36C25922Q0215.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Lindsey Zwaagstra Lindsey.Zwaagstra@va.gov 303-712-5733

PLACE OF PERFORMANCE

921 NE 13th Street

Oklahoma City OK

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Request for Quote (RFQ) #: 36C25922Q0215 635 Radiation Dosimeters Per Statement of Work Base Plus Four Option Years

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation.

* The deadline for all questions is 4:00pm EST, March 18th, 2022 All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation.

** Quotes are to be provided to Lindsey.Zwaagstra@va.gov no later than 4:00pm ET, March 25th, 2022.

Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award.

(ii) This is a Request for Quote (RFQ) and the solicitation number is 36C25922Q0215. The government anticipates awarding a firm-fixed price contract resulting from this solicitation.

(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2021-06 effective July 12, 2021.

(iv) The North American Industrial Classification System (NAICS) code for this procurement is 334519 with a small business size standard of 500 Employees. This solicitation is a 100% set-aside for Small Businesses.

(v) List of Line Items;

(vi) Description of Requirements for the items to be acquired (insert salient characteristics or Statement of Work);

Statement of Work Dosimetry Safety Program Oklahoma City VA Health Care System

It is expected that the contractor shall provide occupational radiation monitoring including dose reports for the Oklahoma City VA Health Care System (OKC VA HCS), located at 921 NE 13th St., Oklahoma City, OK, 73104.

The contractor shall provide full-service technical support, analytical, and client support for occupational dose monitoring. The dosimetry service shall provide the OKC VA HCS with diagnostic evaluation and reporting, including direct computer access via the internet to the database for exposure reports, shipment tracking and account maintenance transactions. The contractor shall provide notification of radiation overexposure within 24 hours of findings. The contractor shall keep complete historical records for all dosimeters processed; this includes comprehensive radiation exposure reports, including NRC Form 5, ALARA, and fetal dose reports. All reports shall be provided as a hardcopy and/or electronically to the OKC VA HCS. Contractor needs to provide the following:

1. Dosimeter: The contractor shall provide the OKC VA HCS with OSL (optically stimulated luminescence) dosimeters or equivalent, control dosimeters, and TLD rings for personnel monitoring. The dosimeters shall be provided to the OKC VA HCS monthly. The OKC VA HCS will return the dosimeters to the contractor for analysis.

a. OSL Dosimeters or equivalent

i. The OSL dosimeter or equivalent shall measure x, gamma and beta radiation for the whole body and extremities.

ii. The OSL dosimeter or equivalent shall be sealed inside a tamperproof plastic blister pack to eliminate possible mishandling, light leakage or lost detection elements.

iii. The OSL dosimeter or equivalent shall be unaffected by heat moisture and pressure.

iv. The OSL dosimeter or equivalent shall come in individually wrapped pouches with a card containing worker information.

v. The dosimeters shall be divided into department groupings with series name and or code indicated on each dosimeter.

vi. The wear period for a dosimeter is one month.

b. Ring Dosimeters (TLD)

i. The ring dosimeter shall measure exposure due to x, beta and gamma radiation with TL (thermoluminescent) technology.

ii. The TLD shall be encapsulated inside an identification cover, so the identity of the chip and the wearer is always maintained.

iii. The rings shall be able to be worn in dry or wet working conditions and cold sterilized without compromising the integrity of the dosimeter.

iv. The rings shall come in 3 or more sizes; small, medium and large.

v. The edges of the ring shall be smooth, so they are able to be worn inside surgical gloves.

vi. The dosimeters shall be divided into department groupings with series name and/or code indicated on each dosimeter.

vii. The wear period for a dosimeter is one month.

c. Control Dosimeters

i. Control dosimeters shall be included in each shipment at no additional cost to record in-transit and storage exposure.

2. NRC Form 5:

a. The contractor shall provide a detailed dose history for the year at the OKC VA HCS. This report shall satisfy the requirements by NRC (Nuclear Regulatory Commission). This report shall include all the information as required by the NRC. Reports shall be generated annually after close of a calendar year or quarterly with current data up to the last wear period (month) reported.

3. Fetal Monitoring

a. The contractor shall be responsible for fetal dose monitoring. The contractor shall supply the OKC VA HCS with a whole-body dosimeter and a fetal dosimeter for the expectant mother. The monthly dose report shall list the estimated dose from conception to declaration, rolling exposure history by month for both mother and child, and accumulated fetal totals for the gestation period.

4. ALARA Notification:

a. The contractor shall notify the OKC VA HCS by phone and/or fax within 24 hours of findings when an individual’s dose exceeds:

i. 20% of the regulatory limits (e.g. deep, lens of eye, shallow, etc.) for any given wear period

ii. 50% of regulatory limits year to date

iii. Levels set by the OKC VA HCS.

5. Dose Exposure Reports:

a. Reports shall cover each wear period (monthly) and include cumulative totals. The reports shall comply with NRC (Nuclear Regulatory Commission), OSHA (Occupational Safety and Health Administration), and DOE (Department of Energy) regulations. Dose equivalents arising from exposure to photons (x or gamma rays) shall have deep, lens of the eye and shallow value reported. Beta exposures shall be reported as a shallow dose equivalent. Dose reports shall be given to the VAMC on a monthly and yearly basis. The reports shall include the following: participant number, name, ID number , dosimeter, use, rad type, rad quality, inception date , serial number, dose equivalent (mrem) for: monthly wear period, quarter to date, year to date, lifetime to date. Each period shall have the following categories; DDE (deep dose equivalent), LDE (lens dose equivalent), and SDE (shallow dose equivalent). The reports shall also include VA facility information, account number, received date, and reported date.

6. METER (Multiple Employer Total Exposure Report)

a. The contractor shall supply a monthly report that list individuals who have activity in other dose monitoring accounts during the calendar year. Each individual exposure shall be summed up across all facilities to help compare totals with regulatory limits. This report shall satisfy the information required for the NCR’s requirement that occupational exposures be controlled within limits for all sources of on-the-job exposure.

7. Analysis

a. The contractor shall perform a full regulatory compliant analysis of all dosimeters and rings. OSL dosimeters, the detector shall have the ability to be re-stimulated numerous times to confirm the accuracy of a radiation does measurement. A full reanalysis shall be performed for every dose in excess of 500 mrem. Imaging to identify static, dynamic or contaminated conditions shall be automatically performed for all beta and low-energy photon measurements yielding a dose in excess of 500 mrem. Reanalysis of doses at less than 500 mrem shall be performed if requested by the OKC VA HCS. The contractor shall have the ability to differentiate between static and dynamic exposure. TLD Ring dosimeters, shall measure x, beta and gamma radiation with a lithium fluoride chip. Accurate determination of exposure shall be supported by calibrations using a phantom. Rings shall be scanned to identify and track each ring from receipt to report. The process shall be overseen by knowledgeable technicians. The glow curve of the readout that permits a more conclusive evaluation of radiation exposure shall be retrieved and analyzed before the exposure report is generated if any anomaly appears.

(vii) Delivery and acceptance is to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at:

OKLAHOMA CITY VA HEALTH CARE SYSTEM

921 NE 13TH ST

OKLAHOMA CITY, OK, 73104

(viii) 52.212-1, Instructions to Offerors--Commercial Items applies to this acquisition

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

(a) Gray market items are Original Equipment Manufacturer’s (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.

(b) Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.

(c) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA’s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.

(d) Offerors providing an “or equal” product(s) must adhere to the terms in FAR 52.211-6. If an item in this solicitation is identified as “brand name or equal,” the purchase description reflects the characteristics and level of quality that will satisfy the Government’s needs. The salient physical, functional, or performance characteristics that “equal” products must meet or exceed are specified in the solicitation. To be considered for award, offers of “equal” products, including “equal” products of the brand name manufacturer, must—

i. Meet the salient physical, functional, or performance characteristic specified in this solicitation;

ii. Clearly identify the item by-

1. Brand name, if any and

2. Make or model number,

iii. Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and

iv. Clearly describe any modification the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modification.

The contracting officer will evaluate “equal” products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the contracting officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer. Unless the offeror clearly indicates in its offer that the product being offered is an “equal” product, the offeror shall provide the brand name product referenced in the solicitation

(e) Any award made as a result of this solicitation will be made on an All or Nothing Basis.

(f) State if quoted items are available and priced through offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract.

(g) If the acquisition is set-aside for SDVOSBs/VOSBs, their socioeconomic status must be VIP verified and visible in the VA Vendor Information Pages (VIP): https://www.vip.vetbiz.gov/ at the time of quote submission AND award, or will be considered non-responsive, and will NOT be considered for award.

(h) Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations.

(i) All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror’s page limitations unless otherwise indicated in the specific volume instructions below.

(j) All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.

(k) Submission of quote shall include the following volumes: (I) Technical capability or quality of the item offered to meet the Government requirement; and (II) Price

Volume I - Technical capability or quality of the item offered to meet the Government requirement The offeror shall submit specifications, cut sheets, or brochures confirming the “equal” products, including “equal” products of the brand name manufacturer submitted, meets or exceeds the salient physical, functional, or performance characteristic specified in this solicitation. The product(s) quoted must be identified by brand name, if any, and make or model number.

Volume II – Price

Price - The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule.

(End of Addendum to 52.212-1)

(ix) 52.212-2, Evaluation--Commercial Items applies to this acquisition

ADDENDUM to FAR 52.212-2 EVALUATION—COMMERCIAL ITEMS:

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government considering price and other factors.

(b) The following factors shall be used to evaluate quotations:

Factor 1. Technical capability or quality of the item offered to meet the Government requirement Factor 2. Price

(c) Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2(b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following:

Factor 1. Technical capability or quality of the item offered to meet the Government requirement: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation.

Factor 2. Price: The Government will evaluate the price by adding the total of all line item prices, including all options. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet or exceed the technical capability or quality of the item offered to the Government requirement, as stated in Factor 1 shall not be selected regardless of price.

(d) Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by adding six months of the quoter's price for the last potential period of performance under this contract to the quoter's total price. For example, if the contract includes option periods that are exercisable under FAR 52.217-9, the quoter's total price for the purpose of evaluation will include the base period, all option periods, and an additional six months of the last option period. Quoters must price only the base and option periods specified in the contract line-item numbers (CLINs) and shall not submit a price for the potential six-month extension of services under FAR 52.217-8. The Government reserves the right to exercise the option under FAR 52.217-8 before the end of any of the contractor's performance periods and will be exercised at the price and/or rates in effect at the time the clause is exercised. Evaluation of options shall not obligate the Government to exercise the option(s).

(End of Addendum to 52.212-2)

(x) 52.212-3, Offeror Representations and Certifications – Commercial Items, applies to this acquisition. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required. Offerors must be registered in SAM at time of offer submission.

(xi) 52.212-4, Contract Terms and Conditions--Commercial Items – applies to this acquisition

(xii) 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items (JUL 2020) applies to this acquisition

FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference;

(xiii) Additional contract requirements or terms and conditions:

52.217-8 Option to Extend Services (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

52.217-9 Option to Extend the Term of the Contract (MAR 2000) [use when options are included]

(a) The Government may extend the term of this contract by written notice to the Contractor within 5 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years.

852.212-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items (Apr 2020)

852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (Jan 2008) The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the contracting officer.

http://www.acquisition.gov/far/index.html https://www.acquisition.gov/vaar

The following FAR provisions are to be incorporated by reference:

The following FAR clauses are incorporated by reference:

The following VAAR clauses are to be incorporated by reference:

(xiv) The Defense Priorities and Allocations System (DPAS) does not apply.

(xv) Date and Time offers are due to Lindsey.Zwaagstra@va.gov by 4:00pm ET, March 25th, 2022.

(xvi) Name and email of the individual to contact for information regarding the solicitation:

Lindsey Zwaagstra Lindsey.Zwaagstra@va.gov

Combined Synopsis/Solicitation Notice