36C25520Q0231-001.docx

36C25520Q0144

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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

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. 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

36C25520Q0231 02-24-2020 Roberts, Esperanza Esperanza.Roberts@va.

gov 913-946-1979 02-28-2020

5:00 PM

36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048 X X 541690 $16.5 Million N/A X Department of Veterans Affairs Kansas City VAMC 4801 Linwood Blvd Kansas City MO 64128-2226 36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

36C255 Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp Austin TX 877-353-9791 512-460-5429 See CONTINUATION Page For Services of a Diagnostic Medical Physicist.

Contract will be for a base plus 4 years.

See CONTINUATION Page X X X Esperanza Roberts 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:

b. GOVERNMENT: Contracting Officer 36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

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

3. INVOICES: Invoices shall be submitted in arrears:

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.

Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp Austin TX

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

B.2 PERFORMANCE WORK STATEMENT (PWS)

Services of a board-certified Medical Physicist

Part 1-General Information

1. General: This is a non-personal services contract to provide services of a medical physicist. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction:

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform services of a medical physicist as defined in this Performance Work Statement (PWS), section 5 except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract.

If the contractor is unable to perform after-repair or new medical imaging equipment inspections within the desired time period, the contractor must provide the required qualified personnel resources to accommodate the urgency of the request, so patient care is not delayed.

1.2 Background:

KCVA Radiology must stay in compliance with all regulatory measures pertaining to the performance of medical imaging equipment. This requires the services of a medical physicist certified by the American Board of Radiology, the American Board of Medical Physics, the American Board of Health Physics, or the Canadian College of Physicists in Medicine. Medical physicists not board-certified are able to complete the work under the supervision of the board-certified physicist, who must be on VA property in order to provide the supervision.

1.3 Objectives:

The basic service objective is to ensure medical imaging equipment stays in compliance with radiation protection standards. Radiation protection standards and practice guidelines are located in various sources, such as 29 CFR 1910.1096, the VHA Directive 1105.04, and other regulatory bodies must be upheld in order to continue to perform radiation-related studies.

1.4 Scope:

The medical physicist must be willing and able to provide phone and email consultation on radiation safety and related compliance issues on Nuclear Medicine, X-ray compliance and other modes of imaging to the KCVA Radiation Safety Officer without additional charge.

The qualified diagnostic medical physicist shall perform imaging equipment (diagnostic x-ray and fluoroscopy equipment, Nuclear Medicine cameras, PET/CT cameras, ultrasound units, CT scanners, and MRI units) 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 service supervisor or RSO prior to the qualified diagnostic medical physicist 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 deficiency results shall be provided to the service supervisor and RSO within 5 working days after discovery. A comprehensive report shall be provided to the RSO within 30 days from the completion of the inspection. All imaging equipment, unless otherwise specified or required, shall be inspected at least annually, not to exceed 14 months.

In addition to the standard checks that are required by the American College of Radiology/Veteran Health Administration/Joint Commission, the physicist will also check the radiation output of each written fluoroscopy protocol for each specified machine. These fluoroscopy protocols are the written starting set up for the fluoroscopy machine. There may be a single written protocol or multiple protocols that would need to be checked for each fluoroscopy machine. These protocol checks are separate from any necessary protocols that would be required to perform annual machine checks or prior to clinical use checks. These protocols are to be checked prior to first clinical use, after repair of a component that effected radiation output, and during annual reviews.

The qualified diagnostic medical physicist shall perform acceptance testing of all new or relocated imaging equipment prior to first clinical use. The acceptance testing shall comply with the most current ACR or VHA standards, depending upon which one is the most stringent. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO prior to the qualified diagnostic medical physicist leaving the facility. A written report of the deficiencies shall be provided to the service supervisor and RSO within 5 working days after discovery. 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 comprehensive report shall be provided to the RSO within 30 days from the completion of the inspection.

The qualified diagnostic medical physicist shall perform a full inspection of imaging equipment after repairs or modifications that may affect the radiation output or image quality. A lesser qualified medical physicist can perform the inspection only if the individual is under the Direct Supervision of a boarded physicist. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO prior to the qualified diagnostic medical physicist 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 deficiencies shall be provided to the service supervisor and RSO within 5 working days after performing of the inspection. A comprehensive report shall be provided to the RSO within 30 days from the completion of the inspection.

