36C25520Q0488_2.docx

36C25520Q0488

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.

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

589-20-4-5686-0308

06-30-2020 Wallace, Jeanine/Jeanine.wallace@va.gov 913-946-1968 07-22-2020 11:00 36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048

X

541690 $16.5 Million

N/A

Columbia VAMC 800 Hospital Drive Columbia, MO 65201

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

This is a request for quote to provide a board certified Diagnositc Medical Physicist to assist the HSTVA radiation Safety Officer in the management of the VHA x-ray compliance program in accordance with the performance work statement.

The Government intends to award a firm fixed price contract of a base year + four option years, to be excercised at the the discretion of the Government.

All questions are due no later than 15 July 2020 at 11:00AM and shall be -mailed to jeanine.wallace@va.gov

Please see section E.1 for instructions to offerors

This solicitation is a 100% set-aside for Service Disabled Veteran Owned Small Businesses.

589-3600160-5686-825500-2520 0100C11X6 x

Wallace, Jeanine 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 Schedule of Services and Price Period of Performance: BASE YEAR: 09/23/2020 – 09/22/2021

Annual Price

BASE YEAR TOTAL

Period of Performance: Option Year 1: 09/23/2021 – 09/22/2022

Annual Price

OPTION YEAR 1 TOTAL

Period of Performance: Option Year 2: 09/23/2022 – 09/22/2023

Annual Price

OPTION YEAR 2 TOTAL

Period of Performance: OPTION YEAR 3: 09/23/2023 – 09/22/2024

Annual Price

OPTION YEAR 3 TOTAL

Period of Performance: Option Year 4: 09/23/2024 – 09/22/2025

Annual Price

OPTION YEAR 4 TOTAL

Base Year Total

Option Year 1 Total

Option Year 2 Total

Option Year 3 Total

Option Year 4 Total

GRAND TOTAL

Page 1 of

B.3 STATEMENT OF WORK

Scope of Work for Medical Physicist

1. GENERAL REQUIREMENTS

1.1. The Harry S Truman VAMC is looking for a “qualified”, Diagnostic Medical Physicist to assist the HSTVA Radiation Safety Officer in the management of the VHA x-ray compliance program. 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.

1.2. The Contractor shall furnish all labor, material, supplies, equipment, and qualified personnel to provide on-site diagnostic medical physics support or services for the Veterans Health Administration (VHA), under the terms and conditions stated herein and must adhere to VHA Directive 1105.04, Fluoroscopy Safety, dated June 21, 2018 unless otherwise agreed upon with the HSTVA Radiation Safety Officer or his designated alternate.

1.3. 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).

1.4. The physicist must provide documentation of their current board certifications and of all individuals who might work independently on site. Board Certifications documents will be reviewed by the HSTVA Radiation Safety Officer for appropriateness. State Licensure is not equal to board certification.

1.5. All data gathering will be performed by the medical physicist or by individuals who are working under the direct supervision of the medical physicist on location unless a variation is agreed to by the HSTVA RSO. Direct supervision shall mean that the boarded medical physicist is physically on the primary HSTVA facility property. Direct supervision means that the boarded medical physicist is on HSTVA property.

1.6. A working day shall be considered Monday through Friday, not counting Federal Holidays, unless agreed upon with the RSO. Work may be performed during normal off hours with adequate coordination with the HSTVA RSO. There will be no extra charge for working during normal off hours. For example, performing checks on equipment during early evening hours or a Saturday/Sunday when the patient workload is less and the equipment is more readily available.

1.7. Unless otherwise stated, the costs of performing the functions below are expected to be part of the cost of this contract. This would include reviewing various aspects of the HSTVA QA program. The cost of travel is to be incorporated into the cost of work for the various aspects of this contract.

1.8. The actual number and types of imaging units required to be checked may vary. The HSTVA is in the process of acquiring additional and replacement imaging systems. These additional imaging systems may or may not be located on the main HSTVA campus. New imaging systems that are acquired in the future which are located at offsite locations will be part of this contract. The cost of performing the various types of tasks should be based on a single machine and not on the total number that is anticipated. For example, the cost of performing an annual check for a Fluoroscopy unit regardless of the number of Fluoroscopy units on site, since the number may vary vs a reduced price per unit based upon a higher total of Fluoroscopy units. The price of performing an annual check on a fluoroscopy unit should be the same regardless of whether there is a single unit or whether there are ten units.

1.9. Depending on the actual type and age of the unit to be checked, some of the specifications may not be required. The actual number and types of imaging machines can vary as well as the extent of the scope of work that may be required for each machine. For example, not all dose ranges may be required to be checked for any or all of the fluoroscopy machines. Therefore, the cost should be based on the category of machine and the amount of data that will be collected and not solely on the individual machine. For example, a fluoroscopy machine requiring 3 sets of exposure settings verses a machine that is requiring 1 exposure setting.

1.10. In addition to the standard checks that are required by the ACR/VHA/JC, 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.

