36C24524Q0511.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

VAMC

10 N Greene St Baltimore MD 21201

POINT OF CONTACT*

Keysha Gorman Keysha.Gorman74@va.gov

PLACE OF PERFORMANCE

VAMC

50 Irving Street NW

Washington DC

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

DC VA Hospital is seeking a Physicist Imaging Support Contract. Email capability statement to Keysha.Gorman74@va.gov by May 22, 2024, before 8am. Include in your information Duns #, SAM UEI #, and Business Type. See scope of services below and answer the four questions below.

Statement of Work Medical Physicist Support Contract

A. GENERAL

Scope of Services:

The purpose of this requirement is to provide medical physicist support for radiation producing equipment at the Washington DC VA Medical Center (DC VAMC). The Contractor shall provide all labor, personnel, equipment, tools, materials, supervision, and other items necessary to perform these services.

Locations:

a. Washington DC VA Medical Center 50 Irving Street NW Washington, DC 20422 (Further referred to as “Main facility”)

b. Southern Prince George’s County VA Community Based Outpatient Clinic 5801 Allentown Road, Suites 104 and 106 Camp Springs, MD 20746-4563 (Further referred to as “PG CBOC”)

c. Charlotte Hall VA Community Based Outpatient Clinic 29640 Three Notch Road Charlotte Hall, MD 20622-3244 (Further referred to as “Charlotte Hall”)

B. WORK HOURS

a. Hours of Operation: Normal business hours are Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays. Should the Contractor require work afterhours, the Contractor shall arrange in advance with the Contracting Officer’s Representative (COR).

b. Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays.

c. National Holidays: The holidays observed by the Federal Government are: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. Contractor may work on holidays with prior communication and coordination.

C. PERIOD OF PERFORMANCE

D. EQUIPMENT

1 Charlotte Hall 3 Main facility Main facility

PG CBOC

Charlotte Hall

5 PG CBOC

3 Charlotte Hall Main facility

PG CBOC

Charlotte Hall

E. SPECIFICATIONS

a. Testing Requirements

i. Performs annual health physics testing on all listed equipment according to a schedule set and agreed upon at the time of contract award.

ii. Health physics testing shall meet the requirements of the regulations/standards mentioned in this statement of work.

iii. Performance testing of all imaging equipment shall be performed upon installation and after a repair that involves dose output or image quality. The performance testing shall be performed no later than 10 days after installation and no later than 2 business days after a repair. A verbal brief shall be provided prior to the formal reporting, as outlined in the Reporting section.

iv. Performs consultations regarding radioactive material, shielding calculations/evaluations, physicist testing, testing requirements, testing completion, etc.

b. Quality Assurance Reviews

i. The contractor shall conduct Quality Assurance (QA) reviews at least annually, including magnetic resonance imaging, mammography, computed tomography, fluoroscopy, linear accelerator, and other x-ray producing imaging equipment. The report shall document whether the program is compliant with the American National Standard Institute (ANSI) standards, American Association of Physicists in Medicine (AAPM)- reports (TG 66 and TG 142), manufacturer’s specifications and ACR guidance such as the “Technical Standards for Diagnostic Medical Physics Performance Monitoring of CT Equipment”. Reports shall include a detailed listing of QA parameters reviewed, indication of whether the tested parameter passed or failed, and recommendations for corrective action for a failed test.

c. Schedule

i. A schedule of Radioactive Material audits and performance testing shall be developed within thirty days of award of the contract. The schedule shall be a collaborative effort with the Contractor, VA Imaging Management, and the Contract COR.

ii. There shall be no deviations of more than thirty days from last year’s testing dates for each device unless agreed upon or requested by the VA.

d. Standards/Directives/Regulations

i. The work performed for this contract shall be consistent with the requirements and or guidelines of:

1. US Food and Drug Administration (FDA)

2. US Nuclear Regulatory Commission (NRC)

3. VHA National Health Physics Program (NHPP)

4. American College of Radiology (ACR)

5. The Joint Commission (JC)

6. VHA Directive 1105-Management of Radioactive Materials

7. VHA Directive 1105.02- Nuclear Medicine and Radiation Safety Administrative Services

8. VHA Directive 1105.04 -Fluoroscopy Safety

9. VHA Directive 1105.05 D- Magnetic Resonance Imaging Safety

10. VHA Directive 1129--Radiation Protection for Machine Sources of Ionization

ii. VHA Directives shall be the latest version adopted

e. Parts/Materials/Tools/Labor

i. All parts and materials to complete the testing shall be included as a part of this contract.

ii. Contractor shall provide their own tools to complete the testing.

iii. All labor (including travel) to complete the testing is included in the contract.

f. Response Time

i. Contractor shall respond telephonically or via email to urgent requests for testing within thirty minutes.

