Attachment 1 - Performance Work Statement.pdf

B.3 PERFORMANCE WORK STATEMENT dated 4 June 2025

PERFORMANCE WORK STATEMENT (PWS)

Bluetooth Radiation Dosimetry Services with Direct Ion Technology (Occupational Use Only) for Dayton and Cincinnati VAMCs

4 June 2025

1.0 GENERAL. This is a non-personnel services contract in which the contractor shall provide Bluetooth Radiation Dosimetry Services with Direct Ion Technology (Occupational Use Only) at Dayton VA Medical Center (DVAMC) in Dayton, Ohio and Cincinnati VA Medical Center (CVAMC) in Cincinnati, Ohio. These services shall utilize a combination of whole-body dosimeters utilizing direct ion storage (DIS) technology dosimeters and extremity dosimeters using thermoluminescent dosimeters (TLD). The government shall not exercise any supervision or control over the contract service providers performing the services herein.

1.1 SCOPE SUMMARY. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to provide Bluetooth Radiation Dosimetry Services with Direct Ion Technology (Occupational Use Only) for Dayton VAMC and Cincinnati VAMC as established in this Performance Work Statement (PWS) and in accordance with terms and conditions established in the contract.

1.2 PERIOD OF PEFORMANCE. The periods of performance for base period and all option periods for this contract are summarized as follows:

Base Year: 1 August 2025 to 31 July 2026 Option Year One (1): 1 August 2026 to 31 July 2027 Option Year Two (2): 1 August 2027 to 31 July 2028 Option Year Three (3): 1 August 2028 to 31 July 2029 Option Year Four (4): 1 August 2029 to 31 July 2030

1.3 GENERAL REQUIREMENTS

1.3.1 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 identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor will have an on-going quality assurance and /or quality improvement program designed to measure, assess, and improve performance to enhance patient care and all patient care services objectively and systematically.

The contractor’s quality control program is the means by which the contractor assures that all work complies with the requirement of the contract. The contractor shall provide a copy of the QCP with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the quality control plan, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. The contractor shall furnish copies of these records if requested by the Contracting Officer, PM/COR or individual(s) designated by the PM/COR and/or CO in writing. The contractor’s quality control program shall include the following:

1.3.2 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):

1.3.3 Federally Recognized Holidays. The contractor is not anticipated but may be required to provide services on Federally recognized holidays in accordance with the terms and conditions established in this PWS to include but not limited to the following:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday President’s Day Memorial Day Juneteenth Independence Day Veteran’s Day Columbus Day Thanksgiving Day Christmas Day

1.3.4 Hours of Operation. The contractor shall be available to schedule services from Monday through Friday from 0800-EST to 1630-EST, except on Federally recognized holidays. The contractor shall coordinate with the PM/COR and/or authorized government representative designated in writing by the PM/COR and/or Contracting Officer to schedule services prior to the first working day of the calendar month. All services shall be performed at the rates established in the PRICE/COST SCHEDULE in accordance with the terms and conditions of this contract.

1.3.5 Place of Performance. The contractor shall furnish provide services in accordance with the terms and conditions of this contract as requested by the authorized government representative(s) designated in writing by the PM/COR and/or CO in accordance with the procedures specified within this PWS for the following locations:

Dayton VA Medical Center (DVAMC) 4100 W. Third Street Dayton, Ohio 45428-9000

Cincinnati VA Medical Center (CVAMC) 3200 Vine Street Cincinnati, OH 45220-2213

1.3.6 Type of Contract and Task Orders. The government intends to award single-award indefinite-delivery indefinite quantity (IDIQ) type contract for the effort specified herein. The base and option periods (if any) specified in the PRICE/COST SCHEDULE shall be exercised at the discretion of the government through the issuance of a task order for the entire period of performance. The authority that will be utilized to award this effort is FAR Part 13.

1.3.7. VAMC/VAACC Identification Badges: Not Applicable

1.3.8. PHYSICAL Security: Not Applicable

1.3.9 Key Control: Not Applicable.

1.3.10 Lock Combinations: Not Applicable.

1.3.11 Special Qualifications. See requirements below.

1.3.12 Post Award Conference/Periodic Progress Meetings. The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The government contracting officer (CO), government program manager (PM), Contracting Officers Representative (COR), and other government personnel as designed by the government CO in writing 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.