2. Review of the technical QA program

2.1. The qualified expert shall review the technical QA program. Reviewing the HSTVA QA programs is expected to be part of the service of the physicist, for example, reviewing the CT protocol optimization notebooks for each CT unit or reviewing the QA data from fluoroscopy machines or Nuclear Medicine machines. 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 ultrasound.

2.2. 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.

2.3. 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 HSTVA RSO. This shall be at no charge.

2.4. It is understood that terms of this contract may need to be altered due to changes of types of imaging equipment and or changes in HSTVA requirements.

2.5. The HSTVA is looking for pricing for 1 year plus 4 possible 1-year extensions, starting October 1, 2019 or as soon as possible thereafter to maintain proper compliance. The HSTVA has the option of not exercising an option year. The HSTVA has the option of terminating the contract due to lack of performance of the medical physicist.

3. Mandatory Services to be Performed

3.1. The qualified diagnostic medical physicist shall perform imaging equipment (x-ray equipment, nuclear medicine cameras, PET/CT cameras, 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 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.

3.2. 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. If Mammography is ever established at the HSTVA MQSA standards will be complied with. 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.

3.3. 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.

3.4. 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/HSTVA standards.

3.5. The qualified diagnostic medical physicist shall review CT protocol optimization and other HSTVA 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 HSTVA Radiation Safety Officer or his delegate.

3.6. 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 RSO has the option of performing the surveys and/or calculations and submitting them to the boarded medical physicist for review. This would be a line item as needed cost.

3.7. 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.

3.8. 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.

3.9. 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 HSTVA.

3.10. 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.

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

3.12. 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.

3.13. 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.

3.14. 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.

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

3.16. 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.

3.17. The medical physicist shall perform shielding design calculations for new, replaced or relocated X-ray imaging equipment per room.

3.18. The medical physicist shall perform Shielding inspection requirements

3.19. Travel fees shall be at no cost to the government.

3.20. The cost of the primary annual checks will be a primary evaluation criterion not just the total package since the other services are an estimate of as needed.

4. Equipment Inspections

4.1. 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 HSTVA requirements.

4.2. Radiographic and Fluoroscopic Equipment

4.2.1. 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).

4.2.2. Integrity of unit assembly.

4.2.3. Collimation and radiation beam alignment.

4.2.4. Fluoroscopic system resolution.

4.2.5. Automatic exposure control system performance.

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

4.2.7. Image artifacts.

4.2.8. Fluoroscopic phantom image quality.

4.2.9. kVp accuracy and reproducibility.

4.2.10. Linearity of exposure versus mA or mAs.

4.2.11. Exposure reproducibility

4.2.12. Timer accuracy.

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

4.2.14. 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.)

4.2.15. Image receptor entrance exposure.

4.2.16. Equipment radiation safety functions

4.2.17. Patient dose monitoring system calibration

4.2.18. Video and digital monitor performance

4.2.19. Digital image receptor performance

4.2.20. Grids used with portable x-ray units shall be imaged for uniformity

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

4.3.1. 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).

4.3.2. Component and Imaging Plate Physical Inspection and Inventory

4.3.3. Imaging Plate Dark Noise and Uniformity

4.3.4. Exposure Indicator Calibration

4.3.5. Linearity and Auto-ranging Response

4.3.6. Laser Beam Function

4.3.7. Limiting Resolution and Resolution Uniformity

4.3.8. Noise and Low-Contrast Resolution

4.3.9. Spatial Accuracy

4.3.10. Erasure Thoroughness

4.3.11. Aliasing/Grid Response

4.3.12. IP Throughput

4.3.13. Positioning and Collimation Errors.

4.4. CT Scanners

4.4.1. 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).

4.4.2. Review of Clinical Protocols

4.4.3. Scout Prescription and Alignment Light Accuracy

4.4.4. Image Thickness – Axial Mode

4.4.5. Table Travel Accuracy

4.4.6. Radiation Beam Width

4.4.7. Low-Contrast Performance

4.4.8. Spatial Resolution

4.4.9. CT Number Accuracy

4.4.10. Artifact Evaluation

4.4.11. CT Number Uniformity

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

4.4.13. Gray Level Performance of CT Acquisition Display Monitors.

4.5. Dental

4.5.1. The physics inspection shall conform to the Conference of Radiation Control Program Directors (CRCPD), Quality Control Recommendations for Diagnostic Radiography Volume 1 Dental Facilities July 2001 or most current edition. The performance of dental x-ray inspections shall be annually. This evaluation should include, but not be limited to, the following tests (as applicable).

4.5.2. Collimation

4.5.3. Beam quality (half value layer)

4.5.4. Timer Accuracy and Reproducibility

4.5.5. kVp Accuracy and Reproducibility

4.5.6. mA or mAs Linearity

4.5.7. Exposure Reproducibility

4.5.8. Entrance Skin Exposure Evaluation

4.5.9. Technique Chart Evaluation

4.5.10. Image uniformity (artifact evaluation)

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

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

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

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

4.10. Mammography

4.10.1. The HSTVA currently does not possess a Mammography unit.

4.10.2. However, if in the future the HSTVA does acquire a mammography unit, the qualified diagnostic medical physicist 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 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.

4.11. MRI

4.11.1. 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).

4.11.2. Magnetic field homogeneity

4.11.3. Geometric accuracy

4.11.4. Inter-slice RF interference

4.11.5. Slice position accuracy

4.11.6. High-contrast resolution

4.11.7. RF coil performance

4.11.7.1. Volume coils’ signal-to-noise ratio

4.11.7.2. Volume coils’ image uniformity

4.11.7.3. Volume coils’ ghosting ratio

4.11.7.4. Phased array coils' signal-to-noise ratio

4.11.7.5. Surface coils’ signal-to-noise ratio

4.11.8. Slice thickness accuracy

4.11.9. Low-contrast detectability

4.11.10. Soft copy displays

4.11.11. Technologist’s QC program

4.11.12. Site phantom inventory

4.11.13. Site RF coil inventory

4.12. Nuclear Medicine SPECT

4.12.1. 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).

4.12.2. Intrinsic Uniformity: fail criteria: > 5.0%

4.12.3. System Uniformity: fail criteria: > 5.0%

4.12.4. Intrinsic or System Spatial Resolution: fail criteria: > 3.5 mm bars

4.12.5. Relative Sensitivity: fail criteria: COV > 2.5%

4.12.6. Energy Resolution: fail criteria: > 12%

4.12.7. Count Rate Parameters: fail criteria

4.12.8. Formatter/Video Display

4.12.9. Overall System Performance for SPECT

4.12.10. System Interlocks

4.13. Nuclear Medicine PET

4.13.1. 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).

4.13.1.1. Uniformity.

4.13.1.2. Spatial resolution.

4.13.1.3. SUV analysis.

4.13.2. 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.

4.14. Display Monitors

4.14.1. 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).

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

4.14.2.1. Geometric distortions

4.14.2.2. Reflection

4.14.2.3. Luminance response

4.14.2.4. Luminance dependencies

4.14.2.5. Resolution

4.14.2.6. Noise

4.14.2.7. Veiling glare

4.14.2.8. Chromaticity

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

4.15. Geometric distortions

4.16. Reflection

4.17. Luminance response

4.18. Luminance dependencies

4.19. Resolution

4.20. Noise

4.21. Veiling glare

4.22. Chromaticity

5. Other duties:

5.1. The Diagnostic Medical Physicist oversees the HSTVA x-ray/imaging safety program in association with the HSTVA Radiation Safety Officer. The Medical Physicist will provide recommendations of how the HSTVA QA program should be set up with the appropriate record keeping. The Medical Physicist or his associate will provide periodic training and record review to help ensure that the HSTVA is in compliance with VHA and Joint Commission requirements for imaging.

5.2. The current inventory of units to be tested is embedded below. This inventory is as accurate as possible but may change in the future.

CONTRACT ADMINISTRATION DATA

a. All contract administration functions will be retained by the Department of Veterans Affairs. The Contracting Officer will be 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 will be authorized to make commitments or issue changes that 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 unauthorized and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

ACROYYMS AND DEFINITIONS

CDR: Contract Discrepancy Report. Report issued by the Government to the contractor to document a supply or service found to be unacceptable during contract performance.

CLIN: Contract Line Item Number. Unit of work (or service) to be performed (or delivered) by the contractor as a pay item.

CO: Contracting Officer. A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

POC: An individual, authorized by the contracting officer to perform specific technical or administrative functions related to the contract.

QA: Quality Assurance. Actions taken by the government to assure contracted services meet PWS requirements.

QASP: Quality Assurance Surveillance Plan. A written document specifying the method used for surveillance of contractor performance.

PWS: Performance Work Statement.

PERSONNEL

1. Non-Personal Services

a. This is a non-personal services contract. Personnel rendering services under this contract are not subject either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. The Government shall not exercise any supervision or control over the contract service providers performing services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

2. Contractor Compliance with the Immigration and Nationality Act of 1952

b. The Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals.

HOURS OF OPERATION

(1) Business hours for the VAMC follow:

(A) Administrative hours: Monday through Friday, 8:00 a.m. - 4:30 p.m.

(B) National Holidays: The 10 holidays observed by the Federal Government are:

New Year’s Day;

Martin Luther King’s Birthday;

Presidents Day;

Memorial Day;

Independence Day;

Labor Day;

Columbus Day;

Veterans Day;

Thanksgiving;

Christmas; and any other day specifically declared by the President of the United States to be a national holiday.

(C) Off-Duty hours: Monday through Sunday 4:30 pm – 8:00 am.

RECORDS MANAGEMENT LANGUAGE

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

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, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the…