36C25224Q0703_1.docx

36C25224Q0703

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

None 676-25-2-729-0011 Effective:

01-01-2025 36C25224Q0703 08-13-2024 Dorr,Joni 414-844-4858 08-22-2024 10:00 am Local Department of Veterans Affairs

GLAC (69D)

115 South 84th Street, Suite 101 Milwaukee WI 53214-1476 X 541690 $19 Million N/A X Tomah VA Medical Center 500 E. Veterans St Tomah WI 54660-3105 Department of Veterans Affairs

GLAC-MILWAUKEE (69D)

Great Lakes Acquisition Center - HC 115 South 84th Street, Suite 101 Milwaukee WI 53214-1476

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-9971 X See CONTINUATION Page Medical Physicist services for Tomah VA Medical Center located in Tomah, WI. This requirement will have a base year period of performance of 01/01/2025-12/31/2025 and will include four (4) one-year options to be exercised at the discretion of the Government. Ultimate completion date will be 12/31/2029 will all exercised options.

This requirement is 100% set-aside for SDVOSB. All vendors must be registered in SBA Veteran Small Business Certification ( VetCert ) and must meet small business size standards for NAICS 541690.

See continuation page See CONTINUATION Page 676-3650160-729-855500-2560 0100L00H1 X X one Joni Dorr Contracting Officer

SECTION B - CONTINUATION OF SF 1449 BLOCKS

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

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

PURCHASE ORDER ADMINISTRATION: All purchase order administration matters will be handled by the following individuals:

CONTRACTOR:

GOVERNMENT: Joni Dorr, Contracting Officer Contracting Office Code: 36C252

Milwaukee, Wi 53214 joni.dorr@va.gov

CONTRACTOR REMITTANCE ADDRESS:

All payments by the Government to the contractor will be made in accordance with: FAR 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER – SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

INVOICES:

a. Invoices shall be submitted in arrears in accordance with: 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

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

c. 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 1-877-489-6135 for Enrollment.

d. 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.

e. All invoices shall reference the vendor name and address, customer name, purchase order 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.

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 Veterans Affairs Financial Services Center (VAFSC) 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. 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.

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

* 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

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 purchase order 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 purchase order.

RFQ QUESTIONS:

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 no later than Monday, August 19, 2024 at 10:00 am Local Time (Central). Contracting will issue a consolidated response via solicitation amendment to https://beta.sam.gov Contract Opportunities within two (2) business days to all parties.

CONTRACTING OFFICER AUTHORITY:

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this purchase order. The Contractor shall communicate with the Contracting Officer on all matters pertaining to purchase order administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this purchase order. 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 purchase order price to cover any increase in cost incurred thereof.

IDENTIFICATION, PARKING, SMOKING AND VA REGULATIONS:

a. All VA property is considered Federal Property and all Federal laws are applicable.

b. 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 VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

c. All VA facilities are drug free. Possession of drugs, to include Marijuana and all Marijuana bi-products are prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

d. All contractor personnel are required to adhere to all VA rules and regulations.

e. Smoking is prohibited on the entire campus, both inside and outside the VA Facility

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

g. VHA DIRECTIVE 1192: This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP). AUTHORITY: Title 38 United States Code (U.S.C.) 7301(b), 7318(b). Contractor is responsible in ensuring that all aspects of this directive are implemented, including providing face masks and influenza vaccines for all employees working at a VA facility.

h. While on campus, all persons may be required to wear masks inside any VA Medical Center building, walking on the grounds, and while traveling in vehicles. Contractor shall confirm with COR before arrival of current mask mandate.

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 purchase order 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.

Visitor Passes:

Issuance of visitor passes is the responsibility and at the discretion of each Facility Director. Visitor passes may be issued to individuals requiring short-term access to a VA facility for a period not to exceed 15 days in a 365-day period. Visitor passes are issued on a daily basis and expire at the end of the day of issuance. Visitor passes are issued following, at a minimum, review of one valid and current State or Federal government issued photo ID. Visitors must be escorted in areas restricted to the general public.

