36C25220Q0682.docx

36C25220Q0682

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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

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C25220Q0682 07-2 -2020 Dorr,Joni 414-844-4858 08-10-2020 10:00 am 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 X X 541690 $16.5 Million N/A X 36C252 Captain James A. Lovell Federal Health Care Center 3001 Green Bay Road North Chicago Il 60064-3048 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-9971 877-353-9791 512-460-5540 See CONTINUATION Page Medical Physicist(s) for Captain James A. Lovell Federal Health Care Center located in North Chicago.

The contract will be for a base plus four (4) one (1) year options for a total of five (5) years.

Pricing will be all inclusive, including travel. Please see Performance Work Statement (PWS) for details.

See CONTINUATION Page X X X Ashley Johnson Contracting Officer

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449)

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

CONTRACTOR: ______________________________________ (Contractor’s Name) ______________________________________ (Address)

______________________________________ (DUNS Number)

Contractor’s Past Performance Point of Contact (if different from above):

Name: __________________________________________ Email Address:_________________________________

GOVERNMENT: Joni Dorr, Contract Specialist Department of Veterans Affairs Great Lakes Acquisition Center 115 S. 84th St., Ste 100 Milwaukee, WI 53214 joni.dorr@va.gov

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

a. FAR 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER – SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

3. INVOICES: Invoices shall be submitted (monthly, quarterly, etc.) in arrears in accordance with:

a. 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

4. GOVERNMENT INVOICE ADDRESS (See SF1449 Block 18):

a. All invoices from the contractor shall be submitted electronically in accordance with 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

b. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

c. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten Network e-Invoice, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/customer-campaigns/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

d. For assistance setting up e-Invoice, the below information is provided:

i. * Tungsten Network e-Invoice Setup Information: 1-877-489-6135

* Tungsten Network e-Invoice email: VA.Registration@Tungsten-Network.com

* FSC e-Invoice Contact Information: 1-877-353-9791

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

5. INVOICES cont:

a. Payments shall be made in arrears upon receipt of a properly prepared invoice

b. In order to comply with the Improper Payment Elimination and Recovery Act of 2010 (IPERA), the VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Network e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to VA.Registration@Tungsten-Network.com or calling 1-877-752-0900 option 2 for Enrollment.

c. Contractor shall submit an electronic invoice by the tenth (10th) of the following month services were performed to the Veterans Affairs Financial Services Center (VAFSC) e-Invoice through the website at https://portal.Tungsten-Network.com/Login.aspx. For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1-877-489-6135.

d. All invoices shall reference the vendor name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info). Invoices shall also include any payment discount terms.

e. For questions regarding invoice receipt or payment, please call VAFSC directly at 1-877-353-9791 or email vafsccshd@va.gov

f. As of July 1, 2020, the VA10091 form has been eliminated and the VAFSC is requiring our vendors to update and add their information in the Customer Engagement Portal (CEP) at https://www.cep.fsc.va.gov/. This is for new vendors being added to FMS only.

OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED FOR AWARD.

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

ACQUISITION OF COMMERCIAL ITEMS:

This Request for Quote (RFQ) solicitation is issued under the authority of FAR Part 12 Acquisition of Commercial Items and FAR Part 13 Simplified Acquisition Procedures. FAR Part 15 will not be used. The procedures in Part 12 used in conjunction with Part 13 allow the Government to procure services resembling those in the commercial marketplace and streamline the procurement process.

From this RFQ, the Government intends to award a firm fixed price contract where the contractor provides a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract.

SECURITY & PRIVACY CONTROL:

The Authorization & Accreditation (A&A) requirements of VHA Handbook 6500.6 do not apply to this requirement, therefore, a Security Accreditation Package is not required. No A&A or MOU/ISA is required. Sensitive information exposure as part of this contract involves applicable security controls within the facility as part of the VA Information Security

If there are any questions related to privacy, please have a member of your staff contact the VA Privacy Service at (202) 461-6309. If there are any questions related to the information security, please have a member of your staff contact the Office of Cyber Security at (304) 262-7733.

