36C26022Q0389_1.docx

SUBJECT*

Dosimetry Badge Services

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

NCO 20 Network Contracting Office

1601 E. Fourth Plain Blvd Vancouver WA 98661

POINT OF CONTACT*

Amy Kuczajda Amy.Kuczajda@va.gov 208-429-2018

PLACE OF PERFORMANCE

3710 SW US Veterans Hospital Road

Portland OR

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

(i) This is a combined synopsis/solicitation for Dosimetry Services, as prepared in accordance with the format in Subpart 12.6, as supplemented in the attached Request for Quotes (RFQ). A firm-fixed price purchase order is anticipated. Simplified Acquisition Procedures IAW FAR 13 will be used.

(ii) The solicitation number is 36C260-22-Q-0389 and is attached.

(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-02 dated 01/14/2022.

(iv) This solicitation is set aside 100% for Service-Disabled Veteran Owned Small Businesses and the associated NAICS Code 541380 has a small business size standard of $16.5M. The business has been verified for ownership and control pursuant to 38 CFR 74 and is so listed in the Vendor Information Pages database (https://vetbiz.va.gov/).

(v) Period of Performance will be a base plus four option years.

Base Year: Date of Award – 04/14/2023 Option Year One: 04/15/2023 – 04/14/2024 Option Year Two: 04/15/2024 – 04/14/2025 Option Year Three: 04/15/2025 – 04/14/2026 Option Year Four: 04/15/2026 – 04/14/2027

(vi) Service Location:

Portland VA Medical Center 3710 SW US Veterans Hospital Road Portland, OR 97239

(vii) Quotes must be emailed to Amy.Kuczajda@va.gov and received no later than 1pm MST on 04/15/2022. Pricing must be submitted on the attached RFQ.

No late quotations will be accepted.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

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 INCORPORATE S 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. SIGNAT

URE 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

648-22-2-5100-0049 36C26022Q0389 04-08-2022 Amy Kuczajda 208-429-2018 04-15-2022 13:00

MDT

36C260 Department of Veterans Affairs Network Contracting Office 20 960 Broadway Ave, Suite 460 Boise ID 83706 X X 541690 $16.5 Million Net 30 Days N/A X Department of Veterans Affairs Portland VA Medical Center 3710 SW US Veterans Hospital Road Portland OR 97239 36C260 Department of Veterans Affairs Network Contracting Office 20 960 Broadway Ave, Suite 460 Boise ID 83706

Tungsten Network

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page Dosimetry Badge Services for the Portland VA Medical Center in accordnace with the Statement of Work.

Period of Performance:

Base Year: Date of Award - 04/14/2023 Option Year One: 04/15/2023 - 04/14/2024 Option Year Two: 04/15/2024 - 04/14/2025 Option Year Three: 04/15/2025 - 04/14/2026 Option Year Four: 04/15/2026 - 04/14/2027 This is 100% set-aside for SDVOSB concerns.

Continuation Pages for Details See CONTINUATION Page X 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 36C260 Department of Veterans Affairs Network Contracting Office 20 960 Broadway Ave, Suite 460 Boise ID 83706

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.

Tungsten Network

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

36C26022Q0389

B.2 STATEMENT OF WORK

Personnel Monitoring Radiology Dosimetry Badge Services

The following format has been used for this statement of work:

1. Purpose

2. Scope

3. Service Areas/Performance Requirements/Necessary Conditions

4. Glossary

5. Appendix A- Specifications for Monitoring Systems and Devices

1. Purpose

The purpose of this contract is to provide Dosimetry Services using Stimulated Luminescence Technology. The services include exchange of dosimeters each wear period, processing and analysis of dosimeters, data management, archival storage of exposed results, standard radiation dosimetry, with customer services and technical support. A wide variety of radionuclides are used for medical diagnosis, and patient treatment. A complete range of diagnostic and therapeutic x-ray equipment is employed.

For purposes of this contract, the term “dosimeter” or “monitor” is an individual monitoring device that requires processing to determine the radiation dose and that is used by Portland Veteran Affairs Medical Center (PVAMC) in Portland Oregon.

