36C25021Q0008 0002.docx

5. PROJECT NUMBER (if applicable)

CODE

7.

ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF

PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE

OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERE

D CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendmen t, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED

STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF

CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF

SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 08-07-2020 610-21-1-083-0003 None Department of Veterans Affairs Network Contracting Office 10 8888 Keystone Crossing Suite 1100 Indianapolis IN 46240 Department of Veterans Affairs Network Contracting Office 10 8888 Keystone Crossing Suite 1100 Indianapolis IN 46240 To all Offerors/Bidders

36C25021Q0008 08-03-2020

X X X

See CONTINUATION Page The purpose of this amendment is to address vendor questions on this solicitation:

See page 2, for a list of the questions and answers provided for in this amendment.

As a result of this amendment, a Updated SOW has been included. This Updated SOW replaces the original SOW in its entirety. Updated Section 5 is as follows:

**Section 5(c)(i) updates the number of badges **Section 5(c)(iii) is replaced to support allocation for lost badges, and moves the original (iii) to (iv) and so on for the remainder of section 5(c).

Sally L Leitch Contracting Officer

CONTINUATION PAGE

Block 14: Description of Amendment Continuation Page.

1. How many participants/employees will need to be set up to use badges?

a. This answer can be found in the SOW section 5(c)(i).

b. In review of this answer it was determined that the range of badges is incorrect, and the new range is 74-100. See the Updated SOW below which reflects the update to the range of badges.

2. How many body badges, ring badges, and fetal monitoring badges are needed?

a. Only body badges will be required.

b. See the answer to question number one for the answer for the number of badges.

3. With multiple locations, do you want the badges shipped directly to the remote locations, or just to one location and then your team does the sorting and shipping?

a. Contractor shall be required to ship badges to each location listed in the SOW. Contractor shall be required to provide shipping and return shipping for each site.

4. Do you want to allocate/budget for lost dosimetry badges? How many per month/quarter?

a. VA will allow allocation for up to 3 badges per site, there are 6 sites for a total allocation for 18 lost badges per month. This shall be part of the one monthly fee for services.

b. See Updated SOW to add this language to the requirement.

REMAINDER OF PAGE IS INTENTIONALLY LEFT BLANK

B.4 STATEMENT OF WORK - UPDATED

1. Background: VA Northern Indiana Healthcare System (NIHCS) has a need for a service contract for radiation safety badge monitoring at both main NIHCS locations and four (4) community based out-patient clinics (CBOC).

2. Places of Performance:

NIHCS – Fort Wayne 2121 Lake Ave Fort Wayne, IN 46805-5100 NIHCS – Marion 1700 E 38th Street Marion, IN 46953-4568 NIHCS – St Joseph St. Joseph County VA Clinic 1540 Trinity Place Mishawaka, IN 46545

NIHCS – Muncie Muncie VA Clinic 3401 North Morrison Road Muncie, IN 47304-5568 NIHCS – Peru Peru VA Clinic 750 North Broadway Peru, IN 46970-1027 NIHCS – Goshen Goshen VA Clinic 2606 Peddlers Village Road Goshen, IN 46526-1004

3. Period of Performance:

a. One-year base period with four one-year options.

b. Base period of performance: 10/1/2020 – 9/30/2021

4. Scope: Per Joint Commission on Accreditation of Healthcare Organizations policy, any employee working in physical proximity of ionizing radiation needs to war a radiation badge to monitor radiation levels. As required by federal law specified in 10 CFR 20.1501, a personal dosimeter must be processed and evaluated by a dosimetry processor. A personal dosimeter is an individual monitoring device that requires processing to determine the radiation dose exposure to each employee that is required to wear a badge. This allows the NIHCS to be in compliance with 10 CFR 20.1201 and other applicable provisions of 10 CFR 20.

a. Contractor shall furnish all parts, labor, supervision, material, test equipment, and including transportation and shipping costs necessary to perform radiation badge dosimetry services pertaining to this Statement of Work (SOW).

5. Technical & Qualifications Requirements: Unless otherwise noted, this service shall cover the cost of all required shipping, including any emergency request, returning badges to the contractor or any off-site the contractor requires the badges to be returned to for processing.

a. Any and all shipping to and from the VA.

b. In accordance with 10 CFR 20.1501 dosimeters must be processed and evaluated by a dosimetry processor that:

i. Holds a current personnel dosimetry accreditation from the National Voluntary Laboratory Accreditation Program (NVLAP) of the National Institute of Standards and Technology

ii. Approved in this accreditation process for the type of radiation or radiations included in the NVLAP program that most closely approximates the type of radiation or radiations for which the individual waring the dosimeter is monitored.

c. Routine consisting of the contractor processing individual monitoring of devises and shall report dose as follows:

i. Approximately 74-100 VA personnel dosimeters to be processed monthly and holding current NVLAP accreditation in ANSI N 13.11 categories:

1. IA

2. IIA

3. IIIA

4. IV

5. V

ii. New badges shall be sent to the NIHCS locations listed in this Statement of Work (SOW).

iii. VA allows to up to 3 lost badges per site (18 total) to be allocated for in the monthly pricing for this contract.

1. If the number of lost badges exceeds 18 per month, the charge for badges in excess of 18 per month shall not be billed through this contract. Contractor shall work with the COR to pay for any additional number of lost badges through a separate purchase order or by government purchase card prior to being billed.

iv. Once received the NIHCS shall send all used badges back to the Contractor for processing at no additional cost.

v. Personnel dosimeter results will be reported in units of millirem (mrem) for the following:

1. Shallow Dose

2. Lens of Eye Dose

3. Deep Dose

vi. Routine dose reports shall be furnished within 30 days of processing.

vii. Annual dose reports shall be provided on an NRC Form 5 (or equivalent), for all individuals monitored in the prior year.

1. The NIHCS shall provide the contractor the previous year’s annual report for all monitored individuals within 30 days of the execution of this contract.

viii. Contractor shall provide Lifetime Dose reports for all individuals monitored.

1. The NIHCS shall provide the contractor the previous Lifetime Dose Report for all monitored individuals within 30 days of the execution of this contract, so the contractor will have all individual’s previous dosage history.

ix. Emergencies: VA may request emergency processing of individual monitoring devices. Reports of emergency processing shall be furnished within 24 business hours of request at no additional charge of the government.

d. Other Requirements: The Contractor shall follow these other requirements while performing services on this contract.

i. Contractor shall immediately, within 24 hours notify the Contracting Officer Representative (COR) for this contract, should any of the following occur:

1. NVLAP accreditation is rescinded in any of the required categories listed.

2. Contractor revises their Quality Assurance practices in such a way as to decrease the effectiveness of a NVLAP accredited program.

3. Contractor modifies the dosimeter in such a way as to invalidate its NVLAP accreditation.

a. Contractor shall be responsible for notifying both the NVLAP and NIHCS COR prior to making a change in dosimeters or other equipment, materials, software, analysis models, or techniques that were considered to be primary components of a dosimetry program at least 90 days prior to any change to include supporting evidence on how the change will be technically equivalent to the accredited system.

b. Any changes made that are determined acceptable shall be modified into this contract, this shall not incur any additional costs to the Government but may reduce cost.

c. Any changes made that are not determined acceptable shall not be made, if the changes are made and the government has determined them unacceptable, the government has the right to terminate the contract at no additional cost to the government.

4. Any dosimeter indicates > 5000 mrem.

5. Cognizant regulatory agencies and NIHCS facilities shall be granted access to the Contractor facilities, personnel, equipment, and records related to the services provided to the NIHCS, if requested.

ii. Ensure that dosimeters are zeroed prior to shipment to the NIHCS VA facility.

1. Enough badges shall be made available and shipped to each NIHCS facility for 12 months per year at no additional cost to the government.

iii. Apply for, obtain, and maintain any certifications required by governing federal, state, and/or local agencies.

iv. Participate in performance evaluation programs required by federal, state and/or local agencies.

v. Provide NIHCS with sufficient QC and calibration data to assure that analytical results of dosimetry are accurate and analyzed within the established envelope of quality, if requested.

vi. Provide the value of the Lc/MDA, in the same units as results (mrem).

vii. Provide the signature of the person responsible for the quality of the report or his/her designee.

viii. Read the dosimeters on an as needed basis.

6. Hours of Work: Normal business hours for each location are Monday – Friday from 8:00am to 4:30pm.

a. All work shall be performed during normal working hours unless the Contracting Officer (CO) or Contracting Officer Representative (COR) determine that the services are needed out-side of normal working hours.

b. Services are not required on Federal Holidays, which are listed below.

i. New Year’s Day

ii. Martin Luther King’s Birthday

iii. President’s Day

iv. Memorial Day

v. Fourth of July

vi. Labor Day

vii. Veterans Day

viii. Thanksgiving Day

ix. Christmas Day, and

x. Any other day that the President of the United States determines to be a Federal Holiday.

7. Applicable Regulations:

a. 10 CFR 20: Standards for Protection Against Radiation - https://www.nrc.gov/reading-rm/doc-collections/cfr/part020/

b. National Voluntary Laboratory Accreditation Program (NVLAP) of the National Institute of Standards and Technology (or most current version) - https://nvlpubs.nist.gov/nistpubs/Legacy/hb/nisthandbook150-21.pdf

c. ANSI N 13.11 (or most current version) - http://www.hi-q.net/Files/ANSI%20N13%201-1999%20White%20Paper%20Final%20edited%2010_8_12.pdf

i. Categories: 1A, 11A, IIIA, IV, and V

8. Contracting Responsibilities:

a. The designated Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract.

b. Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration.

c. Only the Contracting Officer is authorized to make commitments or issue any modification to include, but not limited to:

i. Terms affecting price, or

ii. Terms affecting the quality or quantity of the services listed in this contract.

d. The Contracting Officer is the final authority on validating complaints.

e. In the event that the Contractor effects any such change at the direction of any person other than the Contracting Officer without prior authority, no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

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

9. Non-Personal Services: Government and Contractor agrees that the Contractor and all of its employees shall not be considered VA employees for any purpose. In the event of an emergency, services shall continue being offered by the Contractor unless instructed otherwise by the CO.

10. Billing and Invoicing: In accordance with this contract, all services shall be billed in arrears on a monthly basis for services rendered.

a. A proper invoice that is submitted for payment, shall be accepted and certified for payment within 30 days if:

i. Monthly invoice is submitted in arrears, no later than the 15th business day of the following month that services were rendered.

ii. Invoice contains in additional to the information required for submission of a ‘proper’ invoice in accordance with FAR 52.212-4(g) the following information:

1. Name and Address of Contractor

2. Invoice Date and Invoice Number

3. Contract Number

4. Purchase Order Number

5. Date Range of Services Provided

6. Description of Services Provided

7. Date and location of any Service Calls

8. Name of Contractor Personnel that provided service call services

9. Description of Service Call services

10. Line Item Number

11. Line Item Price

12. Quantity of each Line Item

13. Total Cost for each Line Item

14. Total Invoice Cost

b. The certifying Official will confirm the information in the submitted invoice to the contract to ensure the accuracy of the services being billed.

i. If the invoice submitted is not a proper invoice, the certifying official shall refuse the invoice with a detailed statement as to why the invoice was refused.

ii. Contractor shall make corrections and resubmit using a new invoice number, notating the invoice number it is replacing.

11. 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:

a. VA’s Electronic Invoice Presentment and Payment System – the FSC uses a third-party contractor, Tungsten Network (referred to as OB10), to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/customer-campaigns/veterand-affairs-us/ to enroll in the program and begin submitting the electronic invoices, free of charge.

b. 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 Website is: http://www.x12.org

c. The Contractor may contact the FSC at the phone or email addressed listed below with any questions about the e-invoicing or Tungsten Network:

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

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

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

iv. FSC e-Invoice email: vafsccshd@va.gov