The qualified diagnostic medical physicist shall provide consultation for additional services as needed, i.e., safety training or establishing an adequate QA program to meet VHA/KCVA standards.

The qualified diagnostic medical physicist shall review CT protocol optimization and other KCVA imaging QA programs at least annually at no additional charge during the annual equipment inspections. This is to be incorporated into the cost of the contract as part of the annual CT, Fluoroscopy, Diagnostic x-ray, Ultrasound and MRI reviews. QA review and training not associated with an annual inspection shall be considered a separate item if the review and training has been requested and arrangements made through the KCVA Radiation Safety Officer or his delegate.

The qualified diagnostic medical physicist 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 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.

The qualified diagnostic medical physicist 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 shall review at least annually the QA program. A written report of the results shall be provided to the service supervisor or RSO within 30 working days after performing of the inspection. A QA program is expected on all x-ray and Nuclear Medicine systems.

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. The QA program includes CT, Fluoroscopy, Nuclear Medicine, PET/CT, Fluoroscopy, general diagnostic x-ray and ultra sound.

The physicist shall perform all work with his own equipment and phantoms unless agreed to ahead of time. All equipment shall be properly calibrated. The physicist shall produce the calibration certificates upon request to the RSO. The physicist is to provide reports in a format that is in accordance with VHA requirements which are required by the National Health Physics Program (NHPP). The NHPP is the VHA’s radiation regulators.

The qualified diagnostic medical physicist shall perform a follow-up inspection to verify compliance of any necessary corrective action performed to correct deficiencies found. Depending on the circumstances, this could be done directly by the medical physicist or in cooperation with the RSO and/or his designate.

The physicist will work with the facility’s RSO or his designee in the establishing and maintenance of a comprehensive x-ray compliance safety program. This program will adhere to the requirements and expectations of the Joint Commission, the VHA’s NHPP (National Health Physics Program), the ACR and the internal requirements of the KCVA.

The medical physicist shall perform an annual survey (not more than 14 months) of all diagnostic imaging equipment in accordance of the Joint Commission, the ACR and the NHPP.

The physicist shall perform all work with his own equipment and shall provide a current certificate of calibration with the final report.

The medical physicist is expected to provide at least 1 paper copy of the physicist report and an appropriate electronic version on a CD or email to the RSO within 30 days of completion of the work or before.

The medical physicist will be available for consultation by phone and email for issues such as patient and staff radiation exposures, radiation safety issues, machine QA etc. at no additional charge.

The medical physicist will assist in the review of CT protocols for optimization on at least a calendar year basis. The medical physicist will review the QA program for each CT unit on, at least, a calendar year basis. This would include the CT Simulator unit at the Radiation Therapy facility, the PET/CT and Spect CT units if the units are capable of performing diagnostic CT studies.

The medical physicist will be able to perform shielding calculations based upon NCRP 147. Shielding calculations shall be submitted to the RSO.

The medical physicist will be able to perform radiation surveys of based upon NCRP 147. Survey reports shall be submitted to the RSO. The survey report will be submitted to the RSO within 14 calendar days of the survey being performed.

The medical physicist shall conduct equipment inspections or quality control surveys of the imaging equipment listed below. The Medical Physicist shall ensure the imaging equipment’s compliance with applicable Federal regulations and ACR recommendations, and shall include, but not be limited to, monitoring the following basic performance characteristics. Criteria of inspections may change due to modifications from VHA/JC or KCVA requirements.

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 should include, but not be limited to, the following tests (as applicable).

(1) Integrity of unit assembly.

(2) Collimation and radiation beam alignment.

(3) Fluoroscopic system 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. Maximum output for all clinically used settings. (These will be the established written fluoroscopy protocols that is associated with each individual machine which are signed by the appropriate Service Chief or his designate.)

(14) Image receptor entrance exposure.

(15) Equipment radiation safety functions.

(16) Patient dose monitoring system calibration.

(17) Video and digital monitor performance.

(18) Digital image receptor performance.

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

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 or most current AAPM report. The performance of CR and DR must be evaluated at least annually. This evaluation should include, but not be limited to, 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.

