36C26124Q1056_1.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

VA Sierra Pacific Network (VISN 21) Network Contracting Office (NCO) 21 3237 Peacekeeper Way, Bldg 200 Suite 204 McClellan Park CA 95652

POINT OF CONTACT*

Contract Specialist Brian K. Fritz brian.fritz@va.gov 916-561-7489

PLACE OF PERFORMANCE

Ioannis A. Lougaris VA Medical Center

975 Kirman Avenue

Reno NV

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Statement of Work Radiation Dosimetry Services

General Information:

The contractor shall furnish all labor, supervision, equipment, materials, licenses, certifications, transportation and resources necessary to provide Radiation Dosimetry Services for the VA Sierra Nevada Health Care System, Diagnostic Imaging Department, 975 Kirman Avenue, Reno, NV 89502. Contractor shall provide radiation badge services for monitoring exposures to eyes, hands and forearms; ring badges are to be TLD-based. This acquisition will be a Firm-Fixed Price contract.

1. Scope of Work:

Contractor shall provide supplies or services and prices/cost to procure radiation dosimetry service for the VA Sierra Nevada Healthcare System (VASNHCS) in Reno Diagnostic Imaging Department.

Service shall be in accordance with the terms, conditions, provisions and schedule of the contract, and shall also be in compliance with 10 CFR 20 and Chapter 3748 of the Nevada Department of Health Nevada Revised Code.

Contractor shall provide licensures/certifications required to perform radiation dosimetry services, certificate of accreditation ionizing radiation dosimetry.

Contractor provides radiation badge service for monitoring exposures to eyes, hands and forearms; total body badge service capable of detecting down to 1 millirem.

Contractor must have capability to monitor/calculate deep, shallow, eye lens and maternal abdomen dose equivalents resulting from occupational exposure to gamma photons, x-ray photons, Contractor differentiates between static and dynamic badge exposures; assigns and integrates multiple badges for participants.

Contractor determines type of emission and approximate energy that causes each badge reading above background.

Contractor provides provision of monthly dosimetry reports.

Contractor provides fetal monitoring badges on an as-needed basis and will be order via phone when needed.

Contractor bills correctly, timely 1st of every month and must include breakdown using pricing schedule to show usage for the month.

2. Specific Tasks:

2.1. Contractor shall provide all labor, material, equipment, transportation and supervision necessary to provide radiation dosimetry service for the VA Sierra Nevada Healthcare System (VASNHCS) in Reno Diagnostic Imaging Department.

2.2. Contractor shall provide Radiation badge service for monitoring exposures to eyes, hands and forearms; ring badges are to be TLD-based.

2.3. Contractor shall provide total body badge service capable of detecting down to 1 millirem (corrected for background).

2.4. Contractor shall provide monthly badge service, with the option to switch back and forth between monthly and quarterly service for as few as one and as many as all of our badges. Upon request, the contractor shall provide the COR or designated representative the next production cut-off date for submission changes.

2.5 Contractor provides fetal monitoring badges on an as-needed basis.

2.6 Contractor must have the capability to monitor/calculate deep, shallow, eye lens and maternal abdomen dose equivalents resulting from occupational exposure to gamma photons, x-ray photons.

2.7 The contractor must have the capability to provide EDE1 and EDE2 calculations.

2.8 The contractor must have the capability to repeat badge analyses for confirmation.

2.9 The contractor must have the capability to differentiate between static and dynamic badge exposures.

2.10 The contractor must have the capability to assign and integrate multiple badges (and the results thereto) for participants.

2.11 The contractor must have the capability to determine the type of emission and the approximate energy that causes each badge reading above background.

3.0 Requirements:

3.1 Provision of routine dosimetry reports as follows:

3.2 Mailed and electronic duplicate reports to be received by the RSO and Administrative Officer within seven (7) business days of badge receipt by the contractor.

3.3 Provision of emergent dosimetry reports as follows:

3.4 Duplicate reports are typically not redacted, but in some cases the RSO will instruct and require that this be done.

3.5 Electronic and fax notification the same day that badges are processed whenever:

3.6 A monthly badge result is greater than 8.3 percent of an applicable regulatory limit in 10 CFR 20.

3.7 A quarterly badge result is greater than 25 percent of an applicable regulatory limit in 10 CFR 20.

3.8 Provision of new monthly and quarterly badges no later than seven (7) business days before the first calendar day of the respective badge’s wear inception date. For example, for badges with a November 1, 2024 wear date, the RSO must receive those badges no less than seven (7) business days prior to November 1, 2024.

3.9 Provision of separate reports for pregnant participants and participants involved in planned special exposures.

3.10 Provision of three (3) control badges for each badge type/series/monitoring period.

3.11 Provision of eighty (80) monthly whole body badges. Whole body badge type shall provide optimum monitoring of occupational exposure secondary to employees working with x-ray equipment.

3.12 Provision of twenty-eight (28) quarterly unassigned whole body badges.

3.13 Provision of nine (9) monthly assigned TLD ring badges for nuclear medicine employees.

3.14 Provision for return:

a. Product(s) ordered or shipped in error.

d. Recalled product(s)

e. Outdated products in unopened, original container (specifically authorized for return by manufacturer).

