36C25526Q0130_1.docx

36C25526Q0130

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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.

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

36C25526Q0130 01-13-2026 Kobulnicky, Erika/Erika.Kobulnicky@va.gov 913-946-1991 01-23-2026

10:00 AM

CST

36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048 X X 541380 $19 Million N/A X Department of Veterans Affairs Robert J. Dole VA Medical Center 5500 E. Kellogg Avenue Wichita KS 67218-1607 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 Medical Physicist Testing and Performance Monitoring Services at the Robert J. Dole VAMC

1. This solicitation is a request for quotes for Medical Physicist Testing Services.

2. This solicitation is for a five (5) Year IDIQ with five twelve-month Ordering Periods: 02/01/2026 - 01/31/2031.

Individual task orders will be issued by the NCO 15 Contracting Officer (CO).

3. These services will be performed as detailed within the Performance Work Statement (PWS).

4. This solicitation is 100% set-aside for Service Disabled Veteran Owned Small Business (SDVOSBs).

5. This procurement is being competed in accordance with FAR part 12 Simplified Acquisition Procedures.

6. Evaluation Criteria: Price, Technical Capability and Past Performance.

7. Questions are due no later than Tuesday, 01/13/2026, 10AM

8. IMPORTANT: Please refer to Addendum to FAR 52.212-1 Instructions to Offeror for additional instructions.

9. Wage Determination #2015-5341 Rev. 31 is incorporated.

See CONTINUATION Page X X X One(1) Buchanan, Lisa A 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 Lisa Buchanan/ Lisa.Buchanan1@va.gov Contract Specialist 36C255 Erika Kobulnicky/ Erika.Kobulnicky@va.gov 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:

Financial Services Center Austin, TX http://www.fsc.va.gov/einvoice.asp ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

36C25526Q0130

Page 1 of Page 1 of B.1 Performance Work Statement (PWS)

Robert J. Dole VA Medical Center Veterans Health Administration

INTRODUCTION

The Veterans Health Administration, Robert J. Dole VA Medical Center (Wichita VAMC), is requesting the services of a qualified diagnostic medical physicist. A qualified diagnostic medical physicist is a person who is certified by the American Board of Radiology, American Board of Medical Physics, or the Canadian College of Physicists in Medicine. For diagnostic computed tomography (CT), nuclear medicine, PET, or MRI, a qualified diagnostic 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 3 years of clinical experience in CT, nuclear medicine, PET, or MRI. The physicist must document the 3 years of experience for the modality being inspected.

The qualified diagnostic medical physicist (hereafter medical physicist) will conduct testing and performance monitoring for imaging equipment to ensure compliance with applicable Federal, State, and JCAHO regulations and guidelines. All tests will be documented in a formal report and submitted within five working days of completion of the work. These tests will be reported to Biomed and the Radiation Safety Officer (RSO).

Provides radiological physics support for the Imaging Service activities involving the use of medical radiation in the diagnosis and treatment of disease. Support encompasses the establishment and management of a department radiation protection program and a comprehensive quality assurance program for diagnostic equipment (ultrasound, computed tomography, magnetic resonance imaging, nuclear medicine, angiography, general radiography and fluoroscopy).

Must provide MRSE (Magnetic Resonance Safety Expert) services to be performed either in person or virtually and will be responsible for

(1) Providing guidance to the VA medical facility Radiology Service Chief on the clinical and administrative aspects of the safe use of MR equipment; the development of local rules and procedures related to MR safety; nonroutine MR processes, including but not limited to implanted medical devices; and the development and maintenance of MR Safety programs and MR Quality Assurance programs.

(2) Providing assistance and consultation to the MRSO and MRMD on the development of MRI protocols to allow the safe imaging of patients with MRI conditional implanted devices.

(3) Actively participating in the planning, installation, and acceptance testing for new equipment at the VA medical facility.

(4) Serving as the VA medical facility subject matter expert for any root cause analyses or administrative investigations related to MRI adverse events.

SCOPE OF WORK

Description of Work: The contractor shall provide Inspection services and MRSE (Magnetic Resonance Safety Expert) services Section A: Inspection Services The medical physicist shall perform imaging equipment (x-ray equipment, nuclear medicine cameras, PET/CT cameras, ultrasound units, and MRIs) inspections to ensure compliance with the current American College of Radiology (ACR) requirements. Equipment listed in Appendix A. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO prior to the medical physicist leaving the facility. A written report of the results shall be provided to the service supervisor or RSO within 10 working days after completion of the inspection.

Equipment Inspections 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.

A. Radiographic and Fluoroscopic Equipment

Physics inspections of radiographic and fluoroscopic equipment shall comply with the ACR Technical Standard for Diagnostic Medical Physics Performance Monitoring of Radiographic and Fluoroscopic Equipment. The performance of each radiographic and fluoroscopic unit must be evaluated at least annually. This evaluation should include, but not be limited to the following tests (as applicable).

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(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.

(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.

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

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

C. CT Scanners

The physics inspection shall conform to the 2012 ACR Computed Tomography Quality Control Manual. The performance of each CT scanner shall be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable).

(1) Review of Clinical Protocol Page 1 of Page 1 of

(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.

D. Dental

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. The performance of dental x-ray inspections shall be annually or every 2 years, need to be determined by facility. This evaluation should include, but not be limited to, 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).

Dental CBCT Acceptance and Performance Testing

1. Acceptance Testing. Acceptance testing and measurements of air kerma at the isocenter for each kVp station for a range of clinically used mAs settings will performed initially when the CBCT unit is installed, and following any move of the CBCT to another area inside or outside the initial clinical site. This testing is to ensure that the equipment performance is in agreement with the manufacturer’s technical specifications.

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

3. Some manufacturers provide a phantom and procedures to perform machine specific quality assurance (QA) tests. In cases where the manufacturer provides a phantom and procedures to perform specific tests but the tests are not included in this SOW, then the manufacturer’s machine-specific QA tests shall be performed in addition to the QA tests in this SOW.

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

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

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

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

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

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

8. Image Quality Image the phantom provided by the manufacturer or another suitable phantom. Assess high contrast spatial resolution, uniformity of transaxial images, and image noise. Imaging uniformity shall be assessed over the entire range of axial images.

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

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

11. Patient Dose Assessment

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From a scan or scans using the facility’s standard techniques, record the dose metric (typically DAP) and compare to achievable levels and diagnostic reference levels (if available)

12. Review of the technical QA program The qualified expert shall review the technical QA program. The review shall include a trend analysis of the QA data. The results of the technical QA program review shall be included in the written report. Any trends that identify problems shall be included in the report along with recommended corrective actions.

13. Display Monitors Perform a visual analysis of the SMPTE test pattern.

1. Display the test pattern on the imaging console. Set the display window width/level to the manufacturer-specified values for the pattern. Do not set the window/level by eye; doing so invalidates the procedure.

2. Examine the pattern to confirm that the gray level display in the imaging console is 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.

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

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

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

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

F. MRI

The physics inspection shall conform to the 2004 ACR Magnetic Resonance Imaging Quality Control Manual. The performance of each MRI scanner shall be evaluated 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

G. PET

The physics inspection shall conform to the 2012 ACR Computed Tomography Quality Control Manual. The performance of each CT scanner shall be evaluated at least annually. This evaluation 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 CTDIvol values must be within +/- 20% of the measured CTDIvol values).

(12) Gray Level Performance of CT Acquisition Display Monitors

H. Nuclear Medicine

The physics inspection shall conform to the ACR annual performance tests for nuclear medicine cameras. The qualified diagnostic medical physicist shall also perform the quarterly testing on all cameras and equipment as outlined by the ACR, NHPP/NRC. 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

(10) Dose Calibrators (Geometry, Accuracy, Linearity)

(11) Thyroid Uptake and Counting Systems

(12) Survey Meter calibrations

I. 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).

(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 The maximum depth of visualization is determined by comparing the gradually weakening echo texture to electronic noises near the bottom of the image.

(2) Image Uniformity Adjust the TGC controls and other sensitivity controls to obtain an image as uniform as possible.

· vertical or radially oriented streaks?

· dropouts?

· reduction of brightness near edges of the scan?

· brightness transitions between focal zones?

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

(a) 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.

(b) 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.

(c) 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.

J. Display Monitors

The annual performance evaluation conducted by the medical physicist includes testing of image acquisition display monitors for maximum and minimum luminance, luminance uniformity, resolution, and spatial accuracy. The image acquisition display monitors for nuclear medicine, PET, CT, and MRI units shall be tested.

Additional inspections:

In addition to annual inspections, the medical physicist may be requested to provide equipment inspections in the following circumstances:

1. Acceptance Testing: The medical physicist shall perform acceptance testing of all new or relocated imaging equipment prior to first clinical use. The acceptance testing shall comply with ACR or MQSA requirements. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO prior to the 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 results shall be provided to the service supervisor or RSO within 10 working days after completion of the inspection.

2. Inspection following repairs or modifications: The medical physicist shall perform a full inspection of imaging equipment after repairs or modifications that may affect the radiation output or image quality. The inspection shall be completed no later than 30 days after the facility contacts the physicist. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO prior to the 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 results shall be provided to the service supervisor or RSO within 10 working days after performing the inspection.

Section B: Support Services

1. Telephone support: The medical physicist should be available by telephone to assist/counsel the RSO/RSC with any radiation safety matters or questions that may arise at the Wichita VAMC, offering support and solutions, in a timely manner not to exceed 48 hours response time, excluding weekends and holidays. The medical physicist may be asked for input on correspondence, machine registration, applications and other written communications with the Food and Drug Administration and the National Health Physics Program. Upon availability, the medical physicist may be asked to attend quarterly RSC/MRI Safety Committee meeting via teleconference to provide input.

2. Annual Review of Protocols and QA program:

1) The medical physicist shall review CT protocols and include dose reduction techniques where applicable.

2) The medical physicist shall review the 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 review should also evaluate for conformation to the American College of Radiology technical standard for Diagnostic Medical Physics performance monitoring of radiology equipment.

3) Reviews shall be made annually. A written report of the review results shall be provided to the service supervisor or RSO within 10 working days after performing the review.

3. Shielding design calculations: The 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 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 10 workings days after the shielding survey has been completed.

Provides support for planning affecting the use of space or function adjacent to the areas and within areas approved for ionizing radiation use or non-ionizing radiation machine use. Assesses plan for regulatory requirements. Provides support for referral to the Machine Produced Radiation Safety Committee as well as the Radionuclide Radiation Safety Committee for review and approval prior to any alteration of that space.

4. Overexposure support/assistance: If requested, assist in investigation of patient overexposures from machine sources of ionizing radiation, ALARA exceptions, accidents, unauthorized uses, misadministration, and any other deviation from approved radiation safety practice and provide calculations and guidance on corrective actions as necessary.

5. Maintenance of Reports and Records: The medical physicist shall keep copies of all inspection reports, QA and Protocol program reviews, and any other records necessary to meet regulatory requirements and demonstrate the effectiveness of the machine produced ionizing radiation program. Copies of records and reports provided by the VA shall also be maintained and available upon request.

6. MRSE (Magnetic Resonance Safety Expert) Services: The physicist shall provide MRSE services for the Wichita VA which will be listed below

· Provide guidance to the VA medical facility Radiology Service Chief on the clinical and administrative aspects of the safe use of MR equipment; the development of local rules and procedures related to MR safety; nonroutine MR processes, including but not limited to implanted medical devices; and the development and maintenance of MR Safety programs and MR Quality Assurance programs.

· Provide assistance and consultation to the MRSO and MRMD on the development of MRI protocols to allow the safe imaging of patients with MRI conditional implanted devices.

· Actively participating in the planning, installation, and acceptance testing for new equipment at the VA medical facility.

· Serving as the VA medical facility subject matter expert for any root cause analyses or administrative investigations related to MRI adverse events.

Hours and Scheduling: The regular work hours for this facility are Monday through Friday, from 8:00 am to 4:30 pm (Central Time), excluding Federal Holidays. All maintenance shall be provided during the regular business hours of this facility. Any work during off-duty hours is permitted if prior approval is granted by both the Facility and contractor would be of no additional cost to the contract. Labor for off-duty hours is covered by the contractor. All work must be scheduled and coordinated with the COR or designee at 316-682-2221 ext. 53204 at a minimum of 5 business days in advance of the planned visit. The Robert J. Dole shall receive priority scheduling for service calls. Work may be combined upon approval of the COR if doing so will not cause significant downtime.

Response Time: The contractor must respond to all phone calls within 4 hours.

Reports and Documentation: The Contractor must document all work and provide a legible signed service report directly to HTM within 7 calendar days of work completion or by the end of the month of service (whichever occurs first), following the completion of each job. At a minimum, service reports must include company name, name of service tech, equipment serial numbers, EE numbers, equipment make and model, date and time of work, list of calibrated test equipment, results of inspections and/or calibrations, and a description of work completed, and service tech or other company employee’s signature All service reports shall be emailed to vhawicbiomed@va.gov and the Biomedical Equipment Support Specialist coordinating the work.

Delivery Address: Delivery of parts, tools, manuals, supplies, etc. can be shipped to:

ATTN: HTM/Biomed Robert J. Dole VA Medical Center

Service Quality: To service the equipment, the contractor must be the OEM/OEM-certified. All maintenance must be done in accordance with OEM recommendation and The Joint Commission requirements. All services provided in this contract must meet manufacturers’ performance and technical specifications. Additionally the contractor must comply with all Federal, VA, OSHA, and NFPA regulations. Contractor employees shall be competent and have at least 3 years of experience.

Contractor Conduct:

· There shall be no smoking or vaping on Dole VA premises at any time.

· Eating and drinking are not allowed inside the hospital, except for in the Canteen Dining area.

· Vendor staff shall always be professional and shall take all necessary precautions to maintain a safe environment for the occupants. This includes, as necessary, coordinating access and closures for sensitive areas of the Medical Center.

· Vendor shall be responsible for cleaning all work areas after completion of tasks. This includes, but is not limited to, removal of packaging and a clean sweep/mop of the area as required by work type.

· Vendor shall protect all items from damage. The Vendor shall take precaution against damage to the building(s), grounds, and furnishings. The Vendor shall repair or replace any items related to building(s) or grounds damaged accidentally or on purpose due to actions by the Vendor.

· Vendor staff shall minimize noise as much as possible while working in all buildings.

· The Vendor shall be responsible for security of the areas in which the work is being performed prior to completion.

Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer.

All other work requirements:

· Labor and travel expenses for scheduled inspections are covered by this contract and shall not be additional cost to the VA.

· For any services performed on site, the technical service representative must check in with HTM before performing any warranty, repairs and/or maintenance services. Contractor personnel can call and meet staff in the entrance of Building 1 (located under the white dome) or come directly to the HTM shop in Building 2, Room 017.

· Contractor is responsible for providing any personal protective equipment (PPE) to their employees to complete work.

· Per the local Inspection Sticker Standard Operating Procedure (SOP), the Contractor shall place VA-provided inspection stickers with the date and due date of the work performed on all the equipment that a PM was performed.

· The VA is responsible for providing access to any rooms or equipment where Contractor needs to perform work.

· Contractor must immediately notify the COR or designee if contract performance is jeopardized for any reason.

A. EQUIPMENT LIST*

*Maintained equipment list is subject to change as equipment is added or removed from service, in response to facility needs. We will be having multiple changes of equipment over the next 3 years and will need to be able to adjust the equipment list as the changes take place through a mutually agreed upon modification.

A. List of Equipment

7. INVOICES

Contractor shall not bill/invoice the VA more frequent than monthly. All work occurring within the month (or less frequent billing period) shall be included on the same invoice. COR/designee may reject invoices if separated by occurrence, device, etc. Contractor must not bill the VA before work is performed and completed. At a minimum, invoices must include the correct billing address, contact from company with phone number and email address, billing period (not to be confused with period of performance), PO number, model and serial number of equipment, and description of work corresponding to the invoice.

8. CONTRACT ADMINISTRATION DATA:

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.

Contracting Officer’s Representative Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer, the designated representative for this contract will be determined at award.

Acronyms 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.

COR: Contracting Officer’s Representative. An individual, including a Contracting Officer’s Representative (COR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

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

Personnel

Non-Personal Services 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 s performing services herein. Such contract service s shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

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

Business hours for the VAMC follow:

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

b. National Holidays: The 11 holidays observed by the Federal Government are:

New Year’s Day;

Martin Luther King’s Birthday;

Presidents Day;

Memorial Day;

Juneteenth Independence 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: Friday through Monday, 4:30 p.m. - 8:00 a.m.; Monday through Thursday, 4:30 pm – 8:00 am.

Quality Control

CONTRACT PERFORMANCE MONITORING. The COR may perform surveillance of services by any of the methods listed below:

a. Observing actual performance;

b. Inspecting the services to determine whether or not the performance meets the performance standards; and

c. Review of any other appropriate records.

(1) When unacceptable performance occurs, the COR shall inform the Contractor and the Contracting Officer. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor program manager. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor has to present this corrective action plan to the COR. The Government shall review the Contractor corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the Contracting Officer.

(2) Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer representative(s); The Government shall periodically evaluate the Contractor performance by appointing a Contracting Officers Representative (COR) to monitor performance to ensure services are received. The Government representative(s) shall evaluate the Contractor performance through inspections of observations, inspection of services or any other form of documentation and all complaints from VA personnel. The Government may inspect as each task is completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government Contracting Officer shall make final determination of the validity of customer complaint(s).

(3) If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government.

The C&A requirements do not apply, and a Security Accreditation Package is not required

9. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

Firmware or software updates must be on thumb drive, approved, and scanned by HTM before installation.

The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as "Systems"), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.

The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than days.

When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within days.

All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g. for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology.

10. INFORMATION SECURITY

The C&A requirements do not apply, and a Security Accreditation Package is not required Appendix B

VA ACQUISITION REGULATION SOLICITATION PROVISION AND CONTRACT CLAUSE

NOTE: This clause will undergo official rule making by the Office of Acquisitions and Logistics. The below language will be submitted for public review through the Federal Register. The final wording of the clause may be changed from what is outlined below based on public review and comment. Once approved, the final language in the clause can be obtained from the Office of Acquisitions and Logistics Programs and Policy.

1. SUBPART 839.2 – INFORMATION AND INFORMATION TECHNOLOGY SECURITY REQUIREMENTS

839.201 Contract clause for Information and Information Technology Security:

a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media).

b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources.

2. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008)

As prescribed in 839.201, insert the following clause:

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

Appendix C VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS, AS APPROPRIATE

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations,…