CT Scanners The physics inspection shall conform to the 2012 ACR Computed Tomography Quality Control Manual or the most current edition. 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.

(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 CTDI vol values must be within +/- 20% of the measured CTDI vol values).

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

MRI

The physics inspection shall conform to the 2004 ACR Magnetic Resonance Imaging Quality Control Manual or most current edition. 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) 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

PET

The physics inspection shall conform to the ACR PET Phantom Instructions for Evaluation of PET Image, ACR Nuclear Medicine Accreditation Program PET Module. For PET/CT units the CT must be inspected at least annually per Item C above. This evaluation should include, but not be limited to, the following tests (as applicable).

(1) Uniformity.

(2) Spatial resolution.

(3) SUV analysis.

For systems in which the CT portion of the PET/CT unit is capable of operating as a diagnostic CT unit, the CT portion is to conform to the standards of a standalone CT unit as required in section C.

Nuclear Medicine The physics inspection shall conform to the ACR annual performance tests for nuclear medicine cameras. The performance of each nuclear medicine scanner shall be at least annually. This evaluation should include, but not be limited to, the following tests (as applicable).

(1) Intrinsic Uniformity: fail criteria: > 5.0%

(2) System Uniformity: fail criteria: > 5.0%

(3) Intrinsic or System Spatial Resolution: fail criteria: > 3.5 mm bars

(4) Relative Sensitivity: fail criteria: COV > 2.5%

(5) Energy Resolution: fail criteria: > 12%

(6) Count Rate Parameters: fail criteria

(7) Formatter/Video Display

(8) Overall System Performance for SPECT

(9) System Interlocks Ultrasound The physics inspection shall conform to the ACR performance tests for ultrasound. On an ongoing basis (at least semiannually), the following tests should be done for each ultrasound unit. Testing should be done using two transducers commonly used with any unit employing more than one transducer. Data should be taken from testing of the transducers which are used for the most frequently occurring examination(s) at the site. It is recommended that these be of different scan formats such as one linear (or curvilinear array), and one sector (mechanical, phased, or vector). The physicist will perform the tests annually and will check the semiannual test that is performed by the KCVA staff.

(1) System Sensitivity/Penetration This test should be done with the following settings:

Maximum transmit power Proper receiver gain and TGC that allows echo texture to be visible in the deep region Transmit focus at the deepest depth

(1) Image Uniformity Adjust the TGC controls and other sensitivity controls to obtain an image as uniform as possible, checking for any the following:

vertical or radially oriented streaks?

dropouts?

reduction of brightness near edges of the scan?

brightness transitions between focal zones?

(2) Electrical and Mechanical Safety and Cleanliness Are all cords and cables intact (no frays)?

Are all transducers intact without cracks or delamination?

Are the transducers cleaned after each use?

Are the image monitors clean?

Are the air filters clean?

Are the wheel locks in working condition?

Are the wheels fastened securely to the US unit and do the wheels rotate easily?

Are all accessories (VCR, cameras, etc.) fastened securely to the US unit?

(3) Gray Scale Photography (if applicable) – Do either (a), (b), or (c).

For Scanners with a Discrete Bar Pattern Count the number of distinct gray bar steps on the viewing monitor. Then count the number of steps visualized in the gray bar on the hard copy image.

For Scanners with a Continuous Gray Bar Pattern Use calipers to measure the length of the black-to-white transition of the gray wedge on the viewing monitor. If the relative length of the black-to-white transition on the hard copy image is less, document how much is missing.

For Laser Imager (Hard Copy Device) Prior to filming any images, an SMPTE test pattern created by the Society of Motion Picture and Television Engineers (SMPTE), should be printed using the appropriate window width (WW) and window level (WL). If you are unfamiliar with this procedure, you should review Gray et al., “Test pattern for video display and hard-copy camera,” Radiology 145:519-527 (1985), and then contact your local service engineer for assistance. When printed, the 95% density patch within the 100% square and the 5% density patch within the 0% square should be visible, and there should be no notable distortions or artifacts present. If these criteria are not met, contact your service engineer for laser camera calibration before proceeding with any filming.

(4) Hard Copy Output Quality Test (Digital) (if applicable) This test, or a similar test specifically recommended by the hard copy equipment manufacturer.