1.3.13 Government Program Manager (PM) / Contracting Officer’s Representative (COR). The government Program Manager (PM) and/or Contracting Officers Representative (COR) if designated will be identified by separate letter issued by the cognizant government Contracting Officer (CO). The PM/COR monitors all technical aspects of the contract and assists in contract administration. The PM/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 (CO) 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 PM/COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the PM/COR, especially with regards to changes in cost or price, estimates or changes in delivery dates. The PM/COR is not authorized to change any of the terms and conditions of this contract.

1.3.14 Key Personnel. The following personnel are considered key personnel by the government: Project Manager/Alternate Project Manager and Officer in Charge. 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.

1.3.15 Identification of contractor Employees: Not Applicable

1.3.16 contractor Travel: Not Applicable

1.3.17 Other Direct Costs: Not Applicable

1.3.18 Data Rights: Not Applicable

1.3.19 Organizational Conflict of Interest: Not Applicable

1.3.20 Phase-In /Phase-Out Period: Not Applicable

2. DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS

As Low As Reasonably Achievable (ALARA). Making every reasonable effort to maintain exposure to radiation as far below the dose limits in practical consistent with the purpose for which is undertaken, considering the state of technology, the economics of improvements in relation to state of technology, the economics of improvement in relation to benefits to the public health and safety, and other societal and socioeconomic considerations.

Background Radiation. Radiation from cosmic sources, naturally occurring radioactive material, including radon (except as a decay product of source or special nuclear material), and global fallout as it exists in the environment from the testing of nuclear explosive devices or from past nuclear accidents such as Chernobyl that contribute to background radiation and are not under the control of the licensee.

Contract Task Orders. Award of a funded contract task order for the appropriate period of performance is required prior to the commencement of any/all work in accordance with FAR part 16.506 as specified herein.

Contractor. A vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor and its employees. The contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times.

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.

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.

Deep Dose Equivalent (DDE) The external whole-body dose at a tissue depth of 1 cm (1000 mg/cm2).

Defective Service. A service output that does not meet the standard of performance associated with the Performance Work Statement.

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

Direct Ion Storage Dosimeter. Measures radiation dose through combination of an ion chamber and a non-volatile electronic charge storage element. DIS dosimeters can be readout without returning to dosimetry contractor and can be reassigned to personnel as necessary.

Dosimeter. Device used to measure and record the total accumulated dose of ionizing radiation.

Dose Equivalent. Generic term which includes deep dose equivalent (DDE), shallow dose equivalent (SDE), lens dose equivalent (LDE), effective dose equivalent (EDE), committed dose equivalent (CDE), committed effective dose equivalent (CEDE), or total effective dose equivalent (TEDE).

Dosimetry Program. Sum of all equipment, methods, and procedures designed to monitor radiation exposure.

Extremity. Hand, elbow, and arm below the elbow, foot, knee, or leg below the knee.

Extremity Dosimeter. Devices designed to be worn by an individual to allow the measurement and estimation of radiation dose to the fingers/hand from external sources of radiation to include radioactive material and medical x-ray equipment. .

Lens Dose Equivalent (LDE) - The external exposure dose equivalent to the lens of the eye at a tissue depth of 0.3 centimeters (300 mg/cm2).

Members of the Public. Individuals who are not occupationally exposed to ionizing radiation.

Minimum Reportable Dose (MRD). Lowest radiation dose of that can be measured by a dosimeter.

Not To Exceed (NTE). The price and/or quantity that the contract or purchase order shall not exceed.

Occupational Radiation Dose. The radiation dose received by an individual in the course of employment in which the individual’s assigned duties involve exposure to radiation or to radioactive material from licensed and unlicensed sources of radiation, whether in the possession of the licensee (permittee) or another person. Note: Occupational Radiation Dose does not include doses received from background radiation, from any medical administration the individual has received, from exposure to individuals administered radioactive material released under 10 CFR 35.75, from voluntary participation in medical research programs, or as a member of the public.

