36C24926Q0226.docx

36C24926Q0226 – Medical Physicist – Louisville, KY

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

POINT OF CONTACT*

Contracting Officer Carol Franklin carol.franklin@va.gov No calls accepted

PLACE OF PERFORMANCE

Louisville, Kentucky

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

This is a Sources Sought Notice for market research purposes. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. This notice is also to research availability of small business providers.

Services Required: The Department of Veterans Affairs (VA), Veterans Health Administration (VHA) Robley Rex VA Medical Center (Louisville VAMC) requires a full range of Medical Physicist Services to be provided in a private hospital, office, or clinic environment to Veterans.

There is NO contract currently in place for these services. It is anticipated that it will take 1 (one) month to award a new contract.

Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition methodology. Interested parties should complete the attached questionnaire and return it with their capability statement.

NAICS Code: 621512 and sized standard is $19 Million.

NOTE: Respondent claiming SDVOSB and VOSB status must be registered and verified through the Small Business Administration at https://search.certifications.sba.gov/. Additionally, all Offerors responding to a solicitation must have an active registration in the System for Award Management (SAM) at the time of proposal submission.

Project requirements: Contractor will provide pathology and laboratory services at the Robley Rex VAMC in Louisville, Kentucky. The contractor shall provide properly qualified Medical Physicists to provide physicist inspection services on all radiology equipment at the Robly Rex VAMC.

Statement of Work: See attached for a DRAFT Statement of Work.

Anticipated Period of Performance: Period of performance is projected to be for a one (one) year period with an option to extend for up to 6 (six) months.

SOURCES SOUGHT QUESTIONNAIRE

Company Name ___________________________________________

POC ___________________________________________

Phone Number ___________________________________________

Email Address ___________________________________________

UEI ___________________________________________

1. Is your firm considered a Small Business? The North American Industry Classification System (NAICS) code is tentatively 621512; the small business size standard for this NAICS code is $19 Million.

A size standard, which is usually stated in number of employees or average annual receipts, represents the largest size that a business (including its subsidiaries and affiliates) may be to remain classified as a small business for Small Business Administration and federal contracting programs. The definition of "small" varies by industry. Is your business considered any of the following?

[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)**

[ ] yes [ ] no Veteran Owned Small Business (VOSB)**

[ ] yes [ ] no Historic Underutilized Business Zone (HUBZONE)

[ ] yes [ ] no Small Disadvantaged Business (SDB)

[ ] yes [ ] no Woman Owned Small Business (WOSB)

[ ] yes [ ] no Small Business (SB)

**If you responded ‘yes’ to SDVOSB or VOSB, submit a copy of your current SBA Vendor Certification.

2. Does your firm have an active registration in the System for Award Management (SAM)?

[ ] yes [ ] no

3. Have you provided Outpatient Clinic Services under NAICS 621512 to a Federal Agency in the past? If so, please list experience.

4. In your opinion, what are the risks associated with this effort? Comment on any current or potential technical, cost, schedule, or performance risks that you would like to make the Government aware of that concern Medical Physicist Services and/or this requirement.

5. Provide any additional feedback that you feel is relevant (i.e., problems or any other issues experienced with similar contracts).

Note: Do not include proprietary, classified, confidential, or sensitive information in responses.

Please e-mail your questionnaire response with the above information to Carol Franklin (carol.franklin@va.gov) with the subject line "Sources Sought Notice: Medical Physicist Services” by 11:00am CT on June 1, 2026.

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 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 to the System for Award Management. However, responses to this notice will 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).

B.3 STATEMENT OF WORK

I. STATEMENT OF OBJECTIVES

The Contractor shall furnish all labor, material, supplies, equipment and qualified personnel to provide on-site diagnostic medical physics support or services for the annual calibration and confirmatory shielding surveys of ionizing radiation producing machines and Nuclear Medicine Gamma Cameras at the Robley Rex VA Medical Center, Louisville, KY, under the terms and conditions stated here in and must adhere to requirements in current applicable US Food and Drug Administration (FDA) ,Code of Federal Regulations (CFR) Title 21 and Mammography Quality Standards Act (MQSA), US Nuclear Regulatory (NRC) Title 10, The Joint Commission (JC) requirements for diagnostic imaging services and VHA requirements as identified in the following publications:

VHA Directive 1129, Radiation Protection for Machine Sources of Ionizing Radiation, Issue Date February 5, 2015 VHA Directive 1105, Management of Radioactive Materials, Issue Date February 5, 2015 VHA Directive 1105.04, Fluoroscopy Safety, Issue Date June 21, 2018 The Joint Commission Diagnostic Imaging Requirements, Issued August 10, 2015 https://www.jointcommission.org/assets/1/18/AHC_DiagImagingRpt_MK_20150806.pdf Standards Revisions for Organizations Providing Fluoroscopy Services, Issued June 25, 2018 https://www.jointcommission.org/changes_to_requirements_for_organizations_providing_fluoroscopy_services/

The Contractor shall comply with radiation protection standards in US Department of Labor (DOL), Occupational Safety and Health Administration (OSHA) 29 CFR 1910.1096 and immediately report any unsafe conditions with the potential to adversely impact the facility radiation workers, patients or members of the public to the Radiation Safety Officer (RSO).

A. Delivery: All work shall be performed by a qualified medical physicist (QMP) who is a Diagnostic Medical Physics or Diagnostic Radiological Physics Certified by the American Board of Radiology (ABR); in Diagnostic Imaging Physics by the American Board of Medical Physics; or in Diagnostic Radiology Physics by the Canadian College of Physicists in Medicine or possessing a minimum of a Masters degree in Medical Physics or an approved/recognized applicable Master’s degree program. The QMP must also meet/possess all of the additional requirements identified in current American College Radiology (ACR), the Joint Commission and VHA publications based on certifications and Master’s degree program the QMP possesses. Documentation of the QMP’s current additional requirements and certification qualifications must be provided to Bio Medical Engineering and the RSO when services are scheduled. The QMP for nuclear medicine and PET cameras will possess certification by the ABR in Nuclear Medical Physics.

1) The QMP shall perform imaging equipment (x-ray equipment, nuclear medicine cameras, PET/CT cameras, mammography units, and MRIs) annual calibrations (physicists’ inspection) and provide a written report that includes the machine manufacturer, model name/number, room location, and EE number if one is assigned. The documented reports content will ensure compliance with the current American College of Radiology (ACR) Quality Standards and JC requirements. Any deficiencies or non-conformances discovered during the inspection shall be immediately verbally communicated to the service supervisor of Bio Medical Engineering and the RSO prior to the QMP 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 of an identified deficiency shall be provided to Bio Medical Engineering and the RSO within five (5) working days after completion of the inspection. All imaging equipment shall be inspected at least annually, not to exceed 14 months.

2) The QMP shall provide the following; consultation for additional services as needed, i.e., safety training; review CT protocol optimization at least annually; and review Fluoroscopy protocols at least annually.

3) The QMP shall assist in the development of a comprehensive technical quality assurance program (QA) (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 QMP shall review at least annually the QA program.

4) Review all rooms housing ionizing radiation to ensure proper regulatory required posting. The QMP may be assisted by other properly-trained persons in obtaining test data for performance monitoring. These individuals must be trained by the medical physicist in the techniques for performing the tests, the function, and limitations of the imaging equipment and test instruments, the reasons for the tests, and the importance of the test results. The medical physicist must be present at the facility for the annual testing and must promptly review, interpret, and approve all data measurements and test results.

B. Equipment Calibrations/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 regulations and ACR recommendations, and shall include, but not be limited to, monitoring the following basic performance characteristics:

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):

a) Integrity of unit assembly.

b) Collimation and radiation beam alignment.

c) Fluoroscopic system resolution.

d) Automatic exposure control system performance.

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

f) Image artifacts.

g) Fluoroscopic phantom image quality.

h) kVp accuracy and reproducibility.

i) Linearity of exposure versus mA or mAs.

j) Exposure reproducibility.

k) Timer accuracy.

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

m) Fluoroscopic entrance exposure. Maximum output for all clinically used settings.

n) Image receptor entrance exposure.

o) Equipment radiation safety functions.

p) Patient dose monitoring system calibration

q) Video and digital monitor performance.

r) Digital image receptor performance.

s) Grids used with portable x-ray units shall be imaged for uniformity

2) Computed Radiography (CR) and Digital Radiography (DR): 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):

a) Component and Imaging Plate Physical Inspection and Inventory

b) Imaging Plate Dark Noise and Uniformity

c) Exposure Indicator Calibration

d) Linearity and Auto-ranging Response

e) Laser Beam Function

f) Limiting Resolution and Resolution Uniformity

g) Noise and Low-Contrast Resolution

h) Spatial accuracy

i) Erasure Thoroughness

k) Aliasing/Grid Response

l) IP Throughput

m) Positioning and Collimation Errors

3) For CT Scanners: 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. (Including PET/CT units). This evaluation should include, but not be limited to, the following tests (as applicable):

a) Review of Clinical Protocols

b) Scout Prescription and Alignment Light Accuracy

c) Image Thickness – Axial Mode

d) Table Travel Accuracy

e) Radiation Beam Width

f) Low-Contrast Performance

g) Spatial Resolution

h) CT Number Accuracy

i) Artifact Evaluation

j) CT Number Uniformity

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

l) Gray Level Performance of CT Acquisition Display Monitor

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):

a) Collimation

b) Beam quality (half value layer)

c) Timer Accuracy and Reproducibility

d) kVp Accuracy and Reproducibility

e) mA or mAs Linearity

f) Exposure Reproducibility

g) Entrance Skin Exposure Evaluation

h) Technique Chart Evaluation

i) Image uniformity (artifact evaluation)

5) For 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):

a) Magnetic field homogeneity

b) Geometric accuracy

c) Inter-slice RF interference

d) Slice position accuracy

e) High contrast resolution

f) RF coil performance 1a) Volume coils’ signal to noise ratio 1b) Volume coils’ image uniformity 1c) Volume coils’ ghosting ratio 1d) Phased array coils' signal to noise ratio 1e) Surface coils’ signal to noise ratio

g) Slice thickness accuracy

h) Low contrast detectability

i) Soft copy displays

j) Technologist’s QC program

k) Site phantom inventory

l) Site RF coil inventory

6) Nuclear Medicine: The physics inspection shall conform to the ACR annual performance tests for nuclear medicine cameras (including PET/CT units). 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):

a) Intrinsic Uniformity: fail criteria: > 5.0%

b) System Uniformity: fail criteria: > 5.0%

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

d) Relative Sensitivity: fail criteria: COV > 2.5%

e) Energy Resolution: fail criteria: >12%

f) Count Rate Parameters: fail criteria

g) Formatter/Video Display

h) Overall System Performance for SPECT

i) System Interlocks

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

k) Thyroid Uptake and Counting Systems

7) Mammography: The physics inspection will include all FDA/MQSA annual calibration requirements.

8) 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

C. Quality: Contractor shall guarantee the quality of the equipment furnished and utilized during work performed will be calibrated according to manufacturer recommendations and any applicable regulatory requirements if applicable.

D. Invoices: The calibration report from the contractor will be provided to the Radiation Safety Officer and/or the COR prior to the approval of the payment. All invoices will include name of company name and address, point of contact, contract number, dates of services, purchase order number, invoice number, and an itemized listing of charges. Invoices shall be submitted electronically to Austin, Texas for on-line certification.

II. 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.

A. 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.

B. Contracting Officer 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.

C. 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.

D. 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.

III. CREDENTIAL REVIEWS/PRIVILEGING

Not Applicable

IV. KEY PERSONNEL

A. 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.

B. 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.

V. PATIENT RIGHTS AND SAFETY

A. The Robley Rex VAMC is not responsible or liable for any unsafe condition caused by the Contractor or Veteran.

B. The Contractor will have evidence of implementation of the Joint Commission National Patient Safety Goals as applicable.

VI. CONTINUUM OF CARE

Individual radiopharmaceuticals will be provided in unit dose form and will be delivered at the request of the Robley Rex VAMC.

VII. VII. QUALITY ASSURANCE SURVEILLANCE PLAN – Not Applicable.

VIII. VII. ENVIRONMENT OF CARE

Not Applicable

IX. VIII. INFORMATION MANAGEMENT SECURITY

Certification & Accreditation C&A requirements do not apply, and a Security Accreditation Package is not required.

X. IX. HIPPA AND OTHER REGULATORY COMPLIANCE

Contractor shall adhere to provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPPA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI).

DESCRIPTION

The Contractor shall furnish all labor, material, supplies, equipment and qualified personnel to provide on-site diagnostic medical physics support or services for the annual calibration and confirmatory shielding surveys of ionizing radiation producing machines and Nuclear Medicine Gamma Cameras at the Robley Rex VA Medical Center, Louisville, KY, under the terms and conditions stated here in and must adhere to requirements in current applicable US Food and Drug Administration (FDA) ,Code of Federal Regulations (CFR) Title 21 and Mammography Quality Standards Act (MQSA), US Nuclear Regulatory (NRC) Title 10, The Joint Commission (JC) requirements for diagnostic imaging services and VHA requirements as identified.