SPECIAL NOTES:

In order to maintain integrity of this solicitation and subsequent award date, all offerors are advised that any question and answer requests must be submitted in a written form via e-mail to the Contracting Officer joni.dorr@va.gov AND eileen.meyer@va.gov no later than Monday, August 3, 2020 at 1300 Local Time (Central). Contracting will issue a consolidated response via solicitation amendment to www.fbo.gov within 2 business days to all parties.

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this 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 to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

AUTHORITY:

This Request for Quote (RFQ) solicitation is issued under the authority of FAR Part 13 for Certain Commercial Items in which simplified acquisition procedures in FAR Part 13 will be used. FAR Part 14 and 15 will not be used.

The Lowest Price Technically Acceptable source selection process will be used for this FAR 13 procurement. This means award will be made on the basis of the lowest evaluated price of quotes meeting or exceeding the acceptability standards for non-cost factors. See 52.212-2 Evaluation – Commercial Items (Section E) for a description of the factors in addition to price that the Government will use to evaluate offers. Prospective contractors must furnish the information listed herein with their quotations to ensure they receive full consideration.

B.2 PERFORMANCE WORK STATEMENT (PWS)

Diagnostic Medical Physics Support or Services The Contractor shall furnish all labor, material, supplies, equipment, and qualified personnel to provide on-site diagnostic medical physics support or services for the Captain James A. Lovell Federal Health Care Center which includes units at Rosalind Franklin and both East and West Campuses of the FHCC, under the terms and conditions stated herein and must adhere to VHA Handbook 1105.04, Fluoroscopy Safety, dated July 6, 2012, VHA Directive 1105.03 Mammography Program Procedures and Standards, VHA Handbook 1105.05 MRI Safety, VHA Directive 1129 Radiation Protection for Machine Sources of ionizing Radiation.

The Contractor shall comply with radiation protection standards in 29 CFR 1910.1096 and immediately report any unsafe conditions with the potential to adversely impact the facility radiation workers or patients to the Radiation Safety Officer (RSO).

Contract is for a year period for fiscal year 2021 with renewal options per the Captain James A. Lovell Federal Health Care Center Contracting Officer for fiscal years 2022 through 2025.

General Requirements

1. Performance

All work shall be solely performed by qualified diagnostic medical physicist(s). A qualified diagnostic medical physicist is a person who is certified by the American Board of Radiology, American Board of Medical Physics, or the Canadian College of Physicists in Medicine.

NO TECHNICIAN WORK SHALL BE ACCEPTED

2. Mandatory Services to be Performed

a. The qualified diagnostic medical physicist(s) shall perform imaging equipment (x-ray equipment, nuclear medicine cameras, CT cameras, dental units, cone beam CT units and MRIs) inspections to ensure compliance with the current American College of Radiology (ACR) and Mammography Quality Standards Act (MQSA) requirements. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the BIOMED technician or RSO prior to the qualified diagnostic medical physicist(s) leaving the facility. A BIOMED technician shall escort the contractor at all times throughout the property. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to the RSO immediately upon discovery. A written report of the results shall be provided to the RSO within 5 working days after completion of the inspection. All imaging equipment shall be inspected at least annually (1 year+/- 30 days).

b. The qualified diagnostic medical physicist(s) shall perform acceptance testing of all new or relocated imaging equipment prior to first clinical use. The acceptance testing shall comply with ACR or MQSA requirements. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the BIOMED technician or RSO prior to the qualified diagnostic medical physicist(s) leaving the facility. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to the RSO immediately upon discovery. A written report of the results shall be provided to the RSO within 5 working days after completion of the inspection. The physicist shall be available to schedule the acceptance testing within one week of notice.

c. The qualified diagnostic medical physicist(s) shall perform a full inspection of imaging equipment after repairs or modifications that may affect the radiation output or image quality. The inspection shall be completed within 48 hours after the facility contacts the contractor. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the BIOMED technician or RSO prior to the qualified diagnostic medical physicist(s) leaving the facility. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to the RSO immediately upon discovery. A written report of the results shall be provided to the service supervisor or RSO within 5 working days after performing of the inspection.

