36C25026Q0156.docx

36C25026Q0156

A.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_2 http://www.va.gov/oal/library/vaar/index.asp

(End of Provision)

PAGE 1 OF

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

CODE

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

ARE

ARE NOT ATTACHED

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

36C25026Q0156 02-05-2026 Michelle C. Ford/Contracting Officer michelle.ford2@va.gov 03-02-2026

3:00 PM

EST

36C250 Department of Veterans Affairs Network Contracting Office 10 PO Box 492 Ann Arbor

MI

48106 X X 541990 $19.5 Million N/A X 36C583 Department of Veterans Affair Richard L. Roudebush VA Medical Center 1481 W, 10th St.

Indianapolis

IN

46202 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 provide onsite Board-Certified Diagnostic Medical Physicist (DMP) with certification in appropriate subfield(s) of imaging modalities by the American Board of Radiology (ABR), the Canadian College of Physics in Medicine (CCPM), the American Board of Science in Nuclear Medicine (ABSNM), or the American Board of Medical Physics (ABMP) certification for all items outlined in the Performance Work Statement (PWS) for the beneficiaries of Richard L. Roudebush, VA Medical Center in Indianapolis, IN.

This acquisition is being procured under Title 38 US 8153, FAR 12 and VAAR 873.

See Schedule of Services starting on page 6 in Section B.

and Performance Work Statement (PWS) starting on Page 14.

The Period of Performance will be five (5), One (1) year Ordering Periods starting April 1, 2026 through March 31, 2031. Individual Task Orders will be cut for each ordering period.

See CONTINUATION Page X X 1(one) 36C25026Q0156 Michelle C. Ford Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR’S NAME/ADDRESS/CITY/STATE/ZIP (Please print or type):

Unique Entity Identifier (UEI): _____________________________

b. GOVERNMENT: Michelle C. Ford, Contracting Officer Network Contracting Office (NCO) 10

Phone: 734-222-7151 Michelle.Ford2@va.gov

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 and may change during the period of performance of this acquisition. Current Invoicing information is located at: https://www.fsc.va.gov/einvoice.asp.

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).

583)

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

6. 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”.

7. POST-AWARD ORIENTATION: The Contracting Officer will schedule a post award orientation for contract orientation purposes as required by VAAM Part M842.5.

36C25026Q0156

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B.2 SCHEDULE OF SERVICES

The Department of Veterans Affairs Richard L. Roudebush VA Medical Center (VAMC) located at 1481 West 10th Street, Indianapolis, IN 46202-2830 and all affiliated community outpatient centers located within the state of Indiana has a requirement for Performance Testing Services to be completed by a qualified Diagnostic Medical Physicist (DMP) with certification in appropriate subfield(s) of imaging modalities by the American Board of Radiology (ABR), the Canadian College of Physics in Medicine (CCPM), the American Board of Science in Nuclear Medicine (ABSNM), or the American Board of Medical Physics (ABMP)American Board of Radiology (ABR) Certification for all items outlined in the Performance Work Statement.

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 five (5) one year ordering periods.

The Contracting Officer’s Representative (COR) shall perform reviews of credentials of the contractor staff, reports provided by the contractor, and timeliness of service 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.

NOTE: Contractor personnel shall ONLY be reimbursed for ACTUAL services rendered as outlined in the PWS. Diagnostic Medical Physicists shall sign in/out with the RSO when providing services at the Richard L. Roudebush VA Medical Center for performance and payment purposes. Any contractor personnel providing services under this contract that are not in compliance with the credentials required for this contract, “Contractor Personnel Security Requirements” and the “Assigned Personnel” requirements shall NOT be reimbursed for services rendered. All proposed contractor personnel’s credentials shall be forwarded to the VA COR and VA Contracting Officer for the VA Radiation Safety Committee’s review and approval.

Place of Performance: Services shall be provided on site, Richard L. Roudebush, VAMC, located at 1481 West 10th St, Indianapolis, IN, 46202 and all associated community-based outpatient clinics (CBOCs) that require these services within the state of Indiana.

