36C24719Q1067-001.docx

STATEMENT OF WORK – HEALTH PHYSICS

557-20-1-2115-0001

Background The Carl Vinson VA Medical Center is seeking a multi-year contract for the services of a Health Physicist, Medical Physicist or Radiological Physicist to perform quarterly inspections of the Nuclear Medicine department and an annual inspection of all the facility’s x-ray units. Also, to be included is radiation badge monitoring service and reporting for all badged employees. All contract work shall be in accordance with all local, state, and federal regulations. All the radiation producing equipment is located on one site at the Carl Vinson VA Medical Center.

Scope Service needed to provide a Radiation Safety Survey for all equipment producing ionizing radiation and monthly monitoring of radiation badges for all badged employees. Shall provide Radiation badges for all badged employees (at present time 74 employees). Along with badges, provide monthly report of exposure on all badged employees to the RSO.

Objectives The annual performance evaluation conducted by the diagnostic medical physicist also includes testing of image acquisition display monitors in computed tomography (CT), and nuclear medicine (NM), for maximum and minimum luminance, luminance uniformity, resolution, and spatial accuracy.

Delivery or Deliverable’s Annual Survey: Upon acceptance of the contract and within 30 days, the vendor shall coordinate a date with the RSO (Leela Maddox) or COR (Brian McDonald), to complete the survey of the facility’s x-ray units. Must provide annual radiation protection surveys/tests of all facility x ray units. Provide annual calibration of all nuclear medicine radiation survey meters and dosimeters. Provide annual radiation safety education materials to facility individuals who wear dosimeter badges (either by classes or written material for review). The survey date must planned/estimated at least three weeks in advance so that the various sections will have adequate time to adjust their individual schedules. The contractor shall notify the COR at least 48 hours prior to the inspection visit(s) scheduled.

Quarterly Surveys: Quarterly visits to the Nuclear Medicine Dept. ( Other site visits if necessary as deemed by the Radiation Safety Officer) to inspect records and to make recommendations for compliance with the Nuclear Regulatory Commission and the VA National Health Physics protection program requirements by a Health Physicist. The vendor must provide “up to date” compliance recommendations to the RSO as requirements change. Provide consultative services to all radiation safety compliance questions. The health physicist will attend the quarterly radiation safety committee meetings and provide guidance to committee members as necessary. Provide reports of the quarterly Nuclear Medicine Department survey as soon as completed for review by radiation safety committee members and members of management.

Monthly: Must supply radiation monitoring badges to all employees requested by RSO (to date 74 employees). These badges will be exchanged monthly and include a dose report on each employee.

Tasks A Diagnostic Medical Physicist provides the following ANNUALY: Review of the Radiation Safety Program.

1. Measures the radiation dose *(in the form of volume computed tomography dose index [CTDIvol]) produced by each diagnostic CT imaging system for the following four CT protocols: adult brain, adult abdomen, adult chest, and adult pelvis.

2. Verifies that the radiation dose (in the form of CTDIvol) displayed on the CT imaging system for standard adult brain, and adult abdomen protocols is within 20 percent of the actual amount of radiation dose delivered; with dates, and results, of verification measurements documented.

3. Diagnostic Medical Physicist conducts a performance evaluation of all CT imaging equipment. The evaluation results with recommendations for correcting any problems identified are documented. The evaluation includes the use of phantoms to assess the following imaging metrics:

● Image uniformity

● Slice thickness accuracy

● Slice position accuracy (when prescribed from a scout image)

● Alignment light accuracy

● Table travel accuracy

● Radiation beam width

● High-contrast resolution

● Low-contrast resolution

● Geometric or distance accuracy

● CT number accuracy and uniformity

● Artifact evaluation Diagnostic medical physicist conducts a performance evaluation of all NM imaging equipment. The evaluation results with recommendations for correcting any problems identified are documented. The evaluations are conducted for all image types produced by each NM scanner (planar, tomographic and CT) and include the use of phantoms to assess the following imaging metrics:

● Image uniformity/system uniformity

● High-contrast resolution/system spatial resolution

● Low-contrast resolution or detectability (not applicable for planar acquisitions)

● Sensitivity

● Energy resolution

● Count-rate performance

● Artifact evaluation The Contractor shall provide documentation that diagnostic medical physicists that support CT services have board certification in diagnostic radiologic physics or radiologic physics by the American Board of Radiology, or in Diagnostic Imaging Physics by the American Board of Medical Physics, or in Diagnostic Radiological Physics by the Canadian College of Physicists in Medicine, or meet all of the following requirements:

● A graduate degree in physics, medical physics, biophysics, radiologic physics, medical health physics, or a closely related science or engineering discipline from an accredited college or university

● Formal graduate-level coursework in the biological sciences with at least one course in biology or radiation biology and one course in anatomy, physiology, or a similar topic related to the practice of medical physics

● Documented experience in a clinical CT environment conducting at least 10 CT performance evaluations under the direct supervision of a board-certified Medical Physicist Training None Government-furnished property None Security Requirement All contractors shall report to Police service upon arrival to facility to check in and receive an ID badge. Contractor will report to the COR in Radiology Service prior to and after any work is performed. The C&A requirements do not apply, and that a Security Accreditation Package is not required.

Place of performance All work will be completed at Carl Vinson VAMC Radiology/Dental sections. With exception of any equipment that needs to be sent to contractors facility for calibration or additional testing. Testing will be done throughout different sections of the Medical Center where listed equipment is located.

Equipment Listing Dental Dental Inst. Focus Dental Inst. Focus OP Inst. OP3DPro OP Inst. OP3DPro

Radiology Make/Model RF Room Shimadzu SonialVision RF Room Shimadzu SonialVision Rad Room Shimadzu Rad Speed Rad Room Shimadzu Rad Speed Densitometer GE Lunar

Nuclear Medicine/CT CT GE Optima SPECT GE Infinia Hawkeye C-Arms/ Portables C-Arm Philips BV Liber C-Arm GE OEC 9900E Portable Shimadzu Dart #1 Portable Shimadzu Dart #2 Portable Shimadzu Dart #3

Hours of Coverage Scheduled inspection work required in the performance of this contract shall be performed during the hospital’s regular hours, excluding federal holidays. This also includes any other day specifically declared by the President of the United States to be a national holiday.

Period of performance All work shall be performed by service people, trained and authorized to work on specific equipment. All work shall be in accordance with the manufacturer’s standards. The Contractor shall immediately, but no later than twenty-four(24) hours after discovery, notify the CO and the COR in writing, of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not to be responsible for under the terms of the contract. Following such notification, and after the repair of the same, the Contractor will provide a written official report that shall be received by the CO no later than 30 days following the completion of the survey.

Invoices All invoices should be submitted in arrears and must contain the appropriate purchase order number. Submit invoices through Tungsten Network, (1-877-489-6135), http://www.tungsten-network.com . NOTE: If invoice is submitted improperly (too early, incorrect purchase order number, incorrect billing, etc), invoice will be returned to contractor for correction.

Vendor Electronic Invoice Submission Methods

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten Network (Formerly OB10), to transition vendors from paper to electronic invoice submission. Please go to this website http://www.tungsten-network.com/us/en/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI).

The X12 EDI Web site (http://www.x12.org).

3. A properly prepared invoice will contain:

· Invoice Number and Date

· Contractor’s Name and Address

· Accurate Purchase Order Number

· Supply or Service provided

· Invoice must show service provided and amount due, by CLIN

· Total amount due

Vendor e-Invoice Set-Up Information:

Please contact OB10 at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or OB10, please contact the FSC at the phone number or email address listed below:

· OB10 e-Invoice Setup Information: 1-877-489-6135

· OB10 e-Invoice email: VA.Registration@ob10.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov