DRAFT SOW - Radiation Dosimetry_.docx

Michael J. Crescenz VA Medical Center

STATEMENT OF WORK (SOW)

SERVICE: RADIATION SAFETY OFFICE

Personnel Dosimetry Services for Occupationally Exposed CMJCVAMC Workers Scope of Service:

Vendor shall provide individual Optically Stimulated Luminescence (OSL) personnel dosimeters for all Occupationally Exposed Workers (OEW) at MJCVAMC.

Provide area radiation monitoring to evaluate public and individual radiation exposure levels in areas where radioactive material (RAM) and/or x-ray radiation sources are used. Provide OSL monitors for testing radiation producing x-ray sources. Provide monthly, quarterly, and annual Form 5 dose reports. Provide an electronic web-based internet site that is assessable 24/7. See section Items to be delivered by Vendor Service below for a detailed scope.

Background:

In compliance with the regulatory requirement to manage and measure employee radiation exposures, Corporal Michael J. Crescenz VA Medical Center (CMCVAMC) instituted and enforces their “As Low As Reasonably Achievable” (ALARA) program. This policy stipulates that all staff working with and around radiation sources (radioactive material or radiation producing equipment) who may receive 10% or more of the annual regulatory exposure limits during their employment shall be issued a radiation dosimeter. Dosimeters are also used as area radiation monitors. Dosimeter measurement information assists with managing and tracking exposures received by individual employee and visitors.

The regulatory requirements for an ALARA program and dosimeters are enforced by OSHA, the Nuclear Regulatory Commission, State Agency that regulates x-ray equipment and radioactive materials, as well as the VA National Health Physics Program.

Dosimeter measurement records are inspected by these agencies and are required to be maintained as long as the hospital uses radioactive materials and/or radiation producing equipment.

Service Period:

Service provider shall supply monthly and quarterly monitoring devices to the CMCVAMC Radiation Safety Office. These will be provided before the beginning of each month or quarter so that radiation safety staff has time to prepare and distribute these monitors to employees and departments throughout the medical center.

Service Contract Type:

Firm Fixed Price, One-Year Contract Service Goal:

To use (OSL) Technology monitors to meet VA ALARA Policy requirements.

To keep exposure to Occupationally exposed workers, Non-Occupationally Exposed workers and visitors as low as reasonably achievable.

Items to be delivered by Vendor Service:

· Monitor capability shall be Optically Stimulated Luminescence (OSL) type dosimeters that are sensitive and accurate enough to measure radiation exposure levels as low as 1mR. They are not directionally dependent, are not sensitive to heat and water, and can be re-read multiple times.

· Area radiation monitors, whole body monitors, collar monitors, hand (ring/TLD) monitors, strip dosimeters for measuring CT scanner radiation doses.

· All WHOLE Body/ area monitors shall be able to detect:

· Beta/ Photon (X and Gamma)

· Beta/ Photon (X and Gamma), Fast Neutron

· Beta/ Photon (X and Gamma), Thermal/ Fast Neutron

· Ring Monitors may be Thermoluminescent Technology (TLD), Beta/ Photon (X and Gamma).

· Supply (OSL) strip dosimeters for measuring CT scanner radiation doses.

· Provide an electronic web-based internet site that is assessable 24/7 for reports.

· Provide Electronic Dosimetry Reports for: Annual Statistical Summary, Estimate Report Per Dosimeter, Multiple Employer Tracking Exposure Report, ALARA Quarterly Report Recap per person, ALARA Annual Report Recap per person, ALARA Annual Compliance Report, Department Series-single site report, Equivalent Form 5 -Termination Report, Fatal Monitoring Report.

· Electronic and hard copies of NRC Form 5 Annual Dose Reports per participant and duplicate hard copies for distribution to employees.

· Vendor shall have accreditation through National Voluntary Laboratory Accreditation Program (NVLAP) and use calibration technology traceable to the National Institute of Standards and Technology (NIST). This shall be maintained for duration of the contract.

· All monitors shall be shipped to (CMCVAMC) prior to the first of the month/ quarter for distribution on the first of the month/ quarter.

Period of Service:

09/30/2024-09/29/2025 Location of Service:

All items supplied by service vendor shall be delivered directly to the Radiation Safety Office who will process and deliver monitors throughout the medical center.

Department of Veterans Affairs 3900 Woodland Avenue Philadelphia, PA 19104

Security:

The Certification and Accreditation (authorization) (C&A) requirements do not apply. A Security Accreditation Package is not required.