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.

Please note that the quantities stated in this price schedule represent the Government’s best estimate, based on historical usage and projected need. Please note that they are only estimates and is not a guarantee of future orders. The resultant contract will be a Firm Fixed Price, Indefinite Delivery, Indefinite Quantity (IDIQ) for five (5), one-year ordering periods from April 1, 2026, through March 31, 2031.

The guaranteed minimum only applies to the Federal Government Fiscal Year in which the contract is awarded. The total minimum amount or guaranteed minimum diagnostic services for this contract is 3 inclusive of line items 1001 through 1005. The minimum guaranteed amount shall be expended in the initial fiscal year in which this contract is awarded.

The maximum diagnostic services for this contract, inclusive of all Ordering Periods, is 2,600 inclusive of Line-Item Numbers (LIN) 1001 through 5005. Individual task orders shall be funded annually. The Contracting Officer is the only authorized individual that can place annual task orders against this contract for the estimated amount of services for the specific timeframe, and the task orders shall be issued to the contractor. Offerors shall offer pricing for the entire estimated quantity for each LIN.

Note: This contract is firm fixed price and does not include an economic price adjustment mechanism. In lieu of an EPA clause, the following price schedule contains five distinct price list. Offerors shall price out all ordering periods.

Ordering Period 1: April 1, 2026 – March 31, 2027

Equipment: 33 Radiographic/Fluoro Tubes, 7 Dental Radiographic Tubes, 2 Hand-Held Dental Units, 1 Cone-Beam CT, 1 O-Arm System, 7 Computed Tomography Systems – Diagnostic, 1 Computed Tomography System Non-diagnostic, 3 MRI Systems, 1 Bone Densitometer, 2 PET scanners, 2 Dual-Head SPECT cameras, and 1 Single-Head Gamma Camera. A list of imaging equipment shall be provided to the incumbent.

Calculating staff internal and external radiation exposure, estimating fetal radiation dose calculations, assisting with scheduled procedures and providing instruction to hospital personnel as required by hospital accreditation agencies, preparing over-exposure reports for personnel radiation exposures, assisting with the review of incidents involving x-ray imaging equipment including cause and actions taken and attending meetings virtually when requested.

Ordering Period 1 TOTAL $__________________

Ordering Period 2: April 1, 2027 – March 31, 2028

Equipment: 33 Radiographic/Fluoro Tubes, 7 Dental Radiographic Tubes, 2 Hand-Held Dental Units, 1 Cone-Beam CT, 1 O-Arm System, 7 Computed Tomography Systems – Diagnostic, 1 Computed Tomography System Non-diagnostic, 3 MRI Systems, 1 Bone Densitometer, 2 PET scanners, 2 Dual-Head SPECT cameras, and 1 Single-Head Gamma Camera. A list of imaging equipment shall be provided to the incumbent.

Calculating staff internal and external radiation exposure, estimating fetal radiation dose calculations, assisting with scheduled procedures and providing instruction to hospital personnel as required by hospital accreditation agencies, preparing over-exposure reports for personnel radiation exposures, assisting with the review of incidents involving x-ray imaging equipment including cause and actions taken and attending meetings virtually when requested.

Ordering Period 2 TOTAL $__________________

Ordering Period 3: Option Year: April 1, 2028 – March 31, 2029

Equipment: 33 Radiographic/Fluoro Tubes, 7 Dental Radiographic Tubes, 2 Hand-Held Dental Units, 1 Cone-Beam CT, 1 O-Arm System, 7 Computed Tomography Systems – Diagnostic, 1 Computed Tomography System Non-diagnostic, 3 MRI Systems, 1 Bone Densitometer, 2 PET scanners, 2 Dual-Head SPECT cameras, and 1 Single-Head Gamma Camera. A list of imaging equipment shall be provided to the incumbent.

