36C26126Q0278_1.docx

Special Notice Special Notice

GENERAL INFORMATION

Network Contracting Office (NCO) 21

POINT OF CONTACT*

Contracting Officer Cynthia Diezel cynthia.diezel@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

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AGENCY CONTACT’S EMAIL ADDRESS

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DESCRIPTION

PRE-SOLICITATION NOTICE OF INTENT TO SOLE SOURCE

Department of Veterans Affairs (VA) Network Contracting Office (NCO 21) intends to award a sole source, firm fixed price, base plus four (4) option year contract to LBT Diagnostic Radiation Physics Consulting Ltd, SAM UEI XRT7H1NWC918 at VA Southern Nevada Health Care System (VASNHCS) located at 6900 N. Pecos Rd, North Las Vegas, NV 89086.

This is an intent to sole source notice for commercial items prepared in accordance with FAR Subpart 5.2, Synopses of Proposed Contract Actions. This announcement constitutes the only notice of intent to sole source and synopsis of the proposed action.

The solicitation for this action will be posted to Contract Opportunities, and all responsible sources may submit a capability statement, proposal, or quotation, which shall be considered by the agency. After consideration, the Government will determine whether to proceed with the sole source acquisition. The requirement is to provide specialized diagnostic radiation physics consulting services to ensure the safety, compliance, and operational integrity of its imaging services. As an integral component of patient care, radiology and imaging departments must adhere to stringent FDA and Joint Commission standards, necessitating ongoing radiation safety oversight, equipment servicing, and regulatory compliance support. The estimated Period of Performance will be 09/1/2026 – 08/31/2031.

This synopsis announcement is being issued for information purposes only and does not constitute a solicitation or request for competitive proposals. If a firm believes it is capable of meeting the Government's requirement, it may identify their interest and capability to the Contracting Officer within fourteen (14) calendar days of this publication by contacting Cynthia Diezel via email at Cynthia.diezel@va.gov. Telephone inquiries will not be accepted. Those interested firms must indicate whether they are large, small, small-disadvantaged, 8(a) or woman owned business and whether they are U.S. or foreign owned. Respondents who submit proprietary data shall clearly mark the data with appropriate markings. The Government will not pay for any information submitted as a result of this synopsis. This synopsis shall not be construed as an obligation on the part of the Government to acquire any products or services. Responses are due no later than Friday, March 20, 2026, at 10:00AM Pacific Standard Time.

A Justification and Approval (J&A) will be executed by the Contracting Officer (CO) for the new contract and will be posted to SAM.gov within 14 days of award as required by RFO 12.201-1.

PERFORMANCE WORK STATEMENT (PWS)

Diagnostic Radiation Physics Services

Part 1

General Information

1. GENERAL: This is a personnel services contract to provide diagnostic radiation physics consulting to the radiology department in the VA Southern Nevada Healthcare System (VASNHS). The services include weekly on-site visits to support all aspects of radiation safety, servicing of radiology equipment, managing licensing requirements, ensuring compliance with Food and Drug Administration (FDA) and the VHA National Health Physics Program (NHPP) standards, and serving as the Radiation Safety Officer (RSO).

1.1. Description of Services/Introduction: The contractor shall provide all personnel, supervision, and other items and non-personal services necessary to perform radiation physics support as defined in this Performance Work Statement, except for those items specified as government-furnished property and services. The contractor shall perform in accordance with the standards outlined in this contract.

1.2 Objectives:

· Weekly on-site visits

· Equipment servicing of all radiology equipment for all modalities. (i.e., Ultrasound, Nuclear Medicine, Magnetic Resonance Imaging, Computed Tomography, Fluoroscopy, etc.)

· Assisting in meeting licensing requirements

· Radiation Safety Officer duties

1.3 Scope: The services to be provided to the Imaging Service are to include servicing all radiology equipment currently listed within this document and future equipment acquired by the VASNHS for the Imaging Service, performing acceptance testing, preparing new, renewal, or amendment applications for state licensing, perform equipment testing and maintaining a radiologic health program and record system, among other radiation safety officer duties.

1.4 Period of Performance: The period of performance shall be for one year and includes four (4) one-year option periods that the VA may exercise.