ii. Contractor shall respond on-site for urgent testing request within 2 business days.

iii. Contractor shall respond to requests for copies of reports or requests for information within four hours during normal business.

g. Check in/Out

i. Contractor personnel arriving on-site to perform work shall report to the Biomedical Engineering Department.

ii. Contractor personnel shall sign in using the department’s vendor sign in sheet, filling out all required information.

iii. Contractor personnel’s tool bags are subject to inspection by the Biomedical Engineering department upon arrival and upon departure.

iv. Contractor personnel shall sign out upon completion of visit.

v. Prior to departure, Contractor personnel are required to, at a minimum, verbally report any issues with the equipment to the Biomedical Engineering department, especially noting if the system failed testing.

vi. The VA campus is non-smoking. Contractor personnel are required to comply with this policy.

vii. It is the responsibility of the Contractor to park in the appropriate designated parking areas.

h. Reporting

i. A separate report is required for each instance/equipment.

ii. Contractor shall provide compliance reports that include measurements obtained to determine compliance, indicate whether the tested parameter passed or failed, and recommend corrective action for a failed test.

iii. Contractor shall provide a copy of the testing report, complete with test data, to the VHAWASbiomedservice@va.gov email within 10 calendar days after completion of any services/testing.

iv. Reports shall include identifying information about the equipment tested such as the serial number and room number, all testing completed during the visit, any issues found during the visit, the names of the personnel performing the testing, and the date testing was completed.

i. Patient Health Information

i. The Contractor shall safeguard patient health information.

ii. The Contractor shall report to the Biomedical Engineering Department any issues with disclosed or unsecure patient health information.

iii. Contractor shall not remove any hard drives, storage devices, or anything containing patient health information from the site.

j. Contractor Requirements

i. An organization chart shall be provided by the Contractor.

ii. The contractor shall provide the Certified Physicist(s) names and accreditation certifications and experience within their proposal.

iii. Contractor shall provide copies of qualifications for any new/additional Contractor personnel performing work on-site prior to their arrival.

iv. Contractor shall provide any copies of personnel qualifications upon the request of the Government.

v. All Contractor personnel performing physicist testing on the equipment shall have the proper license/qualifications/authority to perform the testing.

vi. The Certified Medical Physicist shall have the basic ability to operate the equipment with minimal input from VA personnel.

k. Safety and Security

i. Contractor shall follow all Occupational Safety and Health Administration (OSHA) laws and regulations. The Contractor is responsible for reporting any hazards they come across to their point of contact.

ii. Contractor shall follow all local procedures concerning infection control. Should the Contractor be unsure of the requirements, the COR can provide the specific information and procedures.

iii. Contractor personnel shall always wear visible identification while on VA property. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

iv. Property Damage

1. The contractor shall take all necessary precautions to prevent damage to any Government property.

2. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor unless corrective action is taken.

3. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the Government, upon approval of the Contracting Officer.

v. Chemical Use

1. Prior to performance of any work, the Contractor will be required to furnish the Contracting Officer with the trade names (if any) and chemical names of all chemicals to be used, along with a label showing contents, the use strength of the chemical as applied, and the antidote thereto.

2. Contractor shall furnish the same information each time a change is made to the chemicals or products used in the performance of this contract.

3. This information is required for emergency treatment in the event of ingestion or and/or contact with the material by humans.

vi. Waste Removal: The contractor is responsible to remove and properly dispose of all waste related to the services provide on-site.

F. QUALITY ASSURANCE

a. End-users, Biomedical Engineering, and/or the contract COR shall perform system verification tests to ensure the system is fully functional following testing.

b. Issues with the quality of the Contractor’s work will be communicated through the Contracting Officer to the Contractor point of contact for resolution.

c. Documentation with be completed in the Government systems.

G. Invoicing/Payment

a. Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer.

b. Payment: Payment will be made in arrears, and upon receipt of a properly prepared invoice. Any invoice that is not properly prepared may get refused and sent back for correction. An invoice must include the following criteria to be considered “properly prepared”:

i. Contract period of performance and monthly period of performance when the service was completed.

ii. Equipment SN and model name serviced.

iii. Contract number

iv. Purchase order number

v. Correct payment address H. GUARANTEE: The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days.

I. PRIOR INSPECTION OF EQUIPMENT: Potential contractors may, at their own expense, inspect equipment covered by this solicitation (ref 52.237-1 SITE VISIT). Arrangements must be made in advance with Biomedical Engineering.

J. Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform.

Important Questions to Offeror (Answer Required)

1. Do you intend to self-perform this effort?

2. If you are located outside the state of “Maryland or DC, how will you self-perform?

3. Or do you intend to subcontract work under this contract?

4. If you intend to subcontract work under this contract, how will you ensure compliance with the limitations on subcontracting?

Sources Sought Notice