36C26126Q0025.docx

SUBJECT*

Dosimetry Services (Medical Physicist) for VANCHCS

GENERAL INFORMATION

Network Contracting Office (NCO) 21 McClellan CA 95652

Fresno CA 93721

POINT OF CONTACT*

Contracting Officer Durell Salaz durell.salaz@va.gov None

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The Department of Veterans Affairs, NCO 21, intends to award a sole source firm fixed price contract to Landauer, Inc., The Contractor is currently providing Radiation Dosimetry Services to the VA Northern California Health Care System, and appear to be the only provider capable of providing Radiation Dosimetry services.

A draft of the statement of work is attached. If you believe that your company is capable of performing services in accordance with the statement of work, please provide your information and capability statement by responding to durell.salaz@va.gov by August 21, 2025 by 1:00 PM PST. The applicable NAICS Code is 541380 and the size standard is $19 Million.

This notice of intent is not a request for competitive quotes. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses received to this notice is solely within the discretion of the Government.

Special Notice Special Notice Period of Performance: 10/01/2025 – 09/30/2030

Special Notice

B.1 PERFORMANCE WORK STATEMENT

1. A dosimetry program is highly regulated by the Nuclear Regulatory Commission (NRC) and the Occupational Safety and Health Administration (OSHA). Failure to maintain an appropriate dosimetry program and provide individual monitoring devices or equipment could result in regulatory non-compliance with the possibility of fines, lawsuits, and/or the revocation of our radioactive materials permit to use radioactive materials under the Master Radioactive Material License issued to the Department of Veterans Affairs by the NRC. Loss of our permit would result in the termination of all Nuclear Medicine clinic operations, all other clinical and therapeutic uses of radioactive materials, and the research use of radioactive materials.

2. Specifications for personnel monitoring services for the Northern California Veterans Health Care System (VA NCHCS): Monitoring services are to be provided at the initial setup in the approximate quantities shown below. The contract shall be for a period of one (1) year, with renewal optional for one (1) year. The cost of the contract should be presented in terms of the total annual cost and expressed as the cost per dosimeter type and quantity required. No additional charges will be incorporated or expected, except for non-returned or damaged badges and holders, and emergency readings. If personnel monitoring services do not meet specifications, the contract may be terminated by the government.

3. The selected dosimetry vendor service company shall have a well-established and demonstratively successful means of providing the goods and services described in these specifications. This document contains specifications for both the dosimetry devices and the dosimetry service. The dosimetry vendor must be able to demonstrate and provide the licensing and specific requirements listed upon request. The Vendor must be a certified National Voluntary Laboratory Accreditation Program (NVLAP).

4. DOSIMETRY DEVICE SPECIFICATIONS The dosimetry device specifications are described as follows:

4.1. The selected vendor shall supply necessary personnel monitoring devices of a NVLAP certified type that are stored by the vendor indefinitely after reading and can be re-read upon request. At the present time VA NCHCS utilizes 19-21 series/subaccounts. The required number of devices needed for initial setup: 1 control dosimeter for each type of dosimeter in each series (19-25 total), 325 quarterly OSL whole body dosimeters, Twenty-Five (25) quarterly extremity dosimeters. All dosimeters presently are for detection of beta, gamma, neutron, and x-rays. Dosimeters shall detect energies of five (5) keV to in excess of forty (40) MeV and have a dose measurement range of 1mrem to 1000mrem. Initial set up includes a holder for each body dosimeter.

4.2. The devices shall be supplied according to the following specifications:

4.2.1. 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.

4.2.2. 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.

4.2.3. Dosimetry devices shall be delivered the 25th calendar day of each month preceding the next exchange date. Exchange dates are the first day of the next quarter. If the devices are not received by the 25th calendar day, the vendor shall, at no cost to the Government, ship the devices in a manner to ensure delivery by the 3rd business day after notification by the Government.

4.2.4. The delivery of dosimetry devices is required within seven (7) calendar days of record creation for additions of new personnel or additional badges for existing personnel, unless a rush shipment is requested. The creation of a single record shall automatically provide all individual dosimetry devices for the current month and all subsequent months. When a rush shipment is requested, the dosimetry device(s) shall be received within three (3) calendar days of record creation.

4.2.5. Shipping containers shall be reusable for the return of the devices to the vendor. Return shipping labels shall be supplied by the vendor.

4.2.6. The dosimetry devices, including additions, shall be provided in presorted and individually packaged and labeled containers in accordance with the criteria (“account” or “series”) established by the Government’s Radiation Safety Officer (“RSO”) at the time of setup.

4.2.7. Primary sorting and distinction will include unlimited series separation by groups of users. Series coding shall be alphanumeric.

4.2.8. Minor transactions regarding the vendor service including, but not limited to, user additions, deletions, changes, inquiries, etc., shall be exclusively between the Government’s RSO or designee and the vendor. Online capability for changes, account information, reports, etc., by the RSO shall be provided.

4.2.9. Shipments shall include individual printed packing lists for each group of users. The individual packing lists shall include the numerical order of the dosimeters. Other information provided in the listing shall include, but is not limited to, the following:

4.2.9.1. Name

4.2.9.2. Badge control identification

4.2.9.3. Badge type

4.2.9.4. Prescribed wear period, by date

4.2.10. Dosimetry devices shall provide obvious, distinct, color coding for easy special purpose identification while being worn. Dosimeter colors shall alternate with each wear period.

4.2.11. The vendor shall provide a method for calculating and reporting Effective Dose Equivalent or Effective Dose automatically for designated badge wearers.

4.2.12. Dosimeters shall be labeled with clearly visible printed word “Collar”, “Chest” “Waist” or other nomenclature to aide in proper wear positioning.

4.2.13. The ring dosimeters shall have three sizes, be waterproof, have a permanent label, be capable of withstanding cold sterilization, and be color coded for alternate months.

4.2.14. Body dosimeters shall be waterproof and have a permanent label.

5. The vendor shall have internet access capability such that the Government may be able to at a minimum:

5.1. Add, transfer, or delete personnel

5.2. Add additional badges to existing personnel

5.3. Review records (wearer, badge type, frequency, dose history, etc.)

5.4. Summarize results (exposure levels, ALARA, etc.)

5.5. Review exposure history per entire account

5.6. Review exposure histories for an individual

5.7. Add lifetime cumulative dose for an individual

5.8. Add current year dose for an individual

5.9. Reactivate wearers and badges

5.10. Assign spare badges

5.11. List of unreturned badges

5.12. Download data files for unreturned badges

5.13. Download data files for badge readings (exposures for specified periods)

6. The on-line system shall be sufficiently easy to use such that it is more efficient to use than manually requesting changes by telephone. Initial and periodic on‑site training shall be provided, at the Government’s request, promptly at service setup by the vendor or at modification of web site.

7. The RSO or designee shall be notified by telephone or email of all readings above the levels set by the RSO within twenty-four (24) hours from the reading of the dosimeter. The system shall be capable of setting different notification levels for separate series codes within an account.

8. The vendor shall automatically provide permanent records archiving.

9. The vendor shall ensure a timely response to customer inquiries by assigning a specific representative who shall be accessible during regular working hours through a toll-free phone system.

10. The vendor shall provide emergency processing of dosimetry devices when requested. This processing shall be completed within twenty-four (24) hours of receipt of the device by the vendor. The RSO or designee shall be notified of the processing results by telephone or email within twenty-four (24) hours of receipt of the device by the vendor.

11. The VA NCHCS shall not be charged for the following: (a) Set up, transfer, deletion, or reactivation of an monitored individual; (b) Series or group separation (i.e., new series or account); (c) Complete computer system capabilities as stated including access time; (d) Training of personnel to adopt vendor's service, if necessary; (e) Adjustment of dose record by Radiation Safety Officer; (f) up to fifty (50) extra holders per year, if requested.

12. OTHER

12.1. No presorting of the dosimetry devices by the Government shall be required prior to returning the dosimetry devices to the vendor.

12.2. The vendor shall provide a means of tracking all unreturned dosimetry devices, including whole body and ring badges. The periodic (monthly, quarterly) reports shall list all individuals on the account or series, whether the monitor was worn or returned, and indicating, where appropriate, any monitors which were issued but not worn or not returned for the period of the report. This information shall also be obtainable through data file downloads from the on-line computer system. The information shall be available for downloading on at least a monthly basis and shall be capable of tracking unreturned devices for the past eighteen (18) calendar months.

12.3. Radiation dose reports, including monthly, quarterly, year‑to‑date, lifetime totals, and termination reports shall meet the records requirements of the U.S. NRC and OSHA. The vendor shall automatically provide computer updates of records which have had a dose adjustment made by the RSO.

12.4. The vendor shall provide an NRC Form 5 or equivalent for each monitored individual in each series code, on an annual basis.

12.5. The vendor shall provide a means of maintaining the current year’s dose and lifetime cumulative doses for individuals as requested by the RSO

12.6. Complete dosimetry reports with omissions of social security number and date of birth shall be routinely provided to the RSO.

12.7. The dosimetry reports shall include a separate fetal dose estimate for all identified pregnant personnel.

12.8. The average shipping time of the completed exposure reports shall not exceed seven (7) calendar days after receipt of the exposed dosimetry devices by the vendor. Radiation exposure and other reports shall be shipped via a carrier which guarantees second working day delivery.

12.9. The vendor shall automatically provide printed copy wear period, annual summary, and annual statistical summary reports for each account. These summaries shall include a listing by user groups, of every person badged at any time during the year. Other information provided for each listing shall include, but not be limited to, the following: (a) Group or series number; (b) Badge number and type; (c ) Annual and lifetime dose; (d) Social security number; (e) Date of birth; (f) Sex; (g) Deep dose and shallow dose for each monitoring period; (h) Extremity dose; (i) Internal dose reported by Radiation Safety Officer; (j) Total Effective Dose Equivalent; (k) Data on all currently issued devices regarding late returns, unreturned, and deleted devices.

12.10. The vendor shall provide a means to electronically download exposure data information using the on-line computer system.

12.11. The vendor shall provide individual termination summary reports for each participant removed from an account upon request.

12.12. VA NCHCS shall not be charged for any reports or summaries, written or electronic, including but not limited to the following: (a) Individual termination summary reports; (b) Exposure reports; (c) ALARA reports as requested; (d) Annual exposure summary reports; (e) Unreturned badge reports; (f) Annual statistical summary for entire account; (g) Individual NRC Form 5 exposure reports or an accepted equivalent. Form 5 reports are to be delivered by May 1(or approximately 120-day calendar days) after the end of the previous calendar year.

13. SERVICE DOCUMENTATION

13.1. The vendor shall provide documentation verifying its ability to fulfill the commitments set forth within this document. This documentation shall be provided prior to any contractual agreement and shall include the following: (a) Representative samples of reports and summaries as previously specified; (b) Samples of computer-generated data in the same format as previously specified; (c) A list of medical centers and hospital customer references, with dosimetry needs similar to those of VA NCHCS.

13.2. If, at any time during the contract period, the vendor fails to meet any contract specification, the contract may be canceled by VA NCHCS with a sixty-day letter of notification of service cancellation.

(END OF PERFORMANCE WORK STATEMENT)

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