Base Period: 09/01/2026 – 08/31/2027 Option Period 1: 09/01/2027 – 08/31/2028 Option Period 2: 09/01/2028 – 08/31/2029 Option Period 3: 09/01/2029 – 08/31/2030 Option Period 4: 09/01/2030 – 08/31/2031

Qualifications and Responsibilities: The contractor shall furnish all labor, materials, travel, lodging, and any other supplies or equipment necessary to perform Health Physics Services on all Diagnostic Imaging devices utilized within the Imaging Service at the VA Southern Nevada Healthcare System Hospital and all four (4) Primary Care Clinics, upon request from the Radiation Safety Officer or the Chief Director. All Health Physicists must be certified by the American Board of Health Physics (ABHP). The contractor will perform American College of Radiology (ACR) tests for all applicable equipment. In case of an emergent radiation situation or issue, the contractor must be able to be onsite within 6 hours of being contacted. Perform initial acceptance testing to verify that new or moved radiology equipment meets all applicable National Electrical Manufacturers Association (NEMA), manufacturer, American College of Radiology (ACR), and FDA standards. Refer to the sections below for a comprehensive list of equipment that requires acceptance testing. Must also speak, read, and write English fluently. Verification of current, appropriate, required qualifications (license, certifications, etc.) and competency files for all Contractor Personnel is the responsibility of the Contractor. The Contractor must be practicing in accordance with County, City, State, and Federal laws where applicable. Any Contractor Personnel who require access to VA computer systems must attend security and operations training, and the Contractor will be required to provide security background checks for them.

1.5 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6 Recognized Holidays: The contracted personnel may be required to work on some or all of the Federal holidays, depending on the given work schedule.

1.7 Hours of Operation: The contractor is responsible for conducting business during the 24 hours Monday through Sunday, based upon the schedule assigned, except when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. For contracts other than firm-fixed-price contracts, the contractor will not be reimbursed when the government facility is closed due to the above reasons. The Contractor must maintain an adequate workforce at all times to ensure the uninterrupted performance of all tasks defined within this PWS, except when the Government facility is closed due to the reasons stated above. When hiring personnel, the Contractor shall ensure that the stability and continuity of the workforce are essential.

1.7.01 Place of Performance: The work to be performed under this contract will be conducted at VA Southern Nevada Healthcare System (VASNHS) in the Imaging Service located at 6900 North Pecos Rd, N. Las Vegas, NV 89086, and the following four Primary Care Clinics (PCC):

Northwest PCC, 3968 North Rancho Dr., Las Vegas, NV 89130 Southwest PCC, 7235 South Buffalo Dr., Las Vegas, NV 89113 Northeast PCC, 4461 East Charleston Blvd, Las Vegas, NV 89104 Southeast PCC, 1020 South Boulder Highway, Henderson, NV 89015

1.8 Type of Contract: The Government will award a firm-fixed-priced service contract.

1.9 Security Requirements: Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

1.9.01 Access to VA Information and VA Information Systems:

1.9.01.1 A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

1.9.01.2 All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the exact investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for developing and implementing these policies and procedures.

1.9.01.3 Contract personnel who require access to national security programs must have a valid security clearance. Executive Order 12829 established the National Industrial Security Program (NISP) to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with the Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

1.9.01.4 Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

1.9.01.5 The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employment. The Contracting Officer must also be notified immediately by the contractor or subcontractor before an unfriendly termination.

1.9.02 Training:

1.9.02.1 All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

1.9.02.1.1 Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E, relating to access to VA information and information systems;

1.9.02.1.2 Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

1.9.02.1.3 Successfully complete the appropriate VA privacy training and complete required annual privacy training; and

1.9.02.1.4 Successfully complete any additional cybersecurity or privacy training, as required for VA personnel with equivalent information system access

1.9.02.2 The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

1.9.02.3 Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until the training and documents are complete.

1.10 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information, and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.10.01 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures that cover key controls to be included in the Quality Control Plan. Such procedures shall consist of the turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.10.01.1 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the Government conducts lock replacement or re-keying, the total cost of re-keying or lock replacement shall be deducted from the monthly payment due to the Contractor. If a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government, and the total cost shall be deducted from the monthly payment due to the Contractor.

1.10.01.2 The Contractor shall prohibit the use of Government-issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit the entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.11 Special Qualifications: Contractor Personnel assigned by the Contractor to perform services covered by this contract must be all Health Physicists and must be certified by the American Board of Health Physics (ABHP). The contractor will perform American College of Radiology (ACR) tests for all applicable equipment.

