Dosimetry SOW.docx

STATEMENT OF WORK AND CRITERIA FOR

RADIATION DOSIMETRY CONTRACT

Tibor Rubin VA Medical Center, Long Beach, CA

I. BACKGROUND INFORMATION

VALB 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 dosimetry program requires using a reliable and consistent dosimetry provider.

II. OBJECTIVES

The purpose for this contract is to have a dosimetry 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 dosimetry 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.

III. PERIOD OF PERFORMANCE

One Year: October 1, 2020 through September 30, 2021

IV. LICENSING REQUIREMENTS

1. The dosimetry 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 dosimetry 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 dosimetry 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.

V. 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.

5. 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.

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

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

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

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

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

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

12. Provide a real-time electronic dosimetry system and display that can be used in a clinical setting for high risk fluoroscopic procedures such as those in interventional radiology; vascular surgery; and cardiac catheterizations. The system must be wireless between the detector and the display. Dose reproducibility must be within 10 percent. The display screen must be at least 10” (diagonal viewing) and a touch screen.

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 NRC Form 4 and NRC Form 5 or their equivalent. Reports must also be supplied electronically 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. Twenty-four hour emergency dosimeter processing service upon request.

6. Exposure reports shall be supplied within 8 working days from receipt of dosimeters.

7. A separate fetal dosimetry monitoring 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 provided on a quarterly basis with an additional annual ALARA review summary for all monitored employees for all accounts.

11. Dosimeters shall be supplied 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.

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

VI. INFORMATION SECURITY REQUIREMENTS

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

1. The information and reports generated by the contractor will be accessible to the VA through the contractor’s website. In addition, hard copy written reports and documents will be mailed to the VA.

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