A.02 Performance Work Statement CRR.pdf

PERFORMANCE WORK STATEMENT (PWS)

Radiation Surveys for Radiology Diagnostic Devices

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide Medical Physicists for assessment and certification of all diagnostic imaging equipment, as an annual requirement, for Womack Army Medical Center (WAMC), in-direct support of patient care. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Radiation Surveys for Radiology Diagnostic Devices as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: Womack Army Medical Center (WAMC) requires Radiation Surveys for Health Technology Management Branch (HTMB) in-direct support of patient care. It is the intent of the Defense Health Agency Contracting Office, on behalf of WAMC to solicit, negotiate, and award a contract for a performance period of approximately 48-months, with a possibility to extend for six months. This contract will serve as an annual service where the vendor will provide Radiation Surveys for the Radiation Diagnostic Devices as listed herein.

1.3 Objectives: The primary objective is to purchase annual Medical Physicist services in support of Womack Army Medical Center's medical devices and without the disruption of patient care.

This contract is to ensure safe and reliable diagnostic imaging equipment performance while meeting all safety requirements, industry standards and regulations. These services include:

Equipment Metrics Assessment, as an annual requirement, encompassing annual evaluations conducted by a Medical Physicist to ensure our equipment meets manufacturer’s specifications. The assessments should encompass tests using phantoms for image uniformity, system uniformity, high-contrast resolution, system spatial resolution, and system sensitivity; and

Radiation Exposure Testing, on an as needed basis. These services involve determining and documenting the radiation exposure levels for both workers and patients and ensuring compliance with 29 CFR § 1910.1096 regarding ionizing radiation.

1.4 Scope:

1.4.1 EQUIPMENT IDENTIFICATION:

WAMC currently lists the following Radiation Diagnostic Devices in inventory:

ASSET MFR MODEL SERIAL NO QTY

Other Dornier GENESIS 0079 1.00 Canon Alphenix Biplane A2A20X2083 1.00 Canon Alphenix Biplane A2A20X2083 1.00 Medtronic O-Arm 02 C3845 1.00 Hologic Selenia Dimensions 3D SDM131501082 1.00 Hologic Selenia Dimensions 3D SDM131501094 1.00 Hologic Affirm Prone Biopsy 3D APB1000178 1.00

GE 1.5 MR450W SGH401TWRC 1.00

GE 750 MRI WB0304 1.00

GE Signa 1.5T R4004 1.00 Siemens Symbia Evo 1260 1.00 GE Discover NM 830 830Z60224 1.00 Spectrum D-Spect 5170 1.00

GE 870 DR-N1 87CA83004 1.00

Siemens Artis Q Ceiling 109697 1.00 Other Dornier GENESIS GEN0032 1.00 Other Dornier GEMINI GEM112 1.00 Planmeca Viso VXS1726367 1.00 Other J Morita Veraview X800 X830T000554 1.00 Other J Morita MCT-1 / 3D Accuitomo X056K000029 1.00

GE 870 DR-N1 87CA83004 1.00

GE REVOLUTION HD 64 Slice 454955CN6 1.00 Siemens SOMATOM Definition Edge (21) 155764 1.00

1.4.2 CONFORMANCE STANDARDS: Initial (Acceptance or Relocation), annual and post repair surveys/inspections of diagnostic radiography equipment including CT, fluoroscopes, potables, C-Arms, dental units, and general diagnostic machines. MRI and image display monitors, Nuclear Medicine cameras, PET/CT, and SPECT equipment.

1.4.3 SCHEDULED SERVICES: The contractor will perform annual surveys on-site on a pre-determined schedule.

1.4.4 PARTS EXCHANGE: N/A. Medical Physicist do not provide parts.

1.4.5 FAILED ASSESSMENTS: In the event a survey fails, the contractor must immediately report the failure to WAMC’s HTMB Biomedical Equipment Technician to discuss the best course of action for the device. At no time will the contractor perform the necessary steps to correct the failed device. If any device is damaged by the vendor, it will be repaired or replaced at the contractor’s expense.

1.4.6 TESTING SCHEDULE: Services for WAMC to be provided 5 days a week (Mon, Tues, Wed, Thurs, Fri), from 0730- 1600 hours.

