RFQ 75N98020Q00005 Final.docx

RFQ 75N98020Q00005

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6 "Streamlined Procedures for Evaluation and Solicitation for Commercial Items," as applicable, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation is being issued using Simplified Acquisition Procedures under the Authority of FAR Subpart 13.5.

This solicitation is a request for quotes (RFQ) under RFQ Number 75N98020Q00005. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2020-04, dated January 15, 2020. The associated North American Industry Classification System (NAICS) code for this procurement is 541690- Other Scientific and Technical Consulting Services with a size standard of $15,000,000. This RFQ is set aside for small business.

LINE ITEMS

Base Period 4/1/2020-3/31/2021

Task 2

Task 2 Estimated Total

Base Period Estimated Total (Est of all Tasks)

Opt Period 1 4/1/2021-3/31/2022

Task 2

Task 2 Estimated

Opt Period 1 Estimated Total

Opt Period 2 4/1/2022-3/31/2023

Task 2

Task 2 Estimated

Opt Period 2 Estimated Total

Grand Estimated Total (Base + Opt Periods)

Order Type It is contemplated that a single award indefinite delivery/indefinite quantity type contract that allows for Time and Materials and Firm Fixed Price Orders. Award will be made on an all or none basis.

Medical Physics Contract Statement of Work (DRAFT)

Period of Performance: From: 04/01/2020 to 03/31/2023

Section 1: Medical Physics Services Primary Duties and Responsibilities

1. Perform dosimetry calculations in support of NIH clinical research protocols to assure the safety and efficacy of procedures involving radiation. It estimated to be approximately 100 dosimetry calculations per year.

a. may require consultation with researcher

b. measurement of the fundamental exposures

c. calculation of relevant organ doses

2. Develop a library of radiation dosimetry tables for standard procedures in partnership with the NIH Radiation Safety Committee (RSC) to be referenced by PIs in writing clinical research protocols.

3. Perform dosimetry for individual patients as requested.

4. Provide guidance for radiation dosimetry related concerns as requested by the NIH Radiation Safety Committee (RSC).

Section 2: Inspection of radiation-producing equipment and associated lead shields

Inspection of radiation-producing equipment:

1. As a federal facility, the NIH is not bound by the Code of Maryland Regulations (COMAR) and is not required to register radiation-producing equipment with the State of Maryland. NIH does, however, use COMAR as the basis for surveying radiation-producing equipment. Inspections of radiation-producing equipment would have to conform with COMAR or an equivalent such as American College of Radiology (ACR) standards or American Association of Physicists in Medicine (AAPM) standards for surveying radiation-producing equipment.

2. The Contractor is required to survey radiation-producing equipment operated by the NIH at Bethesda, Maryland and satellite facilities in Gaithersburg, Rockville, Frederick, Poolesville, and Baltimore. The type and approximate number of these devices are as follows:

Type of Unit Number of Units

3. There are approximately 30 additional units that are surveyed by NIH Clinical Center (CC) staff. The Contractor may be asked to survey these units only upon request.

4. The COR will supply the Contractor with a list of units due for survey each month at the 1st business day of the that month.

5. The Contractor shall perform and document surveys in a report in accordance with the COMAR or suitable equivalent, as well as with ANSI/HPS N43.2-2001 “Radiation Safety for X-Ray Diffraction and Fluorescence Analysis Equipment”. If any problems are identified, the Contractor shall attach a cover sheet to the survey report highlighting the type of unit, the unit’s assigned unique identification number, problems noted with the unit, and what is required to bring the unit into compliance with the regulations.

6. For newly-installed units the Contractor shall include the usual survey requirements, an evaluation of radiation exposure to adjacent areas based on the occupancy of those areas, and specific recommendations for additional shielding if required. The COR will notify the Contractor of any new units and whether expedited surveys (1-week turnaround) are needed. The Contractor shall assign a DRS ID number to each new unit and affix a sticker showing that number. New install surveys are expected to be completed within two weeks.

