FINAL SOW HEALTH PHYSICIST _ RADIATION SAFETY OFFICER.pdf

B.3 STATEMENT OF WORK

I. Description of Services

1. Scope of Work

The Contractor shall provide health physics consultation services for the Radiation Safety Protection Program of the San Francisco Veterans Affairs (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 machines 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).

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.

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 and AU approvals.

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 and subject for review by the NHPP, which may request an interview with the Contractor. The Contractor personnel 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 a broad-scope facility.

4. Meets NRC/NHPP regulatory requirements to be listed as RSO on a broad scope medical/research license.

5. Master’s degree or higher education degree in a natural science related field with appropriate experience or education

6. Certification as a health physicist by the American Board of Health Physics -or- five years prior experience with radioactive material and 200 hours of classroom and laboratory training that includes Radiation physics and Radiation protection -or- prior experience as an RSO named on a license or permit.

7. Professional experience with managing and administering a radiation safety program or appropriate experience that provided an understanding of science applicable to health physics is preferred.

2. Scheduling and Logistics

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

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

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.

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

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

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. Other locations to be serviced may include Community Based Outpatient Clinics, listed in Appendix 2.

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.

III. Appendices

The Contractor shall be subject to Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security. The names and addresses of the locations for the Contractor’s place of performance are listed in Appendix 2.