36C26322Q0689 SF1449 SOLICITATION DOCUMENT.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

437-22-4-032-0008

36C26322Q0689 07-15-2022

John Becker 605-336-3230 07-25-2022

3:00 PM CDT

Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

2501 W. 22nd St.

Sioux Falls SD 57105 John Becker john.becker3@va.gov

X 100

X

541690

$16.5 Million

N/A

X

Fargo ND VA Health Care System 2101 Elm Street

Fargo ND 58102

NETWORK 23 CONTRACTING OFFICE

2501 W. 22nd St.

Sioux Falls SD 57105

Tungsten Electronic Invoicing VA Tungsten Number: AAA544240062 va.registration@tungsten-network.com Refer to VAAR Clause 852.232-72

877-353-9791 512-460-5540

See CONTINUATION Page

CERTIFIED MEDICAL PHYSICIST/RADIATION SAFETY OFFICER

to support the Fargo ND VA Health Care System located at 2101 Elm Street N, Fargo ND 58102.

See Statement of Work and Price/Cost Schedule for specific requirements and qualification standards.

The requirement is for routine and emergency Radiation Safety Officer (RSO) coverage for radiation service.

Period of Performance:

Base Period: 9/1/2022 to 8/31/2023 Option Period 1: 9/1/2023 to 8/31/2024 Option Period 2: 9/1/2024 to 8/31/2025 At the time of submission of offer and upon award, the the offeror shall have an active registration in the System for Award Management (SAM) at www.sam.gov.

The VA Contracting Officer has determined this requirement is exempt from the Application of Labor Laws to Government Acquisitions; Professional Employee. If in disagreement, the offeror shall notify the VA Contracting Officer.

Evaluation of Offers: Lowest Price Technically Acceptable

See CONTINUATION Page

437-3620160-032-822200-2580-010022200 437-22-4-032-0008

X X

X one(1)

John Becker

VA-VHA-2020-BEE57D1B

36C26322Q0689

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

B.3 STATEMENT OF WORK

B.4 IT CONTRACT SECURITY

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2021)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.4 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...48

C.7 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.8 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (JUL 2018)

C.9 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.10 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2022) (JUL 2020) (DEVIATION)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 ATTACHMENT: NARA RECORDS MANAGEMENT OBLIGATIONS

D.2 ATTACHMENT: VA HANDBOOK 6500.6 APPENDIX C - ACCESS TO VA

INFORMATION

D.3 ATTACHMENT: VA HANDBOOK 6500.6 APPENDIX D - CONTRACTOR RULES

OF BEHAVIOR

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2021)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.5 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) (JUL 2020)

(DEVIATION)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

Business Name:

SAM Entity ID:

Contact Person:

Email:

Phone:

b. GOVERNMENT: Contracting Officer

Name: John Becker, Contracting Officer

Email: John.becker3@va.gov

Phone: 605-336-3230 ext 7960

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System for Award Management

3. INVOICES: Invoices shall be submitted in arrears:

• Upon Completion of Work or a period agreed between the Contractor and Government.

• Contractor shall submit final invoice on any services performed no later than 30 days after end of the period of performance of the purchase order or contract. This ensures timely closeout of purchase orders and/or contracts.

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Tungsten Electronic Invoicing VA Tungsten Number: AAA544240062 va.registration@tungsten-network.com Refer to VAAR Clause 852.232-72

5. INVOICING: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. VA’s Electronic Invoice Presentment and Payment System. The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website:

http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

mailto:John.becker3@va.gov http://www.tungsten-network.com/US/en/veterans-affairs/

• Tungsten Network web link. Website: http://www.tungsten-network.com/customer-campaigns/veterans-affairs/

• Tungsten’s Email Assistance: VA.Registration@tungsten-network.com

• Tungsten’s Contact Phone: 1-877-489-6135 for support or 1-877-752-0900 for Client

Services.

• VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

• VA FSC email: vafsccshd@va.gov

• VA FSC Contact Phone: 877-353-9791

6. VA ISSUED BADGE: Contract employees may be required to obtain a VA Identification Badge. Determination of badging will be made by the VA Health Care System Technical Representative.

• Background investigations and special agreement checks: All contractor personnel are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is: National Agency Check (NAC). Contract employees may be required to submit fingerprints and undergo a background check.

• Employee training requirements are applicable to the level of access granted to the contractor. All contractor personnel are subject to the same level of training as VA employees who have access to VA Sensitive Information.

