36C24624Q0023 0001.docx

Asheville VAMC Annual Diagnostic Physics Equipment Survey Amendment 0001

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) 637-24-1-146-0001

NONE

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton

VA

23667 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton

VA

23667 To all Offerors/Bidders

36C24624Q0023 10-17-2023

X X X

X The purpose of this amendment is to provide answers to the provided questions starting on page 3.

Cleveland Wynne Contracting Officer

CONTINUATION PAGE

1. A few questions about the scope: There are no Ultrasounds, MRIs, or Mammography units that need to be tested?

No Ultrasounds or Mammo currently.

We currently have 40 radiographic tubes including: CT, XR, PORTABLE XR, PORTABLE C-ARMS, FIXED C-ARMS, R&F UNITS, and BONE DENSITY. We also have 3 Nuclear medicine SPECT / CT units and 2 MRI units that require initial (before 1st use), annual (within 13 months), and post major repair (within 30 days) physics testing. Inventory listed at bottom of page.

2. It is requested for 4 hours of onsite time every month for the support of:

Support the CGVAMC Radiation Safety Office by membership and attendance on the appropriate CGVAMC committee meetings (i.e., Radiation Safety Committee, CT Dose Optimization Committee, Image Quality Committee, etc.) on a quarterly or as needed basis. The CGVAMC Radiation Safety Office expects the authorized medical physicist to be available on site to attend these meetings not less than 4 hours per month for diagnostic radiographic, nuclear medicine, and radiation safety officer qualified expertise on federal regulations, accreditation, industry standards, professional organizations recommendations, radioactive materials licensing, and VHA requirements.

Is this really up to 4 hours a month or max 4 hours a month? At all our hospitals these meeting are quarterly or semi-annually. I see 14 units of these can you give me a better break down of what meetings at what frequency and how long each meeting is scheduled for. I assume these need on site attendance or can this be attended remote via teleconference?

I am a one person show here and the physicist is a back-up when I am off/unavailable/etc. to be available for telephone, email, and to come in for emergencies and testing of new equipment, major repairs, etc. It has been coming out to an average of 4-5 hrs. per month currently when including a full nuc med records audit, nuc equipment testing, radiation safety committee in person attendance, and each area policy manual/SOP/protocols reviewed annually, shielding needs, etc.

We have a staggered annual testing for tubes physics testing. We skip a month on occasion when scheduled physics tests aren’t due but have some months here more than 4 hours. If the work is being performed and complete and accurate reports are given, that isn’t usually and issue. We do have 7-10 units slated to replace this FY, so the shielding designs, room scatter, and shielding integrity also require testing with initial tube physics testing.

We understand an emergency same day visit will require an additional cost incurred. We have had about 7 urgent/emergencies require physically on-site within 3-48 hours of call in for the past 3 years. There were 2 CT testing same day for patient care needs and 5 urgencies requiring testing on site within 48 hours for same reason. Emergencies for us are lost sources, lost radiation producing equipment, urgent re-testing when patient care affected, etc. Emergencies require higher approval by me as RSO, an Authorized User, or the Chief of Staff for that call in. Our RAM license requires a continuity of operation plan, and the physicist is included in that for telephone and physical response within 4 hours if determined needed to continue patient care. If there is a separate charge for email or telephone and/or communications-requests for documentation, etc., please include in your costs.

3. CT Protocol Annual Review? How many protocols are to be reviewed? We typically do 6 as required by the ACR/TJC as a baseline. If you want a protocol review of the entire scanner, we can do that but that would take several days and is much more intensive process and would be much more expensive.

We do request all CT protocols reviewed and signed off on by qualified medical physicist annually. We also request Board certified CT physicist attend all CT QA committee monthly or quarterly-however they set it up for (this can be through teams or conference call unless presence specifically requested on occasion).

4. QA/QC Program - Do you want a cursory review and sign off the SOPs what exactly is the scope of this review?

Want physicist at meeting (this one can be teams/conference call meeting monthly or quarterly-however they have it set up) We have physicist doing cursory sign off on all areas of imaging QA policy-Radiology, CT, MRI, Nuc Med, Cath lab, OR, etc.

5. Radiation Safety In-services – Is this a basic radiation safety in-service? This will be done 10 times a year or for different departments with each unit being a different department.

Want specific to each individual area for:

1. Fluoro use-VA has a higher level of credentialing for Fluoro use-a class for the supervising credentialed provider (MD, LIP); and a class for the credentialed unit operators (Cath Techs/RNs/IR Techs/OR Techs/RN for Fluoro) usually 3 times a year, or can give PowerPoint for missed individuals to read, test, and sign off on.

1. Nuc Techs-nuc medicine and RAM packaging, and usually 1 time a year, can hit any missed next visit or through PowerPoint as above.

1. XR Techs general and Fluoro, usually 3 times a year, can hit any missed next visit or through PowerPoint as above.

6. Shielding integrity surveys – Can the NM department get us a Tc-99m source for us to use? Another acceptable way to do this is to get eyes on the shielding as they are putting up the lead but there is a small window to do this during actual construction.

Nuclear medicine can get a Tc99m source if you are approved to use this method. Will need copy of RAM licenses held and NC DENR tube testing classes approved for in NC.

7. Is there some sort of template for what you need a proposal to look like? I am new to submitting these so any help on this front would be greatly appreciated.

*I do request a copy of each type of your reports (NM Audit, Tube testing for R/F, XR, IR, C-arm, shielding design, room scatter survey, shielding integrity, etc.) for the items we have on the contract so I can verify that all regulatory and VA required items are included in your assessments along with the written citations of what methods you are employing to test and evaluation equipment and records.

Solicitation format requirement is described in the Solicitation Section E “Instruction to Offerors.”

8. Would you or your biomed team be able to share the equipment inventory that will be part of the Medical Physics Testing and Services requirement? This will allow us to validate whether it is a project we can pursue.

Inventory:

45 TESTED ANNUALLY

End of Document