1.5 Period of Performance:

The anticipated period of performance shall be for 48-months (1 June 2025 – 31 May 2029)

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system. The Contractor shall maintain records of all quality control inspections conducted by the Contractor and corrective action taken to prevent continued re-occurrence of deficiencies. This documentation shall be made available to the COR or Contracting Officer during the term of the contract.

1.6.2 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).

1.6.3 Recognized Holidays

New Year's Day, January 1.

Martin Luther King Jr.'s Birthday, 3rd Monday in January.

President's Day, 3rd Monday in February.

Memorial Day, Last Monday in May.

Juneteenth, 3rd Monday in June.

Independence Day, July 4.

Labor Day, 1st Monday in September.

Columbus Day, 2nd Monday in October.

Veteran's Day, November 11.

Thanksgiving Day, 4th Thursday in November.

Christmas Day, 25 December

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0730 to 1630 EST Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance:

There will be multiple locations where surveys are to be performed, including Womack Army Medical Center (WAMC), Building 4- 2817, Rock Merritt Ave; Rohde Dental Clinic, Building D3836; and Smoke Bomb Hill Dental Clinic, Building H3718, Fort Bragg, North Carolina 28310.

The Contractor shall coordinate with the COR and the Deputy Chief for scheduling.

1.6.6 Type of Contract: The government will award a Firm Fixed Price Contract.

1.6.7 Security Requirements: The contractor will be escorted at all times while performing services on the installation. Contractor personnel shall comply with all applicable security and safety regulations, guidance, and procedures, including local, referenced in this PWS and in effect at the work sites. All personnel must meet requirements IAW DODD 8140.01. Personnel Security Clearances must be kept to an absolute minimum based on contractual needs.

1.6.7.1 The Contractor shall furnish a list of all employees entering the military facilities at least five (5) calendar days prior to the start of contract performance. The list shall include the full name and work assignment of each employee. The Contractor shall notify the respective COR of all additions, deletions, or changes at least five (5) days in advance of such changes whenever practicable, or as soon thereafter as is reasonably practicable.

1.6.7.2 The Contractor shall ensure that Contractor's employees entering the military installation observe and comply with all Army policies, regulations, and procedures concerning fire, safety, environmental protection, sanitation, security, traffic, parking, flag courtesy, "off limits" areas, and possession of firearms or other lethal weapons.

1.6.7.3 Automation Installation Entry (AIE). The contractor shall obtain AIE badges for all employees who will be coming on post to provide services. Fort Bragg AIE Access Cards may be issued for a maximum of three years for individual(s) who require recurring access to the installation for official business. The application request form (DES Form 118) for access cards will be located on the Fort Bragg Provost Marshall webpage http://www.bragg.army.mil/directorates/DES/pmo/Pages/AIE.aspx under the Installation Access Control Tab. Sponsorship is required to obtain a card and all applications (DES Form 118) will be turned into the All American VCC for processing and approval. An employee from Environmental Services, WAMC, will have authorization to sign for the AIE badge.

1.6.7.4 The award of this contract does not bestow a right to have access to any military installation. Unscheduled gate closures by the Security Police may occur at any time and personnel entering or leaving the installation may experience delays. All vehicles are subject to search while on federal installations pursuant to current directives. Although delays due to the Government cannot be held against the Contractor, the Contractor shall ensure delivery is scheduled in time to allow for these inspections. Any violation of installation regulation, state or federal statue may result in the termination of the privilege to enter one or more military installations.

1.6.7.5 All commercial vehicles, vans and larger, will be required to enter Womack Army Medical Center's Main Post through the Knox Street Gate. The Knox Street gate hours of operation are 7 days a week 24 hours a day. Commercial vehicles are expected to complete their business and exit Fort Bragg through any Gate applicable to their direction of travel. Commercial vehicles may be searched. Upon entry of the installation drivers will be required to show photo identification.

1.6.7.6 Upon arrival at WAMC, contractor will notify the HTMB Coordinator of their arrival. Personnel from HTMB must be always present with the vendor while surveying equipment.

1.6.7.7 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.

