Statement of Work.pdf

Statement of Work (SOW) for Physicist Equipment Testing and Radiation Safety Officer (RSO) Services for Kansas City VAMC

1. Introduction

This Statement of Work (SOW) outlines the requirements for physicist equipment testing and Radiation Safety Officer (RSO) services at the Kansas City Veterans Affairs Medical Center (KC VAMC) and Community-Based Outpatient Clinics (CBOC) that provide radiology services. The contractor shall provide all necessary tools, test equipment, personnel, and other incidentals required to perform the services as detailed below.

2. Scope of Work

2.1 Physicist Equipment Testing

2.1.1 Quarterly Nuclear Medicine Audits

• The contractor shall conduct quarterly nuclear medicine audits for all facility hot labs to ensure compliance with applicable standards.

2.1.2 American College of Radiology (ACR) Performance Testing

• The contractor shall perform ACR performance testing on imaging equipment, including x-ray equipment, nuclear medicine cameras, PET/CT cameras, and MRI inspections, ensuring compliance with current ACR requirements.

• All required testing equipment shall be provided by the contractor.

2.1.3 Performance Testing on New or Relocated Equipment

• Upon request, the contractor shall perform performance testing of all new or relocated imaging equipment prior to first clinical use. The testing shall comply with the latest ACR or MQSA requirements.

2.1.4 Inspection Post-Repair or Modification

• The contractor shall perform a full inspection of imaging equipment after any repairs or modifications that may affect radiation output or image quality before clinical use.

2.1.5 Protocol Review and Dose Reduction Techniques

• The contractor shall review CT and fluoroscopy protocols annually, including dose reduction techniques where applicable.

2.1.6 Shielding Design Calculations

• Upon request, the contractor shall provide shielding design calculations for each new, replaced, or relocated x-ray imaging system. The calculations shall comply with NCRP Report No. 147 for general x-ray systems and NCRP Report No. 145 for dental units.

• The qualified diagnostic medical physicist shall perform a shielding evaluation to verify that the structural shielding complies with the design goals and the shielding design report.

2.1.7 Image Acquisition Display Monitors Testing

• The contractor shall include in the annual performance evaluation the testing of image acquisition display monitors for maximum and minimum luminance, luminance uniformity, resolution, and spatial accuracy. This includes monitors used for nuclear medicine, PET, CT, and MRI.

2.2 Radiation Safety Officer (RSO) Services

2.2.1 General Requirements

• The contractor shall provide a board Certified or board eligible Medical or Health Physicist to deliver routine daily virtual, monthly on-site, and emergency on-site RSO services, 365 days a year, 24-hour coverage. Travel expenses shall be included.

2.2.2 Radiation Materials Licensing/Permit

• The contractor shall manage the Kansas City VHA Materials Permit, including preparation of Permit applications, amendments, correspondence, and timely responses to NRC and VHA-NHPP in accordance with all regulations and VA Directives (1105.04, Fluoroscopy Safety, 1105.02, 1105, 1105.04 or current versions).

2.2.3 Dosimetry Program Oversight

• The RSO shall facilitate and manage the dosimetry program for occupational exposure to ionizing radiation, including monthly additions, collection, evaluation, reporting, distribution, and deletion of personal monitoring devices.

2.2.4 Personnel Qualifications

• The contractor shall furnish personnel who are qualified and licensed as Radiation Safety Officers and Associate Radiation Safety Officers if warranted and approved by the NHPP.

Personnel qualifications shall meet regulatory requirements as specified in 10 CFR 30.33(a)(3), 10 CFR 35.2, 10 CFR 35.13, 10 CFR 35.14, 10 CFR 35.24, 10 CFR 35.50, 10 CFR 35.57, and 10 CFR 35.59.

3. Additional As-Needed Services

3.1 Inspection and Evaluation

• Inspect and evaluate additional imaging equipment due to replacement as necessary, up to 10 times per year.

• Perform design and calculation of radiation protection shielding, up to 5 times per year.

• Conduct inspection of radiation protection shielding, up to 5 times per year.

3.2 Protocol Optimization

• Annual CT protocol optimization per scanner, up to 3 scanners.

• Annual fluoroscopy protocol optimization per scanner, up to 12 scanners.

4. Deliverables

• Detailed reports of annual physicist testing, quarterly audits, ACR performance tests, inspection reports, shielding design calculations, protocol reviews, and dosimetry program management.

• Compliance documentation as specified by NRC and VHA-NHPP regulations and VA Directives.

5. Accommodations

• Any travel, lodging, or per-diem accommodations must be provided by Vendor/Contractor.

6. Terms and Conditions

All services performed shall adhere to the terms and conditions stated herein and comply with relevant VA regulations and guidelines. The contractor shall ensure all personnel are appropriately qualified, and all equipment and tools necessary for the testing and RSO services are provided and maintained in good working condition.