Calculating staff internal and external radiation exposure, estimating fetal radiation dose calculations, assisting with scheduled procedures and providing instruction to hospital personnel as required by hospital accreditation agencies, preparing over-exposure reports for personnel radiation exposures, assisting with the review of incidents involving x-ray imaging equipment including cause and actions taken and attending meetings virtually when requested.

Ordering Period 3 TOTAL $__________________

Ordering Period 4: April 1, 2029 – March 31, 2030

Equipment: 33 Radiographic/Fluoro Tubes, 7 Dental Radiographic Tubes, 2 Hand-Held Dental Units, 1 Cone-Beam CT, 1 O-Arm System, 7 Computed Tomography Systems – Diagnostic, 1 Computed Tomography System Non-diagnostic, 3 MRI Systems, 1 Bone Densitometer, 2 PET scanners, 2 Dual-Head SPECT cameras, and 1 Single-Head Gamma Camera. A list of imaging equipment shall be provided to the incumbent.

Calculating staff internal and external radiation exposure, estimating fetal radiation dose calculations, assisting with scheduled procedures and providing instruction to hospital personnel as required by hospital accreditation agencies, preparing over-exposure reports for personnel radiation exposures, assisting with the review of incidents involving x-ray imaging equipment including cause and actions taken and attending meetings virtually when requested.

Ordering Period 4 TOTAL $__________________

Ordering Period 5: April 1, 2030 – March 31, 2031

Equipment: 33 Radiographic/Fluoro Tubes, 7 Dental Radiographic Tubes, 2 Hand-Held Dental Units, 1 Cone-Beam CT, 1 O-Arm System, 7 Computed Tomography Systems – Diagnostic, 1 Computed Tomography System Non-diagnostic, 3 MRI Systems, 1 Bone Densitometer, 2 PET scanners, 2 Dual-Head SPECT cameras, and 1 Single-Head Gamma Camera. A list of imaging equipment shall be provided to the incumbent.

Calculating staff internal and external radiation exposure, estimating fetal radiation dose calculations, assisting with scheduled procedures and providing instruction to hospital personnel as required by hospital accreditation agencies, preparing over-exposure reports for personnel radiation exposures, assisting with the review of incidents involving x-ray imaging equipment including cause and actions taken and attending meetings virtually when requested.

Ordering Period 5 TOTAL $__________________ Total for ALL Ordering Periods:_$_________________

B.3 PERFORMANCE WORK STATEMENT

Part I: General Information

A. Introduction

The Department of Veterans Affairs Richard L. Roudebush VA Medical Center (VAMC) located at 1481 West 10th Street, Indianapolis, IN 46202-2830 and all affiliated community outpatient centers located within the state of Indiana has a requirement for Performance Testing Services to be completed by a qualified Diagnostic Medical Physicist (DMP) with certification in appropriate subfield(s) of imaging modalities by the American Board of Radiology (ABR), the Canadian College of Physics in Medicine (CCPM), the American Board of Science in Nuclear Medicine (ABSNM), or the American Board of Medical Physics (ABMP)for imaging equipment. The equipment list shall be provided to the incumbent. This equipment is subject to change during the life of the contract. Inspections for each piece of equipment must occur annually but not to exceed 14 months, upon installation or relocation prior to use for patient care, and after any major repair or replacement of a major certified component. The equipment includes, but is not limited to, CT, MRI, Nuclear Medicine, PET, Fluoroscopy, and Diagnostic X-Ray equipment. Mammography and ultrasound equipment may be added at a later date. The annual testing schedule will be coordinated with the Contracting Officer Representative (COR), Radiation Safety Officer (RSO), and leadership within each service and section requiring this service. In addition to equipment inspections, the contractor shall provide assistance with the Radiation Safety Program as requested, review of the facility’s quality assurance program, written electronic reports for each individual piece of equipment that is inspected, computed tomography (CT) protocol optimization for all diagnostic protocols, fluoroscopy protocol optimization for all fluoroscopy protocols, radiation protection shielding calculation and room design, inspection of radiation protection shielding, 24 hours per day 7 days per week phone consulting services, and performance testing of all new or relocated imaging equipment prior to first clinical use. These services must meet all current requirements of the National Health Physics Program (NHPP), Veterans Health Administration (VHA) directives, Joint Commission, and the American College of Radiology as listed in Part II of this document.

