36C25022Q1084.docx

36C25022Q1084 Medical Physicist Saginaw

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1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

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17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

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28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C25022Q1084 09-23-2022 Ford, Michelle C.

734-222-7151 10-07-2022 12:00pm

EDT

36C250 Department of Veterans Affairs Network Contracting Office 10 PO Box 492 Ann Arbor MI 48106 X X 541990 $1 6.5 Million N/A X 36C250 Department of Veterans Affair Aleda E. Lutz, VA Medical Center (Saginaw) 1500 Weiss Street Saginaw MI 48602 36C250 Department of Veterans Affairs Network Contracting Office 10 PO Box 492 Ann Arbor MI 48106

Department of Veterans Affairs Financial Management System PO Box 149971 Austin TX 78714-9971 877-353-9791 512-460-5540 See CONTINUATION Page The contractor shall perform radiological services pertaining to Medical Physicist audits to include physics testing both quarterly and annually of diagnostic imaging equipment (X-ray, CT, Fluoroscopy, Bone Density, Ultrasound & Nuclear Medicine) used at the Aleda E. Lutz VA Medical Center, 1500 Weiss Street, Saginaw, MI. 48602.

This Acquisition is being procured under Title 38 US 8153 and utilizing FAR parts 12 and 13.

See Schedule of Services starting on page 6. See Performance Work Statement (PWS) on pages 19 through 29.

See CONTINUATION Page X Michelle C. Ford Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(Continuation from Standard Form 1449, block 18A.)

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with: 52.232-33, Payment by Electronic Funds Transfer – System for Award Management

3. INVOICES: Invoices shall be submitted in arrears: Monthly

4. GOVERNMENT INVOICE ADDRESS: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72, Electronic Submission of Payment Requests. Invoicing shall be in accordance with the requirements of the Department of Veterans Affairs (VA) Financial Services Center (VAFSC). The latest information shall be used for invoicing and payments may change during the period of performance of this acquisition. Therefore, current invoicing information is located at: http://www.fsc.va.gov/einvoice.asp.

See Section 6.3, Electronic Invoice Submission, of the Performance Work Statement for Electronic Invoicing information.

All invoices shall include the following (see Section C1. 52.212-4, paragraph g, Invoice, of clause 52.212-4, Contract Terms and Conditions for additional Invoice Requirements and Supporting Documentation necessary for billing purposes).

1. Invoice Number

1. Invoice Date

1. Purchase Order Number (will always begin with 655)

5. CHANGES/MODIFICATIONS TO THE CONTRACT: The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this resultant contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, delivery, or quality of performance of this resultant contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized by the local VAMC, and no adjustment will be made in the contract price to cover any increase in cost incurred as a result thereof.

The Contracting Officer’s Representative (COR) will be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority.

6. SUBMISSION OF OFFER: Documents are to be provided to the Contracting Officer and shall be submitted to the Network 10 Contracting Office, using the appropriate address(es) identified in 52.212-1, Instructions to Offerors. Submit all offers to the email referenced in 1b, Contract Administration.

7. SOLICITATION/DOCUMENT: This solicitation and resulting contract adheres to the format defined in FAR 12.303 for the acquisition of commercial items. This procurement will be conducted using the procedures of FAR Parts 12 and 13.

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

9. SECURE FAX: In accordance with VA Handbook 6500, the following statement is required on all fax cover sheets; if it is determined the ordering process will include a fax: “This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.”

10. POST-AWARD ORIENTATION: The Contracting Officer will schedule a post award orientation for contract orientation purposes as required by VA Acquisition Manual, Part M842.502-70 36C25022Q1084 Medical Physicist Saginaw

B.2 SCHEDULE OF SERVICES

The Contractor shall furnish all personnel to provide services necessary to perform onsite Medical Physicist Services to the Department of Veterans Affairs Medical Center, VA Aleda E. Lutz, VAMC (hereinafter referred to as VAMC). The Contractor’s Physicist shall cover the range of Medical Physicist services as would be provided in a state-of-the-art civilian medical treatment facility and the standard of care shall be of a quality, meeting or exceedingly currently recognized national standards as established by The American Board of Radiology (ABR), theABR.org, and American Association of Physicists in Medicine (AAPM), aapm.org Performance Work Statement (PWS) under the authority of Public Law 104-262 and Title 38 USC 8153. The Department of Veterans Affairs (VA) intends to enter into a single award, Firm Fixed Price contract . The services are for a 12-month base year and four (4) 12-month option years, which may be exercised at the discretion of the VA.

The Contracting Officer’s Representative (COR) shall perform reviews of patient records to ensure contractor compliance. Payment for services shall be paid for services identified in the PWS. Sums due to the contractor shall be paid upon receipt of a properly prepared, timely submitted invoice. The contractor shall accept payment for services rendered under this contract as payment in full and shall not bill the veteran or his/her third-party insurer for any services covered under this contract.

NOTE: Contractor personnel shall ONLY be reimbursed for ACTUAL services rendered based on annual inspection of VA equipment. Medical Physicists shall sign in/out when providing services at the Aleda E. Lutz, VAMC (AELVAMC) for performance and payment purposes. Any contractor personnel providing services under this contract that are not in compliance with the “Contractor Personnel Security Requirements” and the “Assigned Personnel” requirements shall NOT be reimbursed for services rendered. All proposed contractor personnel’s CVs/resumes shall be forwarded to the VA COR and VA Contracting Officer for the VA Service Chief’s review and approval.

Place of Performance: Services shall be provided on site, Aleda E. Lutz, VAMC, located at 1500 Weiss St, Saginaw, Michigan, 48602 .

Pricing Instructions:

The Contractor shall propose a minimum of two 2 key personnel, to be credentialed and be available for scheduling to meet the requirements of the contract. Travel and Lodging will not be paid under this contract.

Estimated Period of Performance: BASE YEAR: November 1, 2022 – October 31, 2023

to include a summary of findings as detailed in the PWS.

Exposure Controls (AEC) associated with X ray producing devices (radiographic and/or fluoroscopic x ray tubes) in accordance with ACR, AAPM, TJC, and VHA requirements and recommendations with detailed reports to include a summary of findings as detailed in the PWS.

ALL Prices are Firm Fixed Price BASE TOTAL $__________________

Option Year 1: November 1, 2023 – October 31, 2024

to include a summary of findings as detailed in the PWS.

scanner systems in accordance with ACR, AAPM, TJC, and VHA requirements and recommendations with detailed reports to include a summary of findings as detailed in the

PWS.

ultrasound systems, including their associated transducers, in accordance with ACR, AAPM, TJC, and VHA requirements and recommendations with detailed reports to include a summary of findings as detailed in the PWS.

summary of findings as detailed in the PWS.

requirements and recommendations with detailed reports to include a summary of findings as detailed in the PWS.

ALL Prices are Firm Fixed Price Option Year 1 $__________________

36C25022Q1084 Medical Physicist Saginaw

Option Year 2: Option Year: November 1, 2024 – October 31, 2025

requirements and recommendations with detailed reports to include a summary of findings as detailed in the PWS.

Exposure Controls (AEC) associated with X ray producing devices (radiographic and/or fluoroscopic x ray tubes) in accordance with ACR, AAPM, TJC, and VHA requirements and recommendations with detailed reports to include a summary of findings as detailed in the PWS.

to include a summary of findings as detailed in the PWS.

scanner systems in accordance with ACR, AAPM, TJC, and VHA requirements and recommendations with detailed reports to include a summary of findings as detailed in the

PWS.

ultrasound systems, including their associated transducers, in accordance with ACR, AAPM, TJC, and VHA requirements and recommendations with detailed reports to include a summary of findings as detailed in the PWS.

requirements and recommendations with detailed reports to include a summary of findings as detailed in the PWS.

ALL Prices are Firm Fixed Price Option Year 2 $__________________

Option Year 3: November 1, 2025 – October 31, 2026

ultrasound systems, including their associated transducers, in accordance with ACR, AAPM, TJC, and VHA requirements and recommendations with detailed reports to include a summary of findings as detailed in the PWS.

summary of findings as detailed in the PWS.

ALL Prices are Firm Fixed Price Option Year 3 $__________________

Option Year 4: November 1, 2026 – October 31, 2027

to include a summary of findings as detailed in the PWS.

requirements and recommendations with detailed reports to include a summary of findings as detailed in the PWS.

Exposure Controls (AEC) associated with X ray producing devices (radiographic and/or fluoroscopic x ray tubes) in accordance with ACR, AAPM, TJC, and VHA requirements and recommendations with detailed reports to include a summary of findings as detailed in the PWS.

to include a summary of findings as detailed in the PWS.

scanner systems in accordance with ACR, AAPM, TJC, and VHA requirements and recommendations with detailed reports to include a summary of findings as detailed in the

PWS.

ultrasound systems, including their associated transducers, in accordance with ACR, AAPM, TJC, and VHA requirements and recommendations with detailed reports to include a summary of findings as detailed in the PWS.

summary of findings as detailed in the PWS.

requirements and recommendations with detailed reports to include a summary of findings as detailed in the PWS.

ALL Prices are Firm Fixed Price Option Year 4 $__________________

Total for base period and all option years: $ _ _________________

B.3 PERFORMANCE WORK STATEMENT

ALEDA E. LUTZ VAMC, SAGINAW, MI for Medical Physicist - Testing of Diagnostic Imaging Equipment (X-ray, CT, Fluoroscopy, Ultrasound & Nuclear Medicine)

1.0. INTRODUCTION

The contractor shall perform radiological services pertaining to Medical Physicist audits to include physics testing both quarterly and annually of diagnostic imaging equipment (X-ray, CT, Fluoroscopy, Bone Density, Ultrasound & Nuclear Medicine) used at the Aleda E. Lutz Veterans Administration Medical Center, 1500 Weiss Street, Saginaw, MI 48602. The contractor shall provide documentation of an American Board of Radiology (ABR) lead Medical Physicist certified in diagnostic (per ACR definition of Board-Certified Medical Physicist). The lead Medical Physicist shall oversee testing of diagnostic imaging equipment performed under this contract, and sign physics reports documenting the required tests.

2.0. SCOPE

2.1. This PWS lists the necessary physics measurements and reporting for.

2.1.1. X-Ray equipment, including CT, DEXA and Fluoroscopy tested in accordance with American College of Radiology (ACR).

2.1.2. Ultrasound; tested in accordance with ACR.

2.1.3. Nuclear Medicine; tested in accordance with ACR.

2.1.4. Nuclear Medicine requirements using National Electrical Manufacturers Association (NEMA) protocols.

2.2. Contractor shall furnish all supervision, labor, travel, equipment, parts and supplies necessary for annual physicist inspections for all radiological equipment and accessories located at Aleda E Lutz VA Medical Center (VAMC), 1500 Weiss Street, Saginaw, Michigan. Services will be provided between 7:00am to 3:30pm, Monday through Friday, excluding Federal holidays. The physicist shall also meet the following requirements.

2.2.1. Be on time for scheduled inspections.

2.2.2. Be prepared and actively participate in scheduled quarterly Radiation Safety Committee meetings and any other appropriate, required meetings.

2.2.3. Return urgent phone calls within 2 hours

2.2.4. Return non-urgent phone calls within 24 hours.

2.2.5. Respond to non-urgent fax/email requests within 24 hours if received during normal working hours.

2.2.6. Provide notebooks annually with adequately tabbed sections for all required documentation.

2.2.7. Follow recommended policies, practices, calibrations and/or procedures of equipment manufacturers.

2.2.8. Be knowledgeable with the capacity to explain applicable rules and regulations for the Nuclear Regulatory Commission (NRC), the National Health Physics Program (NHPP) and the State of Michigan.

2.2.9. Provide evidence of CEUs (Continuing Education Units) upon request.

2.2.10. Will keep Nuclear Medicine Staff informed of any changes or proposed changes in regulations and state laws.

2.2.11. Will keep Nuclear Medicine Staff informed of any changes or proposed changes in regulations and State laws.

2.2.12. Keep Nuclear Medicine personnel abreast of new practices or procedures.

2.2.13. Attend any NRC/regulatory meetings/press conferences as requested.

2.2.14. Disclose any NRC or State violations/sanction in the last 5 years.

2.2.15. telephone consultation as needed

2.3. Results of testing shall be documented on a physics report listing the acceptability (e.g., satisfactory/unsatisfactory) of the testing, test results (i.e., measured values), discrepancies, out of tolerance measurements and recommendations. The Medical Physicist shall notify the medical center Radiation Safety Officer and/or Biomedical Engineering of any deficiencies and issues of noncompliance at the time of the physics testing. A written physics report, signed by the lead Medical Physicist, shall be provided to the medical center within 30 days of testing.

2.4. Annual inspections will include an overall evaluation of program effectiveness as specified by:

2.4.1. Joint Commission (JC) standards

2.4.2. VHA Directives

2.4.3. The Nuclear Regulatory Commission (NRC) and National Health Physics Program (NHPP)

2.4.4. American Association of Physicists in Medicine (AAPM)

2.4.5. American College of Radiology (ACR), Accreditation Program Requirements including:

2.4.5.1. ACR, Computed Tomography, Quality Control Manual

3.0. DELIVERABLES

3.1. Upon contract award the Medical Physicist shall perform physics testing at the Aleda E. Lutz VAMC at 1500 Weiss, Saginaw, MI.

3.2. Annual physics testing performed on:

3.2.1. General Radiographic, Dental (intraoral/panoral/hand-held devices), Fluoroscopy, Computed Tomography (CT), and Bone Density.

3.2.2. Ultrasound

3.2.3. Nuclear Medicine cameras, Single Photon Emission Computed Tomography (SPECT).

3.3. Annual physics testing will include an inspection of diagnostic imaging equipment QC and overall program effectiveness in relation to Joint Commission standards, ACR accreditation program requirements (i.e., CT, X-ray, Dental, Fluoroscopy, Ultrasound and Nuclear Medicine), VA Directives and Standard Operating Procedures (SOP), and manufacturer specifications.

3.4. Additional physics testing shall be performed upon request for newly purchased equipment and following the change of an x-ray tube or major repair/alteration. These physics tests shall be performed within three working days of the time notice is given for the testing.

3.5. Provide the medical center with a physics report documenting medical physics testing in accordance with this PWS (see specifications). This physics report shall be provided within 30 days of the testing date.

3.6. The successful contractor is encouraged to provide recommendations which may be used to reduce patient dose, improve image resolution, and diagnostic imaging effectiveness.

3.7. Upon request the successful contractor shall provide proof of ABR board certification and qualifications for non-board-certified medical physicist. All medical physicist performing duties under this contract shall meet the medical physicist qualifications as stated within ACR accreditation program requirements.

4.0. STATEMENT OF QUALIFICATIONS INCLUDING PROTOCOLS/CALIBRATION/EQUIPMENT/TESTING The successful candidate shall provide a statement of qualifications through CV’s (i.e., ABR board certification and medical physicist qualifications), with a brief description of protocols/procedures for performing medical physics testing. This description shall include:

4.1. Calibration – statement that instruments used for medical physics testing are calibrated, traceable to the National Institute Standards and Technology (NIST).

4.2. Fluoroscopy – statement of attenuators and/or test phantom (e.g., step wedge for contrast and grid pattern for resolution) used for testing, and criteria for measuring contrast and resolution.

4.3. CT – statement of phantoms used, measurements performed and acceptance criteria (e.g., performed according to ACR CT Quality Control Manual)

4.4. Bone Density – statement of criteria for QA/QC and acceptance (e.g., according to manufacturer specifications).

4.5. Nuclear Medicine – statement of phantoms used, measurements performed and acceptance criteria (e.g., using National Electrical Manufacturers Association (NEMA) protocols).

4.6. Ultrasound-in accordance with the ACR requirements.

Note: Submittal of sample medical physics reports are encouraged for documenting the above criteria.

4.7. Unique Qualifications

4.7.1. The Contractor shall provide a statement of their unique insight, accomplishments, and perspectives on how their services will assist the medical center in providing the best standard-of-care for veterans while reducing patient radiation dose.

4.7.2. The contractor shall include a brief description of protocol, phantom, and physics test criteria for testing cone beam computed tomography (CBCT) fluoroscopy.

4.7.3. RSO Contingency plan: The contractor will serve as Associate Radiation Safety Officer.

Associate RSO includes the following items:

4.7.3.1. serving as Backup RSO during periods of temporary RSO absence such as vacation or medical leave.

4.7.3.2. assisting RSO with preparation of annual RSO summary report to be provided to Administration.

4.7.3.3. reviewing occupational dosimetry reports quarterly and reporting findings to

RSC.

4.7.3.4. Assisting with NHPP/NRC licensing actions.

4.7.3.5. Providing in services for ancillary staff upon request when scheduled in conjunction with quarterly inspection visits

4.8. Permanent assumption of RSO duties will necessitate generation of a new SOW and contract for RSO duties.

5.0 PHYSICS TESTING SPECIFICATIONS

5.1. X-Ray Equipment (General Radiographic/Dental/Fluoroscopy/CT/Bone Density/Mammography)

5.2. General Radiographic Equipment is operating according to the manufacturers intended design including locking, holding, centering and X-ray beam "on" visual/audible indicators (SSRCR, Sec. F.4).

5.3. Physics Testing.

5.3.1. Timer Accuracy in accordance with 21CFR120.31(b)

5.3.2. Reproducibility in accordance with 21CFR 120.31(c)

5.3.3. Half Value Layer (HVL) in accordance with 21CFR1020.30(m)

5.3.4. Linearity in accordance with 21CFR1020.31(d)

5.3.5. Field Alignment in accordance with 21CFR1020.31(d)&(e)

5.3.6. Positive Beam Limitation in accordance with 21CFR1020.31(g)

5.4. Dental X-ray Equipment is operating according to the manufacturers intended design including locking, holding, centering and X-ray beam "on" visual/audible indicators (SSRCR, Sec. F.4).

5.4.1. Physics Testing.

5.4.2. Timer in accordance with 21CFR120.31(a)(2)

5.4.3. Exposure Reproducibility in accordance with 21CFR 120.31(b)(1)

5.4.4. Kilovolt Peak in accordance with 21CFR 120.31(a)(4)

5.4.5. Half Value Layer (HVL) in accordance with 21CFR1020.30(m)

Panoramic in accordance with 21CFR 120.31(f)

5.5. Fluoroscopic Equipment is operating according to the manufacturers intended design including locking, holding, centering and X-ray beam "on" visual/audible indicators (SSRCR, Sec. F.4).

5.5.1. Physics Testing.

5.5.1.1. Half value layer (HVL) in accordance with 21CFR1020.30(m)

5.5.1.2. Field limitation specifications in accordance with 21CFR1020.31(b)

5.5.1.3. Entrance air kerma within limits for adult patient in accordance with 21CFR1020.31(d)

5.5.1.4. Accuracy of air kerma display in accordance with 21CFR1020.31(k)

5.5.1.5. Resolution for high/low contrast in accordance with ACR guidance

5.6. CT Equipment is operating according to the manufacturers intended design for location (positioning) of patient and safety (SSRCR, Sec. F.4).

5.6.1. Physics Testing; performed in accordance with ACR, CT QC Manual

5.6.1.2. Scout Prescription and Alignment Light Accuracy

5.6.1.3. Image Thickness – Axial Mode

5.6.1.4. Table Travel Accuracy

5.6.1.5. Radiation Beam Width

5.6.1.6. Low-Contrast Performance

5.6.1.7. Spatial Resolution

5.6.1.8. CT Number Accuracy

5.6.1.9. Artifact Evaluation

5.6.1.10. CT Number Uniformity

5.6.1.11. Dosimetry (CTDIvol)

5.7. Bone Density: is operating according to the manufacturers intended design including locking, holding, centering and X-ray beam "on" visual/audible indicators (SSRCR, Sec. F.4).

5.7.1. Verify QA/QC is performed in accordance with manufacturers’ specifications.

5.8. All Physics testing shall be performed at the following:

5.8.1. Acceptance testing (assembly evaluation) prior to initial use, and

5.8.2. Annual medical physics testing

6.0. NUCLEAR MEDICINE

6.1. Nuclear Medicine equipment is operating according to the manufacturers intended design including system interlocks, holding, centering and visual/audible indicators.

6.2. SPECT: annual Physics Testing performed in accordance with ACR, Nuclear Medicine Accreditation Program Requirements

6.2.1. Intrinsic Uniformity

6.2.2. System Uniformity

6.2.3. Intrinsic or System Spatial Resolution

6.2.4. Relative Sensitivity

6.2.5. Energy Resolution

6.2.6. Count Rate Parameters

6.2.7. Formatter/Video Display

6.2.8. Overall System Performance for SPECT

6.2.9. Slice-Position Accuracy

6.2.10. Slice-Thickness Accuracy

6.2.11. Radiofrequency Coil Checks

7.0. LOCATION OF TESTING

All equipment listed on the Price Schedule is located at the following addresses:

Aleda E. Lutz VAMC 1500 Weiss Street Saginaw, MI 48602

8.0. SCHEDULING OF TESTING

All scheduling for testing equipment will be coordinated with the medical center Radiation Safety Officer (RSO) and Contract Officer Representative (COR)

8.1. Special Contract Requirements: The services covered by this contract shall be furnished by the contractor as defined herein. The contractor will not be required, except in case of emergency, to furnish such services during off-duty hours as described below.

9.0. VA HOURS OF OPERATION/SCHEDULING:

9.1. Work hours: Monday through Friday, 7:00 am to 3:30 pm. Contractor shall work at least 1 day each quarter. In addition, the contractor will be given seven additional days at eight hours per day, each year for a total of eleven eight hours days per year to complete the following task. Lead apron checks, CT, X-ray equipment and Dental X-ray equipment testing, Nuclear Medicine annual testing, Ultrasound annual testing, Fluoroscopy equipment testing and Dental equipment annual testing.

9.2. 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 Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Any day specifically declared to be a national holiday by the President of the United States.

9.3. QUALIFICATIONS:

9.3.1. Personnel assigned by the Contractor to perform the services covered by this contract shall be licensed in a State, Territory, or Commonwealth of the United States or the District of Columbia. All licenses held by the personnel working on this contract shall be full and unrestricted licenses. The qualifications of such personnel shall also be subject to review by the VA Chief of Staff and approval by the VA Facility Director.

9.4. PERSONNEL POLICY

9.4.1. The contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the contractor shall provide the following for these personnel.

9.4.1.1. General liability

9.4.1.2. Workers’ compensation

9.4.1.3. Professional Liability insurance

9.4.1.4. Health examinations

9.4.1.5. COVID-19-Contractors shall comply with VHA Supplemental Contract Requirements for combatting COVID-19 { This is applicable to all health care workers}

9.4.2. Parties agree the Contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose.

9.3.4. 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.

9.4. REPORTS

9.4.1. 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.

9.5. RECORD KEEPING:

9.5.1. The Aleda E. Lutz, VA Medical Center shall establish and maintain a record keeping system that will record the time spent at the facility by the contract employee(s). Contractor's employee(s) shall report to the COR, or designee upon arrival at the Aleda E. Lutz, VA Medical Center.

9.6. CONTRACT PERFORMANCE MONITORING:

9.6.1. 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.

9.7. KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS:

9.7.1. The Contractor shall assign to this contract the following key personnel:

9.7.1.1. During the first ninety (90) 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 Contracting Officer, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (c) below. After the initial 90-day period of the contract, the Contractor shall submit the information required by paragraph (c) to the Contracting Officer at least 15 days prior to making any permanent substitutions.

9.7.1.2. 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 Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 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.

9.7.1.3. For temporary substitutions where the key person will not be reporting to work for three (3) consecutive workdays or more, the Contractor will provide a qualified replacement for the key person. This substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure as stated above.

10.0. BILLING

10.1. 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:

10.1.1. Name and Address of Contractor

10.1.2. Invoice Date and Invoice Number

10.1.3. Contract Number and Purchase/Task Order Number

10.1.4. Date of Service

10.1.5. Contract Personnel (Name of Contractor’s employee)

10.1.6. Number of equipment’s that procedures were performed on.

10.1.7. Total price

10.2. Vendor Electronic Invoice Submission Methods

10.2.1. 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 stipulated by the VA Financial Services Center (FSC). See VAAR 852.232-72 for details.

10.2.2. The Contractor may contact Tungsten Network Client Services at the phone number or website address listed below with questions about e-invoicing:

Phone: 877-489-6135 Website: www.tungsten-network.com/customer-campaigns/veteransaffairs

10.2.3. Payment Adjustments/Performance Related Payment Deductions:

10.2.3.1. The contractor shall be paid only for duties performed. Contract providers shall be responsible for accurately reporting of equipment meeting ACR, NRC, and NHPP standards; the COR is responsible for monitoring & verifying Contractor’s required duties.

10.2.3.2. The contract shall be adjusted in accordance with actual performance.

10.2.4. Payments in full/no billing VA beneficiaries: The Contractor shall accept payment for services rendered under this contract as payment in full.

11.0. GOVERNMENT RESPONSIBILITIES:

11.1. VA Support Personnel, Services or Equipment: The Aleda E. Lutz, VAMC will permit the contract Medical Physicists to use VA IT equipment (laptop, docking station and VA-approved USB drive).

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

11.2.1. CO – Michelle C. Ford | michelle.ford2@va.gov

11.2.2. COR – Timothy Jackson |timothy.jackson1@va.gov

11.3. CO RESPONSIBILITIES:

11.3.1. 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.

11.3.2. 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.

11.3.3. 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.

11.4. COR RESPONSIBILITIES:

11.4.1. 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.

11.4.2. 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.

11.4.3. The COR will maintain a record-keeping system of services. The COR will review this data monthly when invoices are received and certify all invoices for payment by comparing the services documented on the VA record-keeping system and those on the invoices. Any evidence of the Contractor's non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

11.4.4. The COR will review and certify monthly invoices for payment.