• This requirement is applicable to all subcontractor personnel requiring the same access.

7. VHA Supplemental Contract Requirements for Combatting COVID-19.

a. Contractor employees who work in or travel to VHA locations must comply with the following:

(1) Documentation requirements:

(a) If fully vaccinated, shall show proof of vaccination

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination

(2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date.

Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

(3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

(4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

b. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the following website:

COVID-19 Screening Tool. Regularly check the website for updates.

(1) Contractor employees who work away from VA locations, but who will have direct patient contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety http://www.tungsten-network.com/customer-campaigns/veterans-affairs/ http://www.tungsten-network.com/customer-campaigns/veterans-affairs/ mailto:VA.Registration@tungsten-network.com http://www.fsc.va.gov/einvoice.asp mailto:vafsccshd@va.gov https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7C180e5dd7385a45f5f9d008d98dcf9308%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637696745032835994%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=RjM8G3wtcdUl2EgrU7ne4TYJ3m1ypptmAQYiJNIyqdE%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7C180e5dd7385a45f5f9d008d98dcf9308%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637696745032835994%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=RjM8G3wtcdUl2EgrU7ne4TYJ3m1ypptmAQYiJNIyqdE%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7C180e5dd7385a45f5f9d008d98dcf9308%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637696745032835994%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=RjM8G3wtcdUl2EgrU7ne4TYJ3m1ypptmAQYiJNIyqdE%3D&reserved=0 efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

c. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.”

d. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

8. CONTRACTOR ATTIRE AND IDENTIFICATION. The Contractor shall wear industry clothing that enables easy recognition as a “Contract Employee.” Clothing shall present a neat, distinctive appearance; shall be clean and maintained in good repair; and shall be worn as designed by the manufacturer. The Contractor shall wear appropriate clothing with logo identifying the contractor’s and employee’s name. The Contractor’s attire and presentation shall be appropriate per industry standard.

9. EMERGENCY PROCEDURES. The Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the buildings. The Contractor shall comply with applicable Federal, State, Local and facility safety and fire regulations and codes which are in effect at the beginning of the contract period. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract. The Contractor shall follow applicable facility policies concerning fire and/or disaster events. The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard.

10. SERVICE CONTRACT LABOR STANDARDS REQUIREMENT, if applicable. Contractor shall provide hourly wages in accordance with U.S. Department of Labor (USDOL) Wage Determinations and FAR Subpart 22.10 (Service Contract Labor Standards); USDOL Wage Determinations are attached in Section D below. For guidance on Service Contract Labor Standards and to find the nearest USDOL resource, please refer to https://www.dol.gov/whd/local/index.htm.

11. VETS-4212 REPORTING REQUIREMENTS (for contracts awarded over $150,000.00).

Contractor shall complete VETS-4212 reporting in accordance with FAR requirements.

Reference. Please refer to https://www.dol.gov/agencies/vets/programs/vets4212 for guidance on completing the required VETS-4212 report.

• FAR 52.222-35, Equal Opportunity for Veterans

• FAR 52.222-37, Employment Reports on Veterans

12. SERVICE CONTRACT REPORTING (for contracts awarded over $500,000.00), if applicable. Service Contract reporting, to be completed by the contractor, is required for service contracts and orders as following are checked off under Section C, FAR 52.212-5 (Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items). The contractor shall report the information via the System for Award Management (SAM) at https://beta.sam.gov. The information is collected through SAM and included in the agency service contract inventory. Contractors shall log in annually to their SAM profile to complete the service contract inventory reporting requirements. Contractors performing on covered contracts must report their information between October 1 and October 31 each year. Agencies are required to review contractor input and work with them to make revisions, if and as necessary, by November 30 each year.

• FAR 52.204-14, Service Contract Reporting Requirement https://www.dol.gov/whd/local/index.htm https://www.dol.gov/agencies/vets/programs/vets4212 https://beta.sam.gov/

• FAR 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (as applicable) Contractors shall log in annually to their SAM profile to complete the service contract inventory reporting requirements. Contractors performing on covered contracts must report their information between October 1 and October 31 each year. Agencies are required to review contractor input and work with them to make revisions, if and as necessary, by November 30 each year.

13. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 YR ____________ ____________

Radiation Safety Officer Services per National Health Physics Program (NHPP) regulations. Board certified or board eligible from one of the following boards: American Board of Radiology, American Board of Health physicist, or American board of medical physicist. RSO services which include audits, emergent onsite responses, radiation safety meetings, inspections and consultations for Radiology, Computed Tomography (CT), Dental, and Nuclear Medicine Programs. Services to be accomplished daily, monthly/quarterly/annually. Inspection dates to be coordinated with facility Technical Representative.

Contract Period: Base POP Begin: 09-01-2022 POP End: 08-31-2023 PRINCIPAL NAICS CODE: 541690 - Other Scientific and Technical Consulting Services PRODUCT/SERVICE CODE: H999 - Other Quality Control, Testing, and Inspection - Miscellaneous

1.00 YR Not Priced Not Priced

Reimbursement of mileage and travel. This is not a priced line item. Reimbursement will be in accordance with published GSA Per Diem Rate schedule located at:

https://www.gsa.gov/travel/plan-book/per-diem-rates

Contract Period: Base POP Begin: 09-01-2022 POP End: 08-31-2023 PRINCIPAL NAICS CODE: 541690 - Other Scientific and Technical Consulting Services

Testing, and Inspection – Miscellaneous from one of the following boards: American Board of Radiology, American Board of Health physicist, or American board of medical physicist. RSO services which include audits, emergent onsite responses, radiation safety meetings, inspections and consultations for Radiology, Computed Tomography (CT), Dental, and Nuclear Medicine Programs. Services to be accomplished daily, monthly/quarterly/annually. Inspection dates to be coordinated with facility Technical Representative.

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

Contract Period: Option 1 POP Begin: 09-01-2023 POP End: 08-31-2024 PRINCIPAL NAICS CODE: 541690 - Other Scientific and Technical Consulting Services PRODUCT/SERVICE CODE: H999 - Other Quality Control, Contract Period: Option 1 POP Begin: 09-01-2023 POP End: 08-31-2024 PRINCIPAL NAICS CODE: 541690 - Other Scientific and Technical Consulting Services from one of the following boards: American Board of Radiology, American Board of Health physicist, or American board of medical physicist. RSO services which include audits, emergent onsite responses, radiation safety meetings, inspections and consultations for Radiology, Computed Tomography (CT), Dental, and Nuclear Medicine Programs. Services to be accomplished daily, monthly/quarterly/annually. Inspection dates to be coordinated with facility Technical Representative.

Contract Period: Option 2 POP Begin: 09-01-2024 POP End: 08-31-2025 PRINCIPAL NAICS CODE: 541690 - Other Scientific and Technical Consulting Services

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

Contract Period: Option 2 POP Begin: 09-01-2024 POP End: 08-31-2025 PRINCIPAL NAICS CODE: 541690 - Other Scientific and Technical Consulting Services

TOTAL

B.3 STATEMENT OF WORK

CERTIFIED MEDICAL PHYSICIST/RADIATION SAFETY OFFICER FARGO VA HEALTH

CARE SYSTEM

1. BACKGROUND. The contractor shall provide a board Certified or board eligible Medical or

Health Physicist to provide routine and emergency Radiation Safety Officer (RSO) coverage for the Fargo VA Health Care System. The duties for the Fargo VA Health Care System (FVAHCS) are at Fargo, North Dakota. Radiation Materials Licensing experience is a requirement. The Contractor shall furnish personnel to provide Radiation Safety Officer Duties to fulfill the Radiation Materials Licensing requirement as specified by the National Health Physics Program (NHPP). The contractor’s personnel serve as the RSO for the organization and for the comprehensive Radiation Safety Program for the Fargo VA Health Care System in Fargo ND. The FVAHCS makes extensive use of ionizing radiation and radioisotope material in the diagnosis and treatment of disease in the veteran population.

2. OBJECTIVES. The FVHCS is seeking a solution to provide Radiation Safety services, including Radiation Safety Officer to fulfill the Radiation Materials Licensing requirement as specified by the National Health Physics Program (NHPP). The contractor’s personnel serve as the RSO for the organization and is a major component for the comprehensive Radiation Safety Program for the Fargo VA Health Care System in Fargo ND. The RSO helps manage U.S. Nuclear Regulatory (NRC)/VHA Materials Permit as amended for receipt, location, possession, use, storage, and transfer of radioactive material. Preparing Permit applications, amendments, correspondence, and timely responses for signature to NRC and VHA-NHPP as needed, in accordance with all regulations.

a. The RSO helps facilitate dosimetry program for a National Voluntary Laboratory

Accreditation Program (NVLAP) certified vendor for occupational exposure to ionizing radiation including monthly additions, collection, evaluation, reporting, distribution, and deletion of personal monitoring devices. The RSO is involved with the oversight of the personnel monitoring program and eliminating/reducing or controlling exposure to radiation hazards.

3. QUALIFIED PERSONNEL: All Radiation Physicists performing services under this contract shall work under a board certified Medical/Health Physicist from one of the following boards:

American Board of Radiology, American Board of Health Physicists or American Board of Medical Physicists or Canadian College of Physicist in Medicine. Candidate can either be master’s Level or PhD. The Contractor must meet state licensure to practice as medical health physicist, and or Radiation Safety Officer and have membership (or eligibility for membership) to the American Association of Physicists in Medicine (AAPM). The Proposed Physicist must have minimum qualification requirements in Title 10, Part 35.50, of the Code of Federal Regulations (10 CFR 35). The RSO must also be approved by a permit amendment from the VHA National Health Physics Program (NHPP). Board-eligibility must be maintained throughout the contract period of performance. All continuing education courses required for maintaining certification/eligibility must be current. Documentation verifying current licensure and certifications must be provided quarterly, or as requested, to ensure adequate licensure and certification status.

a. Personnel must also have experience in Hospital Medical Physics and be familiar, experience with state regulations (North Dakota, Minnesota), and VA regulations.

The personnel will be identified in the proposal and shall be considered key personnel as essential for the successful completion of the work performed. Any changes to the assignment of personnel must be communicated to the Contracting

Officer Representative (COR) and Imaging Supervisor at least 5 days before new personnel will visit the FVHCS. Proposed Physicist must be approved by the National Health Physics Program (NHPP) program to function as a Radiation Safety Officer (RSO) on the FVHCS Radiation Materials License.

b. The Contractor shall provide personnel qualified and licensed as a Radiation Safety Officer and Associate Radiation Safety Officer if warranted and approved by the NHPP. Qualifications for all responsible personnel shall meet the requirements of under 10 CFR 30.33(a)(3), 10 CFR 35.2, 10 CFR 35.13, 10 CFR 35.14, 10 CFR 35.24, 10 CFR 35.50, 10 CFR 35.57, and 10 CFR 35.59.

c. The Contractor shall provide personnel who is fully recognized and approved by the United States Nuclear Regulatory Commission (U.S. NRC).

d. Following contract award, the contractor shall be required to initiate measures for assigned personnel to be added to Fargo VA Materials Permit as Radiation Safety Officer within thirty calendar days. Contractor assigned RSO(s) shall conduct training of VA staff assigned with assisting Radiation Safety measures as required.

e. LAWS, PERMITS AND LICENSES: Services performed as part of this PWS, and contract must be in accordance with all applicable laws, ordinances, regulations, and service requirements as enforced by Federal, state, local and industry. The Contractor shall be following US NRC, to include obtaining and maintaining all required licenses and permits required by Federal, state, local and industry laws.

Contractor is required to coordinate and support Fargo VAMC Director in maintaining a current RSO Permit, as approved by NHPP, for the Fargo VA Medical Center.

4. POLICY/HANDBOOKS. The Contractor shall furnish all labor, material, supplies, equipment, and qualified personnel to provide Radiation Safety Officer services for FVAHCS, under the terms and conditions stated herein and must adhere to following directives/regulations/requirements by regulatory and accreditation bodies:

• VHA Directive 1105 - Management of Radioactive Materials https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3080

• VHA Directive 1105.02 Nuclear Medicine and Radiation Safety Administrative Service https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=7519

• VHA Handbook Directive 1105.04 - Fluoroscopy Safety https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=7454

• VHA Directive 1105.05 - Magnetic Resonance (MR) Safety https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=6430

• VHA Directive 1129 – Radiation Protection for Machine Sources of Ionizing Radiation https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8273

• VHA Directive 1663: Health Care Resources Contracting - Buying https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=969&FType=2

• VHA Handbook 1907.01: Health Information Management and Health Records:

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3088

• Privacy Act of 1974 (5 U.S.C. 552a) as amended http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

• VHA Directive 1004.08 Disclosure of Adverse Events to Patients and local Emergency, Radiation Disaster policies.

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8120

• 10 CFR 35. 3045 Report and Notification of a medical of a medical event https://www.nrc.gov/reading-rm/doc-collections/cfr/part035/part035-3045.html https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3080 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=7519 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=7454 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=6430 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8273 https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=969&FType=2 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3088 http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8120 https://www.nrc.gov/reading-rm/doc-collections/cfr/part035/part035-3045.html

• 10 CFR 35.24 NRC Authority and responsibilities for the radiation protection program https://www.nrc.gov/reading-rm/doc-collections/cfr/part035/part035-0024.html

• VHA Directive 0320 VHA Comprehensive Medical Emergency Radiological Response Team Program https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8906

• VHA Directive 0320.05, Medical Emergency Radiological Response Team https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8425

• 10 CFR 30.6 Communications NRC: https://www.nrc.gov/reading-rm/doc-collections/cfr/part030/part030-0006.html

• American College of Radiology Disaster preparedness for Radiology Professionals https://www.acr.org/-/media/ACR/Files/Legal-and-Business-Practices/Disaster- Preparedness/Disaster-Preparedness-for-Radiology-Professionals.pdf

• U. S. Department of Health and Human Services: https://www.remm.nlm.gov/

• 10 CFR 30.50 Reporting Requirements NRC. https://www.nrc.gov/reading-rm/doc-collections/cfr/part030/part030-0050.html

• 10 CFR 30.50 Reporting Requirements NRC. https://www.nrc.gov/reading-rm/doc-collections/cfr/part030/part030-0050.html

5. DEFINITIONS/ACRONYMS. Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation. In case of a conflict in language between the Definitions and other sections of this contract, the language in this section shall govern.

• Contracting Officer (CO) – The person executing this contract on behalf of the Government with the authority to enter and administer contracts and make related determinations and findings.

• Contracting Officer’s Representative (COR) – A person appointed by the CO to take necessary action to ensure the Contractor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken.

• Veterans’ Health Administration (VHA): The central office for administration of the VA medical centers through throughout the United States. The VHA is in Washington, D.C.

• Veterans Integrated Services Network (VISN): The regional oversight for the VA medical centers.

• COS: Chief of Staff

• CPARS: Contractor Performance Assessment Reporting System

• EHR: Electronic Health Record - electronic health record system used by the VA

• HIPAA: Health Insurance Portability and Accountability Act

• ISO: Information Security Officer

• POP: Period of Performance

• PWS: Performance Work Statement

• QA/QI: Quality Assurance/Quality Improvement

• QM/PI: Quality Management/Performance Improvement

• QASP: Quality Assurance Surveillance Plan

• ABHP: American Board of Health Physics

• ABRB: American Board of Radiology

• ACR: American College of Radiology

• ALARA: As Low as Reasonable Achievement

• ADP: Automated Data Processing

• AMA: American Medical Association https://www.nrc.gov/reading-rm/doc-collections/cfr/part035/part035-0024.html https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8906 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8425 https://www.nrc.gov/reading-rm/doc-collections/cfr/part030/part030-0006.html https://www.nrc.gov/reading-rm/doc-collections/cfr/part030/part030-0006.html https://www.acr.org/-/media/ACR/Files/Legal-and-Business-Practices/Disaster-Preparedness/Disaster-Preparedness-for-Radiology-Professionals.pdf https://www.acr.org/-/media/ACR/Files/Legal-and-Business-Practices/Disaster-Preparedness/Disaster-Preparedness-for-Radiology-Professionals.pdf https://www.remm.nlm.gov/ https://www.nrc.gov/reading-rm/doc-collections/cfr/part030/part030-0050.html https://www.nrc.gov/reading-rm/doc-collections/cfr/part030/part030-0050.html https://www.nrc.gov/reading-rm/doc-collections/cfr/part030/part030-0050.html

• CQI: Continuous Quality Improvement

• ISO: Information Security Officer

• JCAHO: Joint Commission on Accreditation of Healthcare Organizations

• NCQA: National Committee for Quality Assurance

• NRC: Nuclear Regulatory Commission

• OSHA: Occupational Safety and Health Administration

• PO: Privacy Officer

• PO: Purchase Order

• QA: Quality Assurance

• QI: Quality Improvement

• RSO: Radiation Safety Officer

• SDB: Small Disadvantaged Business

• USC: United States Code

• VA: Department of Veterans Affairs

• VA NHPP: VA National Health Physics Program

• VISN: Veterans Integrated Service Network

• VISTA: Veterans Health Information Systems & Technology Architecture

6. SCOPE OF WORK:

a. The contractor shall furnish all labor, material, supplies, carry equipment onsite, and qualified personnel to provide Radiation Safety Officer services for the Fargo VA Health Care System in accordance with the terms and conditions stated herein.

b. RSO must perform routine work : radiation safety surveys within FVAHCS facilities for the safe and effective use of these modalities are established by the National Health Physics Program (NHPP), Nuclear Regulatory Commission (NRC) 10 CFR 19, 20, 30, and 35, among others, Occupational Health and Safety Administration (OSHA), Food and Drug Administration (FDA), Environmental Protection Agency (EPA), Department of Transportation (DOT), Veterans Health Administration (VHA), Joint Commission, and Officer Inspector General, American College of Radiology

(ACR).

c. The RSO must help provide oversite to the Radiation Physics program and Nuclear Medicine Department. The RSO provides emergency consultation in response to a facility Emergency Disaster or Radiologic Emergency event. Policy reviews may be provided via electronic means and submitted for recommendation. Radioisotope materials licensing experience is a requirement.

d. The RSO shall help maintain oversight of radioactive material within the Radiation Safety Program, where responsibilities include, but are not limited to the following:

(1) Ensuring safe use of radioactive materials and regulatory compliance along with the VA medical facility Director as well as the VA medical facility Radiation Safety Committee.

(2) Completing day to day actions required by NRC regulations, for the VA medical facility’s radioactive materials permit, which include, but are not limited to, the tasks and actions described in Appendix A of VHA Directive 1105 as well as NRC NUREG-1556, Vol. 9, Rev.3 and NUREG 1556 Vol.

11, Rev. 1.

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

(4) Investigate overexposures, accidents, isotope spills, losses, thefts, unauthorized receipts, uses, transfers, disposals, medical events, and other deviations from approved radiation safety practice and implement corrective actions as necessary.

e. The RSO provides oversite of Radiation Program by Medical Physicist/Radiation safety officer: Manage U.S. Nuclear Regulatory (NRC)/VHA Materials Permit as amended for receipt, location, possession, use, storage, and transfer of radioactive material. Preparing Permit applications, amendments, correspondence, and timely responses for signature to NRC and VHA-NHPP as needed, in accordance with all regulations.

f. Facilitates dosimetry program for a National Voluntary Laboratory Accreditation Program (NVLAP) certified vendor for occupational exposure to ionizing radiation including monthly additions, collection, evaluation, reporting, distribution, and deletion of personal monitoring devices. Provides oversight of the personnel monitoring program and eliminating/reducing or controlling exposure to radiation hazards.

g. RSO must perform radiation safety surveys within FVHCS facilities to ensure compliance with the current American College of Radiology (ACR) and National Health Physics Program (NHPP) as required.

7. RADIATION SAFETY OFFICER

a. QUALITY CONTROL: Work performed under this contract shall be subject to evaluation by the Contract Officers Representative (COR) in accordance with the contract terms and conditions.

b. PLACE OF PERFORMANCE: Fargo Veteran Affairs Health Care System, 2101N Elm Street, Fargo, ND 58103

c. EQUIPMENT. Contractor shall furnish all labor, material, supplies, equipment, and qualified personnel to provide on-site Radiation safety program services and Radiation Safety Officer services at the Fargo VA in accordance with the terms and conditions stated herein. The Fargo VA HCS will provide a person to operate the equipment and be present during the inspection.

d. TRAVEL: Travel expenses will be covered under the contract.

8. HOURS:

a. VA Business Hours regular administrative working hours: 8:00 am – 5:00 pm

Monday through Friday, excluding Federal Holidays. There may be times when the Contractor could be needed to work after regular working hours.

b. Provision of 24 hours a day, 7 days a week service.

c. The certified Health Physicist or Medical Physicist (Radiation Safety Officer - RSO) shall respond to emergency situations within thirty (30) minutes by phone and on-site within five (5) hours based on the severity of the event or disaster to accomplish the radiation safety services, including non-emergent work. The RSO may be contacted by the COR, Imaging Supervisor, Chief, or designated VA representative.

d. FEDERAL HOLIDAYS: The holidays observed by the Federal Government are:

• New Year’s Day • Columbus Day

• President’s Day

• Martin Luther King’s Birthday

• Memorial Day

• Independence Day

• Labor Day

• Veterans Day

• Thanksgiving

• Christmas

• Juneteenth

• Any other day specifically declared by the President of the United States to be a Federal Holiday

9. GENERAL PROVISIONS

a. Services will be provided at the Fargo VA Health Care System (FVAHCS), 2101 N

Elm Street Fargo, ND 58103. Services will be provided at FVHCS during the hours of 8:00am – 5:00pm, Monday through Friday, excluding Federal Holidays. Inspection dates and times will be mutually agreed upon and established. Policy reviews may be provided via electronic means and submitted for recommendation. Change of times or dates of survey visits must be coordinated with the department at least two (2) weeks in advance.

b. Contractor staff performing inspection will be subject to a background investigation and receive a favorable adjudication from the VA Security Center (VSC). If security clearance is not completed prior to the start of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform services for the VAHCS.

(1) The position sensitivity has been designated as low sensitivity. The level of background investigation is a National Agency Check with Written Inquiries. The level of risk associated with the contracted employee position is equivalent to the level required of a VA Employee working in such a position.

(2) Contractor staff performing inspections will complete and sign VA’s National Rules of Behavior and Privacy Policy training prior to performing inspections.

(3) Contractor will provide equipment calibration records for all equipment used to test equipment.

(4) VA may increase the number of equipment items or test covered under this contract at no change to the applicable contract price schedule.

(5) Physicist must be approved on Radiation Materials License by National Health Physics Program.

10. STANDARDS: The services to be performed by the contractor will be performed in accordance with VA policies and procedures and the regulations of the medical staff bylaws of the VA facility.

a. Key Personnel: The VA Full Time Equivalency (FTE): FTE is defined by VA as a minimum of 80 hours every two weeks and does not include holidays.

b. The minimum number of Board-Certified physicists required to provide coverage daily for Radiation Safety Officer is one key personnel as defined in paragraph Hours of Operation in this section.

c. The Contractor shall be responsible for providing coverage to the VA during periods of vacancies of the Contractor’s personnel due to sick leave, personal leave, vacations, and additional coverage as required. In the event a scheduled physicist is unable to complete an assigned shift, the contractor shall provide replacement physicist coverage within two (2) hours and notify the Contracting Office Representative (COR) at the Fargo VA Health Care System immediately of the schedule change.

d. Personnel Substitutions: During the first ninety (90) calendar days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the CO, in writing, within 15 calendar day (s) after the occurrence of any of these events and provide the information required below. After 90 days, the Contractor shall submit the information required below to the CO at least 15 calendar days prior to making any permanent substitution.

e. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the CO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The CO will notify the Contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel.

f. For temporary substitution where the key person shall not be reporting to work for three 3 consecutive workdays or more, the Contractor shall provide a qualified replacement for the key person. The substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure as stated above.

g. The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction, or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. Should the VA Imaging COS, supervisor or designee show documented clinical problems or continual unprofessional behavior/actions with any Contractor’s physicist (s), s/he may request, without cause, immediate replacement of said Contractor’s physicist (s).

The CO and COR shall deal with issues raised concerning Contractor’s physicist (s) conduct. The final arbiter on questions of acceptability is the CO.

h. Contingency Plan: Because continuity of care and requirements of radioisotope licensure requirements as described in VHA Directive 1105 and 1129 https://www.va.gov/vhapublications/publications.cfm?pub=1&order=asc&orderby=pu b_Number.

(1) It is an essential part of FVAHCS medical services, the Contractor shall have a contingency plan in place to be utilized if the Contractor’s physicist

(s) leaves Contractor’s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract.

https://www.va.gov/vhapublications/publications.cfm?pub=1&order=asc&orderby=pub_Number

(2) Provide written report of completed audits/surveys to Imaging Supervisor or designee within thirty (30) working days of performance of the survey.

11. HEALTH PHYSICS INSTRUMENTATION REQUIREMENTS.

a. The RSO(s) shall provide the following services, and report as necessary to BIOMED for tracking of instrument calibration:

(1) Calibration of instruments used for performing ambient dose rate surveys which includes calibration in dose rate (e.g., R/hr) and/or count rate (e.g., cpm) as needed, required by regulation, or deemed appropriate by a qualified expert.

(2) Calibration of instruments used for direct measurement of radiopharmaceuticals as needed, required by regulation, or deemed appropriate by a qualified expert. Radioactive calibration sources shall be provided by Fargo, however, all written procedures for completing such calibrations as well as knowledge and expertise shall be provided by the RSO(s).

(3) Calibration of instruments used for the detection and quantification of removable radioactive contamination. Required calculations include but are not limited to; lower level of detectability (LLD), minimum detectable activity (MDA), detector efficiencies for all photon energies applicable to Fargo VA. Sealed radioactive sources shall be provided by Fargo VA, however, all written procedures for completing such calibrations as well as knowledge and expertise shall be provided by the RSO(s).

(4) Perform an annual review and summary of the Radiation Safety Program involving by-product material and will present the summary to the Radiation Safety Committee.

b. DUTIES AND RESPONSIBILITIES

(1) Help provide radiation protection program (RPP) oversight, including machine sources of ionizing radiation during routine committee meetings and as part of an annual radiation safety program review. Including committee membership for appropriate functional areas using machine sources (e.g., radiation oncology, radiology, and cardiology, etc.).

(2) Assist with operationalizing radiation safety procedures to include periodic review standards that conform with regulations, VA requirements, and good radiation safety and medical physics practices.

(3) Ensure (for the licensee) that the radiation safety activities are being performed with federal and state regulations.

(4) Completing ALARA reviews and evaluation occupational and public doses related to the use of machine sources, if required.

(5) Reviewing and recommend proposed changes to training, equipment, facilities and radiation safety procedures or practices.

(6) Providing structural shielding design reports for linear accelerators to NHPP for approval before installation of the equipment and shielding survey reports before first clinical use of the equipment. Ensuring structural shielding design reports and shielding surveys conform to NCRP Report No. 151 or current document.

(7) Ensures the equipment inspection frequency is 12 months and deficiencies identified in the inspection process are corrected in a timely fashion.

(8) Ensures rooms where x-ray equipment is used are shielded per NCRP Report No. 147 or current document and documentation demonstrating compliance is maintained.

(9) Ensures compliance with the VHA Fluoroscopy Safety Handbook

1105.04. Providing ongoing reviews for computed tomography (CT) scanning protocols to help reduce possible radiation dose for those procedures.

(10) Providing oversight for safe use of radioactive materials with a focus to ensure occupational and public doses are as low as reasonably achievable (ALARA) and a safety conscious work environment is achieved.

(11) Establishes Radiation Safety committee membership to include the Chair, RSO, a management representative, a nursing service representative, and other key staff such as a clinical representative for each type of medical authorized use, a representative for research use, and work center representatives (based on potential health and safety or patient safety risks) from among nursing staff, nuclear medicine technologists, or other ancillary workers and subject matter experts such as a biomedical engineer.

(12) The RSO(s) shall review and assist with administration of unsealed radioactive material requiring a written directive as well as the release of patient determination to ensure compliance with all regulatory requirements.

(13) Participates quarterly meetings at intervals not to exceed 6 calendar months and establishing a committee quorum of at least one-half of committee membership for meetings, which must include the RSO and management representative and makes recommendations as necessary.

(14) Prepares records and reporting committee results as required by executive management and/or Title 10 Code of Federal Regulations (CFR) Part 35 and ensuring the records document executive management approvals for actions under 10 CFR Part 35 to include these administrative requirements.

(15) Collaborates with other facility committees as needed and administrative oversight of the Radiation Safety Committee minutes by ensuring the submitted copy of Radiation Safety Committee minutes to a higher-level committee within 45 days after the date of the Radiation Safety Committee meeting.

(16) Reviews annually the radiation safety program review as specified in 10 CFR 20.1101, to include locations of use with emphasis on decommissioning records as specified in 10 CFR Part 30.

(17) Reviews or audits as needed based on the radioactive materials, by-product material scope of use.

(18) Evaluates results from audits, reviews, and inspections to determine possible generic issues or trends. Identify root causes, specify corrective actions and actions to prevent recurrence, and determine if any results are applicable to other uses of radioactive materials.

(19) Follow-up to resolve health and safety issues and radiation safety program deviations as needed.

(20) Reviews, at least every 6 months, occupational and public doses.

(21) Reviews, at least every 6 months, any identified health and safety issues or possible radiation safety program deviations from regulatory compliance or required practices.

(22) Reviews and suggest, recommends changes to training, equipment, facilities and radiation safety procedures or practices to imaging management.

(23) Ensures sealed source inventories are completed:

i. Quarterly, for sealed sources with either current activity greater than 1 millicurie or current activity greater than 1000 times the quantities in 10 CFR Part 20, Appendix C.

ii. Semiannually, for all other sealed sources except sources specifically exempted by 10 CFR 30.

iii. Ensuring sealed source records are maintained for transfer or disposition to document leak test results if the sealed source was required by regulation or permit condition to have…