1.12 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the contracting officer will inform the contractor of the government's assessment of the contractor's performance, and the contractor will report any problems they are experiencing. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.13.1 Contracting Officer Representative (COR): The (COR) will be identified by a separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.13.2 Key Personnel: The following personnel are considered key personnel by the government: Vincent Lopez, COR, Program Specialist, Chief of Staff, VASNHS; Anthony Esquibel, Chief Radiologic Technologist, Imaging Service of VASNHS; Sean Jones, Privacy Officer of the VASNHS; Freddie Cobb, Information Security Officer for the VASNHS. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act on behalf of the contractor in all matters related to the daily operation of this contract. The contract manager or alternate shall be available between 7:30 a.m. and 4:30 p.m., and on any last-minute days and times as necessary, depending on the nature of the emergent issue, Monday through Friday, except on Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:

1.13.3 All Health Physicists must be certified by the American Board of Health Physics (ABHP). The contractor will perform American College of Radiology (ACR) tests for all applicable equipment.

1.13.4 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not apparent to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contracting personnel will be required to obtain a PIV badge before gaining access to the Imaging Service and must wear it at all times while performing the required services.

1.14 Other Direct Costs. In addition to VA employees, the policy and investigative requirements apply to Contractor Personnel who require access to VA computer systems designated as sensitive. Contractor and Sub-Contractor Personnel who require access to VA computer systems shall be subject to all necessary background investigations and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such an investigation has not been completed before contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract. Should the contract require Contractor Personnel to maintain U.S. citizenship, the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor Personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government. The cost for such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government. The Government shall determine the level of sensitivity based on the type of access required. The level of sensitivity will determine the depth of the investigation and its associated cost. At this time, the current estimated costs for such investigations are as follows:

LEVEL OF

SENSITIVITY

BACKGROUND

INVESTIGATION LEVEL

APPROXIMATE COST

1.15 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, including the source codes of any software, made under this contract shall be Government-owned and are the property of the Government, with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.17 PHASE IN /PHASE OUT PERIOD To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board during the 30-day phase-in/phase-out periods. During the phase-in period, the Contractor shall become familiar with the performance requirements to ensure a seamless transition to complete performance of services on the contract start date.

PART 2

DEFINITIONS & ACRONYMS

2 DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

2.1.2 CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such an appointment shall be in writing and shall state the scope of authority and limitations. This individual has the authority to provide technical direction to the Contractor, provided that direction falls within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have the authority to change the terms and conditions of the contract.

2.1.4 VA SOUTHERN NEVADA HEALTHCARE SYSTEM (VASNHS). The location where the contracted staff will be located during their duty assignments.

2.1.5 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.6 DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.7 KEY PERSONNEL. Contractor personnel who are evaluated in a source selection process and who may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best-value procurement, an offer can be rejected if it does not have a firm commitment from the individuals listed in the proposal.

2.1.8 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.9 QUALITY ASSURANCE. The government verifies that services being performed by the Contractor are performed according to acceptable standards.

2.1.10 QUALITY ASSURANCE Surveillance Plan (QASP). An organized, written document specifying the surveillance methodology to be used for monitoring contractor performance.

2.1.11 QUALITY CONTROL. The Contractor shall take all necessary measures to ensure that the quality of the end product or service meets the contract requirements.

2.1.12 SUBCONTRACTOR. One who enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.13 WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.14 WORK WEEK. Monday through Friday, unless specified otherwise.

2.2 ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3 GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: The VA will provide a briefing to familiarize contract personnel with the policies and procedures on the first scheduled duty day. The Contractor shall ensure that all contracted personnel attend Health Insurance Portability and Accountability Act (HIPAA) Privacy Policy Training, Information Security Awareness, as well as any other training that, from time to time, the CO identifies as necessary under this contract. A Personal Identity Verification (PIV) badge will be issued by the VA to contracted Imaging Staff rendering services at the VA. The appropriate PIV badge shall be worn at all times while on Government facility grounds, clearly displayed on the outermost garment (e.g., coat, jacket, sweater, shirt, blouse, lab coat).

3.2 Facilities: The Government will provide the necessary workspace, computer, desk, and exam areas in support of the contracting personnel’s duties.

3.3 Utilities: The Government will provide the necessary utilities in the facility for the performance of daily work tasks. The Contractor shall instruct employees in utility conservation practices. The contractor shall be responsible for operating under conditions that prevent the waste of utilities, including turning off water faucets or valves after using the required amount to clean vehicles and equipment.

3.4 Equipment: The Government will provide the necessary equipment needed for the completion of daily work tasks. The contracted personnel will have access to scanners, fax machines, printers, and imaging equipment as needed for their duties.

3.5 Materials: The Government will provide the department-level standard operating procedure and policies, as well as training material for the required safety training as it pertains to their position.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 Secret Facility Clearance: The contractor shall possess and maintain a SECRET facility clearance from the Defense Security Service. The Contractor’s employees, performing work in support of this contract, shall have been granted a SECRET security clearance from the Defense Industrial Security Clearance Office.

PART 5

SPECIFIC TASKS

5 SPECIFIC TASKS

5.1 Basic Services: This is a personnel services contract to provide medical physics consulting services to the Imaging Service in the VA Southern Nevada Healthcare System (VASNHS). The services include weekly on-site visits to support all aspects of radiation safety, servicing of radiology equipment, managing licensing requirements, ensuring compliance with Food and Drug Administration (FDA) and the VHA National Health Physics Program (NHPP) standards, and serving as the Radiation Safety Officer (RSO).

5.2 Scope

5.2.1 All Health Physicists must be certified by the American Board of Health Physics (ABHP). The contractor will perform American College of Radiology (ACR) tests for all applicable equipment.

5.2.2 In case of an emergent radiation situation or issue, the contractor must be on-site within 2 hours of being contacted.

5.2.3 Documentation of all tests and services will be readily available upon completion of services.

5.3 NEW START-UP ACCEPTANCE TESTING:

5.3.1 Perform initial acceptance testing to verify that new or moved radiology equipment meets all applicable NEMA, manufacturer, ACR, and FDA standards. Refer to the sections below for a comprehensive list of equipment that requires acceptance testing.

5.3.2 All tests should be performed in accordance with the National Council on Radiation Protection and Measurements (NCRP).

5.4 NUCLEAR MEDICINE DEPARTMENT:

5.4.1 Maintains and updates in preparation of new, renewal, or amendment application(s) for NRC and/or State Radioactive Materials License VHA RAM permit to include any amendment requests. Be available for NHPP and NRC inspections of our RAM permit. Be available and prepare for the NHPP radiation protection audit, which occurs every 4 – 6 years. Update facility policies in accordance with National VHA regulations. The radiation safety officer shall assist the radiation safety committee for medical use at a medical institution. The RSO shall review, sign, and date, at least every 3 months, the occupational radiation exposure records of all personnel working with radioactive material

5.4.2 Contractor shall perform testing on one (1) PET/CT unit, one (1) unit, and three (3) Nuclear Medicine Scanner/Cameras (SPECT) units.

5.4.3 Aid in keeping all pertinent Radioactive Materials License(s) current

5.4.4 Provide consulting and reference assistance for the installation of a radioactive materials laboratory according to NRC and/or NHPP Regulations.

5.4.5 Assist in the establishment of a radiological health program and record system in accordance with NRC and/or NHPP Regulations.

5.4.6 Assist in the maintenance of current NRC and/or NHPP Regulations.

5.4.7 Advise in the selection of equipment and supplies to achieve maximum economy and service.

5.4.8 Will perform Wipe/Leak Tests on sealed sources semi-annually.

5.4.9 Contractor will visit the Government facility weekly to:

5.4.9.1 Offer consultation on problems with your Radiation Safety Program.

5.4.9.2 Evaluate quality assurance on scintillation camera(s), uptake probe, and well detector units, with routinely scheduled quarterly audits.

5.4.9.3 Manages the geometry, accuracy, consistency, and activity of all linearity checks on dose calibrators, as required by License condition or applicable regulations, with routinely scheduled quarterly audits

5.4.9.4 Manages record system (e.g., radioactive materials shipment, receipt, use, and disposal) for NRC and/or NHPP License or Regulatory compliance, counting and handling procedures for proper techniques, and health physics program to assure continued safe management of radioactive materials with routinely scheduled quarterly audits. Establishes, maintains, and updates various facility MCM’s and department SOPs for Radiology, and the radiation safety officer shall implement written policies and procedures for the following: Authorize the purchase of radioactive material; Take emergency action if control of radioactive material is lost; and Dispose of radioactive material.