7. The Contractor shall perform inspection of radiation producing equipment as requested following modifications and adjustments that may have resulted in increase of radiation hazard (e.g., relocation of a unit, replacement of an x-ray tube, changes in filtrations of beams, changes in image intensifications).

8. With prior approval of the point of contact for the unit, the Contractor can independently operate radiation-producing units, except for bone densitometers, x-ray diffraction units, and CT scanners, which must be operated by NIH personnel. The Contractor shall be held liable for any damage to a machine by virtue of the Contractor's operation of it.

9. The Contractor shall be responsible for scheduling appointments and arranging to have an NIH operator familiar with the unit present during the survey when required. Advance notice is essential to assure that the particular equipment is available for the scheduled service.

10. Whenever possible, the Contractor shall correct violations identified, such as those pertaining to the posting of appropriate caution signs and charts.

11. Upon completion of each survey, the Contractor shall affix to the unit a label indicating the date of the survey and the initials of the Surveyor.

12. Emergency notification to the COR is required immediately if major violations are noted such as: warning lights are not “fail safe,” interlocks are not operating correctly, shielding is defective, or table top exposure on fluoroscopic unit is excessive.

13. The Contractor shall submit equipment survey reports to the COR within 5 work days from the date of survey. Survey reports will be reviewed and may be returned to the Contractor for correction.

14. Equipment survey reports deemed unacceptable to the COR or designee shall be amended and/or corrected and resubmitted to the COR within 5 working days.

Inspection of associated lead shields

15. The Contractor is required to survey personal shielding, primarily lead aprons, thyroid shields, lead gloves, and gonad shields. The approximate number of these shields is 270.

16. The Contractor shall place a non-removable sticker carrying a number and a location on each lead apron, thyroid shield, lead glove, and gonad shield. The sticker shall not penetrate shielding materials. Annually, the Contractor shall inventory the items. The Contractor shall inspect each item visually and by fluoroscopy when available, otherwise by physical palpation.

17. The Contractor shall document the results of the inspection of personal protective shields on a provided form indicating the kind of shield, its ID number, method of survey, survey date, and surveyor name. The Contractor shall provide documentation of any defects.

18. By December 1st of the calendar year, the Contractor shall inspect and submit the associated report for the inspection of shielding devices (e.g. lead aprons, lead gloves, thyroid shields, etc.) that are used with radiation-producing equipment for defects. NIH CC staff typically perform surveys of their own personal protective shields although the Contractor may be asked to perform these surveys ad hoc.

19. All data generated in the course of performing any of the surveys shall be maintained for at least 36 months and available, when requested, for NIH verification.

20. The Contractor shall submit personnel shielding survey reports to the COR within 5 work days from the date of survey. Survey reports will be reviewed and may be returned to the Contractor for correction.

21. Personnel shielding survey reports deemed unacceptable to the COR or designee shall be amended and/or corrected and resubmitted to the COR within 5 working days.

Section 3: Additional duties

1. Perform shielding design for renovation and new facility projects upon request, in accordance with NCRP 147 guidance or updated best practice guidance. A written report shall be submitted to the COR within three weeks.

2. Perform visual evaluation of shielding prior to finishing, in coordination with construction engineering and the COR.

3. Perform and complete an evaluation and report of radiation exposure from radiation producing equipment to adjacent areas based on the occupancy of these areas, using a radiation source equivalent to the equipment’s output. Include clear and specific recommendations for additional shielding if required.

Section 4: Qualifications

1. The Contractor shall provide qualified personnel for the performance of this contract to assure that services are delivered in a prompt and safe manner.

2. Individuals directly supervising and/or conducting final contractor review of work prior to submission to the NIH are considered key personnel; any replacement of these people shall have prior approval by the Contracting Officer under HHS Clause 352.270-5 “Key Personnel.”

3. Key personnel must have the following minimum qualifications:

a. A four-year college degree in a physical science or related field or equivalent training and experience;

b. Specific training in radiation safety, medical physics, or health physics either through formal college or equivalent special training;

c. Three years of experience in radiation safety, medical physics, or health physics, including one year in work similar to that required herein;

d. Board certification with the American Board of Radiology.

4. All Contractor personnel shall meet the following minimum qualifications:

5. Contractor personnel providing dosimetry calculations shall be certified as (or directly supervised by) a Medical Physicist by the American Board of Radiology.

6. Contractor personnel surveying radiation-producing equipment and shields shall be certified as (or directly supervised by) a Medical Physicist by the American Board of Radiology or a Certified Health Physicist by the American Board of Health Physics.

7. Contractor personnel performing shielding design and evaluation shall be certified as (or directly supervised by) a Medical Physicist by the American Board of Radiology or a Certified Health Physicist by the American Board of Health Physics.

8. The Contractor shall comply with all Occupational Safety and Health Administration regulations as well as the policies of the NIH Division of Occupational Health and Safety (DOHS), while performing work under this contract. This includes the Contractor satisfying the requirements of an animal surveillance program and the requirements for entering BSL-3 and BSL-4 facilities, if necessary. These requirements are in place to comply with DOHS policy. An example would be initial and periodic testing for tuberculosis or the enrollment in the NIH Biosurety program.

9. Contractor personnel must undergo a background investigation and be found suitable to receive an NIH-ID badge.

10. For entry into BSL-3 and BSL-4 laboratories, in addition to passing a higher-level background check, staff must be able to meet physical and mental health requirements determined by DOHS.

11. Contractor personnel shall present a neat appearance and provide services in a professional and courteous manner while complying with all applicable NIH rules, regulations, and requirements. For example, contractor personnel shall park in designated areas, not smoke on NIH property and wear NIH Contractor identification at all times.

Deliverables and Reporting Requirements:

· Monthly status reports to include information on current and completed activities; problems encountered; corrective actions taken; and recommendations for the next reporting period.

· Status reports to assess progress, as requested by the COR.

Place of Performance:

· Generally, the Contractor is expected to perform the majority of work on the main campus in Bethesda, MD.

· Work may also need to be performed at satellite facilities located in Gaithersburg, Rockville, Frederick, Poolesville, and Baltimore.

End of Statement of Work

FAR and HHSAR Provisions/Clauses Incorporated by Reference:

· FAR Provision 52.212-1 Instructions to Offerors—Commercial Items (Oct 2018)

· FAR Clause 52.212-4 Contract Terms and Conditions—Commercial Items (Oct 2018)

· FAR Clause 52.242-15 Stop-Work Order (Aug 1989)

· HHSAR Clause 352.203-70 Anti-Lobbying (December 18, 2015)

· HHSAR Clause 352.208-70 Printing and Duplication (December 18, 2015)

· HHSAR Clause 352.222-70 Contractor Cooperation in Equal Employment Opportunity Investigations (December 18, 2015)

· HHSAR Clause 352.223-70 Safety and Health (December 18, 2015)

· HHSAR Clause 352.224-71 Confidential Information (December 18, 2015)

· HHSAR Clause 352.239-73 Electronic Information and Technology Accessibility Notice (December 18, 2015)

FAR and HHSAR Provisions/Clauses Provided in Full

· FAR Provision 52.212-3 Offeror Representations and Certifications—Commercial Items (Dec 2019)-Quoters are required to include a completed copy of the provision in their quote. See Attachment #1

· FAR Clause 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Items (Jan 2020)-See Attachment #2

· Invoicing Instructions-See Attachment #3

352.237-75 Key Personnel (December 18, 2015)

The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to the contractor voluntarily diverting any of the specified individuals to other programs or contracts the Contractor shall notify the Contracting Officer and shall submit a justification for the diversion or replacement and a request to replace the individual. The request must identify the proposed replacement and provide an explanation of how the replacement's skills, experience, and credentials meet or exceed the requirements of the contract (including, when applicable, Human Subjects Testing requirements). If the employee of the contractor is terminated for cause or separates from the contractor voluntarily with less than thirty days notice, the Contractor shall provide the maximum notice practicable under the circumstances. The Contractor shall not divert, replace, or announce any such change to key personnel without the written consent of the Contracting Officer. The contract will be modified to add or delete key personnel as necessary to reflect the agreement of the parties.

CONTRACTING OFFICER'S REPRESENTATIVE (COR)

The following Contracting Officer's Representative (COR) will represent the Government for the purpose of this Contract:

TBD

The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the statement of work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting in the resolution of technical problems encountered during performance.

The Contracting Officer is the only person with authority to act as agent of the Government under this contract. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the statement of work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the Contractor for any costs incurred during the performance of this contract; (5) otherwise change any terms and conditions of this contract; or (6) sign written licensing agreements.

The Government may unilaterally change its COR designation.

Evaluation Criteria

All quotes will be given a thorough review. The evaluation process will be based on Best Value with technical being more important than price. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

Past Experience

The vendor has conducted annual QA/QC surveys of radiation producing devices and personnel shielding, dosimetry calculations for clinical research protocols, and facility shielding design as described in the statement of work

Vendors will be evaluated on the quoter’s experience in providing similar services and their demonstrated understanding of this requirement. Vendors shall provide information on at least 3 completed requirements, 1 of each of the sought services (dosimetry calculations, radiation producing device surveys, and shielding design) to include:

· Contract/Order Number

· Contract/Order Amount-Including Options

· Contract/Order Type (T&M, FFP, etc)

· Customer and CO Name, Phone Number, email address

· General Contract/Order Description and how it fits with the requirement of the solicitation.

Technical Capabilities The quote provides a clear, logical plan for organizing the tasks and feasible methods for delivering the services. The proposed approach also reflects a clear understanding of the services needed by the NIH including a description of how the services offered meets the technical requirements, informational capability and how it meets the overall requirements of the SOW. The vendor complies with contract requirements, uses appropriate personnel, and demonstrates technical excellence. The timeframes for performing and delivering the services are realistic. Vendor provides key personnel that meet or exceed the requirements under Section 4.3 of the solicitation. Vendor will provide resumes of key personnel as well as commitment letters for those who aren’t the vendor’s current employee.

Price Quote Instructions

Vendors are to fill in pricing for the all the line items (including option periods) listed as well as the estimated yearly total for the base and option periods. The price quote must also include attachment #1 and any signed amendments to the solicitation.

Evaluation of Quotes

All quotes will be given a thorough review. The evaluation process will be based on Best Value with technical being more important than price. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

Quote Submittal Instructions

Technical and Price Quotes (the technical and price quotes are to be separate documents/attachments) are due to Zedekiah J. Worsham, Contracting Officer via email at worshamz@od.nih.gov by February 28, 2020 at 2PM EST. Quotes delivered through fax, hand delivery, or mail will not be accepted. Electronic Quotes shall be in Microsoft Word, Excel, PowerPoint, or Adobe Acrobat. NIH uses Microsoft Office 2013. Please include the solicitation number 75N98020Q00005 and company name in the email subject line when responding to this solicitation. Price Quotes will include the vendor’s name, DUNS, and Tax ID number as well as be valid for 60 calendar days or longer. Any questions can be sent to Mr. Worsham via email at worshamz@od.nih.gov by February 25, 2020 at 1PM EST. Technical Quotes shall be no longer than 15 pages in length that outline the requirements in the Statement of Work (excluding resumes and commitment letters). Please contact Mr. Worsham at 301-402-3079 to verify your quote was received.

List of Attachments

1. Representations and Certifications

2. Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items

3. Invoice Instructions