4. Qualifications of Offerors:

4.1. Contractor must be regularly established in the business that is called for, and who in the judgment of the Contracting Officer are financially responsible and able to show evidence of the reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service.

4.2. Contractor must have accreditation ionizing radiation dosimetry and be regularly established in the business of providing radiopharmaceuticals. Offeror must provide copies of licenses and certifications along with quote to the Contracting Officer.

5. Place of Performance:

VA Sierra Nevada Health Care System, 975 Kirman Avenue, Imaging Department, Bldg. 1D, Room G2610 Reno, NV 89502.

6. Period of Performance:

7. Hours of Operation:

Normal Business hours are from 8:00 a.m. to 4:30 p.m. Monday through Friday, excluding federal holidays. In the event the contractor cannot make delivery through United Postal Service during the normal business hours, the contractor shall arrange next day delivery during normal business hours at no additional cost to the government.

Following are the 11 holidays observed by the Federal Government:

New Year’s Day; Martin Luther King, Jr. Birthday; Washington’s Birthday; Memorial Day; Juneteenth; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day.

Any other day designated by the President of the United States to be a national holiday.

When a holiday falls on Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday will be observed as the legal holiday.

8. Ordering:

After award, the Contractor will be furnished the name(s) of individuals authorized to purchase against the Contract.

8.1. Normally, orders shall be placed during the workday, and delivery shall be required on the first of every month delivery through United States Postal Service by8:00 am. If contractor is unable to make the delivery on the 1st of the month contractor shall arrange for next day delivery at no additional cost to the government. Due to the demands of the Medical Center patient care requirements, contractor shall provide mail delivery or next day delivery as many times as required by the VASNHCS at no additional charge. In the event that the requirements may be determined in advance, a longer delivery time may be scheduled accordingly.

8.2. The delivery order shall include the following information: contract item (s) and quantity, time (s) of delivery, and applicable VA order number.

8.3. Orders can be placed by the VASNHCS via telephone, fax, or e-mail.

8.4. EMERGENCY ORDERING PROCEDURES: Normal business hours are considered Monday through Friday: 8:00 am – 4:30 pm.

8.5. PERSON’S AUTHORIZED TO PLACE ORDERS:

8.5.1. VASNHCS staff members will be the only individuals authorized to place orders under this contract. Points of contact will be provided to the contractor immediately after contract award.

8.5.2. Ordering Contact Information: Contractor shall provide contact information for the placement of orders for items listed in the “Schedule of Supplies and Services” Section.

8.5.3 When the Contractor offers an earlier delivery date and time than specified, the Government reserves the right to award whether in accordance with the requested schedule or in accordance with the earlier schedule offered by the contractor. If a contractor offers a longer delivery than that requested, the Government may award based on that schedule. If the contract offers no other delivery schedule, the delivery requested shall apply.

(a) Delivery of supplies by the scheduled date will be complete except as otherwise authorized by the Ordering Personnel.

(b) The Government may terminate this contract in whole or in part if the contractor fails to meet the required delivery schedule. The Contractor shall be liable for a fixed, occurring amount until the Government may reasonably obtain delivery of similar supplies. The contractor shall not be charged with damages when the delay in delivery arises out of causes beyond the control and without the fault or negligence of the contractor.

(c) Delivery date and time specified may be adjusted by the Contracting Officer. The Contractor will be notified of this change at least seven (7) days prior to the original or adjusted delivery date.

(d) Time of delivery specified or mutually agreed to at the time of receipt of telephone orders shall become mandatory upon the Contractor.

9. Security:

Vendor’s staff that will physically be on site may be required to undergo a background investigation at the contractor’s expense. In addition, the ISO will review and determine if additional security measures need to be implemented for contractors work with VA computer systems. Each staff member requiring access to any area at VASNHCS must adhere to all VA requirements. The determination of requirements will be made by VA security personnel.

10. Quality Assurance Surveillance Plan (QASP):

The QASP will be used by the Government to monitor and evaluate the Contractor’s performance. Performance will be recorded by the COR or designated representative and when an observation indicates defective performance, the COR will request the Contractor or designated representative to initial the observation.

11. Invoicing:

Vendor Electronic Invoice Submission Methods Vendor bills submitted correctly, timely 1st of every month and must include breakdown using pricing schedule to show usage for the month.

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, OB10, to transition vendors from paper to electronic invoice submission. Please go to this website: http://ob10.com/us/en/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

1. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI).

The X12 EDI Web site (http://www.x12.org).

Vendor e-Invoice Set-Up Information:

Please contact OB10 at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or OB10, please contact the FSC at the phone number or email address listed below:

· OB10 e-Invoice Setup Information: 1-877-489-6135

· OB10 e-Invoice email: VA.Registration@ob10.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

· More information can be found at http://www.fsc.va.gov/einvoice.asp

(End of Performance Work Statement) Radiation Dosimetry Badge Services for the VA Sierra Nevada Health Care System, Reno, NV.

Sources Sought Notice