Occupational Radiation Exposure Report. The Occupational Radiation Report includes the monitoring period, the dose equivalent for the current monitoring period, quarter to date, year to date and lifetime to date dose.

Quality Assurance. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

Quality Control. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

Quality Assurance Evaluator(s): Government personnel responsible for surveillance of contractor performance.

Quality Assurance Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be utilized by the government for surveillance of contractor performance.

Quality Control Plan (QCP): The QCP is the contractor's management plan for executing the contract which shall be provided to the government upon request and whenever updated by the contractor. The contractor QCP describes the way in which the contractor will produce the deliverables, and the step-by-step approach that will be taken to ensure the quality of service provided to the government.

Radiation Safety Officer: Individual named on VHA Radioactive Materials Permit responsible for management of the occupational dosimetry program.

Roentgen Equivalent Man (REM). Special unit of any of the quantities expressed as dose equivalent. The dose equivalent in rem is equal to the absorbed dose in rad multiplied by the quality factor (1 rem = 0.01 sievert).

Shallow Dose Equivalent (SDE) – The external exposure dose equivalent to the skin or an extremity at a tissue depth of 0.007 centimeters (7 mg/cm2) averaged over an area of 1 square centimeter.

Thermoluminescent Dosimeter (TLD). Measures ionizing radiation exposure by measuring the intensity of visible light emitted from a sensitive crystal in the detector when the crystal is heated. TLDs must be returned to dosimetry contactor periodically (e.g. monthly or quarterly) for processing to determine dose. TLDs must be assigned to each individual employee.

USNRC Form 4. Cumulative Occupational Dose History Report.

https://www.nrc.gov/docs/ML1308/ML13083A005.pdf.

USNRC Form 5. Occupational Dose Record for a Monitoring Period Report .https://www.nrc.gov/docs/ML1308/ML13083A017.pdf

Webster Calculation (EDE or EDEX). Calculation(s) performed for those health care workers wearing leaded protective apparel to more accurately report their dose from X-ray radiation. This could be from wearing a single collar dosimeter outside the leaded protective apparel or wearing two dosimeters, one on their collar outside the leaded protective apparel and the other on the waist under the leaded protective apparel.

Whole Body. Those portions of the body from the elbows up and the knees up, including the head.

Whole-Body Dosimeter: Devices designed to be worn by an individual to allow the measurement and estimation of radiation dose to whole-body from external sources of radiation to include radioactive material and medical x-ray equipment.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative

ALARA As Low As Reasonably Achievable

CEDE Committed Effective Dose Equivalent

CDE Committed Dose Equivalent

CFR Code of Federal Regulations

CO Contracting Officer

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer’s Representative

COTR Contracting Officer's Technical Representative

COTS Commercial-Off-the-Shelf

DDE Deep Dose Equivalent

DIS Direct Ion Storage

DVAMC Dayton Veterans Administration Medical Center

FAR Federal Acquisition Regulation

HIPAA Health Insurance Portability and Accountability Act of 1996

LLD Lower Limit of Detection

NIST National Institute of Standards and Technology

NRC Nuclear Regulatory Commission

NVLAP National Voluntary Laboratory Accreditation Program

NTE Not to Exceed

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

ODC Other Direct Costs

OSHA Occupational Safety and Health Administration

OSLD Optically Stimulated Luminescent Dosimeter

PBS Patient Business Services

PCOR Primary Contracting Officers Representative

PIPO Phase In/Phase Out

PM Program Manager (Government PM is designated by the CO)

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Plan

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

RAM Radioactive Material

RSO Radiation Safety Officer

SDE Shallow Dose Equivalent

TE Technical Exhibit

TEDE Total Effective Dose Equivalent

TLD Thermoluminescent Dosimeter

TODE Total Organ Dose Equivalent

USNRC United States Nuclear Regulatory Commission

VAAR Veteran’s Administration Acquisition Regulation

VSC VHA Service Center

VAMC Veteran’s Administration Medical Center

VHA Veteran’s Health Administration

VHA PM Veteran’s Health Administration Procurement Manual

WB Whole Body

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: Not applicable

3.2 Facilities: Not applicable.

3.3 Utilities: Not applicable.

3.4 Equipment: Not applicable.

3.5 Materials: Not applicable.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract.

4.2. Materials, Supplies and Equipment: The contractor shall furnish all material, supplies and equipment required to perform work under this contract. The prices quoted in the PRICE/COST SCHEDULE shall be inclusive of consumables.

5. REQUIREMENTS:

5.1 PERFORMANCE REQUIREMENTS STANDARDS. The performance requirements standards for this contract to include required response times are defined in the Performance Requirements Summary (PRS) section of this PWS.

5.2 RESPONSE STANDARDS. The contractor shall be accessible via telephone, e-mail, or electronic messaging during regular working hours (e.g., Monday through Friday from 0800- EST to 1630-EST, except on Federally recognized holidays) and ensure timely response to inquiries within 2 business days.

5.3 ACCREDITATION. The contractor must hold a current personnel dosimetry accreditation from the National Voluntary Laboratory Accreditation Program (NVLAP) of the National Institute of Standards and Technology (NIST) in all categories in accordance with Title 10 Code of Federal Regulations 20.1501.

5.4 WHOLE-BODY DOSIMETERS. The contractor shall provide whole-body dosimeters that accumulate/store dose until processed at the VHA facility by an approved method for retrieving dosimetric data from the dosimeter. The whole-body dosimeters must meet the following requirements:

5.4.1 Whole-body dosimeters supplied under this contract must be NVLAP certified.

5.4.2 Whole-body dosimeters must utilize Direct Ion Storage (DIS) as basis for measurement.

5.4.3 VHA personnel shall process whole-body dosimeter to retrieve dosimetry data using via a dedicated network/gateway device or by a software application installed on a cell phone.

5.4.4 Dosimetric data shall be automatically transmitted to the contractor via a dedicated network/gateway device or by a software application installed on a cell phone.

5.4.5 No Protected Personal Information (PPI) shall be transmitted during readout process.

5.4.6 Software application shall be available for both iPhone and Android cell phones at no additional charge.

5.4.7 Contractor shall perform processing of transmitted dosimetry data and provide regulatorily mandated reports at no charge.

5.4.8 Whole-body (x-ray, gamma ray) dosimeter must be capable of dose measurements as low as five (5) mrem and contractor shall report DDE, LDE and EDE based on Webster Coefficients (if requested).

5.4.9 Whole-body (x-ray, gamma ray, beta) dosimeter must be capable of dose measurement as low as five (5) mrem for photon and ten (10) mrem for beta and contractor shall report DDE, LDE, SDE, and EDE based on Webster Coefficients (if requested).

5.4.10 Whole-body dosimeters must display the monitored individual’s name and work area.

5.4.11 Whole-body dosimeters must have integral clip to allow it to be attached to individual’s clothing.

5.4.12 Whole-body dosimeters must be capable of being reassigned to another individual.

5.4.13 Whole-body dosimeters shall be automatically readout on a schedule determined by the RSO – to include at a minimum: daily, weekly, monthly, quarterly intervals and include background dose subtraction.

5.4.14 Whole-body dosimeters shall be capable on-demand readout by the RSO and/or monitored individual at no additional charge.

5.4.15 Any whole-body dosimeters which is not readout on the prescribed interval shall result in e-mail notification to RSO and the monitored individual at no additional charge.

5.4.16 Any whole-body dosimeter showing a dose exceeding RSO-defined alert levels shall result in e-mail notification to RSO and the monitored individual at no additional charge.

5.4.17 Non-functioning whole-body dosimeter shall be replaced at no additional charge.

5.4.18 Lost or damaged whole-body dosimeters shall be replaced within 10 days of request for a specified charge which includes shipping and handling.

5.4.19 Additional whole-body dosimeters shall be provided within 10 days of request for a specified charge and include shipping and handling.

5.5 EXTREMITY DOSIMETERs. The contractor shall provide extremity dosimeters that accumulate/store dose until processed at contractor’s facility. The extremity dosimeters must meet the following requirements:

5.5.1 Extremity dosimeters supplied under this contract must be NVLAP certified.

5.5.2 Extremity dosimeters must utilize thermoluminescent dosimetry (TLD) as basis for measurement.

5.5.3 Contractor shall perform processing of extremity dosimeters to obtain dosimetry data and provide regulatorily mandated reports at no charge.

5.5.4 Extremity (x-ray, gamma ray, beta) dosimeter must be capable of dose measurements as low as twenty (20) mrem and contractor shall report SDE, Max Extremity.

5.5.5 Extremity dosimeters must be available in at least three distinct ring sizes – one-size-fits-all not acceptable.

5.5.6 Extremity dosimeters must be suitable for wear under surgical glove.

5.5.7 Extremity dosimeters must be compatible with cold sterilization process.

5.5.8 Extremity dosimeters should be exchanged on an either a monthly basis on the 1st of each month or on quarterly basis on the 1st day January, April, July, and October and includes pre-paid return shipping.

5.5.9 Extremity dosimeters must be clearly marked with individual’s name, work area, and wear period.

5.5.10 A control dosimeter must be supplied for each work area to allow subtraction of background radiation dose.

5.5.11 Lost or damaged extremity dosimeters shall be replaced within 10 days of request for a specified charge which includes shipping and handling.

5.5.12 Additional extremity dosimeters shall be provided within 10 days of request for a specified charge and include shipping and handling.

5.6 WEB-BASED ACCOUNT MANAGEMENT SYSTEM The contractor shall provide a web-based account management system for use by the Radiation Safety Officers (RSO) and designee(s) in managing the occupational radiation dosimetry program which supports the following tasks at no additional charge:

5.6.1 Create subaccounts,

5.6.2 Activate (add) personnel using full name (mandatory), date of birth (optional), sex (optional), e-mail address (optional) and personal identification number (optional).

5.6.3 Deactivate (remove) personnel,

5.6.4 Order additional extremity dosimeters,

5.6.5 Order replacement extremity dosimeters dosimeter for lost or damaged dosimeter,

5.6.6 Order additional whole-body dosimeters

5.6.7 Order replacement whole-body dosimeter for lost or damaged dosimeter,

5.6.8 Assign a spare dosimeter,

5.6.9 Assign a fetal dosimeter,

5.6.10 Reassign a dosimeter,

5.6.11 Administratively assign dose in the event a dosimeter is lost or damaged based on past records of radiation dose,

5.6.12 Add prior occupational exposure history for an individual based on submission of NRC Form 4 provided by monitored individual,

5.6.13 Add occupational exposure history for an individual based on estimates of Committed Dose Equivalent (CDE), Committed Effective Dose Equivalent (CEDE) based on internal sources of radiation exposure from inhalation or ingestion,

5.6.14 Specify methodology for calculation of effective dose equivalent (EDE) for personnel wearing protective lead garments based on Webster’s Coefficients.

5.6.15 Retrieve historical dosimetry data on an account, a subaccount, or an individual basis in the following formats: Excel spreadsheet and Portable Document Format (PDF).

5.7 REGULATORILY MANDATED REPORTS. The contractor shall provide the following regulatorily mandated reports as PDF documents for download at no additional charge.

5.7.1.1 USNRC Form 4 – Annually

5.7.1.2 USNRC Form 4 – Termination (Within 45 days of inactivation of an employee).

5.7.1.3 USNRC Form 5– Annual

5.7.1.4 USNRC Form 5 – Termination (Within 45 days of inactivation of an employee).

5.7.1.5 Fetal Dose Report – Monthly

5.7.1.6 Fetal Dose Report - Cumulative

5.8 REGULATORY REQUIREMENTS. The contractor shall conform to the requirements of:

5.8.1 USNRC Reg. Guide 8.7, Instructions for Recording and Reporting Occupational Exposure Data

5.8.2 USNRC Reg. Guide 8.34, Monitoring Criteria and Methods to Calculate Occupational Radiation Doses.

5.8.3 USNRC Reg. Guide 8.40, Methods for Measuring Effective Dose Equivalent from External Exposure.

5.8.4 USNRC Regulatory Issue Summary 2002-06, Evaluating Occupational Dose for Individuals Exposed to NRC-Licensed Material and Medical X-Rays

5.9 OCCUPATIONAL RADIATION EXPOSURE REPORTS The contractor shall provide RSO with Occupational Radiation Exposure Reports for each subaccount as PDF documents for download at no additional charge, on:

5.9.1 Quarterly or monthly basis for extremity dosimeters.

5.9.2 Monthly basis for whole-body dosimeters.

5.10 INVOICING PROCEDURES, BILLING RATES AND MANDATORY REPORTS.

The contractor shall comply with the terms and conditions established in this contract for invoicing procedures, billing rates and mandatory reports which shall include the following:

5.10.1 INVOICING PROCEDURES. The contractor shall submit invoices only upon completion of work authorized by a government representative designated by the Contracting Officer in writing. The contractor shall only invoice for authorized work completed not-to-exceed (NTE) the amounts established in the PRICE/COST SCHEDULE

5.10.2 SCHEDULE for this contract. The contractor shall ensure all invoices reference the following information to be considered for payment by the government:

5.10.2.1 Contract Number

5.10.2.2 Contract Task Order Number

5.10.2.3 Funding PO Number

5.10.2.4 Actual quantity of authorized work completed by SLIN (Sub-Contract Line-Item Number)

5.10.2.5 Other information requested by the PM/COR or authorized government representative(s) designated in writing by the PM/COR and/or CO.

5.10.3 Contract Line-Item Numbers (CLINs) and Sub-CLINs (SLINs). The CLINs and short titles of SLINs anticipated to be incorporated in the PRICE/COST SCHEDULE of the resultant contract are summarized as follows:

5.10.3.1 Contract Line-Item Numbers (CLINs):

5.10.3.1.1.1 DAYTON VAMC: CLIN-0001 (BASE), CLIN-1001 (OY1), CLIN-2001

(OY2), CLIN-3001 (OY3) and CLIN-4001 (OY4)

5.10.3.1.1.2 CINCINNATI VAMC: CLIN-0002 (BASE), CLIN-1001 (OY1), CLIN-2001

(OY2), CLIN-3001 (OY3) and CLIN-4001 (OY4)

5.10.3.2 The SLIN short titles for SCHEDULED SERVICES which shall be unit priced individually by quantity in the PRICE/COST SCHEDULE are summarized as follows:

5.10.3.2.1 DIS Whole-Body Dosimeter (Photon)

5.10.3.2.2 DIS Whole-Body Dosimeter (Photon and Beta)

5.10.3.2.3 TLD Extremity Dosimeter (Photon and Beta)

5.10.3.2.4 Network/Gateway Device with Power-over-Ethernet (PoE) Power Injector

5.10.3.2.5 Dosimeter Storage Board (Small, Medium, Large)

5.10.3.2.6 Dosimeter Accessories – Spare Clips / Spare Color Code Bands

5.10.3.3 The SLIN short titles for UNSCHEDULED SERVICES which shall be unit priced individually with a quantity of “0” in the PRICE/COST SCHEDULE are summarized as follows:

5.10.3.3.1 DIS Whole-Body Dosimeter (Photon) Replacement for Lost/Damaged or Additional Dosimeter with shipping and handling.

5.10.3.3.2 DIS Whole-Body Dosimeter (Photon and Beta) Replacement for Lost/Damaged or Additional Dosimeter with shipping and handling.

5.10.3.3.3 TLD Extremity Dosimeter (Photon and Beta) For Lost/Damaged or Additional Dosimeter with shipping and handling

5.10.3.3.4 Network/Gateway Device with Power-over-Ethernet (PoE) Power Injector Replacement for Lost/Damaged or Additional Network/Gateway Device with shipping and handling.

5.10.3.3.5 Power-over-Ethernet (PoE) Power Injector Replacement for Lost/Damaged or Additional PoE Power Injector with shipping and handling.

5.10.4 BILLING RATES. The contractor shall submit all invoices in accordance with the terms and conditions of this contract at the rates specified in the PRICE/COST SCHEDULE which shall be priced as all-inclusive of all costs required to perform services under this contract summarized as follows:

5.10.4.1 ALL INCLUSIVE PRICING | FULLY BURDENED. All rates established in the PRICE SCHEDULE shall be priced by the contractor as fully burdened (or fully inclusive) of all costs required to perform services under this contract such as overhead, general, and administrative (G&A) costs, indirect costs, and other direct costs (ODCs) to include travel.

5.11 MANDATORY REPORTS | AD HOC REPORTS AND DATA CALLS. The

contractor shall provide ad hoc reports and respond to data calls on an as needed basis as requested by either the PM/COR or CO.

5.12 PATIENT RIGHTS, WELFARE, AND SAFETY. The rights, welfare and safety of all Veteran patient beneficiaries shall strictly comply with all Federal, State, Local and Department of Veterans Affairs requirements which shall include the following:

5.13 SUB-CONTRACTORING AND SERVICE DISRUPTIONS. The contractor shall comply with all Federal, State, Local and Department of Veterans Affairs requirements and the terms and condition established in this contract to include the following:

5.13.1 SERVICE DISRUPTIONS AND GOVERNMENT RIGHTS. In the event, the contractor is unable to perform services or have services performed as required, the contractor shall immediately notify the PM/COR or authorized government representative(s) designated in writing by the PM/COR and/or CO and provide a justification for non-performance. The VA reserves the right to re-procure services which cannot be performed by the contractor, in accordance with the terms, conditions, and schedule of this contract. The contractor shall indemnify the VA for excess re-procurement cost, which may result from the contractor’s inability to perform the required service. Payment of re-procurement costs shall not relieve the contractor from any other provision in this contract covering inspection, acceptance and deductions from payment. The VA will be the sole judge in determining when services will be re-procured. The failure of the contractor to perform services within the required time frames and in accordance with terms and conditions may also provide cause for termination of the contract for “cause” [see FAR clause 52.212-4(m)].

5.14 DISASTER PLANS. In case of a disaster, natural or man-made, the contractor shall utilize maximum available resources to assist in providing services to government.

5.15 WAGE RATES AND SERVICES CONTRACT ACT.

5.15.1 Wage Rates. The contractor shall provide services which comply with the Department of Labor wage rate determinations as applicable in the county in which the services are provided.

5.15.2 Services Contract Act. The contractor shall ensure full compliance with all requirements of the Services Contract Act (SCA) during the performance of the resultant contract (if any) to include any task orders issued under the resultant contract.

6. APPLICABLE PUBLICATIONS, CERTIFICATIONS AND OTHER

REQUIREMENTS. The C&A requirements do not apply, and a Security Accreditation Package is not required. The contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures to include Federal, State, Local and Department of Veterans Affairs policies to include but not limited to the following:

6.1 Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

6.2 In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

6.3 In accordance with 36 CFR 1222.32, contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law.

Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

6.4 The Dayton VAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of the Dayton VAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, contractor must report to Dayton VAMC. The agency must report promptly to NARA in accordance with 36

CFR 1230.

6.5 The contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Dayton VAMC control, or the contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6.6 The contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The contractor (and any sub-contractor) is required to abide by Government and Dayton VAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

6.7 The contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Dayton VAMC policy.

6.8 The contractor shall not create or maintain any records containing any non-public Dayton VAMC information that are not specifically tied to or authorized by the contract.

6.9 The contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

6.10 The Dayton VAMC owns the rights to all data and records produced as part of this contract.

All deliverables under the contract are the property of the U.S. Government for which Dayton VAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

6.11 BACKGROUND CHECKS AND INFORMATION SECURITY. The contractor, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information, information system security and background checks.

6.12 TRAINING. All contractor employees shall comply with the training requirements required by Federal, State, Local and Department of Veterans Affairs policies and procedures.

6.13 CONTRACTOR PERFORMANCE ASSESSMENT RATING SYSTEM (CPARS). The contractor is required to register in the contractor Performance Assessment Rating System (CPARS). As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed the dollar threshold specified in the FAR and may share those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database. The CPARS database information is shared with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal Agencies.