5.4.9.5 Establishes, maintains, and monitors the entire Radiology dosimetry program, including but not limited to:

5.4.9.5.1 Identifying employees who exceed Level I and Level II Alara limits and notifying all Level I exposures and investigating Level II exposures.

5.4.9.5.2 Lost Badge Calculations include calculating the exposure from the previous lost badge onto the new and current badge.

5.4.9.5.3 Handle issues with lost badges—Re-issuance, Documenting and Registering new badges, especially those monitoring all pregnancy declarations.

5.4.9.6 Monitor Quality Control (QC) program to include: Nuclear medicine survey meters and Nuclear medicine spill procedures.

5.4.9.7 If required, perform exposure calculations.

5.4.9.8 Survey facilities for possible contamination or excessive radiation exposure levels.

5.4.9.9 Lecture on radiation safety and health physics, once a month/12 times per fiscal year.

5.4.9.10 Attend at least three out of four annual Radiation Safety Committee meetings. The contractor should arrange with the Authorized User to have a quarterly audit visit coincide with the routinely scheduled Radiation Safety Committee meetings.

5.4.9.11 Inventory sealed sources as required by License condition or Regulations. All items listed above will be completed as soon as UCR (usual, customary, and reasonable) time permits. Those items receiving priority status will always be those of a regulatory nature (NRC and/or NHPP) and license conditions.

5.4.9.12 Available during regular business hours for consultation by telephone or letter, unless other coverage arrangements have been made.

5.4.10 The contractor must retain all data and reports from VASNHS for 5 years. Upon request, either via voice, written, or other electronic means, the contractor must forward the requested information within 24 hours.

5.4.11 Provide a formal typewritten report and electronic copy (PDF format) of the routinely scheduled, on-site audit, or special visit consultation within 48 hours of the visit.

5.4.12 All reports for services provided will be promptly. Digital copies of these reports will be accessible to the Government upon immediate request.

5.5 GENERAL RADIOLOGY:

5.5.1 Perform an annual survey of the diagnostic X-ray equipment and Radiology Fluoroscopy (locations will be provided) in accordance with the requirements of the Joint Commission (JC), American College of Radiology (ACR), or various regulatory agencies. This survey is to include the following performance evaluations, safety evaluations, and output measurements:

5.5.1.1 Contractor shall provide Radiation Safety Training consisting of (12 Units) per year to VA Staff.

5.5.1.2 Light beam to X-ray beam alignment; Accuracy of beam size indicators; Overall performance of radiographic and fluoroscopic collimators; Output versus kVp, mAs, and distance; Proper function of interlocks, timers, and exposure switches; Itemized checklist of equipment standards of various agencies.

5.5.1.3 Radiographic timer accuracy; kVp accuracy; Reproducibility of kVp, time, and output; mA linearity; Accuracy of distance indicators; Half-value layer determination/appropriateness of total filtration.

5.5.1.4 Perform tube performance criteria of each fluoroscopic unit, which includes a survey as outlined in A, plus:

5.5.1.4.1 kVp accuracy; Exposure rate vs. kVp, mA set; Exposure rate in Automatic Brightness mode through use of appropriate phantoms; Low contrast resolution of the imaging system; High contrast resolution of the imaging system; Half-value layer determination and appropriateness of total filtration; Evaluation of output in other imaging modes.

5.5.1.4.2 Monitor patient exposures for techniques and equipment. Contractor shall provide a summary of measured exposures with comparable national standards in accordance with applicable State regulations and Joint Commission standard DR.2.2.4.2.

5.5.1.4.3 All data and reports from VASNHS must be retained by the contractor for 5 years, and upon request, either via voice, written, or other electronic means, the contractor must forward the requested information within 24 hours.

5.5.1.4.4 Provide a formal typewritten report and electronic copy (PDF format) of the routinely scheduled, on-site audit, or special visit consultation within 48 hours of the visit.

5.5.1.4.5 List of equipment that will be serviced under this contract.

5.6 MAMMOGRAPHY:

5.6.1 Perform an annual survey of the mammographic equipment in accordance with the requirements of the American College of Radiology (ACR), Mammography testing to MQSA Standards, the Mammography Quality Standards Act of 1992, and NHPP laws. This survey is to include the following performance evaluations, safety evaluations, and output measurements:

5.6.1.1 Light beam to X-ray beam alignment, X-ray beam to image receptor alignment, Compression paddle to image receptor alignment; Proper function of interlocks, vertical, rotational, compression movement, and the image receptors; Itemized check list of equipment standards per ACR, MQSA, and NHPP requirements; kVp and timer accuracy; kVp, timer, and output reproducibility; mA or mAs linearity; Accuracy of distance indicators; Half-value layer determination at four different clinical kVp's; Mean glandular dose to an average patient at four different clinical kVp's; Skin-entrance exposure for a craniocaudal view at four different clinical kVp's; Performance of AEC system, to include reproducibility, thickness and kVp compensation, fine density setting accuracy, and back-up timer function; Focal spot resolution measurement; Assessment of operator barrier adequacy; Evaluation for presence of artifacts; Uniformity of screen speed of all mammographic cassettes; Phantom image analysis.

5.6.2 All data and reports from VASNHS must be retained by the contractor for 5 years, and upon request, either via voice, written, or other electronic means, the contractor must forward the requested information within 24 hours.

5.6.3 Provide a formal typewritten report and electronic copy (PDF format) of the routinely scheduled, on-site audit, or special visit consultation within 48 hours of the visit.

5.7 COMPUTED TOMOGRAPHY:

5.7.1 Perform annual performance evaluation and compliance testing of C.T. Scanners. (locations will be provided) In accordance with the requirements of the Joint Commission (JC), American College of Radiology (ACR), or various regulatory agencies, including:

5.7.1.1 Accuracy of positioning lasers/lights; Slice thickness accuracy; Table-incrementing accuracy; Noise levels of the system in the Head and Body modes, and at various slice thicknesses; Image uniformity of the system in the Head and Body modes; High contrast resolution in the Head and Body modes, and at various slice thicknesses; Low contrast resolution in the Head and Body modes, and at various slice thicknesses; Determination of contrast scale (i.e., change in linear attenuation coefficient with C.T. number); Determination of C.T. number linearity (i.e., establish constancy of contrast scale over the range of C.T. numbers of clinical interest); Verify relative independence of absolute C.T. number of water with respect to subject size and kVp; General image quality about imaging artifacts; General safety of the unit.

5.7.1.2 Perform dosimetry measurements of each C.T. unit with respect to the following:

5.7.1.2.1 Physical location in an acrylic phantom (32cm Body or 16cm Head); kVp; mA; Scan time; Scan diameter; Slice width.

5.7.2 All data and reports from VASNHS must be retained by the contractor for 5 years, and upon request, either via voice, written, or other electronic means, the contractor must forward the requested information within 24 hours.

5.7.3 Provide a formal typewritten report and electronic copy (PDF format) of the routinely scheduled, on-site audit, or special visit consultation within 48 hours of the visit.

5.7.4 List of equipment that will be serviced under this contract.

5.8 MRI:

5.8.1 Complete annual performance evaluation and compliance testing of each MRI as recommended by the manufacturer and the American College of Radiology (ACR):

5.8.1.1 Geometric Accuracy; High Contrast Spatial Resolution; Slice Thickness Accuracy; Slice Position Accuracy; Image Intensity Uniformity; Percent Signal Ghosting; Low Contrast Object Detectability; Mechanical Inspection; Inter-slice RF Interference; Monitor (soft copy display); Mechanical Inspection; All RF coils for SNR and Image Uniformity.

5.8.2 All procedures will be performed using the ACR phantom as supplied by the contractor.

5.8.3 Contractors shall provide Level I and II MRI training to VA Staff. Training Units are covered under Radiation Safety Training.

5.8.4 Contractor will assist in developing the technologist QC program and in developing policies, as recommended by the ACR.

5.8.5 Contractor will review policies, credentials, and technologist QC program for ACR compliance on an annual basis.

5.8.6 All procedures will be performed using the ACR phantom as supplied by the contractor.

5.8.7 All data and reports from VASNHS must be retained by the contractor for 5 years, and upon request, either via voice, written, or other electronic means, the contractor must forward the requested information within 24 hours.

5.8.8 Provide a formal typewritten report and electronic copy (PDF format) of the routinely scheduled, on-site audit, or special visit consultation within 48 hours of the visit.

5.8.9 List of equipment that will be serviced under this contract.

5.9 DENTAL:

5.9.1 Perform an annual survey of the dental X-ray equipment (locations will be provided) in accordance with the requirements of the Joint Commission (JC), National Health Physics program, or various regulatory agencies. This survey is to include the following performance evaluations, safety evaluations, and output measurements:

5.9.1.1 Output versus kVp, mAs, and distance; Proper function of interlocks, timers, and exposure switches.

5.9.1.2 Radiographic timer accuracy; kVp accuracy; Reproducibility of kVp, time, and output; mA linearity; Half-value layer determination/appropriateness of total filtration.

5.9.2 All new dental X-ray installations and existing installations not previously surveyed shall have a radiation protection survey performed by, or under the direction of, a qualified expert. Resurveys shall be performed at regular intervals thereafter. The National Council on Radiation Protection and Measurements (NCRP) Report No. 145, Radiation Protection in Dentistry, is a national standard of practice, requiring resurvey testing of all dental x-ray equipment every 2 years. In addition, a resurvey shall be made after any change in the installation, workload, or operating conditions that might significantly increase occupational or public exposure (including x-ray machine service or repair that could affect the x-ray machine output or performance).

5.9.3 Perform an annual survey of the (Qty. 15) dental equipment listed in par.1.9.7 in accordance with the requirements of the American Board of Radiology, the American Board of Medical Physics, the American Board of Health Physics, National Council on Radiation Protection and Measurements (NCRP) Report No. 145, Radiation Protection in Dentistry, and NHPP laws. This survey is to include the following performance evaluations, safety evaluations, and output measurements:

5.9.3.1 All data and reports from VASNHS must be retained by the contractor for 5 years, and upon request, either via voice, written, or other electronic means, the contractor must forward the requested information within 24 hours.

5.9.3.2 Provide a formal typewritten report and electronic copy (PDF format) of the routinely scheduled, on-site audit, or special visit consultation within 48 hours of the visit. Utilizing NHPP Radiation Audit Form

5.10 LEAD SHIELD TESTING:

5.10.1 Lead shielding integrity testing is needed before the initial start-up phase in the DR, CT, and Fluoroscopy rooms. The testing will encompass the existing shielding that is currently in place. This is an added optional service.

5.11 SERVICE SPECIFICATIONS:

5.11.1 The services will be provided according to intervals applicable to equipment quality assurance. Reports will be provided in a timely manner after the services have been completed.

5.11.2 Failure to do so may result in a lack of payment and termination of the contract if the services are not satisfactory. Refer to the above services for frequency.

5.11.3 Periodic surveillances will be conducted on a random basis based on quality trends. Any unsatisfactory surveillance (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the Contracting Officer.

5.11.4 Continued receipt of unsatisfactory surveillances during the contract period shall constitute a negative trend, and the Contracting Officer may take any appropriate action in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions -Commercial Items, Inspection/Acceptance, including possible deduction of the monthly contract amount.

5.11.5 The Contracting Officer, or other Government personnel deemed as appropriate, and the Contractor may meet periodically to discuss the Contractor’s performance. The following issues shall be addressed: opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and trends against each performance objective observed, positive performance, and steps taken by the Contractor to prevent unsatisfactory occurrences in the future. The Contractor shall provide a summary of unsatisfactory inspections and customer complaints, and offer insight into any identified trends.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1 The Contractor shall adhere to the publications list that follows. The Government maintains the publications, which are available through the COR. At any time, these publications are subject to change, which may be made in the form of supplements or amendments issued at any organizational level and may affect contract performance.

VA STATION MEMORANDA:

OTHER REFERENCES:

JCAHO Standards for:

(i) Ambulatory Care (Current Year)

(ii) Hospital (Current Year).

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor's service requirements are summarized into performance objectives that relate directly to mission-essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

Method of Surveillance

Diagnostic Radiation Physics Services

PRS # 1.

The contractor will perform initial acceptance testing to verify that new or relocated radiology equipment meets all applicable NEMA, manufacturer, ACR, and FDA standards. PWS Paragraph 5.3.1

PRS # 2

Maintains and updates in preparation of new, renewal, or amendment application(s) for NRC and/or State Radioactive Materials License VHA RAM permit to include any amendment requests. Be available for NHPP and NRC inspections of our RAM permit. Be available and prepare for the NHPP radiation protection audit, which is conducted every three years.