d. The qualified diagnostic medical physicist(s) shall provide phone and email consultation on radiation safety and related compliance issues as needed. The medical physicist(s) shall also attend the quarterly Radiation Safety committee meeting, this attendance may be completed from offsite, i.e. telephone or Skype.

e. The qualified diagnostic medical physicist(s) shall perform a review of patient skin doses for maximum possible and likely peak skin doses when procedure doses (single or cumulative) are at or exceed 5 Gray (3 Gray of procedures when the beam is in one position). The report shall provide information on clinical follow-up needed. The report shall be available within 5 business days of notification of high dose.

f. The qualified diagnostic medical physicist(s) shall provide shielding design calculations for each new, replaced, or relocated x-ray imaging system. The calculations for each shall comply with the National Council for Radiation Protection and Measurements (NCRP) Report No. 147, and, for dental units, NCRP Report No. 145, and shall be documented in a written report which includes a diagram showing adjacent areas. The qualified diagnostic medical physicist(s) shall perform a shielding survey to verify the structural shielding was installed per the shielding design report and complies with the design goals. A written report of the shielding survey shall be provided to the RSO within 5 workings days after the shielding survey has been completed.

g. The qualified diagnostic medical physicist(s) shall assist 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), which complies with ACR recommendations, for all modalities. The qualified diagnostic medical physicist(s) shall review at least annually the QA program. A written report of the results shall be provided to the RSO within 5 working days after performing of the inspection.

3. Equipment Inspections

The medical physicist(s) shall conduct equipment inspections or quality control surveys of the imaging equipment listed below. The medical physicist(s) shall ensure the imaging equipment’s compliance with applicable Federal regulations and ACR recommendations, and shall include at minimum, monitoring the following basic performance characteristics.

A. Radiographic and Fluoroscopic Equipment

Physics inspections of radiographic and fluoroscopic equipment shall comply with the ACR Technical Standard for Diagnostic Medical Physics Performance Monitoring of Radiographic and Fluoroscopic Equipment. The performance of each radiographic and fluoroscopic unit must be evaluated at least annually. This evaluation shall include at minimum, the following tests (as applicable):

(1) Integrity of unit assembly.

(2) Collimation and radiation beam alignment.

(3) Fluoroscopic system spatial resolution.

(4) Automatic exposure control system performance.

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

(6) Image artifacts.

(7) Fluoroscopic phantom image quality.

(8) kVp accuracy and reproducibility.

(9) Linearity of exposure versus mA or mAs.

(10) Exposure reproducibility.

(11) Timer accuracy.

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

(13) Fluoroscopic entrance exposure rate (or air kerma rate). Maximum output and output using a phantom representing a standard size patient for all clinically used settings. [The mode of operation (e.g., magnification mode, frame rate, and any other mode selected) must be documented for each measurement.]

(14) Fluorographic (image recording) entrance exposure rate (or air kerma rate) for cine imaging, if performed and entrance exposure (or air kerma) for spot images (if performed). Maximum output and output using a phantom representing a standard size patient for all clinically used settings. [The mode of operation (e.g., magnification mode, frame rate, etc.) must be documented for each measurement.]

(15) Image receptor entrance exposure.

(16) Equipment radiation safety functions.

(17) Patient dose monitoring system calibration. This includes, for radiographic systems, the metric of dose to the image receptor (IEC Exposure Index or proprietary index) and, for fluoroscopy systems, the displays of cumulative air kerma and, if available, DAP.

(18) Display monitor performance.

(19) Digital image receptor performance.

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

(21) For radiographic units, measurement of entrance skin exposure (or air kerma) for a standard size patient for common radiographic projections and comparision to published diagnostic reference levels and achievable doses (e.g., ACR practice parameter.

Note: The information on entrance exposure rates (or air kerma rates) from fluoroscopy and from fluorography, in Items (13) and (14) above, for each fluoroscope, shall be in a format suitable for providing to the physicians who operate the fluoroscope.

B. Computed Radiography (CR) and Digital Radiography (DR)

Physics inspections of CR and DR equipment shall comply with the American Association of Physicist in Medicine (AAPM) Report Number 93, Acceptance Testing and Quality Control of Photostimulable Storage Phosphor Imaging Systems. The performance of CR and DR must be evaluated at least annually. This evaluation shall include at minimum, the following tests (as applicable):

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

(2) Imaging Plate Dark Noise and Uniformity.

(3) Exposure Indicator Calibration.

(4) Linearity and Auto-ranging Response.

(5) Laser Beam Function.

(6) Limiting Resolution and Resolution Uniformity.

(7) Noise and Low-Contrast Resolution.

(8) Spatial Accuracy.

(9) Erasure Thoroughness.

(10) Aliasing/Grid Response.

(11) IP Throughput.

(12) Positioning and Collimation Errors.

C. CT Scanners

The physics inspection shall conform to the 2012 ACR Computed Tomography Quality Control Manual. The performance of each CT scanner shall be evaluated at least annually. This evaluation shall include at minimum, the following tests (as applicable):

(1) Review of Clinical Protocols.

(2) Scout Prescription and Alignment Light Accuracy.

(3) Image Thickness – Axial Mode.

(4) Table Travel Accuracy.

(5) Radiation Beam Width.

(6) Low-Contrast Performance.

(7) Spatial Resolution.

(8) CT Number Accuracy.

(9) Artifact Evaluation.

(10) CT Number Uniformity.

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

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

(13) Measures the radiation dose (in the form of volume computed tomography dose index (CTDI vol) produced by each diagnostic CT imaging system for the following four CT protocols: adult brain, adult abdomen, pediatric brain, and pediatric abdomen. If one or more of these protocols is not used by the hospital, other commonly used CT protocols may be substituted.

(14) Image Uniformity

(15) Slice position accuracy (when prescribed from a scout image)

(16) High contrast resolution

(17) Geometric or distance accuracy

D. Mammography

The qualified diagnostic medical physicist(s) inspecting mammography equipment must meet the qualifications outlined in the MQSA and shall provide the facility with up-to-date documentation demonstrating the qualified diagnostic medical physicist(s) is MQSA qualified. Inspections of mammography equipment must comply with the latest requirements posted on the ACR Web site for the manufacturer of the digital mammography unit being inspected. This evaluation shall include at minimum, the following tests (as applicable):

(1) Mammographic Unit Assembly Evaluation.

(2) Collimation assessment.

(3) Artifact evaluation.

(4) kVp accuracy and reproducibility.

(5) Beam quality assessment – HVL measurements.

(6) Evaluation of system resolution.

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

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

(9) Radiation output rate.

(10) Phantom image quality evaluation.

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

(12) View box luminance and room illuminance.

(13) Review Workstation (RWS) tests.

E. Dental

Inspections shall conform to the Conference of Radiation Control Program Directors (CRCPD), Quality Control Recommendations for Diagnostic Radiography Volume 1 Dental Facilities July 2001. The performance of dental x-ray inspections shall be annually. This evaluation shall include at minimum, the following tests (as applicable):

(1) Collimation.

(2) Beam quality (half value layer).

(3) Timer Accuracy and Reproducibility.

(4) kVp Accuracy and Reproducibility.

(5) mA or mAs Linearity.

(6) Exposure Reproducibility.

(7) Entrance Skin Exposure Evaluation.

(8) Technique Chart Evaluation.

(9) Image uniformity (artifact evaluation).

F. MRI

The physics inspection shall conform to the 2004 ACR Magnetic Resonance Imaging Quality Control Manual. The performance of each MRI scanner shall be evaluated annually. This evaluation shall include at minimum, the following tests (as applicable):

(1) Magnetic field homogeneity.

(2) Geometric accuracy.

(3) Inter-slice RF interference.

(4) Slice position accuracy.

(5) High-contrast resolution

(6) RF coil performance.

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

(b) Volume coils’ image uniformity

(c) Volume coils’ ghosting ratio

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

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

(7) Slice thickness accuracy

(8) Low-contrast detectability

(9) Soft copy displays

(10) Technologist’s QC program

(11) Site phantom inventory

(12) Site RF coil inventory

G. Nuclear Medicine The physics inspection shall conform to the ACR annual performance tests for nuclear medicine cameras. The performance of the nuclear cardiology scanner shall be annually. This evaluation shall include at minimum, the following tests (as applicable):

(1) Intrinsic Uniformity

(2) System Uniformity

(3) Intrinsic or System Spatial Resolution

(4) Relative Sensitivity

(5) Energy Resolution

(6) Count Rate Parameters: fail criteria

(7) Formatter/Video Display

(8) Overall System Performance for SPECT

(9) System Interlocks

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

(11) Center of Rotation

(12) Thyroid Uptake and Counting Systems

H. Display Monitors The annual performance evaluation conducted by the diagnostic medical physicist(s) includes testing of image acquisition display monitors for maximum and minimum luminance, luminance uniformity, resolution, and spatial accuracy. The image acquisition display monitors for all associated units shall be tested.

I. 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 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 SOW, then the manufacturer’s machine-specific QA tests shall be performed in addition to the QA tests in this SOW.

Parameters for 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 shall be less than +/-5% of the average of the five measurements and the measurements shall 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 shall be +/-5% of the baseline.

(3) kVp Accuracy - Measure the kVp at all clinically used settings. The measured kVp shall be +/-5% of the selected kVp.

(4) kVp Repeatability - Make five kVp measurements each for two clinically used kVp settings. All measured values shall be +/-5% of the mean kVp.

(5) kVp Reproducibility - Measure the kVp at all available kVp settings. The measured values shall be +/-5% of the baseline.

(6) Beam quality - Measure the half value layer (HVL) for aluminum. The minimum shall comply with Section F.4.d of the Suggested State Regulations for Control of Radiation, Conference of Radiation Control Program Directors.

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

(8) 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.

(9) Accuracy of Linear Measurements - Using images of an appropriate phantom, assess the accuracy of distance measurements.

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

(11) 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)

(12) Review of the technical QA program - The qualified expert 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.

(13) Display Monitors - 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 the window/level by eye; doing so invalidates the procedure.

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

1. Review the line pair patterns in the center and at each of the corners.

1. Review the black-white transition.

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

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

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

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

(14) Viewing Conditions - Assess the viewing conditions for the area in which the monitor used to evaluation the CBCT studies is located.

4. Special Conditions

No later than ten (10) calendar days after notification of award, and prior to the start of services, the Contractor shall provide to the COR a listing of its personnel that are certified by the American Board of Radiology in Diagnostic Medical Physics or Medical Nuclear Physics, American Board of Science in Nuclear Medicine or American Board of Health Physics, and information regarding a contact person for this contract.

5. Security

The medical physicist(s) shall be escorted and responsible for ensuring that identification badge or uniform insignia properly identifies his/her operators so that their identity and purpose can be readily ascertained when working throughout the facility. This contract does not require access to any VA systems or VA sensitive information.

6. Authority of Operators

Only certified medical physicist(s) shall perform required services under this contract. Such inspector must bear the Contractor’s signed designation. On each work visit. The inspector(s) shall report to the BIOMED technician, or his/her designee, prior to performing any work.

7. Authorized Service

Only services specified within the contract are authorized under this contract. Before performing any services of a non-contractual nature, the RSO must be advised of the reasons for these additional services. If appropriate, the Contracting Officer, or his/her designee, shall authorize the additional service under a separate purchase order. The contractor is cautioned that only the Contracting Officer shall authorize additional services under this contract and that reimbursement shall not be made unless this prior authorization is obtained.

8. Hours of Operation

A schedule of service shall be established to be completed primarily during the working hours, 8:00 AM Local Time until 4:30 PM Local Time to the extent possible. Certain Federal Holidays are exempt. The service schedule shall be confirmed between the Contractor and COR prior to the first working day of the calendar month. Contractor shall be given some latitude to complete evaluation according to location and scope of service provided.

Federal Holidays observed by the VAMC that shall be exempt:

When a holiday falls on a Sunday, the following Monday shall be observed as a Federal Holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

9. Identification, Parking, Smoking and VA Regulations:

No contractor or sub-contractor employee shall be permitted to perform work or access non-public areas unescorted without an ID card obtained from the VA Police. Contractor's and any Subcontractor's employees shall be required to provide 2 forms of ID and be accompanied by the COR to obtain ID.

It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

Effective January 1, 2019, smoking is prohibited both inside and outside (entire campus) at the VAMC.

Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations shall result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

10. Protection of Government Property

During work execution, the Contractor shall take special care to protect Government property including furniture, walls, baseboards, and other surfaces. Accidental splashes shall be removed immediately. Damage resulting from the Contractor operations shall be repaired by the Contractor, including painting, refinishing, or replacement, if necessary, at no additional cost to the Government. The Contractor shall be responsible to meet OSHA/Safety requirements in the performance of the work. This shall include, but not limited to, taking all the necessary precautions to protect the patients, visitors, and/or staff at each location. The Contractor shall be held responsible for any injuries and /or damage, which shall be caused as a result of the Contractors failure to adhere to these requirements.

Extreme caution shall be exercised to prevent damage to the building and its contents. Any damage must be reported to the COR immediately for appropriate action. Any damage caused by the contractor shall be repaired and/or replaced to the satisfaction of the VA at the Contractor’s expense.

11. FHCC Equipment

The following is a current list of equipment that requires Medical Physics support (list is subject to change as new equipment is installed but total number shall remain the same). Pricing will remain the same when equipment is replaced with a similar piece of equipment (i.e. CT for CT):

(15) ESE Tables for Radiographic Units

AutoClear

Outlying Clinics

12. Quality Assurance Surveillance Plan (QASP)

This QASP was developed to evaluate contractor actions while implementing this PWS. It is designed to provide an effective method of monitoring contractor performance for each listed objective in the PWS and on the Service Delivery Summary (SDS) above. The QASP provides a systematic method to evaluate the services the contractor is required to furnish.

This QASP is based on the premise that the Government desires to maintain a quality standard in the operation of the systems to be serviced under this agreement and to provide the service is the best means of achieving that objective. The Contractor, not the Government, is responsible for management & quality control actions to meet the terms of the contract. The Government’s role is quality assurance to ensure contract standards are achieved.

· Compliance Inspections

· Acceptance Testing

· Shielding Design Calculations

· Full Inspections after modifications or repairs

· QA Program Reviews & Consultation

· Survey Reports

· All other Imaging equipment inspections (except for the category noted above), shall be conducted annually

· Shall ensure the imaging equipment’s compliance with applicable Federal regulations and ACR recommendations; & shall include monitoring the basic performance characteristics of each modality as specified in the PWS

· Annual inspection shall include testing of image acquisition display monitors to include maximum & minimum luminance, luminance uniformity, resolution, & spatial accuracy

· Full inspection shall be performed within 48 hours after vendor is contacted regarding modifications or repairs to imaging equipment that may affect the radiation output or image quality

SURVEILLANCE: The government QA (COR & RSO) shall evaluate the performance objectives through periodic inspections during the service.

STANDARD: Standards must be met 100%. The Contractor shall perform all work required in a satisfactory manner in accordance with the appropriate PWS paragraph above. The QA shall not consider the services complete until all deficiencies have been corrected.

PROCEDURES: The COR & RSO shall inspect all performance objectives to ensure Contractor compliance with the PWS. If inspection indicates unacceptable performance, notify the Contractor of the deficiencies. Contractor shall be given adequate time to correct the unacceptable performance. If deficiencies are not corrected timely, the COR shall notify the Contracting Officer for action.

13. Technical Evaluation Criteria

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation represents the best value and will be most advantageous to the Government, price and other factors considered. This means the Government will not always award to the lowest price. Prospective contractors must furnish the information listed herein with their quotations to ensure they receive full consideration. The following non-price factors will be equally weighted:

a. Offerors shall provide proof of Medical Physicist(s) by submitting the certification from either the American Board of Radiology, American Board of Medical Physics, American Board of Science in Nuclear Medicine or American Board of Health Physics. TECHNICIAN WORK WILL NOT BE ACCEPTABLE. (see section 1 of Performance Work Statement)

b. Offerors shall include continuing experience for qualified medical physicist(s). The medical physicist(s) must show documentation of testing on at least 20 CT units, 20 MRI units and 20 Nuclear Medicine units annually.

c. Offerors shall acknowledge and provide a written guarantee to abide by all turnaround times listed in Section 2 – Mandatory Services to be Performed of the Performance Work Statement.

d. Offerors shall provide examples of firm’s experience in providing this type of services at the Department of Veteran Affairs medical facilities and campus of medical facilities of comparable size. Demonstration that firm has met contract schedule requirements by providing names and locations of three (3) VA Medical Centers or similar sized facilities where service was provided in the last five (5) years.

B.3 PRICE/COST SCHEDULE

Pricing will be all inclusive and will include travel costs. No additional charges or fees will be accepted. See Acquisition of Commercial Items.

ITEM INFORMATION

Radiographic/Fluoroscopic Units Overhead and Wall Bucky Contract Period: Base POP Begin: 10-01-2020 POP End: 09-30-2021

ESE Tables

Dental Radiographic Intra-Oral Units

Dental Radiographic - Panoramic Dental Units

Dental Radiographic Units - Dental CT Cone Beam Units

CT Units

Nuclear Medicine Dual Head Units

Mammography Units - Digital Mammography Units

Mammography Units - Stereotactic Mammography Unit

MRI Units

Autoclear Unit

Bone Density Unit

C-Arm Units (Mini and Full)

CT Protocol Reviews

Shielding Design Calculations

Attendance of Quarterly Safety Meetings (via Phone/Skype)

BASE YEAR TOTAL

Radiographic/Fluoroscopic Units Overhead and Wall Bucky Contract Period: Option 1 POP Begin: 10-01-2021 POP End: 09-30-2022

ESE Tables

Dental Radiographic Intra-Oral Units

Dental Radiographic - Panoramic Dental Units

Dental Radiographic Units - Dental CT Cone Beam Units

CT Units

Nuclear Medicine Dual Head Units

Mammography Units - Digital Mammography Units

Mammography Units - Stereotactic Mammography Unit

MRI Units

Autoclear Unit

Bone Density Unit

C-Arm Units (Mini and Full)

CT Protocol Reviews

Shielding Design Calculations

Attendance of Quarterly Safety Meetings (via Phone/Skype)

OPTION YEAR 1 TOTAL

Radiographic/Fluoroscopic Units Overhead and Wall Bucky Contract Period: Option 2 POP Begin: 10-01-2022 POP End: 09-30-2023

ESE Tables

Dental Radiographic Intra-Oral Units

Dental Radiographic - Panoramic Dental Units

Dental Radiographic Units - Dental CT Cone Beam Units

CT Units

Nuclear Medicine Dual Head Units

Mammography Units - Digital Mammography Units

Mammography Units - Stereotactic Mammography Unit

MRI Units

Autoclear Unit

Bone Density Unit

C-Arm Units (Mini and Full)

CT Protocol Reviews

Shielding Design Calculations

Attendance of Quarterly Safety Meetings (via Phone/Skype)

OPTION YEAR 2 TOTAL

Radiographic/Fluoroscopic Units Overhead and Wall Bucky Contract Period: Option 3 POP Begin: 10-01-2023 POP End: 09-30-2024

ESE Tables

Dental Radiographic Intra-Oral Units

Dental Radiographic - Panoramic Dental Units

Dental Radiographic Units - Dental CT Cone Beam Units

CT Units

Nuclear Medicine Dual Head Units

Mammography Units - Digital Mammography Units

Mammography Units - Stereotactic Mammography Unit

MRI Units

Autoclear Unit

Bone Density Unit

C-Arm Units (Mini and Full)

CT Protocol Reviews

Shielding Design Calculations

Attendance of Quarterly Safety Meetings (via Phone/Skype)

OPTION YEAR 3 TOTAL

Radiographic/Fluoroscopic Units Overhead and Wall Bucky Contract Period: Option 4 POP Begin: 10-01-2024 POP End: 09-30-2025

ESE Tables

Dental Radiographic Intra-Oral Units

Dental Radiographic - Panoramic Dental Units

Dental Radiographic Units - Dental CT Cone Beam Units

CT Units

Nuclear Medicine Dual Head Units

Mammography Units - Digital Mammography Units

Mammography Units - Stereotactic Mammography Unit

MRI Units

Autoclear Unit

Bone Density Unit