36C25623Q1666.docx

SUBJECT*

Patient Radiation Badges

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 16 400 Veterans Avenue

Biloxi, MS 39531

POINT OF CONTACT*

Contract Specialist Justin Taylor Justin.Taylor5@va.gov

PLACE OF PERFORMANCE

1500 Woodrow Wilson Blvd.

Jackson MS

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a SOURCES SOUGHT NOTICE ONLY This SOURCE SOUGHT NOTICE is for the purpose of Market Research. Response to this notice will be used for information and planning purposes. No proposals or quotes are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS or QUOTES and NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall NOT be construed as solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). Responses to this notice is not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

The Network Contracting Office (NCO) 16 is seeking preferably Service-Disabled Veteran Owned Small Businesses or Small Businesses (but will accept other than small business for market research purposes), capable of providing Patient identification software maintenance for the Gulf Coast veterans’ Health Care System Biloxi as per the draft statement of work below.

See DRAFT Statement of Work for detailed services.

The NAICS code is 541380, other Computer Related services the Size Standard is $30 million. Responses must be received no later than 12:00 p.m. Central Time, Friday, September 08, 2023. Responses shall be emailed to Justin.Taylor5@va.gov Response shall contain Capabilities Statements to include Unique Entity Identification (UEI) number, proof that you are an authorized dealer of software and any qualifying certifications that may be required. Facsimile or Telephonic responses will not be accepted.

Note: All interested parties are reminded to be registered, active and verified in the following to be considered for Award.

· SAM:

SAM.gov | Home

· VETCert Veteran Small Business Certification (sba.gov)

· Vet 4212 (Veteran owned small Business are reminded of Reporting Requirements) Sources Sought Notice Sources Sought Notice VETS-4212 Federal Contractor Reporting | U.S. Department of Labor (dol.gov)

Sources Sought Notice

STATEMENT OF WORK

Dosimetry Services

For purposes of this contract, the term “dosimeter” is an individual monitoring device that requires processing to determine the radiation exposure received and that is used by Jackson VA Medical Center [JVAMC] to monitor personnel radiation exposure in order to comply with 10CFR20.1201, with other applicable provisions of Title 10 Chapter 20, or with conditions specified in the JVAMC radioactive material and radiation generating device permits issued by the VHA National Health Physics Program under the terms of the VHA Master Materials License issued by the U.S. Nuclear Regulatory Commission.

As required by federal law specified in 10CFR20.1501, personnel dosimeters must be processed and evaluated by a contractor --

(1) Holding current personnel dosimetry accreditation from the National Voluntary Laboratory Accreditation Program (NVLAP) of the National Institute of Standards and Technology; and

(2) Approved in this accreditation process for the type of radiation or radiations included in the NVLAP program that most closely approximates the type of radiation or radiations for which the individual wearing the dosimeter is monitored.

This contract will include a four-year option for services that can be exercised by JVAMC dependent on pricing and previous quality of service.

I. REQUESTS FOR SERVICE

A. ROUTINE

VA may request routine individual monitoring devices that report dose as follows:

1. Approximately 1600 monthly whole body dosimeters to be processed

2. Approximately 180 monthly ring dosimeters to be processed

3. Approximately 240 quarterly whole body dosimeters to be processed

4. Approximately 8 quarterly ring dosimeters to be processed

5. Approximately 112 quarterly whole body dosimeters with neutron exposure detection capabilities to be processed,

6. Some individuals may have multiple dosimeters,

7. Fetal monitoring devices may be required,

8. Personnel dosimeter results will be reported in units of mrem for shallow dose, lens of eye dose and deep dose

9. Routine dosimeter prepared, printed and provided within 30 days of processing or reports must be available for printing by JVAMC within the same time frame. Reports must include the current period exposure, the quarterly exposure, the YTD exposure and the life time cumulative exposure for each processed dosimeter,

10. If printed dosimeter reports are provided, they must be grouped by JVAMC service series codes and must contain dates of birth, social security numbers and dosimeter start dates for all personnel dosimeters processed,

11. If printed reports are provided, duplicate copies of printed dosimeter reports must be provided grouped by JVAMC service series codes but not contain the dates of birth and social security numbers for processed personnel dosimeters. Reports printed by JVAMC must be able to produce a copy with and a copy without dates of birth and social security numbers,

12. Radiation monitoring dosimeters must be sensitive enough to detect radiation exposures as low as 1 mrem,

13. Contractor must have the capability to re-read dosimeters to confirm initial reading using a methodology with demonstrated reliability,

14. Contractor must be able to assess whether or not dosimeter exposure was delivered while the dosimeter was in motion or still in order to determine if the dosimeter exposure was a true personnel exposure or the effect of improper dosimeter storage.

15. Contractor must be able to provide access to an online dosimeter management system that allows the JVAMC to make changes in dosimeters in use [additions, deletions, and re-assignments] as well as retrieve dosimeter exposure reports [either printed or in electronic files for transfer to compatible health physics computer programs], access invoices for services, barcode scan dosimeters prior to return for processing for dosimeter tracking [using barcoding equipment provided by the contractor], and access unreturned dosimeter reports.

B. EMERGENCY

1. VA may request emergency processing of individual monitoring devices. Reports of emergency processing must be furnished within 24 hours of processing.

II. OTHER REQUIREMENTS:

A. The contractor shall immediately notify

Logan A. Cowart Radiation Safety Officer G.V. (Sonny) Montgomery VA Medical Center

MDP 11RSO

1500 Woodrow Wilson Blvd.

Jackson, MS 39216 Phone: (601) 364-1419 Cell: (601) 354-9635 logan.cowart@va.gov

If any of the following occur:

4. Any dosimeter indicates > 500 mrem after processing.

B. Additionally, the contractor shall:

9. Read the dosimeters on an as needed basis, if requested and,

10. Operate a dosimeter system that is compatible with the Onsite System EHS software used by physicists to download, manage and report radiation dosimeter results to dosimeter wearers and regulatory agencies.

C. Cognizant regulatory agencies and VA representatives shall be granted access to contractor facilities, personnel, equipment, and records related to JVAMC utilized contractor provided services.

D. Contractor shall be responsible for notifying NVLAP and VA prior to making a change in dosimeters used, or other equipment, materials, software, analysis models, or techniques that are considered to be primary components of a dosimeter program.

E. If changes are made, the contractor shall submit evidence supporting a conclusion that the modified system will be technically equivalent to the accredited system.

F. JVAMC maintenance of accurate and reliable personnel radiation exposure records is required by federal regulations. To comply with these regulations, JVAMC must reap the full benefits of dosimeter contractor services described in Section I A and B as well as Section II A through E above. The contractor’s ability to provide these reliable services must be as much a consideration as price when dealing with the accurate documentation of personnel radiation exposures – exposures which can affect the future health of JVAMC personnel.