Attachment 3 - Statement of Work - 36C26224Q04470002.pdf

STATEMENT OF WORK

I. BACKGROUND INFORMATION

GLA Radiation Safety Officer must monitor staff and public exposures to radiation at levels sufficient to demonstrate compliance with the occupational and environmental dose limits set by regulatory entities. In order to demonstrate compliance, radiation dosimeters must be supplied and distributed to appropriate personnel and at various locations throughout the facility. Maintaining an acceptable Radiation Dosimetry Service program requires using a reliable and consistent dosimetry service provider.

II. OBJECTIVE

The purpose for this request is to have a Radiation Dosimetry Service provider supply, process, evaluate, package, and ship dosimeters, as well as maintain records for dosimeter exposures and supply necessary reports of exposures in an efficient manner and which meets all applicable regulatory requirements. The Radiation Dosimetry Service provider must be able to demonstrate that the appropriate licensing/accreditation criteria have been met, in addition to the specific requirements listed in Sections IV and V. THIS IS A

CONTRACT FOR SERVICES.

III. SCOPE OF WORK

1. The Radiation Dosimetry Service provider 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.

2. The Radiation Dosimetry Service provider must be approved in this accreditation process for the type of radiation or radiations included in the NVLAP program that most closely approximates the type of radiation or radiations for which the individual wearing the dosimeter is monitored.

3. The Radiation Dosimetry Service provider must be able to calculate, provide and store the deep-dose equivalent to the whole body, lens of the eye dose equivalent, shallow-dose equivalent to the skin, and the shallow-dose equivalent to the extremities.

4. The Radiation Dosimetry Service provider must be able to calculate, provide and store the following information:

a. Committed Effective Dose Equivalent (CEDE) organ

b. Committed Dose Equivalent (CDE) total

c. Total Organ Dose Equivalent (TODE)

d. Total Effective Dose Equivalent (TEDE)

5. The Radiation Dosimetry Service provider must be able to store the following information:

a. Committed Dose Equivalent (CDE) organ

b. Committed Effective Dose Equivalent (CEDE) organ

c. Intake quantity and Radionuclide

d. Solubility Class

e. Description of Internal Deposition

6. The Radiation Dosimetry Service provider must be able to provide evidence of the following:

a. Maintain an in-house quality assurance program.

b. Minimum five years of experience as a dosimetry processor.

c. Satisfactory performance record with NVLAP in all germane categories.

IV. SPECIFIC REQUIREMENTS

1. Optically stimulated luminescence (OSL) [aluminum oxide Al2O3] whole-body dosimeters that can assess x-ray, gamma and beta exposure.

2. Lithium fluoride thermo-luminescent dosimeters (TLD) for assessing extremity exposure.

3. Neutron detection dosimeters that can assess fast, intermediate and thermal neutron exposure via solid state track etching. Neutron dosimeter shall have the capacity to be integrated into OSL whole-body dosimeters which will allow this dosimetry to be used as a whole body (personnel) dosimeter.

4. OSL whole-body dosimeters with emergency response re-read capabilities and the demonstrated ability to record radiation exposures as low as at 1 mrem increments. Including the ability to determine if the exposure was dynamic or static.

5. Master controls (dosimeters used for assessing background radiation during transit and storage) at no charge for all types of dosimeters.

6. OSL environmental (for a physical area such as a room) dosimeters.

7. Dosimeters will have permanent waterproof identification labels that cannot be smeared and/or removed and must provide barcode capability.

8. Dosimeters shall be identified by clearly visible icons that show where the dosimeter is to be worn.

9. Extremity badges shall be provided in at least three different sizes (e.g. small, medium, and large)

10. Color coding shall be used on all dosimeters to identify the specific wear period for that dosimeter.

The dosimetry provider must provide radiation monitoring services that meet the following criteria:

1. All radiation dosimetry services must meet current 10 CFR Part 20 reporting and recording requirements including appropriate controls to ensure the protection of personally identifiable information (PII). There must be a method to securely transmit PII between the vendor and the customer (e.g. via a secure internet site). The PII that will be transmitted includes full names, social security numbers, and dates of birth.

2. Reports of radiation exposures must be made on Nuclear Regulatory Commission (NRC) Form 4 and NRC Form 5 or their equivalent. Reports must also be supplied electronically to the VA GLA Radiation Safety Officer upon request in a format which meets the NRC "REMIT" format.

3. On-line support for on-line exposure reports, shipment tracking and account maintenance transactions (i.e. dosimeter add/delete/reactivate administrative capabilities, spare badge assignments, addition of previous exposure history to current records).

4. On-line support shall provide unlimited access to a helpline or equivalent.

5. 24-hour emergency dosimeter processing service upon request.

6. Exposure reports shall be submitted to VA GLA Radiation Safety Officer within 8 working days from receipt of dosimeters.

7. A separate fetal dosimetry monitoring service program which includes cumulative totals on exposures from year to year.

8. “As Low As Reasonably Achievable” (ALARA) notification and immediate phone notification and faxed memo for high exposures for any processed dosimeter exceeding specified ALARA trigger limits.

9. Termination report summaries of personnel radiation exposures shall be supplied within 30 days of notice of terminating a participant badge.

10. ALARA report summaries will be submitted on a quarterly basis with an additional annual ALARA review summary for all monitored employees for all accounts.

11. Dosimeters shall be delivered seven business days before the beginning of any designated wear period to allow time for distribution once received.

12. Monthly report listing dosimetry results at other institutions in reports shall sum each individual’s exposures across all facilities for comparison with regulatory limits. This item applies when other institutions use the same dosimetry provider.

13. Reports of dosimeters that are unreturned during a wear period.

14. At a minimum the Radiation Dosimetry Service provider must demonstrate the following internet-based capabilities:

a) Add, delete, and transfer personnel dosimeters including fetal badges

b) Records access: downloadable exposure (dose) history, badge types, ALARA results, add lifetime cumulative exposure history from other institutions (if same dosimetry provider), search historical reports, and manage unreturned dosimeters

15. Contractor’s services must satisfy the VA’s compliance requirements with the following laws, regulations, and policies:

1) 10 CFR Part 20 – Standards for Protection Against Radiation

2) 10 CFR Part 35 – Medical Use of Byproduct Material

3) 21 CFR 1020.30 – Diagnostic X-ray Systems and their Major Components

4) 29 CFR 1910.1096 – Ionizing Radiation

V. PERIOD OF PERFORMANCE

1. Base Year, followed by four, one-year options: May 1, 2024 through April 30, 2029.

VI. INFORMATION SECURITY REQUIREMENTS

1. The contractor will not access the VA computer network.

2. The information and reports generated by the contractor will be accessible to the VA Radiation

Safety Officer through the contractor’s website. In addition, hard copy written reports and documents will be mailed to the VA.

3. VA data is being stored at the contracting company. CSCA will be included in the contract.

VII. NATIONAL HOLIDAYS OBSERVED BY THE GOVERNMENT

New Year’s Day January 1 Martin Luther King’s Birthday 3rd Monday in January Presidents Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day November 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25th

The President of the United States of America may declare additional days as a Federal Holiday, and if so, this holiday will automatically be added to the list above. When a holiday falls on a Sunday, the following Monday shall be observed as a Federal holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

VIII. CONTRACTOR DELIVERY PERSONNEL

All contractor personnel are required to wear clothing bearing the name of the Contractor and wear a badge that has the Contractor name. Contractor personnel must have a picture I.D. and must be able to speak English.

VIX. PARKING AND SPEED LIMIT

Park only in areas designated as directed by Police and Security Service personnel. The Contractor shall display on each of its vehicles the company name in a size that is clearly visible.

The Contractor shall conform to the speed limit set at each Government facility. Should Contractor personnel receive a citation for parking, speeding or other infraction from VA Security, the offenses will be handled in Federal Court as they are Federal offenses.