Attachment 2- Statement of Work.pdf

Statement of Work

Lt. Col. Luke J. Weathers Jr. VAMC Radiation Dosimeter Services

A dosimetry program is highly regulated by the Nuclear Regulatory Commission (NRC). Maintaining a dosimetry program requires using a reliable dosimetry processor. Failure to maintain an appropriate dosimetry program and provide individual monitoring devices or equipment could result in severe penalties, lawsuits, fines, and/or the revocation of our permit to use byproduct material under the Minimal (MML) issued to the Department of Veterans Affairs by the NRC. Loss of our permit would result in the termination of all Nuclear Medicine Clinic Operations, all other clinical and therapeutic uses of radioactive materials, and the research use of radioactive materials. Penalties and fines could also be levied.

Specifications for personnel monitoring services for the Lt. Col. Luke Weathers Jr. Veterans Affairs Medical Center (Memphis VAMC) are provided herein. Monitoring services are to be provided at the initial setup in the approximate quantities shown below. The cost of the contract should be presented in terms of the total annual cost, and according to the number of each badge type. No additional charges will be incurred or expected, except for non-returned or damaged badges and holders, and emergency readings. Credit will be given for all fees assessed for lost/late badges upon return. If personnel monitoring services do not meet specifications, the contract may be terminated by the government.

The selected dosimetry vendor service company shall have a well-established and demonstratively successful means of providing the goods and services described in these specifications. This document contains specifications for both the dosimetry devices and the dosimetry service. The dosimetry vendor must be able to demonstrate and provide the licensing and specific requirements listed upon request.

I. Dosimetry Device Specifications: The dosimetry device specifications are described as follows:

A. The selected vendor shall supply necessary personnel monitoring devices of the National Voluntary Laboratory Accreditation Program (NVLAP) certified type or combination of types.

At the present time, the Memphis VAMC has 8 series divisions with an approximate total of all the required number of devices needed for initial setup: 200 Monthly Whole-Body Devices (Body Badges), 10 Monthly Extremity Devices (Ring Badges). All of these badges presently are for detection of beta, gamma and x-rays. Initial set up includes an extra holder for each body badge. A portion of the body badges are used as room area monitors.

B. The devices shall be supplied according to the following specifications:

1. The vendor's dosimetry service shall be currently accredited by the National

Voluntary Laboratory Accreditation Program (NVLAP) of the US National Institute of Standards and Technology for all radiation testing categories.

2. Written specifications shall be provided, prior to bid evaluation, on dosimetry devices defining: (a) Minimum detectable reported dose; (b) Energy discrimination capabilities including accuracy, precision, and (c ) Maximum range of reported dose for the various energy ranges concerned, primarily:

a. Less than 100 KeV photons

b. 100 KeV through 250 KeV photons

c. Greater than 250 KeV up to and including Cs-137, Co-60

d. Photons from a 6/18 MeV external beam linear accelerator

e. Beta radiations

f. Neutrons (fast and thermal)

3. Dosimetry devices shall be routinely delivered to the customer by the 25th calendar day of each month preceeding the next exchange date. Exchange dates are the first day of any month. If the devices are not received by the 25th calendar day, the vendor shall, at no cost to the Government, ship the devices in a manner to ensure delivery by the 5th business day after notification by the Government.

4. The delivery of dosimetry devices is required within 7 calendar days of record creation for additions of new personnel or additional badges for existing personnel, unless a rush shipment is requested. The creation of a single record shall automatically provide all individual dosimetry devices for the current month and all subsequent months. When a rush shipment is requested, the dosimetry device(s) shall be received within 5 calendar days of record creation.

5. Shipping containers shall be reusable for return of the devices to vendor. Return shipping labels shall be supplied by the vendor. The Memphis VAMC will have the option to return shipments of devices by certified mail.

6. The dosimetry devices, including additions, shall be provided in presorted and individually packaged and labeled containers in accordance with the criteria established by the Government’s Radiation Safety Officer at the time of setup.

7. Primary sorting and distinction will include unlimited series separation by groups of users. Series coding shall be alphanumeric.

8. All transactions regarding the vendor service including, but not limited to, user additions, deletions, changes, inquiries, etc., shall be exclusively between the Government’s Radiation Safety Officer or designee and the vendor.

9. Shipments shall include individual printed packing lists for each group of users. The individual packing lists shall include the numerical order of the dosimeters. Other information provided in the listing shall include, but is not limited to, the following:

a. Name of the individual user

b. Badge control identification

c. Badge type

d. Prescribed wear period, by date

10. Dosimetry devices shall provide obvious, distinct, color coding for easy special purpose identification while being worn. Dosimeter colors shall alternate with each wear period.

11. The vendor shall provide a method for calculating and reporting Effective Dose

Equivalent or Effective Dose automaticly for designated badge wearers.

12. Badges shall be identified with clearly visible printed word "Collar", “Chest” or "Waist" or other clear, descriptive nomenclature, to aide in proper wear positioning.

13. The ring badge shall have at least three sizes, be waterproof, have a permanent label, and be capable of withstanding cold sterilization. The ring badges shall be color coded for alternate months.

14. Body badges shall be waterproof and have a permanent label.

C. The vendor shall have web access capability such that the Government may be able to at a minimum:

1. Add, transfer, or delete personnel

2. Add additional badges to existing personnel

3. Review records (wearer, badge type, frequency, dose history, etc.)

4. Summarize results (exposure levels, ALARA, etc.)

5. Review exposure histories per entire account

6. Review exposure histories for an individual

7. Add lifetime cumulative dose for an individual

8. Add current year dose for an individual

9. Reactivate wearers and badges

10. Assign spare badges

11. List unreturned badges

12. Download data files for unreturned badges

13. Download data files for badge readings (exposures for specified periods)

The on-line system shall be sufficiently easy to use such that it is more efficient to use than manually requesting changes by telephone. Initial and periodic on-site training shall be provided, at the Government’s request, promptly at service setup by the vendor or at modification of web site.

D. The Government’s Radiation Safety Officer or designee shall be notified by telephone or email of all readings above the levels set by the Government’s Radiation Safety Officer within 24 hours from the reading of the dosimeter. The system shall be capable of setting different notification levels for separate series codes within an account.

E. The vendor shall ensure timely response to customer inquiries by assigning a specific representative who shall be accessible during regular working hours through a toll-free phone system.

F. The vendor shall provide emergency processing of dosimetry devices when requested. This processing shall be completed within 24 hours of receipt of the device by the vendor. The Radiation Safety Officer or designee shall be notified of the processing results by telephone or email within 24 hours of receipt of the device by the vendor.

G. The Lt. Col Luke Weathers Jr. VA Medical Center shall not be charged for shipping costs associated with the following activities: (a) Duplicate shipments of dosimetry devices; (b) Rush shipments of dosimetry devices (2nd day delivery) associated with but not limited to, personnel additions, transfers, or provision of additional spare badges; (c ) Priority shipments of dosimetry devices when devices are not received as specified.

II. Other:

A. No presorting of the dosimetry devices by the Government shall be required prior to returning the dosimetry devices to the vendor.

B. The vendor shall provide a means of tracking all unreturned dosimetry devices, including whole body and ring badges. This information shall be obtainable through data file downloads from the on-line computer system. The information shall be available for downloading on at least a monthly basis and shall be capable of tracking unreturned devices for the past 18 calendar months.

C. Radiation dose reports, including monthly, quarterly, year-to-date, and lifetime totals, shall meet the records requirements of the U.S. NRC and OSHA. The vendor shall automatically provide printed and computer updates of records which have had a dose adjustment made by the Government’s Radiation Safety Officer.

D. The vendor shall automatically an NRC Form 5 or equivalent, at no cost, for each monitored individual in each series code, on an annual basis.

E. The vendor shall provide a means of maintaining current year dose and lifetime cumulative doses for individuals as requested by the Government’s Radiation Safety Officer.

F. The dosimetry reports shall include a separate fetal dose entry for all designated personnel.

G. The average shipping time of the completed exposure reports shall not exceed 7 calendar days after receipt of the exposed dosimetry devices by the vendor. Radiation exposure and other reports shall be shipped via a carrier which guarantees second working day delivery.

H. The vendor shall automatically provide printed copy wear period, annual summary, and annual statistical summary reports for each account. These summaries shall include a listing by user groups, of every person badged at any time during the year. Other information provided for each listing shall include, but not be limited to, the following: (a) Group or series number; (b) Badge number and type; (c ) Annual and lifetime dose; (d) Deep dose and shallow dose for each monitoring period; (e) Extremity dose; (f) Internal dose reported by Radiation Safety Officer; (g) Total Effective Dose Equivalent; (h) Data on all currently issued devices regarding late returns, unreturned, and deleted devices.

I. The vendor shall provide a means to electronically download exposure data information using the on-line computer system.

J. The vendor shall provide individual termination summary reports for each individual removed from an account upon request.

K. The Lt. Col Luke Weathers Jr. VA Medical Center shall not be charged for any reports or summaries, written or electronic, including but not limited to the following: (a) Computer diskette reports; (b) Individual termination summary reports; (c ) Exposure reports; (d) ALARA reports as requested; (e) Annual exposure summary reports; (f) Unreturned badge reports; (g) Annual statistical summary for entire account; (h) Individual NRC Form 5 exposure reports or an accepted equivalent. Form 5 reports are to be made available to the Lt. Col Luke Weathers Jr. VA Medical Center by May 1(or approximately 120-day calendar days) after the end of the previous calendar year.

L. Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in the performance of administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA.

III. Period of Performance

This contract shall cover the period from October 1, 2025, through September 30, 2029, in accordance with all terms, conditions, provisions, schedules, and specifications of this solicitation. The contract shall be for a new four-year contract with 4 ordering periods.