Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 9 Contract Specialist: Rebecca Espinoza 1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

POINT OF CONTACT*

Contract Specialist Rebecca Espinoza rebecca.espinoza@va.gov 615-225-6998

PLACE OF PERFORMANCE

Tennessee Valley Healthcare System

1310 24th Avenue South

Nashville TN

ADDITIONAL INFORMATION

DESCRIPTION

This Sources Sought Notice is for market research purposes only and shall not be considered an Invitation for Bids, Request for Quotations, or a Request for Proposal. Do not submit a proposal or quote in response to this notice.

The Department of Veterans Affairs is seeking Diagnostic Medical Physicist Equipment Inspection Services in support of Medical Imaging Services for the Tennessee Valley Healthcare System to include the following campus locations:

VA Medical Center, Nashville Campus 1310 24th Avenue South Nashville, Tennessee 37212-2637

Clarksville VA Clinic 782 Weatherly Drive Clarksville, TN 37043

Chattanooga VA Clinic 6401 Shallowford Road Chattanooga, TN 37421

Alvin C York VA Medical Center 3400 Lebanon Pike Murfreesboro, TN 37129

The period of performance will tentatively be a five-year Indefinite Delivery Contract with one-year ordering periods.

In accordance with RFO 15.101(c), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Additionally, there is no obligation on the part of the Government to acquire any products or services described in this Sources Sought notice. You will not be entitled to payment for direct or indirect costs that you incur in responding and the Government does not intend to pay for the information submitted in response to the notice. Any contract that might be awarded based on information received or derived from this market research will be the outcome of a competitive process. Interested parties are responsible for adequately marking proprietary, restricted, or otherwise sensitive information contained in their response.

Interested business concerns with the capability to provide services can submit a capability statement addressing ability to meet the requirements outlined in the attached Performance Work Statement. Kindly include the following, if applicable, in your reply:

1. SAM UEI number

2. Small business category, if your company is registered as a small business concern.

3. Any previous experience in providing these or similar services.

4. Any other pertinent information that can assist the Government in assessing the market conditions for this service.

Please email all replies to Rebecca.espinoza@va.gov no later than 10:00 am CST May 12, 2026. Responses should contain 36C24926Q0199 Diagnostic Medical Physicist Equipment Inspection Services TVHS in the subject line. Questions regarding this Sources Sought Notice will not be answered.

POINT OF CONTACT:

Rebecca Espinoza, Contract Specialist Rebecca.Espinoza@va.gov

PERFORMANCE WORK STATEMENT

ONSITE MEDICAL PHYSICS SERVICES

1. GENERAL

SERVICES REQUIRED: The qualified diagnostic medical physicists shall perform imaging equipment (x-ray equipment, nuclear medicine cameras, PET/CT cameras, ultrasound units, and MRIs) inspections to ensure compliance with the current American College of Radiology (ACR) and Mammography Quality Standards Act (MQSA) requirements. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or Radiation Safety Officer (RSO) prior to the qualified diagnostic medical physicists 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 service supervisor or RSO within 5 working days after completion of the inspection. All imaging equipment (except ultrasound which is semi-annually, nuclear medicine cameras, and PET which are quarterly) shall be inspected at least annually, not to exceed 14 months. Need for emergency services shall be determined by the TVHS VAMC.

1.1. PLACE OF PERFORMANCE:

TVHS Nashville Campus 1310 24th Avenue South Nashville, TN, 37212

TVHS Murfreesboro Campus 3400 Lebanon Pike Murfreesboro, TN, 37129

TVHS Chattanooga Clinic 6401 Shallowford Road Chattanooga, TN, 37421

TVS Clarksville Clinic 782 Weatherly Drive Clarksville, TN, 37043

TVHS Clarksville Dental Clinic 1832 Memorial Drive Clarksville, TN, 37043

1.2. AUTHORITY: Title 38 USC 8153, Health Care Resources (HCR) sharing Authority.

1.3. Policy/Handbooks:

1.3.1. VA Directive 1129: Radiation Protection for Machine Sources of Ionizing Radiation http://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=3081

1.4. DEFINITIONS/ACRONYMS:

1.4.1. AAPM: American Association of Physics in Medicine

1.4.2. ABR: American Board of Radiology

1.4.3. ACR: American College of Radiology (www.acr.org/)

1.4.4. CO: Contracting Officer

1.4.5. COR: Contracting Officer’s Representative

1.4.6. COS: Chief of Staff

1.4.7. NHPP: National Health Physics Program- NHPP provides regulatory oversight for the Nuclear Regulatory Commission master materials license issued to VHA to include permitting for use of materials, on-site inspections, and investigations of allegations, medical events, and incidents. In addition we provide oversight for machine sources of ionizing radiation used for radiation therapy. Finally we provide assistance and technical information for uses of ionizing radiation for healthcare diagnosis and treatment and non-human biomedical research. (http://www.patientcare.va.gov/NHPP.asp)

1.4.8. QA/QI: Quality Assurance/Quality Improvement

1.4.9. QM/PI: Quality Management/Performance Improvement

1.4.10. QASP: Quality Assurance Surveillance Plan

1.4.11. QMP: Quality Management Program

1.4.12. TJC: The Joint Commission

1.4.13. VA: Department of Veterans Affairs

1.4.14. VAMC: Veterans Affairs Medical Center

1.4.15. VHA: Veterans Health Administration

2. QUALIFICATIONS:

2.1. Staff and Facility:

2.1.1. License – The Contractor’s physicist(s) assigned by the Contractor to perform the services covered by this contract shall be performed by qualified diagnostic medical physicists. A qualified diagnostic medical physicist is a person who is certified by the American Board of Radiology, American Board of Medical Physics, the Canadian College of Physicists in Medicine, state licensure, or equivalent credentials.

2.1.2. All licenses held by the personnel working on this contract shall be full and unrestricted licenses. Contractor’s physicist(s) who have current, full and unrestricted licenses in one or more states, but who have, or ever had, a license restricted, suspended, revoked, voluntarily revoked, voluntarily surrendered pending action or denied upon application will not be considered for the purposes of this contract.

2.1.3. Board Certification - All contractors’ physicist(s) shall be Board Certified or equivalent. All continuing education courses required for maintaining certification must be kept up to date at all times. Documentation verifying current certification shall be provided by the Contractor to the VA COR on an annual basis for each year of contract performance.

2.1.4. Medical Physicists must be Board Certified in Medical Physics by the ABR, American Board of Medical Physics, or the Canadian College of Physicists in Medicine, state licensure, or equivalent, and maintain licensure with the Board of Licensure for Professional Medical Physicists, if applicable. Certification must be maintained throughout the contract POP.

2.1.5. If a contractor’s physicist(s) and/or other contract employee(s) are not licensed licensure suspended or revoked, the Contractor shall furnish an acceptable substitute without any additional cost to the government.

2.1.6. Technical Proficiency - Contractor’s physicist(s) and other employee(s) shall be technically proficient in the skills necessary to fulfill the government’s requirements, including the ability to speak, understand, read and write English fluently. Contractor shall provide documents upon request of the CO/COR to verify current and ongoing competency, skills, certification and/or licensure related to the provision of services performed. Contractor’s physicist(s) and other contract employee(s) shall have knowledge of professional principles, practices, and procedures to serve diagnostic medical physics testing. Contractor shall provide verifiable evidence of all educational and training experiences including any gaps in educational history for all contractor’s physicist(s) and other contract employee(s).

2.1.7. Continuing CME/CEU Requirements: Contractor shall provide the COR copies of current CEUs as required or requested by the VAMC. Contractors registered or certified by national/medical associations shall continue to meet the minimum standards for CEUs to remain current.

2.1.8. Conflict of Interest: The Contractor and all contractor’s physicist(s) and other contract employees(s) are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of proposal and during the entirety of contract performance. At the time of proposal, the Contractor shall provide a statement which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided. The Contractor shall also provide statements containing the same information for any identified consultants or subcontractors who shall provide services. The Contractor must also provide relevant facts that show how it’s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest. These statements shall be in response to the VAAR provision 852.209-70 Organizational Conflicts of Interest (Jan 2008) and fully outlined in response to the subject attachment in Section D of the solicitation document.

2.1.9. Citizenship related Requirements:

2.1.10. The Contractor certifies that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals.

2.1.11. While performing services for the Department of Veterans Affairs, the Contractor shall not knowingly employ, contract or subcontract with an illegal alien; foreign national non-immigrant who is in violation their status, as a result of their failure to maintain or comply with the terms and conditions of their admission into the United States. Additionally, the Contractor is required to comply with all “E-Verify” requirements consistent with “Executive Order 12989” and any related pertinent Amendments, as well as applicable Federal Acquisition Regulations.

2.1.12. If the Contractor fails to comply with any requirements outlined in the preceding paragraphs or its Agency regulations, the Department of Veterans Affairs may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor, shall be prohibited from working at the Contractor’s place of business that services Department of Veterans Affairs patient referrals; or other place where the Contractor provides services to veterans who have been referred by the Department of Veterans Affairs; and shall form the basis for termination of this contract for breach.

2.1.13. This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001.

2.1.14. Non Personal Healthcare Services: The parties agree that the Contractor and all contractors’ physicist(s) and other contract employees(s) shall not be considered VA employees for any purpose.

2.1.15. Indemnification: The Contractor shall be liable for, and shall indemnify and hold harmless the Government against, all actions or claims for loss of or damage to property or the injury or death of persons, arising out of or resulting from the fault, negligence, or act or omission of the Contractor, its agents, or employees.

2.1.16. Key Personnel:

2.1.16.1 Contractor shall provide the number of qualified staff as is necessary to perform the services required under this contract, at the staffing level determined to be professionally acceptable by the CO/COR.

2.1.16.2 The number of Board Certified physicists required to be on site on a daily basis will be determined by the number of units to be tested.

2.1.17. Personnel Substitutions: During the first ninety (90) calendar days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death or termination of employment. The Contractor shall notify the CO, in writing, within 30 calendar day(s) after the occurrence of any of these events and provide the information required below. After 90 days, the Contractor shall submit the information required below to the CO at least 30 calendar days prior to making any permanent substitutions.

2.1.17.1 The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the CO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The CO will notify the Contractor within 30 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel.

2.1.17.2 The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. Should the VA COS or designee show documented problems or continual unprofessional behavior/actions with any Contractor’s physicist(s), he/she may request, without cause, immediate replacement of said Contractor’s physicist(s). The CO and COR shall deal with issues raised concerning Contractor’s physicist(s) conduct. The final arbiter on questions of acceptability is the CO.

3. VA HOURS OF OPERATION/SCHEDULING:

3.1. VA Business Hours: Unless otherwise coordinated, the contractor shall assume that the work will be performed from 6am to 4pm and on weekends with the VA’s approval. VA may grant the contractor permission to work outside these normal project hours (as requested on a case by case basis).

3.2. Federal Holidays: The following holidays are observed by the Department of Veterans Affairs:

· New Year’s Day

· President’s Day

· Martin Luther King’s Birthday

· Memorial Day

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving

· Christmas

· Any day specifically declared by the President of the United States to be a national holiday.

3.2.1. Unless a state of emergency has been declared, the Contractor shall be responsible for providing services.

4. CONTRACTOR RESPONSIBILITIES

4.1. SERVICES REQUIRED AS NEEDED: The qualified diagnostic medical physicists shall perform imaging equipment (x-ray equipment, nuclear medicine cameras, PET/CT cameras, ultrasound units, and MRIs) inspections, as needed, at the request of TVHS. TVHS will notify the contractor a minimum of 5 days in advance to schedule annual testing, 2 days for new equipment, and 1 day for equipment repair or replacement. The contractor will respond to all requests the same working day. Any schedule changes will be communicated between the COR/vendor as soon as possible. All testing will ensure compliance with the current American College of Radiology (ACR) and Mammography Quality Standards Act (MQSA) requirements. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO prior to the qualified diagnostic medical physicists 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 service supervisor or RSO within 5 working days after completion of the inspection. All imaging equipment (except ultrasound which is semi-annually, nuclear medicine cameras, and PET which are quarterly) shall be inspected at least annually, not to exceed 14 months.

4.2. The qualified diagnostic medical physicists shall perform acceptance testing of all new or relocated imaging equipment prior to first clinical use on an as needed basis. Acceptance testing will not be required if completed by a qualified diagnostic medical physicist as part of National Acquisition Center acceptance testing. The acceptance testing shall comply with ACR or MQSA requirements and must be completed 48 hours after the facility contacts the contractor. For room repairs, such as tube replacements, the contractor has 24 hours after the facility contacts the contractor. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO 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 service supervisor or RSO within 5 working days after completion of the inspection.

4.3. The qualified diagnostic medical physicists shall perform a full inspection of imaging equipment after repairs or modifications that may affect the radiation output or image quality, as needed. The inspection shall be completed within 24 hours after the facility contacts the contractor. The contractor shall respond the repair or modifications requests the same day of the request. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO prior to the qualified diagnostic medical physicists 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 service supervisor or RSO within 5 working days after performing of the inspection.

4.4. The qualified diagnostic medical physicists shall provide consultation for additional services as needed, i.e., safety training.

4.5. The qualified diagnostic medical physicists shall review CT protocol optimization at least annually as needed.

4.6. The qualified diagnostic medical physicist shall provide shielding design calculations for each new, replaced, or relocated x-ray imaging system within 7 working days of the request, as needed. Rescheduling will be handled on a case by case basis between the contractor and COR. The calculations for each shall comply with the National Council for Radiation Protection and Measurements (NCRP) Report No. 147, and, for dental units, NCRP Report No. 145, and shall be documented in a written report which includes a diagram showing adjacent areas. The qualified diagnostic medical physicists shall perform a shielding survey to verify the structural shielding was installed per the shielding design report and complies with the design goals. A written report of the shielding survey shall be provided to the RSO within 5 workings days after the shielding survey has been completed.

4.7. The qualified diagnostic medical physicists shall assist in the development of a comprehensive technical quality assurance (QA) program as needed (e.g., technique charts, repeat/reject analysis monitoring, monitoring of exposure indices to radiographic image receptors, QA program for display monitors, QA for CT, monitoring of dose metrics from fluoroscopy studies), which complies with ACR recommendations, for all modalities. The qualified diagnostic medical physicists shall review at least annually the QA program. A written report of the results shall be provided to the service supervisor or RSO within 5 working days after performing of the inspection.

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

4.9. The Contractor shall conduct equipment inspections or quality control surveys of the imaging equipment as needed. The Contractor shall ensure the imaging equipment’s compliance with applicable Federal regulations and ACR recommendations, and shall include, but not be limited to, monitoring the following basic performance characteristics. Reports should be consistent and provided on a template pre-approved by the facility POC.

4.9.1. 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. The performance of each radiographic and fluoroscopic unit must be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable).

(1) Integrity of unit assembly.

(2) Collimation and radiation beam alignment.

(3) Fluoroscopic system 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.

(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. Maximum output for all clinically used settings.

(14) Image receptor entrance exposure.

(15) Equipment radiation safety functions.

(16) Patient dose monitoring system calibration.

(17) Video and digital monitor performance.

(18) Digital image receptor performance.

(19) Grids used with portable x-ray units shall be imaged for uniformity.

4.9.2 Computed/Digital Radiography - Physics inspections of CR and DR equipment shall comply with the American Association of Physicist in Medicine (AAPM) Report Number 93, Acceptance Testing and Quality Control of Photostimulable Storage Phosphor Imaging Systems. The performance of CR and DR must be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable).

(1) Component and Imaging Plate Physical Inspection and Inventory.

(2) Imaging Plate Dark Noise and Uniformity.

(3) Exposure Indicator Calibration.

(4) Linearity and Auto-ranging Response.

(5) Laser Beam Function.

(6) Limiting Resolution and Resolution Uniformity.

(7) Noise and Low-Contrast Resolution.

(8) Spatial Accuracy.

(9) Erasure Thoroughness.

(10) Aliasing/Grid Response.

(11) IP Throughput.

(12) Positioning and Collimation Errors.

4.9.3 Computed Tomography - The physics inspection shall conform to the 2012 ACR Computed Tomography Quality Control Manual. The performance of each CT scanner shall be evaluated at least annually. 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 Performance.

(7) Spatial Resolution.

(8) CT Number Accuracy.

(9) Artifact Evaluation.

(10) CT Number Uniformity.

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

(12) Gray Level Performance of CT Acquisition Display Monitors.

4.9.4 Dental - The physics inspection shall conform to the Conference of Radiation Control Program Directors (CRCPD), Quality Control Recommendations for Diagnostic Radiography Volume 1 Dental Facilities July 2001. The performance of dental x-ray inspections shall be annually or every 2 years. This evaluation should include, but not be limited to, the following tests (as applicable).

(1) Collimation.

(2) Beam quality (half value layer).

(3) Timer Accuracy and Reproducibility.

(4) kVp Accuracy and Reproducibility.

(5) mA or mAs Linearity.

(6) Exposure Reproducibility.

(7) Entrance Skin Exposure Evaluation.

(8) Technique Chart Evaluation.

(9) Image uniformity (artifact evaluation).

4.9.5 Mammography - The qualified diagnostic medical physicist inspecting mammography equipment must meet the qualifications outlined in the MQSA and shall provide the facility with up-to-date documentation demonstrating the qualified diagnostic medical physicist is MQSA qualified. Inspections of mammography equipment must comply with the latest requirements posted on the ACR Web site for the manufacturer of the digital mammography unit being inspected. Inspection items may include:

(1) Mammographic Unit Assembly Evaluation.

(2) Collimation assessment.

(3) Artifact evaluation.

(4) kVp accuracy and reproducibility.

(5) Beam quality assessment – HVL measurements.

(6) Evaluation of system resolution.

(7) Automatic Exposure Control (AEC) function performance .

(8) Breast entrance exposure, AEC reproducibility, and average glandular dose.

(9) Radiation output rate.

(10) Phantom image quality evaluation.

(11) Signal–to–noise ratio and contrast–to noise ratio measurements.

(12) View box luminance and room illuminance.

(13) Review Work Station (RWS) tests.

4.9.6 MRI - The physics inspection shall conform to the 2004 ACR Magnetic Resonance Imaging Quality Control Manual. The performance of each MRI scanner shall be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable).

(1) Magnetic field homogeneity.

(2) Geometric accuracy.

(3) Inter-slice RF interference.

(4) Slice position accuracy.

(5) High-contrast resolution

(6) RF coil performance.

(a) Volume coils’ signal-to-noise ratio

(b) Volume coils’ image uniformity

(c) Volume coils’ ghosting ratio

(d) Phased array coils' signal-to-noise ratio

(e) Surface coils’ signal-to-noise ratio

(7) Slice thickness accuracy

(8) Low-contrast detectability

(9) Soft copy displays

(10) Technologist’s QC program

(11) Site phantom inventory

(12) Site RF coil inventory

4.9.7 PET - The physics inspection shall conform to the ACR PET Phantom Instructions for Evaluation of PET Image, ACR Nuclear Medicine Accreditation Program PET Module. The performance of each PET scanner shall be evaluated at least quarterly. For PET/CT units the CT must be inspected at least annually per Item C above. This evaluation should include, but not be limited to, the following tests (as applicable).

(1) Uniformity.

(2) Spatial resolution.

(3) SUV analysis.

4.9.8 Nuclear Medicine - The physics inspection shall conform to the ACR annual performance tests for nuclear medicine cameras. The qualified diagnostic medical physics shall also perform the quarterly testing as outlined by the ACR. The performance of each nuclear medicine scanner shall be at least annually. This evaluation should include, but not be limited to, the following tests (as applicable).

(1) Intrinsic Uniformity: fail criteria: > 5.0%

(2) System Uniformity: fail criteria: > 5.0%

(3) Intrinsic or System Spatial Resolution: fail criteria: > 3.5 mm bars

(4) Relative Sensitivity: fail criteria: COV > 2.5%

(5) Energy Resolution: fail criteria: > 12%

(6) Count Rate Parameters: fail criteria

(7) Formatter/Video Display

(8) Overall System Performance for SPECT

(9) System Interlocks

(10) Dose Calibrators (Geometry, if applicable, Accuracy)

(11) Thyroid Uptake and Counting Systems

4.9.9 Ultrasound - The physics inspection shall conform to the ACR performance tests for ultrasound. On an ongoing basis (at least semiannually), the following tests should be done for each ultrasound unit. Testing should be done using two transducers commonly used with any unit employing more than one transducer. Data should be taken from testing of the transducers which are used for the most frequently occurring examination(s) at the site. It is recommended that these be of different scan formats such as one linear (or curvilinear array), and one sector (mechanical, phased, or vector).

(1) System Sensitivity/Penetration This test should be done with the following settings:

The maximum depth of visualization is determined by comparing the gradually weakening echo texture to electronic noises near the bottom of the image.

(2) Image Uniformity Adjust the TGC controls and other sensitivity controls to obtain an image as uniform as possible.

(3) Electrical and Mechanical Safety and Cleanliness

(4) Gray Scale Photography (if applicable) – Do either (a), (b), or (c).

(a) For Scanners with a Discrete Bar Pattern Count the number of distinct gray bar steps on the viewing monitor. Then count the number of steps visualized in the gray bar on the hard copy image.

(b) For Scanners with a Continuous Gray Bar Pattern Use calipers to measure the length of the black-to-white transition of the gray wedge on the viewing monitor. If the relative length of the black-to-white transition on the hard copy image is less, document how much is missing.

(c) For Laser Imager (Hard Copy Device) Prior to filming any images, an SMPTE test pattern created by the Society of Motion Picture and Television Engineers (SMPTE), should be printed using the appropriate window width (WW) and window level (WL). If you are unfamiliar with this procedure, you should review Gray et al., “Test pattern for video display and hard-copy camera,” Radiology 145:519-527 (1985), and then contact your local service engineer for assistance. When printed, the 95% density patch within the 100% square and the 5% density patch within the 0% square should be visible, and there should be no notable distortions or artifacts present. If these criteria are not met, contact your service engineer for laser camera calibration before proceeding with any filming.

(5) Hard Copy Output Quality Test (Digital) (if applicable) This test, or a similar test specifically recommended by the hard copy equipment manufacturer.

Required Test Equipment

The same test image should be used each time.

4.1.10 Display Monitors - The physics inspection shall conform to the AAPM On-line Report No. 03, Assessment of Display Perform for Medical Imaging Systems. The performance of each display monitor shall be evaluated initially, acceptance testing, and at least annually thereafter. This evaluation should include, but not be limited to, the following tests (as applicable).

Acceptance testing (Table 7 from AAPM On-line Report No. 03)

(a) Geometric distortions

(b) Reflection

(c) Luminance response

(d) Luminance dependencies

(e) Resolution

(f) Noise

(g) Veiling glare

(h) Chromaticity Annual testing (Table 8c from AAPM On-line Report No. 03)

(a) Geometric distortions

(b) Reflection

(c) Luminance response

(d) Luminance dependencies

(e) Resolution

(f) Noise

(g) Veiling glare

(h) Chromaticity

4.10. The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The CO and COR shall deal with issues raised concerning Contractor’s conduct. The final arbiter on questions of acceptability is the CO.

4.11. The CO shall resolve complaints concerning Contractor relations with the Government employees. The CO is final authority on validating complaints.

4.12. REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)

4.12.1. As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all contracts that exceed $250,000 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information.

4.12.2. Each Contractor whose contract award is estimated to exceed $250,000 is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil. Help in registering can be obtained by contacting Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690. Registration should occur no later than thirty days after contract award, and must be kept current should there be any change to the Contractor’s registered representative.

4.12.3. For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the Contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the Contractor’s designated representative for comment. The Contractor representative will have thirty days to submit any comments and re-assign the report to the CO.

4.12.4. Failure to have a current registration with the CPARS database, or to re-assign the report to the CO within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond.

5. GOVERNMENT RESPONSIBILITIES:

5.1. CPRS TRAINING: COR will arrange and government will provide appropriate opportunity for Contractor staff to take CPRS training.

5.2. Contract Administration/Performance Monitoring: After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to:

Tiffany Cannon Medical Imaging Health System Specialist 1310 24th Ave. South Nashville, TN 37212

5.3. CO Responsibilities:

Rebecca Espinoza

CONTRACT SPECIALIST

NETWORK CONTRACTING OFFICE 9

U.S. Department of Veterans Affairs Network Contracting Office 9 (90C) 1639 Medical Center Pkwy, Suite 400 Murfreesboro, TN 37129 rebecca.espinoza@va.gov

5.3.1. The CO is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the CO on all matters pertaining to contract administration. Only the CO is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity or quality of performance of this contract.

The CO shall resolve complaints concerning Contractor’s provider relations with the Government employees or patients. The CO is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the CO without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

In the event that contracted services do not meet quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan; increased monitoring of the contracted services; consultation or training for the contract staff to be provided by the VA; replacement of the contract staff and/or renegotiation of the contract terms or termination of the contract.

5.4. COR Responsibilities:

COR

5.4.1. The COR shall be the VA official responsible for verifying contract compliance. After contract award, any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

5.4.2. The COR will be responsible for monitoring the Contractor’s performance to ensure all specifications and requirements are fulfilled. Quality Improvement data that will be collected for ongoing monitoring includes but is not limited to: enter data that may be collected.

5.4.3. The COR will review and certify invoices for payment. If in the event the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference.

5.4.4. All contract administration functions will be retained by the VA.

6. SPECIAL CONTRACT REQUIREMENTS

6.1.1. Reports: The Contractor shall be responsible for complying with all reporting requirements established by the Contract. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor shall comply with contract requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required.

6.1.2. Professional services invoiced under contract shall be provided by qualified diagnostic medical physicists.

6.1.3. Invoice requirements and supporting documentation: Supporting documentation and invoice must be submitted no later than the 20th workday of the month. Subsequent changes or corrections shall be submitted by separate invoice. In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4 (g), all invoices must include:

6.1.3.1. Name and Address of Contractor

6.1.3.2. Invoice Date and Invoice Number

6.1.3.3. Contract Number and Purchase/Task Order Number

6.1.3.4. Date of Service

6.1.3.5. Contractor’s physicist(s)

6.1.3.6. Quantity/name of units inspected

6.1.3.7. Total price

6.2. 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:

6.2.1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, OB10, to transition vendors from paper to electronic invoice submission. Please go to this website: http://ob10.com/us/en/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

6.2.2. 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).

6.2.3. The Contract may contact FSC at the phone number or email address listed below with any questions about the e-invoicing program or OB10:

6.2.3.1. OB10 e-Invoice Setup Information: 1-877-489-6135

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

6.2.3.3. FSC e-Invoice Contact Information: 1-877-353-9791

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

6.3. Payment Adjustments/Performance Related Payment Deductions:

6.3.1. Invoices will be paid per unit tested. The contractor shall be paid only for actual work performed onsite.

6.4. Payments in full/no billing VA beneficiaries: The Contractor shall accept payment for services rendered under this contract as payment in full. VA beneficiaries shall not under any circumstances be charged nor their insurance companies charged for services rendered by the Contractor, even if VA does not pay for those services. This provision shall survive the termination or ending of the contract.

6.4.1. The Contractor shall not bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against, any person or entity other than VA for services provided pursuant to this contract.

6.5. Contractor Security Requirements (Handbook 6500.6) - In accordance with VA policy, contractors’ storage, generation, transmission or exchanging of VA sensitive information requires appropriate security controls to be in place. The VA Information Security Program policy – VA Directive and Handbook 6500 and additional 6500 series directives and handbooks -provide the framework for security within VA.

Sources Sought Notice