36C26121Q0828.docx

SUBJECT*

Intent to Sole Source-Health Physicist Consultation Services Radiation Safety Officer

GENERAL INFORMATION

VA Sierra Pacific Network (VISN 21) VA Sierra Nevada Health Care System 975 Kirman Avenue Reno NV 89502-2597

POINT OF CONTACT*

Contract Specialist April White April.White3@va.gov 775-788-5510

ADDITIONAL INFORMATION

AGENCY’S URL

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AGENCY CONTACT’S EMAIL ADDRESS

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DESCRIPTION

SPECIAL NOTICE – INTENT TO SOLE SOURCE

Department of Veterans Affairs, Sierra Pacific Network Contracting Office (NCO 21), intends to negotiate a sole source contract with John T Stalp LLC. This procurement is being conducted in accordance with FAR 13.501 in accordance with 41 U.S.C. 1901 only one responsible source and no other supplies or services will satisfy the agency requirements. The contract will be firm-fixed-price, and the NAICS Code is 541990.

Department of Veterans Affairs requires the contractor to provide the San Francisco VA Health Care System (SFVAHCS) with Health Physics Consultation Services. The proposed contract action is to perform these services for the Radiation Safety Program.

This acquisition is conducted under the authority of FAR 13.106-1. Only One Responsible Source and No Other Support or Services Will Satisfy Agency Requirements. THIS IS NOT A REQUEST FOR COMPETITIVE QUOTES and no competitive solicitation will be issued. All responsible sources may submit a capability statement, proposal, or quotation, which shall be considered by the agency. If a firm believes it can meet the requirements it must furnish information about its products and services, as well as references from other customers who are using these products and service, to the Contracting Officer no later than 23:59PM PST, July 06, 2021. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Information must be sent to the Contract Specialist April White at April.White3@va.gov. Verbal responses will not be considered. Responses received will be evaluated however; a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Officer will proceed with the sole source negotiation with John T Stalp LLC.

Special Notice Special Notice

Special Notice

Health Physics Consultation Services for the Radiation Safety Program

I. Description of Services

1. Scope of Work

The Contractor shall provide health physics consultation services for the Radiation Safety Protection Program of the SFVA Health Care System in San Francisco. The Radiation Safety Protection Program oversees the use of radioactive material and machines producing ionizing radiation in research and clinical applications at Fort Miley and CBOCs. The Contractor has the responsibility for providing consultation and advisory services for the Radiation Safety Program.

2. Statement of Work

The Contractor shall be the individual who is identified as the Radiation Safety Officer (RSO) on a radioactive material use permit issued by the NHPP and who reports directly to the SFVAHCS executive management. With the assistance of the Radiation Safety Office, this person has the following responsibilities:

1. Ensuring safe use of radioactive materials and machine producing ionizing radiation in compliance with existing regulations.

2. Completing actions required by the regulations, and radioactive materials permit.

3. Performing periodic audits and surveys of services using radioactive material and reporting results to the Radiation Safety Committee (RSC).

4. Reviewing occupational and public doses and reporting analyses to the Radiation Safety Committee (RSC).

5. Ensuring personnel training is conducted in accordance with regulatory requirements and is commensurate with the individual’s duties regarding sources of ionizing radiation.

6. Ensuring the facility is prepared to respond to incidents, including medical events, as defined in 10 CFR Part 35, involving radioactive materials.

3. Consultation Services

The Contractor will provide health physics consultation or advisory services for the Radiation Safety Protection Program. These consultation services include A. Professional Knowledge and Guidance, B. Management Knowledge and Skills, and C. Support Services for the Radiation Safety Committee (RSC).

1. A. Professional Knowledge and Guidance

1. Providing professional knowledge and guidance to the Radiation Safety Program in interpreting applicable regulations and implementing specific policies and procedures to ensure compliance to existing regulations.

2. Serving as a health physics consultant to assist authorized users in understanding practical aspects and knowledge of radiation safety practices and procedures.

3. Responding to emergencies involving radiation and radioactive materials, making judgements and recommendations leading to ‘return to normal’ conditions or successful outcomes.

4. Performing investigations of accidents, incidents, spills, and high radiation dose exposures, and evaluate situations or emergencies and prepare reports.

5. Recognizing deviations from regulations, cite deficiencies, recommend corrective actions, and initiate follow-up audits to ensure resolution of violations and/or corrective actions, and take action to stop work if necessary.

6. Exercising initiative in innovative approaches for solutions to complex health physics problems and recommend any changes to the radiation safety program.

7. Providing guidance for safe use of radioactive material ensuring occupational/public doses are as low as reasonably achievable (ALARA) to achieve a safety conscious work environment.

8. Ensuring compliance with permit conditions with regards to radioactive material uses, activities, and permit limits.

1. B. Management Knowledge and Skills

1. Overseeing the inspection results of radiation safety records including inventory, surveys, survey frequency, storage, use work areas, postings, emergency call lists, lab diagrams, emergency notices, security procedures, ALARA practices, shielding, effluent release, and radiation safety standard operating procedures

2. Overseeing the inspection of personal protective equipment (PPE) and occupational dosimetry programs

3. Reviewing documentation for radiation therapy: pretreatment and authorizing release of therapy patients based on NRC and NHPP guidelines

4. Reviewing records regarding disposal of sealed sources, methods of disposal of sealed sources, DOT documentation for transfer/disposal of nuclear medicine sources and/or generally licensed sealed sources, physical inventory of radioactive sources and/or devices received, and records of leak tests.

5. Auditing Nuclear Medicine dose calibrators QC checks and surveys.

6. Reviewing performance testing of radiological equipment, after installation and repair, conducted by the Medical Physicist.

7. Auditing the use of machine producing ionizing radiation for diagnostic and interventional imaging and monitoring patient doses.

8. Overseeing radiation safety training for radiation workers as well as personnel from auxiliary services (i.e., Environmental Management Service, Biomed Engineering, Nursing, Research, Logistics and Receiving, and Police).

9.Preparing and submitting permit amendment requests.

C. Support Services for the Radiation Safety Committee (RSC)

1.Working with the Radiation Safety Committee to maintain membership of the RSC as established by the Director to include Chairperson, Radiation Safety Officer (RSO), executive management representative, and a representative of each service working with radioactive material or X-Ray equipment.

2.Working with the Chairperson to conduct regular RSC meetings and establishing committee quorum, which must include the RSO, Nursing and executive management representatives.

3.Preparing the Agenda for the meeting and Minutes for the Director’s review of committee results.

4.Providing expertise in evaluating research protocols; AU approval.

5.Reviewing occupational and public doses and reporting analyses.

6.Evaluating research protocols involving human subjects and reviewing any identified health and safety issues or possible radiation safety program deviations from regulatory compliance or required practices.

II. Administrative Requirements

1.Qualifications

The Contractor shall meet the criteria specified in 10 CFR 35.50 “Training for Radiation Safety Officer and Associate Radiation Safety Officer” to perform work under this contract. All qualifications are subject to review by the SFVAHCS Executive Management and subject to approval by the Director. The Contractor Health Physicist shall have current knowledge, understanding, and recent experience in the following:

1.Extensive knowledge of the VHA National Health Physics Program (NHPP)requirements for a broad-scope facility.

2.Extensive knowledge of the Veterans Affairs Master Material License for a broad-scope facility.

3.Extensive knowledge of the Nuclear Regulatory Commission (NRC) regulations for abroad-scope facility.

4.Documented experience at a major medical/research facility as the Radiation Safety Officer (RSO).

2.Scheduling and Logistics

1. A. The Contractor will be available by telephone and/or e-mail services for consultation or advice regarding patient care issues and emergency issues.

1. B. The Contractor will be available by telephone and/or e-mail services for advice regarding operational issues of the Radiation Safety Office.

1. C. The Contractor will be available during normal business hours (M-F, 8:00am-4:30pm) and will notify the Radiation Safety Office of any changes.

1. D. The Contractor will be onsite the facility for an average of 8 hours per week, as specified by NHPP requirements.

1. E. The Contractor will provide all transportation or lodging or equipment necessary to perform the requirements of this contract.

1. F. Contractor services are to be provided at the San Francisco Veterans Affairs Health Care System located at 4150 Clement Street, San Francisco, California, 94121.

1. G. Location of the Radiation Safety Office (131) is Building 203, Room GB-69.

3. Personnel Security Requirements

Upon contract award, the Contractor shall be subject to the appropriate type of background investigation or screening policy. Credentials and security clearance are verified prior to commencement of work. Failure to comply with these personnel security requirements may result in termination of the contract for default.

Price Schedule

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