6.13.1 Each contractor whose contract award is estimated to exceed the dollar threshold specified in the FAR shall be required to register with the contractor Performance Assessment Rating System (CPARS) database at the following https://www.cpars.gov/ or by calling (207) 438-1690.

Registration should occur no later than thirty days after contract award and must be kept current should there be any change to the contractor’s registered representative.

6.13.2 For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment.

The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.

6.13.3 For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment.

The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.

7. PERFORMANCE REQUIREMENTS:

7.1 Performance Requirements Summary: The performance requirements are the thresholds of minimum acceptable levels of service critical to successful performance of this contract which are summarized as follows:

PERFORMANCE REQUIREMENTS SUMMARY

Performance Objectives

Performance Standard Acceptable Quality Level

(AQL)

Method of Monitoring

1) Services The contractor shall provide all services required IAW the PWS and resultant contract. Failure to perform may result in a contract termination IAW FAR 52.212-4(m).

100%

Compliance

PM, COR and/or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

2) Completion of

SCHEDULED

Services

The contractor shall complete services within 2 days of request by the PM/COR or authorized government representative(s) designated in writing by the PM/COR and/or Contracting Officer. Failure to perform may result in a contract termination IAW FAR 52.212-4(m).

98%

On-Time

PM, COR and/or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

3) Completion of

UNSCHEDULED

Services

The contractor shall complete services within 2 days of request by the PM/COR or authorized government representative(s) designated in writing by the PM/COR and/or Contracting Officer. Failure to perform may result in a contract termination IAW FAR 52.212-4(m).

98%

On-Time

PM, COR and/or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

4) Review –

NEXT DAY

SERVICE

Schedule

The contractor shall complete services within 2 days of request by the PM/COR or authorized government representative(s) designated in writing by the PM/COR and/or Contracting Officer. Failure to perform may result in a contract termination IAW FAR 52.212-4(m).

98%

On-Time

PM/COR or individual(s) designated by the PM/COR and/or CO in writing will review contractor performance to ensure compliance.

5) Permits, Licenses, and Certifications

The contractor shall maintain all appropriate permits, licenses and certifications as required by Federal, State and Local regulations for personnel, vehicles, facilities, services, and the company. In particular, the contractor must provide evidence of NVLAP certification for all dosimetry services provided under this contract. Failure to perform may result in a contract termination IAW FAR 52.212-4(m).

100% PM, COR and/or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

6) Invoicing Accuracy, Timeliness and Billing Errors

The contractor shall invoice on a monthly basis in the arrears upon completion authorized services not-to-exceed (NTE) the maximum quantity and total price established in the PRICE/COST SCHEDULE and the overall terms and conditions established within the contract. Failure to perform may result in a contract termination IAW FAR 52.212-4(m).

98% PM, COR and/or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

7) Compliance with English Language Requirement

The contractor shall ensure that all employees are fully proficient in the English language at a level sufficient to seamlessly perform all services required in accordance with the terms and conditions of this contract.

100%

Compliance

PM, COR and/or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

8) Compliance with FAR 52.219- 14 Limitations on Subcontracting Requirements

The contractor shall submit confirmation of compliance with the FAR 52.219-14 -- Limitations on Subcontracting requirement that “at least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern” as specified by the Contracting Officer (CO) in writing within 24 hours of request. Failure to perform may result in a contract termination IAW FAR 52.212-4(m).

100%

Compliance

Contracting Officer (CO) will conduct random compliance checks with the contractor as necessary.

9) Compliance with DOL Wage Determination Labor Rate Requirement

The contractor shall submit confirmation of compliance with the current Department of Labor (DOL) wage determination (WD) hourly rate if requested by the Contracting Officer (CO) in writing within four (4) hours of request which may include an itemized list of the hourly rate being paid for all employees performing services under this contract. Failure to perform may result in a contract termination IAW FAR 52.212-4(m).

100%

Compliance

Contracting Officer (CO) will conduct random compliance checks with the contractor as necessary.

NOTE: The performance of these requirements by contractor will be documented by the government in the CPARS system based on the contractor’s ability to comply with the terms and conditions established in the contract.