1.6.8 Special Qualifications: All medical physicists/personnel providing service to equipment at WAMC must meet JCAHO requirements for education, training, experience, and all other credentials required by DHA and other governing agencies. This includes the required annual radiation safety training to keep their own occupational doses ALARA. WAMC must have a current resume/cv on file for all physicists who will or may come to either of our campuses to test or otherwise work on our equipment. WAMC must see and approve the resume/cv for any new physicists who would be coming to work at WAMC campuses prior to their arrival.

Subcontractors must account for < 51% of the physicists’ time working at WAMC. Medical physicists must be educated and experienced in nuclear medicine and pet diagnostic and therapy procedures such that they can answer questions and offer advice on issues in these areas. They also must be experienced with radiation shielding and performance of dose reconstruction for patient and staff for incidents and in critical situations.

1.6.9 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 apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer’s Representative (COR): The (COR) will be identified by 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 with regard to 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.

1.6.11 Key Personnel: The follow personnel are considered key personnel by the government:

Lead Medical Physicist

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 for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 0730 and 1630, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

Qualifications for all key personnel are listed below:

Education: Master's or Doctoral degree in medical physics or a related field Certification: American Board of Radiology; American Board of Medical Physics Relevant Experience

1.6.12 Identification of Contractor Employees: Contractor personnel shall present a neat appearance and must be easily recognizable as an employee of the Contractor. This may be accomplished by wearing distinctive clothing bearing the name of the company, or by wearing appropriate badges or identification tags which contain the company name. This applies to any individual that enters the military installation under this contract.

1.6.13 Contractor Travel. Not Applicable. This is a Firm Fixed Price Contract.

1.6.14 Other Direct Costs. Not applicable. This is a Firm Fixed Price Contract.

1.6.15 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced 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.

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 service 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 appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

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

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

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that 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 persons that are listed in the proposal.

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

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

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

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

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

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide a technician to accompany the contractor’s personnel while performing contracted services.

3.2 Facilities: The Government will not provide office space Contractor’s personnel.

3.3 Utilities: The Government will not provide utilities for Contractor’s personnel.

3.4 Equipment: The Government will not provide access to office equipment or peripherals.

3.5 Materials: For equipment being serviced under this contract, the Government will provide:

access the prior equipment maintenance records.

authorized Army (Military) forms, Department of Defense (DOD) Defense Health

Agency (DHA) publications, and services specifically identified in this contract.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. EQUIPMENT METRICS ASSESSMENTS. The contractor shall provide Medical Physicists to deliver Radiation Survey services for Equipment Metrics Assessments as an annual requirement. This includes annual evaluations conducted by a Medical Physicist to ensure WAMC’s equipment meets manufacturer’s specifications. The assessments should encompass tests using phantoms for image uniformity, system uniformity, high-contrast resolution, system spatial resolution, and system sensitivity.

The qualified diagnostic medical physicist shall perform inspections of ionizing radiation equipment to ensure compliance with the current American College of Radiology (ACR), Food and Drug Administration (FDA), Defense Health Agency (DHA), and other applicable state and federal regulations. As the contract advances the contractor will stay up to date with regulations and change the required reports, tables, and checks in accordance with the regulatory changes.

Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the Radiation Safety Officer (RSO) or his/her staff prior to the qualified diagnostic medical physicist leaving the facility. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to the RSO immediately upon discovery. A written report of the results shall be provided to the RSO or his/her staff within 10 business days after completion of the inspection. All equipment identified herein shall be inspected at least annually, not to exceed 13 months.

The Contractor shall conduct equipment inspections or quality control surveys of the imaging equipment listed below. The Contractor shall ensure the imaging equipment's compliance with applicable Federal and state regulations, Joint Commission standards and ACR recommendations, and shall include, but not be limited to, monitoring the following basic performance characteristics.

A. Radiographic and Fluoroscopic Equipment Physics inspections of radiographic and fluoroscopic equipment shall comply with the ACR, American Society of Radiologic Technologists (ASRT), and the International Electrotechnical Commission (IEC) for initial and all updates that occur during the contract’s base plus four years at a minimum. The performance of each radiographic and fluoroscopic unit must be evaluated at least annually not to exceed 13 months. Standards for assessing radiographic equipment typically include evaluations of image quality, radiation dose, system accuracy (kVp, mA linearity), field alignment, and safety interlocks.