Required Test Equipment: Densitometer, SMPTE Test Pattern or another similar test pattern or phantom image having a wide range of gray scales. The same test image should be used each time.

Display Monitors The physics inspection shall conform to the AAPM On-line Report No. 03, Assessment of Display Perform for Medical Imaging Systems. QA program for image display monitors, including DICOM GSDF calibration of monitors used for interpretation. The performance of each display monitor shall be evaluated initially, acceptance testing, and at least annually thereafter. This evaluation should include, but not be limited to, the following tests (as applicable).

Acceptance testing (Table 7 from AAPM On-line Report No. 03)

(a) Geometric distortions

(b) Reflection

(c) Luminance response

(d) Luminance dependencies

(e) Resolution

(f) Noise

(g) Veiling glare

(h) Chromaticity Annual testing (Table 8c from AAPM On-line Report No. 03)

(a) Geometric distortions

(b) Reflection

(c) Luminance response The Medical Physicist will provide recommendations of how the KCVA Imaging Quality Assurance program should be set up with the appropriate record keeping. The Medical Physicist or his associate will provide periodic staff education (up to 80 hours per year) and record review (imaging quality assurance records) to help ensure that the KCVA is in compliance with VHA and Joint Commission requirements for imaging equipment. The Medical Physicist may also be required to consult with the KCVA Radiation Safety Officer/designee by email and/or phone.

1.5 Period of Performance: Base year plus 4 option years

1.6 General Information

1.6.1 Federal Observed Holidays:

1.6.2 Hours of Operation: The Contractor is responsible for conducting business as requested by the VA facility needs, between the hours of 6 am and 1030 pm Monday through Sunday with the exception of Federal holidays not including Veterans Day or Columbus Day, or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must, at all times, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.6.2.1 Emergency Points of Contact:

1.6.3 Place of Performance: The work to be performed under this contract will be performed at any of the following locations: the main campus of the Kansas City VAMC, the Radiation Oncology Community Based Outpatient Clinic (CBOC) location, Honor Annex CBOC location, as well as any other CBOC containing medical imaging equipment. The work at the Radiation Oncology Clinic is for the CT Stimulator only. The Radiation Oncology LINAC is NOT included in this work. The KCVA is in the process of establishing a new CBOC which would contain imaging equipment. All locations which currently possess imaging equipment is within a 1 hour drive of the main KCVA facility.

1.6.4 Quality Assurance: The government shall evaluate the contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

Quality/regulatory requirements: Formal reports for annual inspection of medical imaging equipment must be received by the Radiation Safety Officer prior to invoice receipt 100% of the time. Formal reports for the after-repair inspection of medical imaging equipment must be received by the Radiation Safety Officer prior to invoice receipt 100% of the time. Verbal or email reports regarding after-repair inspection of medical imaging equipment must be communicated to the Radiation Safety Officer of designee before the contractor leaves the inspection site 100% of the time. Radiation safety: Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients must be reported to the RSO immediately upon discovery 100% of the time. A written report of the deficiency results shall be provided to the service supervisor and RSO within 5 working days after discovery. Contractor scope of work/duties must be in compliance with National Health Physics Program (VHA) and Joint Commission requirements 100% of the time.

1.6.5 Type of Contract: The Government will award a Firm Fixed Price contract.

1.6.6 Special Qualifications: A “qualified” Diagnostic Medical Physicist is an individual who is certified by the American Board of Radiology, American Board of Medical Physics, American Board of Health Physics, or the Canadian College of Physicists in Medicine. The individual who performs the Nuclear Medicine QA reviews, must have documented Nuclear Medicine/radioactive handling experience.

1.6.7 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The CO and Contracting Officer’s Representative (COR) shall meet periodically with the contractor to review the contractor's performance. At these meetings the CO will apprise the Contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

1.6.9 Contracting Officer’s Representative (COR): The COR Management System Tool (eCOR File)- for nomination, tracking, documentation, and management of CORs will be used. The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: Assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. The board-certified medical physicist must obtain and display a contractor’s badge at all time when servicing medical imaging equipment on VA property.