B.2 STATEMENT OF WORK

Diagnostic Medical Physics Support or Services for CT, Radiology and Dental Units

Contractor shall furnish all labor, material, supplies, equipment, and qualified personnel to provide on-site diagnostic Medical Physics support or services, including annual on-site radiation compliance evaluation and performance monitoring services for CT, Radiology, and Dental units for the Tomah VA Medical Center (Tomah VAMC) located at 500 E. Veterans St, Tomah, WI 54600 and Dental units for the Wausau Community Outpatient Based Clinic (Wausau CBOC) located at 1105 E. Grand Ave, Rothschild, WI 54474. Contractor shall adhere to the terms and conditions stated herein and must adhere to the most recent versions of the VHA Handbook 1105.04, Fluoroscopy Safety and VHA Directive 1129 Radiation Protection for Machine Sources of ionizing radiation.

Contractor shall comply with radiation protection standards in 29 CFR 1910.1096 and immediately report any unsafe conditions with the potential to adversely impact Tomah VAMC and Wausau CBOC radiation workers or patients to the Contracting Officer Representative (COR) or designee and/or Radiation Safety Officer (RSO).

All work shall be performed by a qualified Diagnostic Medical Physicist. A qualified Diagnostic Medical Physicist shall be defined as a person who is certified by the American Board of Radiology or American Board of Medical Physics. For diagnostic computed tomography (CT), a qualified Medical Physicist can meet the following requirements in lieu of board certification:

● A graduate degree in Physics, Medical Physics, Biophysics, Radiologic Physics, Medical Health Physics, or a closely related science or engineering discipline from an accredited college or university

● Formal graduate-level coursework in the biological sciences with at least one course in Biology or Radiation Biology and one course in Anatomy, Physiology, or a similar topic related to the practice of Medical Physics

● Documented three (3) years of clinical experience in CT. The Physicist must document the three (3) years of experience for the modality being inspected.

MANDATORY SERVICES TO BE PERFORMED

The qualified Diagnostic Medical Physicist shall:

1. Perform annual imaging equipment (Radiology, Dental, and CT) inspections to ensure compliance with the most current American College of Radiology (ACR). Any deficiencies or non-conformance discovered during the inspection shall be verbally communicated to the COR or designee and/or RSO prior to the qualified Diagnostic Medical Physicist leaving Tomah VAMC or Wausau CBOC. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact Tomah VAMC or Wausau CBOC radiation workers or patients shall be reported to the COR or designee and/or RSO immediately upon discovery. A written report of the results shall be provided to the COR or designee and/or RSO within five (5) business days after completion of the inspection. All imaging equipment shall be inspected at least annually (1 year +/- 30 days).

2. Perform acceptance testing of all new or relocated imaging equipment prior to first clinical use. The acceptance testing shall comply with ACR requirements. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the COR or designee and/or RSO prior to the qualified Diagnostic Medical Physicist leaving Tomah VAMC or Wausau CBOC. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the Tomah VAMC or Wausau CBOC radiation workers or patients shall be reported to the COR or designee and/or RSO immediately upon discovery. A written report of the results shall be provided to the COR or designee and/or RSO within five (5) business days after completion of the inspection. The Diagnostic Medical Physicist shall be available to schedule the acceptance testing within one (1) week of notice.

3. 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 COR or designee and/or RSO contacts the Contractor. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the COR or designee and/or RSO prior to the qualified Diagnostic Medical Physicist leaving Tomah VAMC or Wausau CBOC. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the Tomah VAMC or Wausau CBOC radiation workers or patients shall be reported to the COR or designee and/or RSO immediately upon discovery. A written report of the results shall be provided to the COR or designee and/or RSO within five (5) business days after performing of the inspection.

4. Perform a review of patient skin doses for maximum possible and likely peak skin doses when procedure doses (single or cumulative) shall be at or exceed five (5) Gray (three (3) Gray of procedures when the beam is in one (1) position). The report shall provide information on clinical follow-up needed. The report shall be available within five (5) business days of notification of high dose.

5. Provide phone and email consultation on radiation safety and related compliance issues as needed. The qualified Diagnostic Medical Physicist shall also attend quarterly Radiation Safety Committee meetings via remote through telephone or Microsoft Teams.

6. Perform an in-depth CT protocol optimization review at least annually. The review shall be coordinated with a Physicist, a Radiologist, and the Lead CT Technologist at Tomah VAMC.

7. Provide shielding design calculations for each new, replaced, or relocated imaging equipment. 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 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 COR or designee and/or RSO within five (5) business days after the shielding survey has been completed.