B. Diagnostic Computed Tomography (CT) Services The physicist inspection shall conform to the 2017 ACR Computed Tomography Quality Control Manual (revised 9/2024). The performance of each CT scanner shall be evaluated at least annually not to exceed 13 months. The contractor will assist in the review of CT protocols for optimization and review the QA program for each CT unit at least annually not to exceed 13 months. The contractor will perform dose measurements on all used CT protocols for each unit used for diagnostic CT.

C. Magnetic Resonance Imaging (MRI) Services The performance of each MRI scanner shall be evaluated at least annually not to exceed 13 months. The contractor will assist in the review of MRI protocols for optimization at least annually not to exceed 13 months. The contractor’s physicist will review the QA program for each MRI unit on an annual basis not to exceed 13 months.

D. Nuclear Medicine Imaging (NM) Services The performance of each NM scanner shall be evaluated at least annually not to exceed 13 months and in accordance with the National Electrical Manufacturers Association (NEMA) protocols and the American College of Radiology (ACR). The contractor will assist in the review of the QA program and NM protocols for optimization and at least annually not to exceed 13 months. The evaluation results, along with recommendations for correcting any problems identified, are to be documented. Evaluations are to be conducted for all the imaging types produced clinically by each Nuclear Medicine scanner, (e.g. planar and/or tomographic) and include the use of phantoms to assess the following imaging metrics:

a. Image uniformity/system uniformity

b. High-contrast resolution

c. System Spatial Resolution

d. System Sensitivity

e. Energy Resolution

f. Maximum Count Rate Parameters

g. Artifact evaluation

h. Overall System Performance for SPECT Systems

i. System Interlocks

j. Center of Rotation

k. Physical Inspection

E. Positron Emission Tomography (PET) Services A performance evaluation of each PET scanner shall be evaluated at least annually and not to exceed 13 months. The evaluation results, along with recommendations for correcting any problems identified, are to be documented. Evaluations are to be conducted for all the imaging types produced clinically by each PET scanner, (e.g. planar and/or tomographic) and include the use of phantoms to assess the following imaging metrics:

a. Image uniformity/system uniformity

b. High-contrast resolution/system spatial resolution

c. Low-contrast resolution or detectability (not applicable for planar acquisitions)

d. Artifact evaluation

e. Provide PET Phantom for testing

f. Preparation of F-18 dilution for PET Phantom setup

g. PET Data acquisitions and assistance with processing

h. ROI evaluation and data calculations

i. Overall System Performance for PET - PET/CT Systems

j. Formatter/Video Display Assessment

k. System Interlocks verification

l. Physical Inspection

5.2. RADIATION EXPOSURE TESTING. The contractor shall provide Medical Physicists to deliver Radiation Exposure Testing on an as needed basis. This involves determining and documenting the radiation exposure levels for both workers and patients, ensuring compliance with 29 CFR § 1910.1096 regarding ionizing radiation.

a. The qualified diagnostic medical physicist shall perform acceptance testing of all new or relocated imaging equipment prior to first clinical use. The acceptance testing shall comply with ACR, FDA, and/or DHA requirements. The inspection shall be completed within 5 business days after the facility notifies the contractor. Any deficiencies or non-conformances discovered during the inspection shall be reported to the RSO or his/her staff immediately upon discovery and prior to the qualified diagnostic medical physicist leaving the facility. A written report of the results shall be provided to the RSO or his/her staff within 10 business days after completion of the inspection.

b. The qualified diagnostic medical physicist shall perform a full inspection of previously inspected imaging equipment after repairs or modifications that may affect the radiation output or image quality. The inspection shall be completed within 5 business days following repairs or modifications. The RSO or his/her staff will contact the Contractor within 48 hours of the repairs or modifications. Any deficiencies or non-conformances discovered during the inspection shall be reported to the RSO or his/her staff immediately upon discovery and prior to the qualified diagnostic medical physicist leaving the facility.

A written report of the results shall be provided to the RSO or his/her staff within 10 business days after performing the inspection.

c. The qualified diagnostic medical physicist will meet with the RSO or his/her staff following each inspection to present their findings and provide a written inventory of each piece of equipment included in their inspection.

d. The qualified diagnostic medical physicist will be available for consultation by phone and email for issues such as patient and staff radiation exposures, radiation safety issues, machine QA, etc. The qualified diagnostic medical physicist shall review all CT protocols used at the facility at least annually and provide a report detailing their findings.

e. The qualified diagnostic medical physicist shall assist in the development of a comprehensive technical quality assurance (QA) program to ensure that all ionizing radiation-producing equipment is functioning properly. The physicist will assist in ensuring the quality assurance program meets current regulatory requirements and standards by recommending items to be done, reviewing results, and confirming or not confirming compliance with current regulatory statutes and regulations. Examples of items reviewed are technique charts, repeat/reject analysis monitoring, monitoring of exposure indices to radiographic image receptors, QA program for display monitors, QA for CT, and monitoring of dose metrics from fluoroscopy studies. The qualified diagnostic medical physicist shall review at least annually the QA program. A written report of the results shall be provided to the RSO or his/her staff within 10 business days after performing the inspection.

f. The qualified diagnostic medical physicist shall perform a follow-up inspection to verify compliance of any necessary corrective action performed to correct deficiencies found.

g. During day-to-day operations, items come up that need the professional opinion/recommendation from the contracted medical physicist who is the board-certified expert on radiation exposure, equipment, etc. for the facility. Call-back on equipment questions, radiation exposure of patients and staff, and other radiation physicist needs will be done within 2 hours of the call.

h. All work will be compliant with the most current regulations including updates and changes made by any state or Federal authority with jurisdiction over the DoD/ DHA use of ionizing radiation equipment. All checks and the documents associated with them are to follow current regulatory trends.

5.3 INCIDENTAL EXPENDITURES

During the course of the contract, situations requiring a qualified diagnostic medical physicist may arise and necessitate the need for the medical physicist to return to WAMC. This may include performing previously unscheduled inspections of new equipment or replacement components and the preparation of shielding plans. New equipment installed at the facility requires inspection prior to its operation and will therefore require inspection by a qualified diagnostic medical physicist within 48 hours following the notification to the contractor.

Replacement of tubes in equipment identified herein will require inspection by a qualified diagnostic medical physicist within 30 days from installation. The agency will notify the contractor within 48 hours of tube replacement. Costs to provide the following services should therefore be included:

Inspection of replacement tubes.

Inspection of new equipment.

Preparation of 5 shielding plans.

5.4. CONTRACTOR MANAGEMENT REPORTING (CMR) (Only applies to Army Customers): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also know as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub- Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub- Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement.

Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year.

Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

PART 6

APPLICABLE PUBLICATIONS

(In this section list any publications, manuals, and/or regulations that the contractor must abide

by. See example provided below.)

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS) (If applicable): (In this section list any publications, manuals, and/or regulations that the contractor must abide by. See example provided below.)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. (For example, insert AR 25-2, AR 530-1.)

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Quality Assurance Surveillance Plan (QASP)

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

REQUIREMENT

STANDARD

MAXIMUM

ALLOWABLE

DEGREE OF

DEVIATION FROM

REQUIREMENT

(AOL)

METHOD OF

SURVEILLANCE

CONTRACTOR

CORRECTED

ACTION

The contractor shall provide all personnel, equipment, facilities, transportation, tools, materials, supervision, and other items and non- personal services necessary to perform services.

100% Compliance

No deviation from requirement.

Performance Requirement

The contractor shall respond with-in 24 hours from the time of notification with the technician’s name, date and time of arrival.

Vendor shall invoice within 10 days after the service is provided.

Vendor shall provide technical documentation of services provided prior to departure.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To Verified Equipment List 10 days after award, and as equipment is added or deleted from inventory

One

Electronic copy in latest Excel format

COR

Equipment Inspection Reports (Ionizing Radiation equipment)

10 days after completion of inspection

One Electronic copy Microsoft Word

COR

Acceptance Testing Report (new or relocated imaging equipment prior to first clinical use

10 days after completion of inspection

One Electronic copy Microsoft Word

COR

Reinspection Report (after repairs or modifications)

10 days after completion of inspection

One Electronic copy Microsoft Word

COR

QA Program Review 10 days after completion of inspection

One Electronic copy Microsoft Word

COR

TECHNICAL EXHIBIT 1