Part II: Requirements

1. Qualifications and Responsibilities of Contacted Personnel:

A Qualified Medical Physicist (QMP) must carry out acceptance testing, annual performance evaluations, as well as equipment inspections post-repair that that impacts tube output or image quality. A QMP is an individual who is competent to practice independently in one or more of the subfields of medical physics. The American College of Radiology (ACR) considers certification, continuing education, and experience in the appropriate subfield(s) to demonstrate that an individual is competent to practice in one or more of the subfields in medical physics and to be a QMP. This contract requires that the individual be certified in the appropriate subfield(s) by the American Board of Radiology (ABR), the Canadian College of Physicists in Medicine, the American Board of Science in Nuclear Medicine (ABSNM), or the American Board of Medical Physics (ABMP). This contract also requires certification in the appropriate subfield of medical physics for the services to be performed. Nuclear Medicine and PET equipment shall be inspected by a QMP with certification in Nuclear Medical Physics including the medical physics certification categories of Radiological Physics, Medical Nuclear Physics, and Nuclear Medicine Physics. Dental, Radiographic, CT, and Fluoroscopic equipment shall be inspected by a QMP with certification in Diagnostic Medical Physics including certification categories of Radiological Physics, Diagnostic Radiological Physics, or Diagnostic Imaging Physics. MRI equipment shall be inspected by a QMP or a Qualified MRI Scientist with medical physics certification categories of Radiological Physics, Diagnostic Radiological Physics, or Diagnostic Imaging Physics. All contracted staff must maintain current certification and continuing education as required by the certifying body.

2. Annual Services to Be Performed:

a. The contractor shall perform annual inspections, not to exceed 14 months, of all required imaging equipment to ensure compliance with the current requirements of the NHPP, VHA, JC, and ACR. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor and Radiation Safety Officer (RSO) prior to the QMP leaving the facility. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility staff or patients shall be reported to the service supervisor and RSO immediately upon discovery. A written report of inspection results shall be provided to the COR within 30 working days after completion of the inspection. All required imaging equipment shall be inspected at least annually, not to exceed 14 months. The facility’s quality assurance program shall be reviewed by the Contractor at least annually.

b. The contractor shall perform, upon request, performance testing of all new or relocated imaging equipment prior to first clinical use. The performance testing shall comply with current requirements of the NHPP, VHA, JC, and ACR. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor and RSO prior to the contractor leaving the facility. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility staff or patients shall be taken out of service and reported to the service supervisor and RSO immediately upon discovery. A written report of the results shall be provided to the COR within 30 working days after completion of the inspection.

c. The Contractor shall perform a full inspection of required imaging equipment after repairs or modifications that may affect the radiation output or image quality in accordance with current requirements of the NHPP, VHA, JC, and ACR. The inspection shall be completed within 2 working days after the facility contacts the physicist. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor and RSO prior to the QMP leaving the facility. Deficiencies or non- conformances which represent unsafe conditions with the potential to adversely impact the facility staff or patients shall be taken out of service and reported to the service supervisor and RSO immediately upon discovery. A written report of the results shall be provided to the COR within 30 working days after performing the inspection.

d. The Contractor shall provide consultation for additional services for safety training and shielding integrity surveys.

e. The Contractor shall review CT and fluoroscopy protocols and include dose reduction techniques where applicable at least annually.

f. The Contractor shall provide shielding design calculations upon request for each new, replaced, or relocated imaging system in accordance with requirements of the NHPP, VHA, JC, and ACR. The calculations for each shall comply with the National Council for Radiation Protection and Measurements (NCRP) Report No. 147 (or the most recent version), and, for dental units, NCRP Report No. 145 (or the most recent version), and shall be documented in a written report which includes a diagram showing adjacent areas. The QMP 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 30 workings days after the shielding survey has been completed.

g. The Contractor shall assist on-site QM Technologist in the development of a comprehensive technical quality assurance (QA) program (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, etc.), which complies with current requirements of the NHPP, VHA, JC, and ACR, for all modalities.

3. Additional Services

a. Provide 24/7 Physicist Phone/Electronic Consultation for the following:

1.) Assist with calculating patient and staff internal and external radiation exposure when necessary.

2.) Assist with estimating fetal radiation dose calculations.

3.) Assist during scheduled procedures when requested and provide instruction to hospital personnel as required by hospital accreditation agencies.

4.) Assist with preparing over-exposure reports for personnel radiation exposures.

5.) Assist with a review of incidents involving diagnostic x-ray imaging equipment cause and actions taken.

6.) Attend biennial Machine-Produced Radiation Safety Committee Meetings unless excused by the facility Radiation Safety Officer.

b. Services to be provided as needed (estimated quantities provided in Price Schedule) 1.) Inspect/evaluate additional imaging equipment as necessary due to equipment acquisition and or repair/replacement of existing equipment up to 100 times per year.

2.) Design and calculation of radiation protection shielding up to 10 times per year.

3.) Inspection of radiation protection shielding up to 10 times per year.

4.) Computed Tomography (CT) protocol optimization annually/scanner.

5.) Fluoroscopy protocol optimization annually/scanner.

4. Annual Equipment Inspections

The Physicist shall conduct equipment inspections of all required imaging equipment. A list of equipment will be provided to the incumbent. This equipment is subject to change during the life of the contract. The Contractor shall ensure the imaging equipment’s compliance with applicable requirements of the NHPP, VHA, JC, and ACR, and shall include, but not be limited to, monitoring the following basic performance characteristics.

A. Fluoroscopic Equipment

Performance testing of radiographic and fluoroscopic equipment shall comply with the current ACR Technical Standard for Diagnostic Medical Physics Performance Monitoring of Fluoroscopic Equipment. The performance of each fluoroscopic unit must be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable).

(1) Evaluation of Mechanical and System Safety

(2) Operation of Alerts and Interlocks

(3) Assessment of Radiation Protection Equipment

(4) Appropriateness of Protocols (Fluoroscopic and Acquisition)

(5) Identification of Isocenter Location

(6) Collimation and Radiation Beam Alignment

(7) Tube Potential (kVp) Accuracy and Reproducibility

(8) Minimum Beam Quality (Half-Value Layer) Assessment

(9) Table/Pad Attenuation Measurement

(10) Determination of Dose Notification Thresholds

(11) Evaluation of Automatic Dose Rate Control Performance (Including patient entrance air kerma rate for a typical patient)

(12) Measurement of Maximum Patient Entrance Air kerma Rate

(13) Accuracy Assessment of the Displayed Radiation Metrics

(14) Image Receptor Air kerma Rate

(15) Image Quality Assessment: System High Contrast Spatial Resolution

(16) Image Quality Assessment: System Low Contrast Sensitivity

(17) Image Quality Assessment: Artifacts

(18) Modality Display Performance

(19) Interoperability Assessment

(20) Vendor Recommended QC as Applicable

(21) Any other test required by the NHPP, VHA, JC, or ACR

B. Digital Radiography (DR)

Physics inspections of DR equipment shall comply with the current ACR Technical Standard for Diagnostic Medical Physics Performance Monitoring of Fluoroscopic Equipment. The performance of DR must be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable).

(1) Positive Beam Limitation (PBL) Functionality

(2) X-ray Field and Image Receptor Alignment

(3) Air Kerma or Exposure (Radiation Output)

(4) Accuracy of the Displayed Radiation Metrics

(5) Exposure Reproducibility

(6) Tube Potential (kVp) Accuracy and Reproducibility

(7) Linearity of Exposure versus mA or mAs

(8) Timer Accuracy

(9) Minimum Beam Quality (Half-Value Layer)

(10) Radiographic Patient Entrance Exposure or a typical patient

(11) Automatic Exposure Control (AEC)

(12) Image Quality: System High Contrast Spatial Resolution

(13) Image Quality: System Low Contrast Resolution

(14) Image Quality: Flat Field Artifact Evaluation

(15) Repeat Analysis

(16) Vendor Recommended QC as applicable

(17) Any other test required by the NHPP, VHA, JC, or ACR

C. CT Scanners

The physics inspection shall conform to the current ACR Technical Standard for Diagnostic Medical Physics Performance Monitoring of Computed Tomography (CT) Equipment. 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 for dose optimization

(2) Alignment Light Accuracy

(3) Image Localization form Scanned Projection Radiograph (Localization Image)

(4) Table Travel Accuracy

(5) Radiation Beam Width

(6) High-Contrast Spatial Resolution

(7) Low-Contrast Detectability

(8) Image Uniformity

(9) Noise

(10) Artifact Evaluation

(11) CT Number Accuracy

(12) Acquisition Workstation Display quality

(13) Radiation Output or Dosimetry: Measurement and comparison to baseline of radiation output of the scanner (CTDIvol, CTDI100, CTDIfree, air, or Equilibrium Dose-Pitch Product [Measured in phantom or in air]) at all available tube potentials. For some scanners, it may be appropriate to include output measurements for clinically relevant filter/scan field of view (SFOV) selections using at least one tube potential. A comparison of the calculated values to scanner reported values should be completed. The comparisons should include both 16-cm and 32-cm dosimetry phantoms or measurements in air, as appropriate for the CT system and for the indicated protocols and must comply with tolerances identified in manufacturer accompanying documents as well as requirements of relevant accrediting bodies and/or federal regulations.

(14) Safety Evaluation

(a) Visual inspection, audible and visual signal, and posting requirements

(b) Scatter and stray radiation measurements

(c) Workload assessment, if workload and other related parameters have changed since acceptance testing

(15) Any other tests as required by the NHPP, VHA, JC, or ACR

D. Dental

The inspection shall conform to the AAPM Report No. 175, September 2016 (or most recent version) and the current version of the Conference of Radiation Control Program Directors (CPCRD) Suggested State Regulations (SSR), Part F. The performance of dental x-ray inspections shall be annually. This evaluation should include, but not be limited to, the following tests (as applicable).

(1) Collimation.

(2) Tube Head Stability and Positioning

(3) Leakage Radiation and Visual Inspection

(4) Collimation and Minimum Source-to-Skin Distance

(5) Beam Quality

(6) Kilovoltage (kVp) Accuracy

(7) Timer Accuracy

(8) Exposure Reproducibility

(9) Milliampere (mA) or Milliampere-second (mAs) Linearity

(10) Proper Display Monitor Testing (SMPTE)

(11) Uniformity

(12) Artifact Evaluation

(13) Entrance Skin Air Kerma

(14) Scatter Radiation Survey

(15) X-ray Beam Slit Length and Width Coincidence

(16) Technique Factor Evaluation

Dental CBCT Acceptance and Performance Testing

1. Acceptance Testing. Acceptance testing and measurements of air kerma at the isocenter for each kVp station for a range of clinically used mAs settings shall be performed initially when the CBCT unit is installed and following any move of the CBCT to another area inside or outside the initial clinical site. This testing is to ensure that the equipment performance is in agreement with the manufacturer’s technical specifications.

2. Performance Testing. Each CBCT unit shall undergo periodic quality control tests to ensure that the performance of the machine has not significantly deteriorated and is operating within the manufacturer’s technical specifications. This performance testing is performed by a qualified expert annually, at intervals not to exceed 14 months, and after repairs to the CBCT unit that may affect the radiation output or image quality.

3. Some manufacturers provide a phantom and procedures to perform machine specific quality assurance (QA) tests. In cases where the manufacturer provides a phantom and procedures to perform specific tests, but the tests are not included in this PWS, then the manufacturer’s machine-specific QA tests may be performed in addition to the QA tests in this PWS.

Acceptance and Annual physics testing for Dental CBCT

1. Radiation output Repeatability Make four measurements of the air kerma at the isocenter at a clinically used setting. The measurements should be less than +/-5% of the average of the five measurements and the measurements should be less than +/- 5% of the previous year’s measurement.

2. Radiation Output Reproducibility Measure the air kerma at the isocenter for each kVp station and a range of clinically used mAs setting. Compare the results to the baseline values established at the initial acceptance testing. The values should be +/-5% of the baseline.

3. Beam quality Measure the half value layer (HVL) for aluminum. The minimum shall comply with the Suggested State Regulations for Control of Radiation or recognized National Standards.

4. Radiation field of view (FOV) Measure the width of the radiation field at the isocenter. The width of the beam should be 3 mm or 30% of the total nominal collimated width.

5. Image Quality Image the phantom provided by the manufacturer or another suitable phantom. Assess high contrast spatial resolution, uniformity of transaxial images, and image noise. Imaging uniformity shall be assessed over the entire range of axial images.

6. Accuracy of Linear Measurements Using images of an appropriate phantom, assess the accuracy of distance Measurements.

7. Accuracy of Patient Dose Metric Indication Assess the accuracy of the indicated dose metric (typically DAP).

8. Patient Dose Assessment From a scan or scans using the facility’s standard techniques, record the dose metric (typically DAP) and compare to achievable levels and diagnostic reference levels (if available).

9. Review of the technical QA program The Contractor shall review the technical QA program. The review shall include a trend analysis of the QA data. The results of the technical QA program review shall be included in the written report. Any trends that identify problems shall be included in the report along with recommended corrective actions.

10. Display Monitors

A. Perform a visual analysis of the SMPTE test pattern.

1. Display the test pattern on the imaging console. Set the display window width/level to the manufacturer-specified values for the pattern. Do not set window/level by eye; doing so invalidates the procedure.

2. Examine the pattern to confirm that the gray level display in the imaging console is subjectively correct.

(a) Review the line pair patterns in the center and at each of the corners.

(b) Review the black-white transition.

(c) Look for any evidence of “scalloping” (loss of bit depth) or geometric distortion.

3. Use a photometer to measure the maximum and minimum monitor brightness (0% and 100% steps)

4. Measure additional steps within the pattern to establish a response curve.

5. Measure the brightness near the center of the monitor and near all 4 corners (or all 4 sides, depending on the test pattern used).

11. Viewing Conditions Assess the viewing conditions for the area in which the monitor used to evaluate the CBCT studies is located.

E. MRI (Magnetic resonance imaging) The inspection shall conform to the current ACR-AAPM Technical Standard for Diagnostic Medical Physics Performance Monitoring of Magnetic Resonance (MR) Imaging Equipment. 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) Physical and mechanical system integrity inspection

(2) Magnetic field homogeneity

(3) Slice position accuracy and table positioning

(4) Slice thickness accuracy

(5) Geometric accuracy (gradient calibration)

(6) High-contrast spatial resolution

(7) Low-contrast resolution (detectability)

(8) Performance evaluation for radiofrequency coils used clinically

(a) Coil physical visual inspection

(b) Transmitter gain/attenuator verification

(c) Image artifact assessment (d Image signal-to-noise ratio (SNR)

(e) Image intensity uniformity (volume coils)

(f) Percent signal ghosting (volume coils)

(g) Year-to-year variations of each of the above parameters should be tracked

(9) Acquisition workstations monitor performance

(10) Evaluation of technologist quality control (QC) program and data

(11) Review of service log

(12) Assessment of the MR safety program

(13) Any other test as required by the NHPP, VHA, JC, or ACR

F. PET

The inspection shall conform to the current ACR-AAPM Technical Standard for Medical Physics Performance Monitoring of PET-CT Imaging Equipment. For PET/CT units the CT must also be inspected at least annually per Item C above. This evaluation should include the following tests (as applicable).

(1) Count rate performance (count rate versus activity), including corrections for count losses and random coincidences

(2) Sensitivity

(3) Image Uniformity and Artifact Assessment

(4) Image Spatial Resolution

(5) Image Contrast

(6) Accuracy of the CT-based attenuation and scatter correction, and SUV or activity concentration

(7) Image coregistration between PET and CT

(8) Mechanical Safety Evaluation

(9) Electrical Safety Evaluation

(10) Any other test as required by the NHPP, VHA, JC, or ACR

G. Nuclear Medicine

The inspection shall conform to the current ACR-AAPM Technical Standard for Medical Physics Performance Monitoring of gamma cameras and SPECT/CT cameras. The performance of each nuclear medicine scanner shall be at least annually. This evaluation should include the following tests (as applicable).

(1) Intrinsic Uniformity for Each Gamma Camera Head

(2) Extrinsic Uniformity with all commonly used collimators for Each Gamma Camera Head

(3) Intrinsic or System Spatial Resolution/Linearity

(4) System Sensitivity

(5) Energy Resolution

(6) Extrinsic Sensitivity

(a) Count Rate Per Unit Activity

(b) Interdetector Variability

(7) Overall System Performance for SPECT

(a) Uniformity and Artifact Evaluation)

(b) Cold Sphere Contrast

(c) Spatial Resolution

(8) Count Rate Performance

(9) Contrast

(10) Spatial Resolution

(11) Safety Evaluation

(12) Mechanical Evaluation

(13) Electrical Evaluation

(14) Physical Inspection: System Interlocks, emergency shut-down mechanisms, etc.

(15) Acquisition Monitor Performance

(16) Any other test as required by the NHPP, VHA, JC, or ACR

H. Display Monitors The annual performance evaluation conducted by the contractor shall include testing of image acquisition display monitors for maximum and minimum luminance, luminance uniformity, resolution, and spatial accuracy. The image acquisition display monitors including, but not limited to nuclear medicine, PET, CT, and MRI shall be tested.

Part III: Supporting Information

A. Information Security Contractor shall adhere to HIPPA/Privacy rules required by VAMC, reports violations per VA Directive 6500.6.

B. Response Time Contractor shall respond by phone within two hours when services are requested. Contractor(s) shall be on-site for equipment inspection within 48 hours of notification for downtime that effects direct patient care.

C. Place of Performance The place of performance will be main campus located at Richard L. Roudebush, VAMC, 1481 West 10th Street, Indianapolis, IN 46202 as well as associated community-based outpatient care facilities including but not limited to Terre Haute, Bloomington, and Brownsburg.

D. Qualifications of Key Personnel Qualified Medical Physicist(s) must hold a master’s degree or PhD in physics and must be board certified in the appropriate subfield(s) of imaging modalities by the American Board of Radiology (ABR), the Canadian College of Physics in Medicine (CCPM), the American Board of Science in Nuclear Medicine (ABSNM), or the American Board of Medical Physics (ABMP). 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.

E. Hours of Work 1 . Normal business hours are defined as Monday through Friday from 7 a.m. to 5 p.m. Eastern. Hours may vary by department or section. Services shall be coordinated as necessary to reduce impact to patient care as arranged with the Contracting Officer Representative (COR).

2. Emergency support hours are defined as 24 hours per day, 7 days per week, 365 days per year. In case of an emergency the Contractor’s Diagnostic Medical Physicist (s) shall provide a contact number in case of an emergency for phone consultation.

3. The eleven holidays observed by the Federal Government are New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday.

3. Work performed outside of normal working hours of coverage must be requested by the Contracting Officer's Representative (COR) or the Radiation Safety Officer (RSO).

1.1. PERSONNEL POLICY

1.1.1. 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.

1.1.2. General liability

1.1.3. Workers’ compensation

1.1.4. Professional Liability insurance

1.1.5. Health examinations

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

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

1.1.8. 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.

1.2. REPORTS

1.2.1. 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.