8. 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 which complies with ACR recommendations, monitoring of dose metrics from fluoroscopy studies). The qualified Diagnostic Medical Physicist shall review at least annually the QA program. A written report of the results shall be provided to the COR or designee and/or RSO within five (5) business days after performing of the inspection.

9. Perform a follow-up inspection to verify compliance of any necessary corrective action performed to correct deficiencies found.

EQUIPMENT

All equipment shall be located at Tomah VAMC or Wausau CBOC. Current equipment to be serviced (list is subject to change as new equipment is installed but total number should remain the same. “One-for-one” equipment may be exchanged or replaced at no additional cost.):

Tomah VAMC

· Canon Acquilion One Genesis 320 (1)

· Carestream DRX Excel Multipurpose Unit (1)

· Canon Omnera 500-A Radiology Unit (1)

· Carestream Revolution Portable X-Ray Units (2)

· GE OEC Elite C-Arm (1)

· Planmeca Intraoral Dental Units (9)

· Panoramic Dental Unit (1)

Wausau CBOC

· Planmeca Intraoral Dental Units (2)

· Panoramic Dental Unit (1)

EQUIPMENT INSPECTIONS

The qualified Diagnostic Medical Physicist shall conduct equipment inspections or quality control surveys of all the imaging equipment in Radiology and Dental at Tomah VAMC and the Dental equipment at Wausau CBOC. The qualified Diagnostic Medical Physicist shall ensure the imaging equipment’s compliance with applicable Federal regulations and ACR recommendations, and shall include, at a minimum, monitoring the following basic performance characteristics.

A. Radiographic and Fluoroscopic Equipment Inspections of radiographic and fluoroscopic equipment shall comply with the most recent ACR Technical Standard for Diagnostic Medical Physics Performance Monitoring of Radiographic and Fluoroscopic Equipment. The performance of each radiographic and fluoroscopic unit shall 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 comparison 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) Inspections of CR and DR equipment shall comply with the most recent 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 shall 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 Inspections shall conform to the most recent 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 shall not be used by Tomah VAMC or Wausau CBOC, 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. Dental Inspections shall conform to the most recent Conference of Radiation Control Program Directors (CRCPD), Quality Control Recommendations for Diagnostic Radiography Volume 1 Dental Facilities. 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

E. Display Monitors Annual performance evaluation shall include 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.

F. Dental CBCT Acceptance and Performance Testing 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 shall be installed, and following any move of the CBCT to another area inside or outside the initial clinical site. This testing shall be to ensure that the equipment performance shall be in agreement with the manufacturer’s technical specifications.

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

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 shall not be 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 (5) 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 (5) 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 most recent 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 three (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 Tomah VAMC or Wausau CBOC 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 - 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 Society of Motion Picture and Television Engineers (SMPTE) test pattern.

14. 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.

15. Examine the pattern to confirm that the gray level display in the imaging console shall be 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.

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

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

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

19. Viewing Conditions - Assess the viewing conditions for the area in which the monitor used to evaluation the CBCT studies shall be located.

AUTHORIZED SERVICE

Only those services specified within the purchase order shall be authorized under this purchase order. Before performing any services that shall not be within scope of this purchase order, the COR or designee shall be advised of the reasons for these additional services. If appropriate, the Contracting Officer, or his/her designee, may authorize the additional services under a separate purchase order. The Contractor shall be cautioned that only the Contracting Officer shall authorize additional services under this purchase order and that reimbursement shall not be made unless this prior authorization shall be obtained.

DOCUMENTATION/REPORTS

The Diagnostic Medical Physicist Summary Report shall include detailed descriptions of each piece of equipment tested, all procedures performed, and the results. Documentation shall be provided electronically to the COR or designee and/or RSO within five (5) business days of services unless previously stated otherwise.

HOURS OF OPERATION

Services shall be conducted between the hours of 8:00AM and 4:00PM Local (Central) Time, Monday thru Friday, unless coordinated with COR or designee prior to services. Federal Holidays or when the Government facility shall be closed due to local or national emergencies, administrative closings, or similar Government directed facility closings shall be exempt. The service schedule shall be confirmed between the Contractor and COR or designee prior to each service. Contractor shall be given some latitude to complete evaluation according to location and scope of service provided.

Federal Holidays observed by Tomah VAMC and Wausau CBOC that shall be exempt:

Independence Day

Any other day specifically declared by the President of the United States to be a Federal Holiday.

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

RESPONSE TIME

The Contractor shall ensure timely response times to Tomah VAMC and Wausau CBOC. Communication and scheduling with the COR or designee and/or RSO and shall be via email or telephone for the following criteria:

On-Site Support Contractor shall provide Medical Physicist services within (+/-) five (5) business days of Tomah VAMC and/or Wausau CBOC notice of proposed availability. Contractor shall notify the COR or designee and/or RSO of date prior to scheduling to confirm Tomah VAMC and Wausau CBOC availability.

Consultation Contractor shall provide consultation within five (5) business days of telephone or email notification from Tomah VAMC and Wausau CBOC regarding questions or concerns.

Urgent On-Site Support Contractor shall provide urgent on-site support to Tomah VAMC and Wausau CBOC within five (5) business days of initial notification. Contractor shall respond with a phone call within 24 hours of receiving notification to COR or designee of approximate date of arrival.

FACILTY CHECK-IN REQUIREMENTS

The Diagnostic Medical Physicist shall contact the COR or designee and/or RSO prior to performing services at Tomah VAMC and Wausau CBOC. The Diagnostic Medical Physicist shall be required to report to the Radiology, Building 400, Room 2045 and check in with the COR or designee and/or RSO to log in for services performed under this purchase order. This check in shall be mandatory. Upon completion of each service visit, the Diagnostic Medical Physicist shall complete a written report as noted in the Documents/Reports section. The Diagnostic Medical Physicist shall also be required to log out the COR or designee and/or RSO or as specified by the COR.

SECURITY REQUIREMENTS

The Diagnostic Medical Physicists 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 Tomah VAMC and Wausau CBOC. Services do not require access to any VA systems or VA sensitive information.

COMPLIANCE WITH THE GENERAL SAFETY REGULATIONS

All Contractors and Subcontractors performing services for the Government shall be required and shall comply with all Occupational Safety and Health Administration (OSHA), Nuclear Regulatory Commission (NRC), VA National Health Physics Program (NHPP), State, County and Municipal Safety and Occupational Health Standards and any other applicable rules and regulations. All Contractors and Subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this purchase order.

SPECIAL CONDITIONS

No later than ten (10) calendar days after notification of award and prior to the start of each service, the Contractor shall provide to the COR a listing of its personnel that shall be certified by the American Board of Radiology in Diagnostic Medical Physics, American Board of Health Physics, or the Canadian College of Physicists in Medicine and information regarding a contact person for this purchase order.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Diagnostic Medical Physicist Services

Purchase Order Period: Base POP Begin: 01-01-2025 POP End: 12-31-2025

PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services PRODUCT/SERVICE CODE: H999 - Other Quality Control, Testing, and Inspection - Miscellaneous

Diagnostic Medical Physicist Services

Purchase Order Period: Option 1 POP Begin: 01-01-2026 POP End: 12-31-2026

Diagnostic Medical Physicist Services

Purchase Order Period: Option 2 POP Begin: 01-01-2027 POP End: 12-31-2027

Diagnostic Medical Physicist Services

Purchase Order Period: Option 3 POP Begin: 01-01-2028 POP End: 12-31-2028

Diagnostic Medical Physicist Services

Purchase Order Period: Option 4 POP Begin: 01-01-2029 POP End: 12-31-2029

B.4 DELIVERY SCHEDULE

500 E Veterans Street Tomah, WI 54660 3105

USA

Wausau Community Based Outpatient Clinic (CBOC) 1105 E. Grand Ave Rothschild, WI 54474

USA

01/01/2025-12/31/2025

500 E Veterans Street Tomah, WI 54660 3105

USA

Wausau Community Based Outpatient Clinic (CBOC) 1105 E. Grand Ave Rothschild, WI 54474

USA

01/01/2026-12/31/2026

500 E Veterans Street Tomah, WI 54660 3105

USA

Wausau Community Based Outpatient Clinic (CBOC) 1105 E. Grand Ave Rothschild, WI 54474

USA

01/01/2027-12/31/2027

500 E Veterans Street Tomah, WI 54660 3105

USA

Wausau Community Based Outpatient Clinic (CBOC) 1105 E. Grand Ave Rothschild, WI 54474

USA

01/01/2028-12/31/2028

500 E Veterans Street Tomah, WI 54660 3105

USA

Wausau Community Based Outpatient Clinic (CBOC) 1105 E. Grand Ave Rothschild, WI 54474

USA

01/01/2029-12/31/2029

SECTION C - CONTRACT (PURCHASE ORDER) CLAUSES

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have 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 following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses 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. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/ (End of Clause)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within five (5) calendar days before contract performance period ends. The specified rates under this clause will be those rates in effect under the contract each time an option is exercised under this clause.

(End of Clause)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within five (5) calendar days when the contract period performance; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least ten (10) calendar days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

(End of Clause)

C.4 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee’s authority. A copy of the designation letter shall be furnished to the Contractor.

(End of Clause)

C.5 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

The Contractor shall not make reference in its commercial advertising to Department of Veterans Affairs contracts in a manner that states or implies the Department of Veterans Affairs approves or endorses the Contractor’s products or services or considers the Contractor’s products or services superior to other products or services.

(End of Clause) C.6 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)

(a) Definition. for the Department of Veterans Affairs, ‘‘Service-disabled Veteran-owned small business concern or SDVOSB’’:

(1) Means a small business concern—

(i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.201, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran;

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been certified for ownership and control pursuant to 38 U.S.C. 8127, 13 CFR 128, and is listed as certified in the SBA certification database at https://veterans.certify.sba.gov/; and

(v) The business agrees to comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size, government contracting, and the Veteran Small Business Certification Program at 13 CFR parts 121, 125, and 128.

(2) The term ‘‘Service-disabled Veteran’’ means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(3) The term ‘‘small business concern’’ has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).

(4) The term ‘‘small business concern owned and controlled by Veterans with service-connected disabilities’’ has the meaning given the term ‘‘small business concern owned and controlled by service-disabled veterans’’ under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)).

(5) The term “SDVOSB participant” or certified SDVOSB means a small business that has been certified in the SBA Veteran Small Business Certification Program and listed in the SBA certification database (see 13 CFR 128.102).

(b) General. In order for a concern to submit an offer and be eligible for the award of an SDVOSB set-aside or sole source contract, the concern must qualify as a small business concern under the size standard corresponding to the NAICS code assigned to the contract and be listed as an SDVOSB participant in the SBA certification database as set forth in 13 CFR 128.

(1) Offers received from entities that are not certified SDVOSBs and listed in the SBA certification database at the time of offer shall not be considered.

(2) Any award resulting from this solicitation shall be made to a certified SDVOSB listed in the SBA certification database who is eligible at the time of submission of offer(s) and at the time of award.

(3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences.

(c) Representation. Pursuant to 38 U.S.C. 8127(e), only certified SDVOSBs listed in the SBA certification database are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible and certified SDVOSB as defined in this clause, 13 CFR 121, 125, and 128, and VAAR subpart 819.70.

(d) Agreement/LOS certification. When awarded a contract action, including orders under multipleaward contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size, and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting (LOS) requirements in 13 CFR 121.406(b) and 13 CFR 125.6. For the purpose of limitations on subcontracting, only certified SDVOSBs listed in the SBA certification database (including independent contractors) shall be considered eligible and/or ‘‘similarly situated’’ (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required LOS certification requirements in this solicitation (see 852.219–75 or 852.219–76 as applicable). These requirements are summarized as follows:

(1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not certified SDVOSBs listed in the SBA certification database (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/ VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract.

(2) Supplies/products.

(i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract.

(ii) In the case of a contract for supplies from a non-manufacturer, the SDVOSB prime contractor will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. Refer to 13 CFR 125.6(a)(2)(ii) for guidance pertaining to multiple item procurements.

(3) General construction. In the case of a contract for general construction, the SDVOSB prime contractor will not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database.

(4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, may be paid to firms that are not certified SDVOSBs listed in the SBA certification database.

(5) Subcontracting. An SDVOSB subcontractor must meet the NAICS size standard assigned by the prime contractor and be certified and listed in the SBA certification database to count as similarly situated. Any work that a first tier SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, the cost of materials is excluded and not considered to be subcontracted.