1.6.12 Facility Access: The board-certified medical physicist must have a contractors badge and must be able to access any type of medical imaging equipment in the VA facility (main campus or CBOC). Contractor will not have access to PHI during inspections of medical imaging equipment. If board-certified medical physicist is unable to complete work on site, personnel provided by him must check in with Radiology staff and wear visitor’s identification during the performance of the work. The board-certified medical physicist must, by regulation, supervise any personnel by being physically on VA property during the performance of the work.

1.6.13 Contractor Personnel Conduct: Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure that personnel present a professional appearance. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove from the job site any employee for reasons of misconduct or security. The Contractor employees must avoid improperly influenced in the execution of their duties under the contract. Particular attention should be paid to acceptance of gifts/ gratuities, and on non-disclosure of sensitive or classified information. The Contractor shall ensure employee conduct complies with 41 U.S. C 423 relative to release of acquisition related information or actions or discussions which may prejudice future competitions. The Contractor shall ensure no contractor employees conduct political related activities or events on U.S Government facilities.

1.6.14 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the CO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.15 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.), or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the CO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO, and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.16 Phase In/Phase Out (Not applicable):

1.6.17 Contractor Employees Who Require Specialized Training outlined in VA form 6500.6 All contractor employees that require specialized training; i.e. Privacy, HIPPA must be registered in FAITAS (Federal Acquisition Institute Training Application System at commencement of services and must successfully complete the required classes and provide the COR and CO a copy of the certificates of completion. The contractor shall contact the NCO 15 training officer to become registered in FAITAS. (The CO will provide that information upon award notification if required).

1.6.2 Incident Reporting

1.6.20.1 The Contractor shall have competent personnel trained and capable of dealing with minor personnel injuries. The Contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor will, in turn, notify the CO or COR within 30 minutes of the incident.

1.6.20.2 Emergency medical treatment and services for Contractor personnel is the responsibility of the Contractor.

1.6.3 Quantity of Work

Below is the current general inventory and locations of the equipment and the services that are needed on an annual basis. The actual number may vary due to purchasing of new systems, removal of old systems or increased need of new protocols or QA. Currently, all CBOC locations which possess imaging equipment are within a 1-hour drive from the main KCVA facility. The current KCVA Departments that possess imaging systems that require annual and/or periodic other specified diagnostic medical physicist services are: Radiology, Cardiology, Dentistry, GI, Surgery, Pain Management, Radiation Oncology. There is always the possibility that other KCVA Departments may incorporate imaging services in the future.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

QUANTITY

1 Toshiba, 1 GE, 1 Spect CT, 1 Pet/CT

Radiation Oncology CBOC location (CT simulator)

Honor Annex CBOC location

Other services required as needed: the number given are estimates only. The actual number for the year may be more or less than indicated. Some services may not be needed during any contract year.

QUANTITY

1 Toshiba, 1 GE, 1 Spect CT, 1 Pet/CT

Radiation Oncology CBOC location (CT simulator)

Honor Annex CBOC location

Other services required as needed: the number given are estimates only. The actual number for the year may be more or less than indicated. Some services may not be needed during any contract year.

GRAND TOTAL

OPTION YEAR I

QUANTITY

1 Toshiba, 1 GE, 1 Spect CT, 1 Pet/CT

Radiation Oncology CBOC location (CT simulator)

Honor Annex CBOC location

Other services required as needed: the number given are estimates only. The actual number for the year may be more or less than indicated. Some services may not be needed during any contract year.

GRAND TOTAL

OPTION YEAR II

QUANTITY

1 Toshiba, 1 GE, 1 Spect CT, 1 Pet/CT

Radiation Oncology CBOC location (CT simulator)

Honor Annex CBOC location

Other services required as needed: the number given are estimates only. The actual number for the year may be more or less than indicated. Some services may not be needed during any contract year.

GRAND TOTAL

OPTION YEAR III

QUANTITY

1 Toshiba, 1 GE, 1 Spect CT, 1 Pet/CT

Radiation Oncology CBOC location (CT simulator)

Honor Annex CBOC location

Other services required as needed: the number given are estimates only. The actual number for the year may be more or less than indicated. Some services may not be needed during any contract year.

GRAND TOTAL

OPTION YEAR IV

B.4 DELIVERY SCHEDULE

4801 Linwood Blvd.

Kansas City, MO 64128 2226

913-946-1979 Esperanza.Roberts@va.gov

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SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution,…