36C24724Q1000.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

534-25-1-062-0001

36C24724Q1000 08-21-2024

Khalil Al-Amin khalil.al-amin@va.gov 08-26-2024

10AM EDT

Department of Veterans Affairs VISN 7 Network Contracting Office 3 FL Directors Office 3700 Crestwood Parkway Duluth GA 30096

X 100

X

Y

541690

$19 Million

N/A

X

SEE STATEMENT OF WORK

Department of Veterans Affairs VISN 7 Network Contracting Office 3 FL Directors Office 3700 Crestwood Parkway Duluth GA 30096

Austin Payment Center Department of Veteran Affairs

PO Box 149971 Austin TX 78714-8971

(877) 353-9791 (512) 460-5545

See CONTINUATION Page

Radiation Survey Testing, Charleston, SC Ralph H. Johnson VA Medical Center

Period of Performance: Base Year: 10-01-2024 - 09-30-2025.

Option Year One: 10-01-2025 - 09-30-2026.

Option Year Two: 10-01-2026 - 09-30-2027.

Option Year Three: 10-01-2027 - 09-30-2028.

Option Year Four: 10-01-2028 - 09-30-2029.

All Request for Information (RFI) questions email to Khalil Al-Amin at Khalil.Al-Amin@va.gov.

RFI time period ends on August 26, 2024, at 10AM Eastern Standard Time.

See CONTINUATION Page

534-3650160-062-822200-2580 0100L00H1

X X

X 1

Earnest Ellison Contracting Officer

36C24724Q1000

Table of Contents

SECTION A .................................................................................... Error! Bookmark not defined.

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES ..................................... Error! Bookmark not defined.

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

Ralph H. Johnson VA Medical Center

1. Performance

2. Mandatory Services to be Performed

3. Equipment Inspections

A. Radiographic and Fluoroscopic Equipment

B. Diagnostic Computed Tomography (CT) Services C. Magnetic Resonance Imaging (MRI) Services

D. Nuclear Medicine Imaging (NM) Services

E. Positron Emission Tomography (PET) Services

H. Incidental Expenditures

I. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

LANGUAGE

1. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

2. VA INFORMATION CUSTODIAL LANGUAGE

3. SECURITY INCIDENT INVESTIGATION

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...28

C.3 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.4 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.5 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.6 52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (OCT 2018)

C.7 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.8 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.9 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

C.10 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.216-1 TYPE OF CONTRACT (APR 1984)

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.204-7 SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

E.5 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C247 Earnest Ellison

Department of Veterans Affairs

VISN 7 Network Contracting Office

3 FL Directors Office

3700 Crestwood Parkway

Duluth GA 30096

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] After services has been rendered.

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.

Department of Veterans Affairs, FMS-VA-2(101), Financial Services Center, PO Box 149971, 78714-9971

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

AMENDMENT NO DATE

STATEMENT OF WORK

Medical Physicist Requirements

Ralph H. Johnson VA Medical Center

The Contractor shall furnish all labor, material, supplies, equipment, and qualified personnel to provide on-site diagnostic medical physics support or services for the Veterans Health Administration (VHA), under the terms and conditions stated herein and must adhere to VHA Directive 1105.04, Fluoroscopy Safety, dated June 21, 2018, VHA Directive 1129, all Joint Commission Healthcare Standards, Food Drug Administration regulations regarding x-ray equipment, VA National Health Physics Program rules and regulations, and all applicable Federal and state regulations.

The Contractor shall comply with radiation protection standards in 29 CFR 1910.1096 and immediately report any unsafe conditions with the potential to adversely impact the facility's radiation safety workers or patients to the Radiation Safety Officer (RSO).

Equipment requiring inspection is located at five locations, which include:

I. Ralph H. Johnson VA Medical Center, 109 Bee Street, Charleston, SC 29401 (Location of the majority of equipment).

II. Savannah VA Outpatient Clinic, 1170 Shawnee Street, Savannah, GA 31419 III. Myrtle Beach VA Outpatient Clinic, 1800 Airpark Drive, Myrtle Beach, SC 29577 IV. Hinesville VA Outpatient Clinic, 500 East Oglethorpe Hwy., Hinesville, GA, 31313 V. North Charleston VA Outpatient Clinic, 6450 Rivers Ave North Charleston 29406

General Requirements

1. Performance

All work shall be performed by a qualified diagnostic medical physicist. A qualified diagnostic medical physicist is a person who is certified in diagnostic radiologic physics or radiologic physics by the American Board of Radiology (ABR), American Board of Medical Physics (ABMP), or the Canadian College of Physicists in Medicine. For diagnostic computed tomography (CT), a qualified medical physicist can meet the following requirements in lieu of board certification:

• 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 3 years of clinical experience in CT.

Contractor should provide the following to ensure work experience is sufficient to perform this contract:

a. Provide example reports of the annual inspection for Computed Tomography, fluoroscopy, radiography, MRI, Nuclear Medicine, Ultrasound, and PET/CT units.

Give three facilities similar in size to Charleston VAMC where the company has performed an annual x-ray equipment check with the modalities listed with contact person to call or email.

b. Provide documented evidence that contractor meets required experience and certification/registration for this contract.

2. Mandatory Services to be Performed

a. The qualified diagnostic medical physicist shall perform inspections of ionizing radiation equipment to ensure compliance with the current American College of Radiology (ACR), Food and Drug Administration (FDA), VA National Health Physics Program (NHPP), Joint Commission (JC}, and other applicable state and federal regulations. As the contract advances the contractor will stay up to date with regulations and change the required reports, tables, and checks in accordance with the regulatory changes. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the Radiation Safety Officer (RSO) or his/her staff prior to the qualified diagnostic medical physicist leaving the facility. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to the RSO immediately upon discovery. A written report of the results shall be provided to the RSO or his/her staff within 10 business days after completion of the inspection. All equipment identified herein shall be inspected at least annually, not to exceed 13 months.

b. The qualified diagnostic medical physicist shall perform acceptance testing of all new or relocated imaging equipment prior to first clinical use. The acceptance testing shall comply with ACR, FDA, and/or VA NHPP requirements. The inspection shall be completed within 5 business days after the facility notifies the contractor. Any deficiencies or non-conformances discovered during the inspection shall be reported to the RSO or his/her staff immediately upon discovery and prior to the qualified diagnostic medical physicist leaving the facility. A written report of the results shall be provided to the RSO or his/her staff within 10 business days after completion of the inspection.

c. The qualified diagnostic medical physicist shall perform a full inspection of previously inspected imaging equipment after repairs or modifications that may affect the radiation output or image quality. The inspection shall be completed within 5 business days following repairs or modifications. The RSO or his/her staff will contact the Contractor within 48 hours of the repairs or modifications. Any deficiencies or non-conformances discovered during the inspection shall be reported to the RSO or his/her staff immediately upon discovery and prior to the qualified diagnostic medical physicist leaving the facility.

A written report of the results shall be provided to the RSO or his/her staff within 10 business days after performing the inspection.

d. The qualified diagnostic medical physicist will meet with the RSO or his/her staff following each inspection to present their findings and provide a written inventory of each piece of equipment included in their inspection.

e. The qualified diagnostic medical physicist will be available for consultation by phone and email for issues such as patient and staff radiation exposures, radiation safety issues, machine QA, etc. The qualified diagnostic medical physicist shall review all CT protocols used at the facility at least annually and provide a report detailing their findings.

f. The qualified diagnostic medical physicist shall assist in the development of a comprehensive technical quality assurance (QA} program to ensure that all ionizing radiation-producing equipment is functioning properly. The physicist will assist in ensuring the quality assurance program meets current regulatory requirements and standards by recommending items to be done, reviewing results, and confirming or not confirming compliance with current regulatory statutes and regulations. Examples of items reviewed are technique charts, repeat/reject analysis monitoring, monitoring of exposure indices to radiographic image receptors, QA program for display monitors, QA for CT, and monitoring of dose metrics from fluoroscopy studies. The qualified diagnostic medical physicist shall review at least annually the QA program. A written report of the results shall be provided to the RSO or his/her staff within 10 business days after performing the inspection.

g. The qualified diagnostic medical physicist shall perform a follow-up inspection to verify compliance of any necessary corrective action performed to correct deficiencies found.

h. During day-to-day operations, items come up that need the professional opinion/recommendation from the contracted medical physicist who is the board-certified expert on radiation exposure, equipment, etc. for the facility. Call- back on equipment questions, radiation exposure of patients and staff, and other radiation physicist needs will be done within 2 hours of the call.

I. All work will be compliant with the most current regulations including updates and changes made by any state or Federal authority with jurisdiction over the VA use of ionizing radiation equipment including but not limited to the VA National Health Physics Program (NHPP), FDA, JC, and CRCPD. All checks and the documents associated with them are to follow current regulatory trends and at a minimum VHA Directive 1105.04, Updated Guidance for Reducing Radiation Dose from Computed Tomography issued by Assistant Deputy Under Secretary for Health for Clinical Operation, new Federal and applicable state regulations and items determined by the Charleston VAMC Radiation Safety Committee.

3. Equipment Inspections

The Contractor shall conduct equipment inspections or quality control surveys of the imaging equipment listed below. The Contractor shall ensure the imaging equipment's compliance with applicable Federal and state regulations, Joint Commission standards and ACR recommendations, and shall include, but not be limited to, monitoring the following basic performance characteristics.

A. Radiographic and Fluoroscopic Equipment

Physics inspections of radiographic and fluoroscopic equipment shall comply with the ACR Technical Standard for Diagnostic Medical Physics Performance Monitoring of Radiographic and Fluoroscopic Equipment, VHA Directive 1129 Radiation Protection for Machine Sources of Ionizing Radiation, and VHA Directive 1105.04 Fluoroscopy Safety and Joint Commission Standards and all updates that occur during the contracts base plus four years at a minimum. The performance of each radiographic and fluoroscopic unit must be evaluated at least annually not to exceed 13 months. This evaluation should include, but not be limited to, the following (as applicable):

Integrity of unit assembly.

2. Collimation and radiation beam alignment.

3. Fluoroscopic system spatial resolution.

4. Automatic exposure control system performance.

5. Fluoroscopic automatic brightness control performance (high-dose-rate, pulsed modes, field-of-view [FOV] variation).

6. Image artifacts.

7. Fluoroscopic phantom image quality (High Contrast Resolution and Low Contrast

Detectability).

8. kVp accuracy and reproducibility.

9. Linearity of exposure versus mA or mAs.

10. Exposure reproducibility.

11. Timer accuracy.

12. Beam quality assessment (half-value layer).

13. Fluoroscopic entrance exposure rate (or air kerma rate). Maximum output and output using a phantom representing a standard size patient for all clinically used settings and commonly used protocols. [The mode of operation (e.g., magnification mode, frame rate, and any other mode selected) must be documented for each measurement.]

14. Fluorographic (image recording) entrance exposure rate (or air kerma rate) for cine imaging, if performed and entrance exposure (or air kerma) for spot images (if performed). Maximum output and output using a phantom representing a standard size patient for all clinically used settings. [The mode of operation (e.g., magnification mode, frame rate, etc.) must be documented for each measurement.]

15. Image receptor entrance exposure.

16. Equipment radiation safety functions.

17. Patient dose monitoring system calibration. This includes, for radiographic systems, the metric of dose to the image receptor (IEC Exposure Index or proprietary index) and, for fluoroscopy systems, the displays of cumulative air kerma and, if available, DAP.

18. Display monitor performance.

19. Digital image receptor performance.

20. Grids used with portable x-ray units shall be imaged for uniformity.

21. For radiographic units, measurement of entrance skin exposure (or air kerma) for a standard size patient for common radiographic projections and comparison to

1.

published diagnostic reference levels and achievable doses (e.g., ACR practice parameter) should be prepared in a table for posting and included in the report.

22. Light beam to x-ray alignment.

23. Overall performance of radiographic and fluoroscopic collimators.

24. Output versus kVp, mAs, and distance.

25. Appropriateness of total filtration.

26. Preparation of a typed report of all survey findings for use as a permanent record, in a format acceptable to regulatory agencies and the Joint Commission.

Note: The information on entrance exposure rates (or air kerma rates) from fluoroscopy and from fluorography, in Items (13) and (14) above, for each fluoroscope, shall be in a format suitable for providing to the physicians who operate the fluoroscope.

With the exception of one mini DI unit located in Savannah, Ga., all fluoroscopic equipment is located at the Ralph H. Johnson VA Medical Center (RHJVAMC). Radiographic equipment is located at RHJVAMC and at each of the outpatient clinics. The number of units at each location is as follows:

I. Ralph H. Johnson VA Medical Center:

• 29 Diagnostic X-ray Tubes

• 5 CT Units

• 2 Nuclear Medicine Cameras

• 2 MRI Units

• 1 PET/CT Unit (CT portion included above)

• 37 Ultrasound Units

• 1 Bone Density (DEXA) Unit

II. Savannah VA Outpatient Clinic:

• 2 Diagnostic X-ray Tubes

• 1 CT Unit

• 1 MRI Unit

• 3 Ultrasound Unit.

• 1 Mini DI Unit

• 1 Bone Density (DEXA) Unit

Ill. Myrtle Beach VA Outpatient Clinic:

• 2 Diagnostic X-ray Tubes

• 1 MRI Unit

• 1 CT Unit

• 3 Ultrasound Units

• 1 Bone Density (DEXA) Unit

IV. Hinesville VA Outpatient Clinic:

• 1 Diagnostic X-Ray Tube

• 1 Ultrasound Unit

V. North Charleston VA Outpatient Clinic:

• 2 Diagnostic X-Ray

• 13 Dental X-Ray Units

• 2 Ultrasound Units

• 1 MRI Unit

• 1 CT Unit

• 1 Bone Density (DEXA) Unit

B. Diagnostic Computed Tomography (CT) Services

The physicist inspection shall conform to the 2017 ACR Computed Tomography Quality Control Manual. The performance of each CT scanner shall be evaluated at least annually not to exceed 13 months. The contractor will assist in the review of CT protocols for optimization and review the QA program for each CT unit at least annually not to exceed 13 months. The contractor will perform dose measurements on all used CT protocols for each unit used for diagnostic CT. This evaluation should include, but not be limited to, the following tests (as applicable).

1. Review of Clinical Protocols.

2. Scout Prescription and Alignment Light Accuracy.

3. Image Thickness -Axial Mode.

4. Table Travel Accuracy.

5. Radiation Beam Width.

6. Low-Contrast Resolution.

7. Spatial Resolution.

8. CT Number Accuracy.

9. Artifact Evaluation.

10. CT Number Uniformity.

11. Dosimetry (the scanner displayed CTDlvo1 values must be within +/- 20% of the measured CTDlvo1 values).

12. Gray Level Performance of CT Acquisition Display Monitors.

13. Image Uniformity.

14. Alignment light accuracy.

15. High Contrast Resolution.

16. Geometric or distance accuracy.

17. Ensure Joint Commission Imaging Standard requirements and ACR standards are met including future additions of these manuals, requirements and standards.

18. CT Protocol Evaluations must be performed on all diagnostic CT scanners according to Joint Commission Standards and VA National Health Physics

Program publication "Optimization of Radiation Doses to the Patient in Computed Tomography"

(http://nhpp.med.va.gov/Top/2 VAspecific/13RadOnc/OptimizationRadDoses.pd0 and CRCPD suggested state regulations section F.11.d.ii.3 (https://cdn.ymaws.com/www.crcpd.org/resource/resmgr/docs/SSRCRs/F Part 2 OJ 5.pdO. The protocol review should involve all protocols used and any the facility deems possibly usable.

CT scanners are located at the following locations:

I. Ralph H. Johnson VA Medical Center:

• 5 CT scanners (includes PET)

II. Savannah VA Outpatient Clinic:

• 1 CT scanner lll. Myrtle Beach VA Outpatient Clinic:

• 1 CT scanner lV. North Charleston VA Outpatient Clinic

• 1 CT scanner

C. Magnetic Resonance Imaging (MRI) Services

The performance of each MRI scanner shall be evaluated at least annually not to exceed 13 months. The contractor will assist in the review of MRI protocols for optimization at least annually not to exceed 13 months. The contractor’s physicist will review the QA program for each MRI unit on an annual basis not to exceed 13 months. This evaluation should include, but not be limited to, the following tests (as applicable).

1. Image Uniformity

2. Signal to Noise Ratio

3. Slice thickness accuracy

4. Slice position accuracy

5. Alignment light accuracy

6. High contrast resolution

7. Low contrast resolution (or contrast-to-noise ratio)

8. Geometric or distance accuracy

9. Magnetic field homogeneity

10. Artifact evaluation

11. Percent signal ghosting

12. Soft copy display evaluation

13. Review of technologist QC records

14. MRI Safety Program Assessment

15. ACR criteria for compliance

All MRI scanners are located in at the following locations:

I. Ralph H. Johnson VA Medical Center:

• 2 MRI scanners

II. Savannah VA Outpatient Clinic:

• 1 MRI scanner lll. Myrtle Beach VA Outpatient Clinic:

• 1 MRI scanner lV. North Charleston VA Outpatient Clinic

• 1 MRI scanner

D. Nuclear Medicine Imaging (NM) Services

The performance of each NM scanner shall be evaluated at least annually not to exceed 13 months and in accordance with the National Electrical Manufacturers Association (NEMA) protocols and the American College of radiology (ACR).

The contractor will assist in the review of the QA program and NM protocols for optimization and at least annually not to exceed 13 months. The evaluation results, along with recommendations for correcting any problems identified, are to be documented.

Evaluations are to be conducted for all the imaging types produced clinically by each Nuclear Medicine scanner, (e.g. planar and/or tomographic) and include the use of phantoms to assess the following imaging metrics:

1. Image uniformity/system uniformity

2. High-contrast resolution

3. System Spatial Resolution

4. System Sensitivity

5. Energy Resolution

6. Maximum Count Rate Parameters

7. Artifact evaluation

8. Overall System Performance for SPECT Systems

9. System Interlocks

10. Center of Rotation

11. Physical Inspection

All Nuclear Medicine cameras are located in Charleston, SC at the RHJVAMC.

E. Positron Emission Tomography (PET) Services

A performance evaluation of each PET scanner shall be evaluated at least annually and not to exceed 13 months. The evaluation results, along with recommendations for correcting any problems identified, are to be documented. Evaluations are to be conducted for all the imaging types produced clinically by each PET scanner, (e.g. planar and/or tomographic) and include the use of phantoms to assess the following imaging metrics:

1. Image uniformity/system uniformity

2. High-contrast resolution/system spatial resolution

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

4. Artifact evaluation

5. Provide PET Phantom for testing

6. Preparation of F-18 dilution for PET Phantom setup

7. PET Data acquisitions and assistance with processing

8. ROI evaluation and data calculations

9. Overall System Performance for PET - PET/CT Systems

10. Formatter/Video Display Assessment

11. System Interlocks verification

12. Physical Inspection

The PET/CT scanner is located in Charleston, SC at the RHJVAMC.

F. Dental

The physics inspection shall conform to the Conference of Radiation Control Program Directors (CRCPD) website:

https://cdn.ymaws.com/www.crcpd.orglresource/resmgrldocs/SSRCRslF Part 2015.pdf, Quality Control Recommendations for Diagnostic Radiography Volume 1 Dental Facilities July 2001 (https://cdn.ymaws.com/www.crcpd.orglresource/collection/720Bl59D-BBFC- 4C72- AB22-36BD9F25FCFE/QC-Voll-Web.pdf). The performance of dental x-ray inspections shall be annually not to exceed 13 months. This evaluation should include, but not be limited to, the following tests (as applicable).

1. kVp and Timer Accuracy and Reproducibility

2. Exposure Output Reproducibility

3. Beam Quality

4. Collimation

5. mA or mAs linearity

6. Entrance Skin Exposure

7. Artifact Evaluation

8. Integrity of Unit Assembly

All Dental units are located in North Charleston, SC at the North Charleston Clinic.

G. Ultrasound Evaluation of each Ultrasound unit will be conducted in accordance with recommendations set forth by the AAPM, AIUM and ACR. The performance of each Ultrasound unit shall

3.

be evaluated at least annually. The contractor will assist in the review of Ultrasound protocols for optimization and the QA program for each Ultrasound unit on an annual basis not to exceed 13 months. This evaluation should include, but not be limited to, the following tests (as applicable).

1. Ultrasound probe evaluation

2. Sensitivity

3. Dead Zone

4. Axial distance accuracy

5. Axial resolution

6. Lateral resolution

7. Cyst imaging accuracy

8. Image uniformity

9. Gray scale evaluation

The number and location of the Ultrasound units are as follows: Ralph H.

Johnson VA Medical Center:

• 37 Ultrasound Units Savannah VA Outpatient Clinic:

• 3 Ultrasound Units

Ill. Myrtle Beach VA Outpatient Clinic:

• 3 Ultrasound Units

IV. North Charleston VA Outpatient Clinic:

• 2 Ultrasound Units IV. Hinesville VA Outpatient Clinic:

• 1 Ultrasound Unit

H. Incidental Expenditures

During the course of the contract, situations requiring a qualified diagnostic medical physicist may arise and necessitate the need for the medical physicist to return to the Ralph H. Johnson VAMC or affiliated CBOCs. This may include performing previously unscheduled inspections of new equipment or replacement components and the preparation of shielding plans. New equipment installed at the facility requires inspection prior to its operation and will therefore require inspection by a qualified diagnostic medical physicist within 48 hours following the VAs notification to the contractor.

Replacement of tubes in equipment identified herein will require inspection by a qualified diagnostic medical physicist within 30 days from installation. The VA will notify the contractor within 48 hours of tube replacement. Costs to provide the following services should therefore be included:

Inspection of replacement tubes.

Inspection of new equipment.

Preparation of 5 shielding plans.

I.

II.

I. VA INFORMATION AND INFORMATION SYSTEM

SECURITY/PRIVACY LANGUAGE

GENERAL: Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

1. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

A contractor/ sub-contractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

2. VA INFORMATION CUSTODIAL LANGUAGE

Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d)(1).

VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures follow VA directive requirements.

Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract.

The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/ subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

If a VHA contract is terminated for cause, the associated BAA must also be terminated, and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/ subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR.

3. SECURITY INCIDENT INVESTIGATION

a. The term "security incident" means an event that has, or could have, resulted in unauthorized access to, or loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor's notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

e. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

f. The contractor/subcontractor shall provide notice to VA of a "security incident" as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach.

The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

g. Each risk analysis shall address all relevant information concerning the data breach, including the following:

(1) Nature of the event (loss, theft, unauthorized access);

(2) Description of the event, including:

(a) date of occurrence;

(b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

(3) Number of individuals affected or potentially affected;

(4) Names of individuals or groups affected or potentially affected;

(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;

(6) Amount of time the data has been out of VA control;

(7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);

(8) Known misuses of data containing sensitive personal information, if any;

(9) Assessment of the potential harm to the affected individuals;

(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and

Privacy Incidents, as appropriate; and whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

4. SECURITY CONTROLS COMPLIANCE TESTING

On a periodic basis, the VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days' notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 EA __________________ __________________

ANNUAL INSPECTIONS RADIOLOGY EQUIPMENT

MEDICAL PHYSICS YEAR ONE DATE OF SERVICE 10-

1-24 TO 9-30-25

Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025

MEDICAL PHYSICS YEAR ONE DATE OF SERVICE 10-

1-25 TO 9-30-26

Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026

MEDICAL PHYSICS YEAR ONE DATE OF SERVICE 10-

1-26 TO 9-30-27

Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027

MEDICAL PHYSICS YEAR ONE DATE OF SERVICE 10-

1-27 TO 9-30-28

Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028

MEDICAL PHYSICS YEAR ONE DATE OF SERVICE 10-

1-28 TO 9-30-29

Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029

GRAND TOTAL __________________

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

1.00

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.