36C24525Q0845 0001_1.docx

SUBJECT*

Long Term Radiation Safety Officer (revised statement of work)

GENERAL INFORMATION

BASE NOTICE TYPE

SET-ASIDE

VAMC(688)

50 Irving Street NW Washington DC 20422

POINT OF CONTACT*

Contract Specialist

CHARLES WILLIS

charles.willis@va.gov

PLACE OF PERFORMANCE

50 Irving Street, NW

Washington, DC

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The Department of Veterans Affairs is issuing this source sought notice (Only) pursuant to the Federal Acquisition Regulations (FAR) Part 10, Market Research. This market research is to identify entities that could provide long term Radiation Safety Officer at VA Medical Center, 50 Irving Street, NW, Washington, DC 20422.

The purpose of the sources sought is to gain knowledge of potential qualified sources and their size classifications relative to NAICS 541990. It will also be used to identify qualified and responsible small business vendors (e.g. Service Disabled/Veteran-Owned Small Business (SDVOSB/VOSB), Historically Underutilized Business Zone (HUBZone), 8(a), small disadvantaged, women-owned small business).

Interested & Capable Respondents in this procurement and consider themselves to have the resources, capabilities and qualifications necessary to provide Radiation Safety Officer requirements.

1. Business name, address, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, Women Owned Small Business, 8(a), Large Business, etc.), and person of contact (including telephone number & email address) and point of contact information.

2. Provide your Unique Entity Identifier (UEI) number.

3. Is your company considered small under the NAICS code identified under this source sought?

4. Capability Statement

5. Whether you hold GSA Federal Supply Schedule contract and contract number.

6. General estimated pricing of for your product/services. Pricing will be used for the purpose of market research only.

Responses must be submitted by 1:00 PM (EDT) November 14, 2025. All information regarding Capabilities Statements or any other proprietary information relative to this source sought shall be submitted via email to Charles.willis@va.gov Modification to a Previous Notice Modification to a Previous Notice This request for sources sought notice is for planning purposes ONLY. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). Response to this sources sought will be used by the Government to make appropriate acquisition decisions. VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice. All information received in response to this source sought that is marked Proprietary will be handled accordingly.

Modification to a Previous Notice

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO:

Specify authority)

THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 11-03-2025 36C245 Department of Veterans Affairs

VAMC(

688) Charles Willis; charles.willis@va.gov 50 Irving Street NW Washington DC 20422 36C245 Department of Veterans Affairs

VAMC(

688) Charles Willis; charles.willis@va.gov 50 Irving Street NW Washington DC 20422 To all Offerors/Bidders

36C24525Q0845

X X X See CONTINUATION Page X

ONE

SEE ATTACHED REVISED STATEMENT OF WORK.

CHARLES WILLIS

Contracting Officer Page 1 of

CONTINUATION PAGE

1. Statement of Work (Revised): Contractor will provide a dedicated primary Radiation Safety Officer (RSO) for the Washington DC VAMC to perform RSO duties onsite, 158 days a year, 8 hours a day (8 a.m. – 4:30 p.m.), typically Monday- Friday with the exception of an emergency.

· Performance Period: 5 years - January 1, 2026 – December 31, 2030

· Place of Performance: Washington DC VA Medical Center, 50 Irving Street, N.W., Washington, DC 20422

2. General: Contractor will perform Radiation Safety Officer services for all departments within the Washington DC VAMC. The contractor will assist the facility with ensuring it operates in compliance with all procedures and regulations imposed by the NRC/NHPP with regards to the safe use of radiation. Verification of attendance and work performance will be required.

3. RSO duties and responsibilities include:

· Overseeing all ionizing radiation sources and shipment of radioactive materials.

· Tracking and reporting data to quarterly or more frequent Radiation Safety Committee meetings, and appropriate research committee. May assist with developing the agenda, keeping minutes, obtaining signatures, etc. for the Radiation Safety Committee as directed by the Chair of the Radiation Safety Committee.

· Attending senior-level briefings as required.

· Completing weekly wipe tests as required by NRC/NHPP. These wipes must be completed in each area where RAM is used. After the wipes are completed, they are measured in the well counter to make sure there is no radioactive material contamination.

· Providing radiation safety as specified by various VA/VHA Directives governing radiation safety (VHA Directive 1105, 1105.02, 1105.03, 1105.04; VHA Directive 1129, 1129.01; VHA Directive 1200.01, 1200.08):

· Oversee education of the employee population in matters of radiation safety. The radiation safety officer provided training programs for all employees who work directly around radiation. This includes tracking and ensures compliance. Specifically, assist with conducting and tracking annual radiation safety education for all radiation workers, including house officers, researchers, technologists, nurses, housekeeping staff etc.

· Provides radiation safety orientation for new staff or trainees as needed. Provides reeducation as per departmental request.

· Report data to the appropriate departments/committee.

· Assist with documenting and tracking radiology technologists and staff education that includes annual training on the following (but not limited to): radiation dose optimization techniques and tools for pediatric and adult patients addressed in the Image Gently® and Image Wisely® campaigns and safe procedures for operation of the types of CT equipment. Instruct personnel in monitoring equipment, safe laboratory practices, decontamination methods, etc. Use internal VHA TMS courses when possible.

· Overseeing the Radiation Dosimetry and ALARA programs.

· While overseeing the Radiation Dosimetry Badge program, the Contactor will access Washington DC VAMC’s program using Government Furnished Equipment and email.

· The Contractor will recommend appropriate personnel monitoring devices for use and oversee exchange of devices at the proper intervals.

· Evaluate and distribute personal exposure data and reports to the appropriate department/committee. Answer concerns of individuals regarding reports. Provide reports on a recurring basis as per policy and departmental needs. Distribute annual dose reports as appropriate. Review results of dosimetry monitoring at least quarterly or more frequently as required to assess whether staff radiation exposure levels are “as low as reasonably achievable” (ALARA) and below regulatory limits.

· Document and provide corrective action plan to limit future exposure if the dosimetry monitoring reports indicate that individual exposure levels exceeded the ALARA limits. Discuss corrective action plan with individual and the service chief/supervisor, as necessary.

· Perform all required tasks for I-131 therapy, including preparing and setting up the treatment room in compliance with NRC and VA safety standards, monitoring radiation levels during and after therapy, performing post-treatment contamination surveys and cleanup, and ensuring all nursing staff involved are properly educated and trained on radiation safety precautions, patient handling and exposure control procedures.

· Assist in implementation and maintenance of future programs related to radiation safety, including but not limited to Y-90 administration.

· Conducting annual inspections of the radiation safety program.

· Conducting audits and surveys throughout facility to ensure compliance with current license and Joint Commission on Accreditation of Hospital requirements.

· Assist with ensuring proper signage in relevant areas of radiation exposure, including but not limited to CT, NM, Cardiac Cath lab, etc., and assist with ensuring the proper storage of nuclear pharmaceuticals and security of areas with radiation exposure.

· Use portable survey instruments in the radiology department and patient care areas to determine levels of radiation.

· Assist with providing responses to any pertinent NHPP/VA directives, regulatory actions, and The Joint Commission requirements.

· Assist with regulatory visits, such as The Joint Commission. Independently review visit tracers/requirements and provide proper documentation.

· Assist with fluoroscopy monitoring program especially with regards to exceeded radiation exposure and skin dose threshold levels. Address sentinel events, such as prolonged fluoroscopy with cumulative dose greater than 1,500 rads to a single field.

· Collect data, review, and analyze incidents where the radiation dose index (computed tomography dose index [CTDIvol], dose length product [DLP], or size-specific dose estimate [SSDE]) from diagnostic CT examinations exceeded expected dose index ranges identified in imaging protocols. Compare incidents to external benchmarks.

· Assist the facility with quality improvement, quality assurance, and quality control projects and data collection/tracking with regards to radiation safety. Reports relevant radiation safety data/metrics to other hospital committees, including but not limited to QSV, Radiology QI Committee, Patient Safety Committee, etc. From time to time, the RSO will be responsible for auditing the radiation safety policies of all services in the medical center utilizing Radiation safety principles and making recommendations where improvements are needed.

· Advise HTM/Biomed department to ensure all ionizing radiation producing equipment is inspected after initial installation, annually, and after a major repair has been completed.

· Advise in structural shielding design assessments prior to the installation of all ionizing radiation producing equipment or construction/modifications to rooms where radioactive materials will be stored or used.

· Advise in radiation protection survey after the installation of all ionizing radiation producing equipment or construction/modifications to rooms where radioactive materials are stored or used.

· Assist with annual CT protocol review. Assist with protocol mapping as needed.

· Provide expert opinion on radiation safety questions and issues, including from patients, departments, JPSRs, etc. Assist with writing local policy with regards to radiation safety topics. Assist with tracking medical errors, adverse events, and indicators of potential quality and safety problems related to radiation safety. Examples include but are not limited to:

· incidents of the wrong radiopharmaceutical being used, i.e., not the radiopharmaceutical prescribed for the patient, or of the wrong dose of the prescribed radiopharmaceutical being administered, or of use of the wrong route of administration for the prescribed radiopharmaceutical.

· repeats of the same diagnostic studies within a short time span, which may be an indicator of poor image quality and radiation exposure; etc.

· Assist with development or revise procedural manuals for monitoring, managing, and controlling conventional radiation sources in the clinic or research setting.

· Assist with implementing, and evaluating tests procedures, and reporting mechanisms to ensure proper radiation safety measures are met within the facility.

· Advise in cases of Emergency preparedness including disaster planning and accidents involving radiation exposure or radioactive contamination. Assist the facility with creating written procedures, including the use of precautions and personal protective equipment, to follow in response to radiopharmaceutical material and waste spills or exposures.

· Assists with incidents of external beam radiation misadministration within the department of radiation oncology.

· Lead and conduct annual lead apron testing. Provide oversight, contact/communication, and tracking for departments with lead aprons. Coordinates testing with other departments and Radiology. Disposes of lead aprons that fail testing. Advises on the purchase of new lead.

· Assist with equipment committee approval as needed.

3. Qualifications:

Bachelor’s degree in physics, engineering, health physics, occupational safety, or related field. Completion of recognized Laser Safety Officer training (ANSI Z136.1 compliant). Minimum 2 years of experience managing laser safety programs in a healthcare or research setting. Knowledge of VA, OSHA, ANSI, and Joint Commission requirements for non-ionizing radiation (lasers).

4. RSO Technical Requirements:

· Education Requirements: Bachelor’s degree or higher in Health Physics, Radiological Science, Nuclear Engineering, Physics, or a related field. A master’s degree or Ph.D. in Health Physics or Radiation Safety may be preferred for senior roles. Required Certifications: Certified Health Physicist (CHP) – Issued by the American Board of Health Physics (ABHP), American Board of Science in Nuclear Medicine (ABSNM), American Board of Radiology (ABR), American Board of Medical Physics (ABMP). Radiation Safety Officer (RSO) Certification. DOT Hazardous Materials Certification – Required for handling and transporting radioactive materials. OSHA HAZWOPER (Hazardous Waste Operations and Emergency Response) Certification – Often required for radiation safety roles in hazardous environments. Work Experience Requirements: Minimum of 3 years of experience in health physics, radiation safety, or regulatory compliance. Experience working with U.S. Navy, Department of Defense (DoD), or Veterans Affairs (VA) radiation safety programs is a plus. Hands-on experience with radiation safety program management, NRC, and DoD or VA regulations and compliance, radioactive material licensing and dosimetry programs, and X-ray and medical radiation safety oversight.

· Regulatory & Compliance Knowledge: NRC (Nuclear Regulatory Commission) Regulations – 10 CFR Part 20, 10 CFR Part 35, etc. U.S. Navy and VA Radiation Safety Directives. ANSI/HPS Standards for radiation protection. Environmental Protection Agency (EPA) and OSHA Radiation Safety Standards. Medical and Industrial Radiation Use Requirements.

· Technical Skills & Training: Proficiency in using radiation detection instruments (e.g., GM counters, scintillation detectors, ion chambers). Experience with radiation dosimetry programs.

· Knowledge of radioactive waste management and decontamination procedures.

Familiarity with medical imaging equipment and nuclear medicine protocols. Training in emergency response to radiation incidents.

5. Alternate RSO: The Contractor shall provide an alternate (i.e., backup) RSO who can perform the RSO duties at the DC VAMC during the absence of the dedicated, primary RSO. The alternate RSO must meet the same requirements and be able to perform the same duties as the dedicated, primary RSO.

6. Nonpersonal Services: The Government shall neither supervise Contractor personnel nor control the method by which they perform the RSO services. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, Contractor personnel. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services.

7. Background Investigation and Special Agreement Checks: All Contractor personnel are subject to the same level of investigation as VA employees who have logical and/or physical access to VA facilities and/or VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the RSO duties is Tier 1, “Low Risk”. This requirement is applicable to all subcontractor personnel requiring the same access. Those contract employees who have favorable screening decisions, the Contracting Officer may give approval to begin working and fulfill remaining security requirements. Contract employees with unfavorable screening decisions will be prohibited from performing contract work at VA.

8. PIV Badging: The Washington DC VAMC will be responsible for managing & sponsoring badges for all Contractor personnel; badges are managed and sponsored at the completion of the NCHC for Contractors with a favorable adjudication.

9. Transmittal of Sensitive Information: Sensitive information cannot be processed or transmitted from non-VA systems. Gmail and other personal email systems are NOT authorized. Organizational/partner systems and email are usually ‘managed systems’ and not personal and are expected to have security features in place. These features are at a minimum: anti-virus, and access controls/restrictions.

10. Business Associate Agreement: Contractor will have access to VA sensitive information; as a result, a business associate agreement (BAA) between the Contractor and the Washington DC VAMC Privacy Office will need to be executed following contract award.

11. General Information/Local Policies:

· Contractor personnel must park in the area designated for contractor parking

· Smoking is not allowed anywhere on VA property.

· The DC VAMC reserves the right to restrict entry to its facility by Contractor personnel identified as a potential threat to the health, safety, security, general well-being, or operational mission of the facility and its population.

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