PVAMC operates under a permit issued by the National Health Physics Program license from the Nuclear Regulatory Commission (NRC) and is required to comply with 10 CFR 20.1201, 20.1501, 20.1502 and other applicable provisions of Title 10 Chapter 20 specified in the permit, in addition to Occupational Safety and Health Administration (OSHA) regulations listed under 29 CFR 1096.1906 for non-NRC regulated functions. These regulatory bodies provide specific requirements for monitoring external personnel radiation exposure.

1.2 Personnel Radiation Monitoring Program

The present size of the VA monitoring program has expanded in recent years due to new badging requirements for users of fluoroscopic imaging modalities, with the Radiation Safety Officer (RSO) currently issuing approximately 120 dosimeter per month and an additional 110 dosimeters per quarter. This includes +/- 230 whole body dosimeters, 10 extremity TLD rings, 10 modality control badges, and up to 2+ fetal monitors as needed. Currently, these dosimeters are monitored and exchanged on a monthly/quarterly schedule.

1.3 Program Goals

The goals of the Personnel Radiation Monitoring Program are:

a. Precluding the overexposure of personnel to radiation through a program of:

(1) Monitoring

(2) Reporting

(3) Education and control of the use of Ionizing Radiation

1.4 Performance Periods.

Base year contract performance shall be for a period of 12 months commencing, on the date of the award whichever is later to include four option years.

The contract periods are as follows:

Base Year: Date of Award – 03/31/2023 Option Year One: 04/15/2023 – 04/14/2024 Option Year Two: 04/15/2024 – 04/14//2025 Option Year Three: 04/15/2025 – 04/14/2026 Option Year Four: 01/15/2026 – 04/14/2027

2. Scope

2.1 Types of Services

The contractor shall provide the following types of services under this contract:

a. Provide/deliver the following variety of radiation exposure monitoring devices, with holders:

(1) Whole body

(2) Extremity wrist/collar/fetal monitors

(3) Extremity (ring) monitors

Ensuring offered systems and devices meet (NVLAP) National Voluntary Laboratory Accreditation Program and the following detailed specifications:

1. The dosimeters shall not be of a film media.

2. The dosimeters shall have a minimum detectability level of 1 (mrem) millirem for whole body badges and 30 mrem for the ring badges.

3. The designated wear period for the dosimeters shall be for the entire Quarter, starting the 1st of each quarter.

b. The vendor's dosimetry service shall be currently accredited by the National Voluntary Laboratory Accreditation Program (NVLAP) of the US National Institute of Standards and Technology for all radiation testing categories required by the PVAMC. The maintenance of NVLAP National Voluntary Laboratory Accreditation Program accreditation is required.

c. Written specifications shall be provided, prior to bid evaluation, on dosimetry devices defining: (a) Minimum detectable reported dose; (b) Energy discrimination capabilities including accuracy, precision, and (c) Maximum range of reported dose for the various energy ranges concerned, primarily:

1) Less than 100 KeV photons

2) 100 KeV through 250 KeV photons

3) Greater than 250 KeV

4) Beta radiations

d. PC based computer software and/or Internet/ -based program that enable dosimetry results review.

e. Monitor and participant identification

f. Routine and emergent evaluation of monitors

g. Routine and emergent reporting of analysis data

h. Maintenance and modification of exposure records

i. Additions, deletions, or transfers of exposure histories

j. Reports and notifications

i. The Contractor shall automatically provide permanent records archiving.

j. The Contractor shall ensure timely response to customer inquiries by assigning a representative who shall be accessible during regular working hours in the time zones for the serviced facility.

k. The Contractor shall provide emergency processing of dosimetry devices when requested. This processing shall be completed within 24 hours of receipt of the device by the Contractor. The facility RSO or designee shall be notified of the processing results by telephone or email within 24 hours of receipt of the device by the Contractor.

l. PVAMC shall not be charged for shipping costs associated with the following activities:

1) Duplicate shipments of dosimetry devices.

2) Priority shipments of dosimetry devices when devices are not received as specified.

m. PVAMC shall not be charged for the following:

1) Set up, transfer, deletion, or reactivation of any monitored individual.

2) Wearer Locations (i.e., new series or account).

3) Complete computer system capabilities as stated above including access time (Medical Center owned or Contractor provided equipment). training of personnel to adopt Contractor's service, if necessary.

n. Adjustment of dose record by Radiation Safety Officer; or up to 20 extra holders per year, if requested.

2.2 Resources

2.2.1 Contractor-Furnished Resources

Independently, and not as an agent of the Government (the Customer), the Contractor shall furnish the personnel, labor, facilities, equipment, parts, materials, and supplies necessary to provide each specified type of personnel, environmental, and operational electronic dosimeter including all associated monitoring services in accordance with the requirements contained herein, except for that specifically identified to be furnished by the Government.

2.3 Location of Performance

Portland VA Medical Center 3710 SW US Veterans Hospital Road Portland, OR 97239

2.4 Quantity of Monitors

Approximately 120 monitors per month and 110 monitors per quarter. The estimates of the quantity of each monitor needed quarterly are based on current program requirements. Continuing program and regulatory review will dictate necessary changes in specific requirements for future contract years.

3. Service Area – Monitoring

3.1 Service Area – Monitoring Services

These items will be ordered by designated VA personnel and delivered to the facility. The quantities shown below are quarterly estimates of the dosimetry requirements. The following monitoring schedules and services are based on current demands and may change over the life of this contract the stated estimates reflecting current program requirements. Continuing program and regulatory review will dictate necessary changes in specific requirements for the base contract and option years. There is no express or implied guarantee that these quantities will be purchased. The estimated usage is as follows:

The estimated Dosimetry Badges shall be sent on a monthly/quarterly basis:

a. Ensure that each shipment of dosimeters contains appropriate control dosimeters that are of the same type and wear frequency as the dosimeters being shipped.

3.2 Service Area - Monitor and Participant Identification

The contractor shall:

a. Divide the monitors into approximately 13 Portland VAMC Wearer locations for distribution and reporting.

Anesthesia Bio-Medical Bronch Lab Cardiac Cath Diagnostic Imaging Endoscopy Nuclear Medicine Operating Room (Quarterly) Operating Room (Monthly) Radiation Safety Research (Hoffman Lab) Speach Urology

b. Assign each series group a character’s alphanumeric code, as designated by the Contracting Officer Representative (COR).

c. Ensure that a number identifies each person whose monitors are issued within a series and name printed each dosimeter.

d. Provide additional dosimeters as requested by the COR.

e. Ensure that in addition to any pre-existing contractor identification requirement, each permanently assigned personnel monitor has a printed label with the following information:

(1) Full Name

(2) Wear periods start date and color-coding to facilitate identification of the wear period.

(3) An Identification Number

f. Ensure that the information required in section (e) above is affixed to the dosimeter.

g. Ensure that TLD rings are affixed with the same information identified above.

3.3 Service Area - Evaluation of Monitors:

The contractor shall conduct the following evaluations of monitors:

a. Routine Monitor Analysis: Routine evaluation shall be accomplished within three (3) weeks after receiving the dosimeter

(1) The Radiation Safety Officer shall be notified via telephone (with an electronic follow-up) as soon as possible, but no later than one business day after the evaluation of a monitor with doses exceeding designated dosimeter levels.

h. Emergency Readings:

(1) Monitors provided to the contractor for “emergency reading” shall be evaluated and the results reported electronically to the Radiation Safety Officer within 24 hours after receipt. Initial notification to the Radiation Safety Officer shall be via telephone.

(2) OTHER REQUIREMENTS:

The Contractor shall immediately notify

Scott Finch Radiation Safety Officer Portland VA Medical Center 3710 SW US Veterans Hospital Road Portland, OR 97239 Phone: (503) 220-8262 ext 54483 Pager: NA Fax: N/A Cell: (509) 432-3280 Scott.finch@va.gov

If any of the following occur:

1. NVLAP National Voluntary Laboratory Accreditation Program accreditation is rescinded in any of the required categories listed above.

2. The Contractor revises their Quality Assurance practices in such a way as to decrease the effectiveness of a NVLAP accredited program.

3. The Contractor modifies the dosimeter in such a way as to invalidate its NVLAP accreditation.

4. Any dosimeter indicates >= 5000 mrem.

3.4 Service Area - Replacement of Lost or Damaged Holders:

The contractor shall supply replacement holders as requested by the COR at no additional charge.

3.5 Service Area - Reports

The Contractor shall satisfy the following reporting requirements:

a. Analysis Reports

(1) Ensure that the report for each dosimeter series group appears on separate pages with the applicable series group identified at the top of each page.

(2) Contractor shall provide original copies of reports upon request.

(3) Maintain archived copies of all reports in a manner that allows for easy access in addition, precludes the loss of exposure history data.

(4) Transmit all emergency analysis data by telephone to the Radiation Safety Officer within 24 hours following receipt of the monitors.

b. The Contractor shall generate and make available the following reports to the Radiation Safety Officer:

(1) Annual NRC Form 5 or equivalent reports within 120 days for all individuals monitored in the prior year.

(2) Missing dosimeters within the issue period.

(3) Fetal monitoring reports that track exposure to the declared pregnant worker by monthly and cumulative total since conception as declared.

(4) Termination reports to show individual’s year –to- date at time of final reading and cumulative lifetime exposure upon request.

(5) Standard exposure reports on the TEDE for participants.

(6) When requested by the COR, the contractor shall update and make corrections to personnel dosimetry records.

3.6 Service Area – Maintenance and Modification of Exposure Records

When requested by the COR, the contractor shall:

a. Update and/or correct personnel dosimetry records

b. Ensure that personnel records include the following information:

(1) Name, wearer location, badge ID wearer number

(2) Quarterly, year-to-date, and lifetime exposure

(3) Starting date of the exposure history

(4) Ending date of the exposure history when applicable

c. Transfer employees from their current wearer location to a new wearer location. These transfers shall include shifting the employee's dosimetry history to the new series.

d. VA will have the capability of securely transmitting change/transfer requests to the Contractor electronically from the Radiation Safety Officer computer.

3.7 Service Area - Additions, Deletions or Transfers of Exposure Histories

The Contractor shall:

a. Establish exposure histories of new individuals from data supplied by the Radiation Safety Officer.

b. Provide the Radiation Safety Officer with radiation histories of individuals deleted or deactivated from the program. Transfer radiation histories for individuals when assigned to a wearer location. The Government estimates approximately additions, deletions, or transfers Quarterly.

c. Ensure the computer software/hardware utilized for electronic transfers is a secure and industry accepted. The specific method/product will be determined at the time of contract award.

3.8 Service Area - Special Evaluations and Notifications:

The contractor shall:

a. Evaluate and report the results of all monitors sent for "emergency" timeliness within 24 hours after receipt. The initial notification to the Radiation Safety Officer shall be made via telephone.

3.9 Service Area - Delivery of Monitors:

The contractor shall:

a. Ensure that prior to shipping; monitors are pre-sorted into individual wearer locations for distribution and reporting.

b. Ensure that in addition to pre-existing contractor's identification requirements, each permanently assigned monitor has a printed label bearing the user’s name, wear period, series code, and unique monitor serial number that uses a standard bar code protocol.

c. Ensure that monitors are furnished at required frequencies (typically monthly for Fetal badges and quarterly for non-Fetal monitors) and arrive at the specified installation at least seven days before the beginning of the wear period.

d. Ensure all monitors for a series group are packaged in an individual envelope or box, with a label bearing all required identifying information attached to the outside of each package, and a packing list that itemizes the monitors contained within.

e. Upon proper notification, accept requests for additional personnel monitoring devices and fulfill these requests within seven working days after receipt.

f. Ensure that prior to shipping; monitors are pre-sorted into individual wearer locations for distribution and reporting.

g. Ensure that in addition to pre-existing contractor's identification requirements, each permanently assigned monitor has a printed label bearing the user’s name, wear period, ID, series code, and unique monitor serial number that uses a standard bar code protocol.

h. Ensure that monitors are provided at the required frequencies (typically quarterly) and arrive at least seven working days prior to the start of the wear period for which they are being issued.

i. Ensure all monitors for wearer locations are packaged in an individual envelope or box, with a label bearing all required identifying information attached to the outside of each package, and a packing list that itemizes the monitors contained within.

j. Ensure that shipping packages containing the monitors for each wearer locations contains one control dosimeter.

k. Upon proper notification, accept requests for additional personnel monitoring services and fulfill these requests within seven working days after receipt.

3.10 Service Area - Necessary Conditions

3.10.1 - Commencement of Work

The Contractor shall:

a. Be prepared to start services immediately upon the awarding of this contract.

b. Have in place the necessary systems, including record keeping systems, computer systems etc., to execute all provisions of the contract at the time of the award, including a sufficient supply of dosimeters for distribution to employees in accordance with the provisions of the contract at least two weeks prior to the commencement of the first monitoring period (calendar month). The Quality Management Technologists and COR will provide the necessary information (wearer locations, names of individuals, ID badge numbers etc.) for establishment of the required record keeping system at least one month before the commencement of the first monitoring period.

3.10.2 – Accreditation

As required by federal regulations specified in 10CFR20.1501, personnel dosimeters must be processed and evaluated by a dosimetry processor:

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

(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.

The contractor shall maintain, for the entire duration of the contract, a Certificate of Accreditation from the National Institute of Standards and Technology through its National Voluntary Laboratory Accreditation Program (NVLAP) in accordance with the provisions of Code of Federal Regulations, Title 10, Part 20.1501 (c). The contractor must be certified in all categories for the dosimeters supplied herein (unless NVLAP has no certification for a particular type of dosimeter).

3.10.3 – Computer Data Base Access

The contractor shall:

a. Provide applicable accounts, passwords, and procedures to allow authorized personnel direct electronic access to the personnel-monitoring database.

b. Provide required computer services via personal computer software and/or Internet/Web-based system that are accessible on secure connections, 24 hours/day and 7 days/week.

c. Contractor must have a minimum of 99% uptime for Web-based system.

3.10.4 - Contractor Quality Assurance/Quality Control Program

The contractor shall:

a. Possess and maintain a documented quality assurance/quality control (QA/QC) program.

b. Ensure that the QA/QC program meets the following:

(1) The QA program will meet the requirements of accrediting organizations and proficiency testing groups including:

(a) National Voluntary Laboratory Accreditation Program

(b) Environmental Protection Agency

(c) Nuclear Regulatory Commission

c. Provide a copy of the current quality assurance manual to the COR or other specifically authorized personnel upon request.

d. Implement and document the QA program with controls and requirements in the following areas:

(1) Procurement

(2) Material

(3) Procedures

(4) Inspection

(5) Documents and Records

(6) Measurement and Test Equipment

(7) Personnel Training and Qualifications

(8) Quality Assurance Inspections

(9) Nonconformance and Corrective Actions

4. Privacy Officer Language for Statement of Work (SOW) Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1).

VA information should not be co-mingled with any other data on the contractors/subcontractor’s information systems or media storage systems to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are following VA directive requirements.

Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor during performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

5. Records Management Language for Contracts for SOW 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.

1. 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.

1. 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.

1. 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.

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

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

1. 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.

1. 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.].

1. 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.

1. 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.

6. Glossary

6.1 Acronyms

Acronym Definition

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Dosimetry Radiation Badges Contract Period: Base POP Begin: Date of Award POP End: 04-14-2023

Control Badges

Large Measuring Ring Badges

Estimated increase of new employees

Estimated number of badges lost per year

Estimated number of fetal dosimeter badges

EM Badge reading Annually

Shipping Charges

Dosimetry Radiation Badges Contract Period: Option 1 POP Begin: 04-15-2023 POP End: 04-14-2024

Control Badges

Large Measuring Ring Badges

Estimated increase of new employees

Estimated number of badges lost per year

Estimated number of fetal dosimeter badges

EM Badge reading Annually

Shipping Charges

Dosimetry Radiation Badges Contract Period: Option 2 POP Begin: 04-15-2024 POP End: 04-14-2025

Control Badges

Large Measuring Ring Badges

Estimated increase of new employees

Estimated number of badges lost per year

Estimated number of fetal dosimeter badges

EM Badge reading Annually

Shipping Charges

Dosimetry Radiation Badges Contract Period: Option 3 POP Begin: 04-15-2025 POP End: 04-14-2026

Control Badges

Large Measuring Ring Badges

Estimated increase of new employees

Estimated number of badges lost per year

Estimated number of fetal dosimeter badges

EM Badge reading Annually

Shipping Charges

Dosimetry Radiation Badges Contract Period: Option 4 POP Begin: 04-15-2026 POP End: 04-15-2027

Control Badges

Large Measuring Ring Badges

Estimated increase of new employees

Estimated number of badges lost per year

Estimated number of fetal dosimeter badges

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SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

(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 Federal Acquisition Regulation (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 Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical…