoring devices:

· shall be capable for detection of beta, gamma, x-ray, and neutron-thermal/fast

· Assigned Monthly devices/reported

· Assigned Quarterly devices/reported

· Extremity devices (Ring Badges):

· shall be capable for detection of beta, gamma, and x-ray

· Monthly devices/reported

· Quarterly devices/reported

· Form 5 Report (per person)

· Prepaid Return Labels for return of dosimeter devices

· Participation set up

· Additional Dosimeters

· Single site shipping

· Multiple site shipping

· Late/unreturned whole body dosimeter

· Late/unreturned extremity dosimeter

Initial set up includes a holder for each body badge, and approximately 10% spare holders.

Contractor will be responsible for including historical reporting levels and information into all new reporting for this contract.

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: whole body badges shall have minimum detectability of 1 millirem for X and gamma ray and 10 millirem for beta particle (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 monthly or quarterly exchange date. Monthly and quarterly 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 business 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 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.

C. The vendor system shall have capability such that the Government will be able to at a minimum:

1. Add, transfer, or delete personnel

2. Add additional badges to existing personnel

3. Review records (wearer, badge type, frequency, dose history, etc.)

4. Summarize results (exposure levels, ALARA, etc.)

5. Review exposure histories per entire account

6. Review exposure histories for an individual

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 Medical Center 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. Veterans Affairs Medical Centers shall not be charged for shipping costs associated with the following activities:

1. Duplicate shipments of dosimetry devices.

2. Rush shipments of dosimetry devices (2nd day delivery) associated with but not limited to, personnel additions, transfers, or provision of additional spare badges.

3. Priority shipments of dosimetry devices when devices are not received as specified.

I. The Veterans Affairs Medical Centers shall not be charged for the following:

1. Set up, transfer, deletion, or reactivation of a monitored individual.

2. Incorporation of results from secondary site exposure

3. Series or group separation (i.e., new series or account).

4. Complete computer system capabilities as stated including access time (Medical Center owned or vendor provided equipment).

5. Training of personnel to adopt vendor's service, if necessary.

6. Adjustment of dose record by Radiation Safety Officer.

7. Up to 10% extra holders per year, if requested.

J. The vendor shall invoice quarterly 30 days in-arrears through Tungsten Network.

II. Other Requirements:

A. No presorting of the dosimetry devices by the Veterans Affairs Medical Centers 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 extremity 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 electronic 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:

1. Group or series number.

2. Badge number and type.

3. Annual and lifetime dose.

4. Social security number.

5. Date of birth.

6. Sex.

7. Deep dose and shallow dose for each monitoring period.

8. Extremity dose.

9. Internal dose reported by Radiation Safety Officer.

10. Total Effective Dose Equivalent.

11. Data on all currently issued devices regarding late returns, unreturned, and deleted devices.

12. Webster calculations

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

Records Management Language for Contracts

· 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.

· 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.

· 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.

· 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.

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

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

· 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.

· 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.].

· No disposition of documents shall 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.

· 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.

Quality Assurance Surveillance Plan (QASP) The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the contractor’s performance. The oversight provided for in the orders and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the POCs with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required Past Performance Information Assessments. The QASP will be finalized immediately following award and a copy provided to the Contractor after award. The QASP is a living document and may be updated by the Government as necessary.

Attachment A Veterans Affairs Medical Centers

1. Pittsburgh Veterans Affairs Healthcare System University Drive C Pittsburgh, PA 15240

2. Butler Veterans Affairs Medical Center 353 North Duffy Road Butler, PA 16001

3. Lebanon Veterans Affairs Medical Center 1700 South Lincoln Avenue Lebanon, PA 17042

4. Wilkes-Barre Veterans Affairs Medical Center 1111 East End Blvd Wilkes-Barre, PA 18711

5. Philadelphia Veterans Affairs Healthcare System 3900 Woodland Avenue Philadelphia, PA 19104

Attachment B Previous Year Total Usage by Medical Center *Estimates Only*

Quarterly Whole Body Monthly Whole Body Quarterly Extremity Monthly Extremity Form 5

Wilkes-Barre

Page 1 of Page 1 of

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise…