36C24924Q0376.docx

SUBJECT*

603-25-1-5111-0001 / 36C249-24-AP-3658 - FY25 - LOU - Dosimetry (NUC)

GENERAL INFORMATION

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

POINT OF CONTACT*

Contract Specialist Ayslin Kennett ayslin.kennett@va.gov No Phone Calls

PLACE OF PERFORMANCE

800 Zorn Ave.

Louisville KY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

On behalf of the Robley Rex VA Medical Center, Network Contracting Office (NCO) 9 is issuing this Sources Sought Notice as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for a firm-fixed priced contract for Dosimetry Services. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 811210.

THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals or quotes; submission of any information in response to this market survey is purely voluntary; and the government assumes no financial responsibility for any costs incurred.

If your organization has the potential capacity to perform these services, please provide the following information:

a. Organization name, address, point of contact, email address, Web site address, and telephone number.

b. Business size: small, small disadvantaged, woman-owned, Hub Zone, serviced-disabled veteran-owned small business, large business, etc.

c. Business type under North American Industry Classification System (NAICS) 811210, CAGE Code and DUNS Number.

d. Under which NAICS code does your company usually provide the requirements described in the Statement of Work - Please provide rationale for your answer if different from NAICS 811210.

e. Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational, and staff capability.

f. Response to this Sources Sought shall not exceed 10 pages and should include all of the foremost mentioned information. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

g. The government will evaluate market information to ascertain potential market capacity to:

i. Provide services consistent in scope and scale with those described in this notice and otherwise anticipated. Secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements.

ii. Implement a successful plan that includes: compliance with program schedules; cost containment; and meeting and tracking performance.

iii. Provide services under a firm-fixed-price contract.

NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

Submission Instructions: Questions regarding this Sources Sought Notice should be submitted by 10:00 am CT, August 7th, 2024, to Ayslin.Kennett@va.gov. Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 10:00 am CT, August 12, 2024. All responses under this Sources Sought Notice must be emailed to Ayslin.kennett@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

SAM: Interested parties shall be registered in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220.

Disclaimer and Important Notes. This notice does not obligate the government to award a contract or otherwise pay for the information provided in response. The government reserves the right to use the information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the government to determine the organization s qualifications to perform the work. Respondents are advised that the government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Contract Opportunities. However, responses to this notice shall not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

STATEMENT OF WORK

DOSIMETRY FOR MONITORNG OCCUPATIONAL

DOSE FROM IONIZING RADIATION

STATEMENT OF OBJECTIVES

The Contractor will be required to provide dosimetry supplies and services for monitoring occupational ionizing radiation dose at the Robley Rex Veterans Affairs Medical Center (Robley Rex VAMC), as required by federal regulation under the Code of Federal Regulations (CFR) Title 29 – Labor under the US Department of Labor (DOL), Occupational Safety and Health Administration (OSHA) and CFR Title 10-Energy under the US Nuclear Regulatory Commission (NRC).

1. Delivery: The Contractor will provide dosimeters on a monthly and or quarterly basis as requested by the Robley Rex VAMC for use in the radiation safety program for monitoring of occupational ionizing radiation. The Contractor will provide reports, ALARA notifications and annul NRC Form 5 Equivalent reports for all dosimeters provided to the Robley Rex VAMC. The Contractor will also maintain and have the ability to provide historical legal dose records for personnel occupational ionizing radiation exposure reports for all dosimetry services provided by the contractor since inception of the Robley Rex VAMC radiation safety program.

Deliveries will be made to:

Robley Rex VA Medical Center Radiation Safety Officer (11R) 800 Zorn Avenue Louisville, KY, 40206-1499

2. Quality: The Contractor shall ensure the dosimetry supplies and services provided to the Robley Rex VAMC can provide and/or meet the following specifications:

A. Dosimetry/Dosimeters:

(1) Will be manufactured and provided from a facility accredited by the National Voluntary Laboratory Accreditation Program (NVLAP) of the US National Institute of Standards and Technology for all radiation testing categories.

(2) Will be ThermoLuminescence Dosimetry (TLD) (technology based on the principal of detecting light emissions following stimulation of the irradiated material), Luxel+, and Saturn ring dosimeters.

(3) Written specifications shall be provided on dosimetry devices defining:

(a) Minimum detectable reported dose;

(b) Energy discrimination capabilities including accuracy, precision, and (c) Maximum range of reported dose for the various energy ranges concerned, primarily:

(1) Less than 100 KeV photons

(2) 100 KeV through 250 KeV photons

(3) Greater than 250 KeV up to and including Cs137, Co60

(4) Beta radiations

B. Order, Shipment and Delivery of Dosimeters:

(1) All transactions regarding the vendor service including, but not limited to, user additions, deletions, changes, inquiries, etc., shall be exclusively between the Robley Rex VAMC RSO or designee and the Contractor.

(2) Dosimeters shall be routinely delivered to the Robley Rex VAMC by the 20th calendar day of each month preceding the next exchange date. Exchange dates are the first day of any month. If the devices are not received by the 20th calendar day, the vendor shall, at no cost to the Robley Rex VAMC, ship the devices in a manner to ensure tracking of the delivery by the 3rd business day after notification by the Robley Rex VAMC.

(3) The dosimetry devices, including additions, shall be provided in presorted and individually packaged and labeled containers in accordance with the criteria established by the Robley Rex VAMC Radiation Safety Officer (RSO) at the time of setup.

(4) Shipments shall include individual printed packing lists for each group of users. The individual packing lists shall include the numerical order of the dosimeters. Other information provided in the listing shall include, but is not limited to, the following:

(5) Shipping containers used by the Contractor shall be reusable for return of the devices to vendor. Return shipping labels shall be supplied by the vendor.

C. Reports/Records and use of on-line web access

(1) The vendor shall ensure timely response to customer inquiries by assigning a specific representative who shall be accessible during regular working hours through a toll-free phone system.

(2) The vendor shall provide a method for calculating and reporting Effective Dose Equivalent or Effective Dose automatically for designated badge wearers.

(3) Quarterly ALARA reports will be prepared by the vendor and submitted to the Radiation Safety Officer

(4) The vendor shall provide emergency processing of dosimetry devices when requested. This processing shall be completed within 24 hours of receipt of the device by the vendor. The Radiation Safety Officer or designee shall be notified of the processing results by telephone or email within 24 hours of receipt of the device by the vendor.

(5) The Radiation Safety Officer or designee shall be notified in writing by US postal service and email of all readings above the levels set by the Radiation Safety Officer within 24 hours from the reading of the dosimeter. The system shall be capable of setting different notification levels for separate series codes within an account.

(6) The Contractor shall automatically provide permanent records archiving for contracted dosimetry supplies and services for monitoring occupational ionizing radiation dose at the Robley Rex VAMC

(7) The vendor shall have on-line web access capability such that the Radiation Safety Officer may be able to at a minimum:

(a) Add, transfer, or delete personnel

(b) Add additional badges to existing personnel

(c) Review records (wearer, badge type, frequency, dose history, etc.) (d) Summarize results (exposure levels, ALARA, etc.)

(e) Review exposure histories per entire account

(f) Review exposure histories for an individual

(g) Add lifetime cumulative dose for an individual

(h) Add current year dose for an individual

(i) Reactivate wearers and badges

(j) Assign spare badges

(k) List unreturned badges

(l) Download data files for unreturned badges

(m) Download data files for badge readings (exposures for specified periods)

(8) No presorting of the dosimetry devices by the Robley Rex VAMC shall be required prior to returning the dosimetry devices to the vendor. The vendor shall provide a means of tracking all unreturned dosimetry devices, including whole body and ring badges. This information shall be obtainable through data file downloads from the on-line computer system. The information shall be available for downloading on at least a monthly basis and shall be capable of tracking unreturned devices for the past 18 calendar months.

(9) Radiation dose reports, including monthly, quarterly, yeartodate, and lifetime totals, shall meet the records requirements of the NRC and OSHA. The vendor shall automatically provide printed and computer updates of records which have had a dose adjustment made by the Government’s Radiation Safety Officer.

(10) The vendor shall automatically provide an NRC Form 5 or equivalent, at no cost, for each monitored individual in each series code, on an annual basis.

(11) The vendor shall provide a means of maintaining current year dose and lifetime cumulative doses for individuals as requested Radiation Safety Officer.

(12) The dosimetry reports shall include a separate fetal dose entry for all pregnant personnel.

(13) The vendor shall automatically provide printed copy wear period, annual summary, and annual statistical summary reports for each account. These summaries shall include a listing by user groups, of every person badged at any time during the year. Other information provided for each listing shall include, but not be limited to, the following:

(a) Group or series number;

(b) Badge number and type;

(c) Annual and lifetime dose;

(d) Social security number;

(e) Date of birth;

(f) Sex;

(g) Deep dose and shallow dose for each monitoring period;

(h) Extremity dose;

(i) Internal dose reported by Radiation Safety Officer;

(j) Total Effective Dose Equivalent;

(k) Data on all currently issued devices regarding late returns, unreturned, and deleted devices.

(14) The vendor shall provide a means to electronically download exposure data information using the on-line computer system.

(15) The vendor shall provide individual termination summary reports for everyone removed from an account upon request.

II. SERVICE DOCUMENTATION

Invoices: The Contracting Officer Representative (COR) shall be provided with copies of the invoices. Invoices shall be paid to the contractor monthly, in arrears, upon submission of a properly prepared invoice for services/ supplies during the period. All invoices will include:

1. Name of company

2. Point of contact name

3. Contact phone number

4. Contract address

5. Invoice number

6. Purchase order number and/or contract number issued by

7. Dates of services

8. Itemized listing of charges

Invoices shall be sent to Austin, Texas for on-line certification.

III. PRICING SCHEDULE

Contractor will provide the Robley Rex Veterans Affairs Medical Center, Louisville, KY, with pricing for the following items. The quantities are the estimated for a 12-month period.

Base Year: Period of Service October 1, 2024 – September 30, 2025

Total Estimated Contract Price (Base Year): $_________________

Option Year #1: Period of Service October 1, 2025 – September 30, 2026

Total Estimated Contract Price (Option Year #1): $_________________

Option Year #2: Period of Service October 1, 2026 – September 30, 2027

Total Estimated Contract Price (Option Year #2): $_________________

Option Year #3: Period of Service October 1, 2027 – September 30, 2028

Total Estimated Contract Price (Option Year #3): $_________________

Option Year #4: Period of Service October 1, 2028 – September 30, 2029

Total Estimated Contract Price (Option Year #4): $_________________

IV. TERM OF CONTRACT

This contract is effective for the period October 1, 2019 thru September 30, 2020 with four (4) Option Years. The option to extend for additional periods (if required) will be at the discretion of the Government. This contract is subject to the availability of VA funds.

V. DEFINITIONS

Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation. In case of a conflict in language between the definitions and other sections of this contract, the language in this section shall govern.

1. Contracting Officer (CO) - The person executing this contract on behalf of the Government with the authority to enter into and administer contracts and make related determinations and findings.

2. Contracting Officer’s Technical Representative (COR) - A person appointed by the CO to take necessary action to ensure the contractor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken.

3. Veterans Health Administration (VHA) - The central office for administration of the VA medical centers throughout the United States. The VHA is located in Washington, DC.

4. Veterans Integrated Services Network (VISN) - The regional oversight for the VA Medical Centers in Memphis, TN, Tennessee Valley Healthcare System (Murfreesboro and Nashville), Louisville, KY, Lexington, KY, Huntington, West Virginia and Mt. Home, TN. The VISN office is located at 1801 West End Avenue, Suite 1100, Nashville, TN 37203.

VI. QUALITY REQUIREMENTS

Not applicable

VII. CREDENTIAL REVIEWS/PRIVILEGING

Not applicable

VIII. KEY PERSONNEL

The Contractor will designate one person who can be contacted for any problems or issues that arise in the performance of this contract to the Robley Rex VAMC with a phone number. The Robley Rex VAMC will also designate a contact person. The contractor must identify key personnel proposed to provide the required services and their qualifications upon award of contract and on an annual basis thereafter. The contractor cannot change key personnel without VAMC approval.

IX. PATIENT RIGHTS AND SAFETY

Not applicable.

X. CONTINUUM OF CARE

Not applicable.

XI. QUALITY ASSURANCE SURVEILLANCE PLAN

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. The performance standards are as follows:

Failure to receive dosimteres in a timely manner may result in unfavorable contractor performance evaluation, which could result in not exercising option period.

Failure to provide Reports, Records and on line access may result in unfavorable contractor performance evaluation, which could result in not exercising option period.

XII. ENVIRONMENT OF CARE

Not applicable

XIII. INFORMATION MANAGEMENT SECURITY

Not applicable

XIV. HIPPA AND OTHER REGULATORY COMPLIANCE

Not applicable

XV. ON CALL REQUIREMENTS AND HOW THEY WILL BE BILLED

Emergency orders can be placed at anytime with delivery within one (1) hour of the order. Deliveries during normal business hours will be to: Cardiology Section, Room C-222, Robley Rex Veterans Affairs Medical Center, 800 Zorn Avenue, Louisville KY 40206-1499. Deliveries outside of normal business hours will be to: Cardiology Section, Room C-204, Robley Rex Veterans Affairs Medical Center, 800 Zorn Avenue, Louisville KY 40206-1499.