7.__sole_source_justification_Commercial_Items_updated_25_May_2018_Redacted_-1.pdf

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Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items

I. Contracting Activity.

Contracting Activity - Air Force Life Cycle Management Center, Installation Contracting Division, Base Support

Contracting AFLCMC/PZIBC

Organization Activity - 711th Human Performance Wing / United States Air Force School of

Aerospace Medicine Radiation Dosimetry Laboratory

II. Nature and/or description of the action being processed.

This action will be awarded as a new contract consisting of all firm-fixed-price Contract Line Item Numbers (CLINs).

III. Description of supplies/services required to meet agency needs.

United States Air Force School of Aerospace Medicine (USAFSAM) requires an optically stimulated luminescence (OSL) dosimetry system. The dosimetry system must be capable of passing the National Institute of Standards and Technology/National Voluntary Laboratory Accreditation Program accreditation testing for the irradiation categories in use by the USAF, as required by 10 CFR §20.1501(d), 10 CFR §34.47, DODI 6055.08, AFPD 40-2, AFI 48-148, and AFMAN 48-125. The requirement includes readers, dosimeters (a.k.a. "badges"), shipping, installation, software, license fees, maintenance, and operator training at Wright Patterson Air Force Base.

This purchase will be made using

CLIN 0001 Estimated per

Unit Price Estimated

Qty.

Estimated Extended Price

Estimated

Delivery Date

Funding

OSLR

Dosimeter Readers

4 4/15/2019

XA

Dosimeter

$ 40,000 4/15/2019

LA

$ 3,000 4/15/2019

EX

$ 3,000 4/15/2019

Dose Algorithm

$ 1 4/15/2019

Setup Integration

$ 1 4/15/2019

Annual License Fee

$ 1 $35,000.00 4/15/2019 DD1155

Stock funds

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Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items

Maintenanc e OSLR-700

4 4/15/2019

Estimated

CLIN 0001

Option

CLIN 1001

4/15/2020

XA

$ 5,000 4/15/2020

$ 1,000 4/15/2020

$ 2,000 4/15/2020

$ 1 4/15/2020 s Maintenance

OSLR-700

4 4/15/2020

CLIN 1001

CLIN 2001

XA

$ 5,000 0 4/15/2021

$ 1,000 4/15/2021

$ 2,000 4/15/2021

1 4/15/2021

4 4/15/2021

CLIN 2001

CLIN 3001

XA

$ 5,000 4/15/2022

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Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items funds

LA

1,000 4/15/2022

2,000 4/15/2022

1 4/15/2022

4 4/15/2022

CLIN 3001

CLIN 4001

XA

5,000 4/15/2023

1,000 4/15/2023

2,000 4/15/2023

1 4/15/2023

4 4/15/2023

CLIN 4001

Total Estimated base plus options

This specification lists the minimum requirements for the OSL dosimetry system

Reader Requirements

System (all readers combined) must have the ability to process at least 1,000 OSL badges per hour and minimize setup and batch administration time.

Shall be able to anneal OSL badges to levels suitable for issue for individual wear.

Shall possess built in quality control evaluations and trending capability.

All software licensing, warranty and service associated with the equipment/system shall be in

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Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items accordance with the Original Equipment Manager (OEM) terms and conditions.

Shall be compatible with existing power supply: 120V, 60Hz. Plugs shall be compatible with NEMA 5-20R receptacles.

The system shall be within manufacturer(s) service life (i.e., repair parts, maintenance, etc.) for a minimum of 5 years from the date of installation.

All components of the system shall be distributed and serviced by one vendor to ensure component compatibility.

Dosimeter Requirements

All dosimeters must be capable of being read multiple times without significant loss of measured dose signal (<10% loss after 10 reads).

All dosimeters must have a deep dose equivalent lower level of detection less than 5 millirem for a quarterly issue period for beta, photon, and neutron radiations.

All dosimeters must have a detection range from 1 millrem to 1,000 rem.

40,000 OSL dosimeters capable of 150 keV to 1.2 MeV beta and 8 keV to 6 MeV photon detection and passing National Institute of Standards and Technology/National Voluntary

Laboratory Accreditation Program (NVLAP) accreditation testing for ANSI N13.11-2009

Categories IA, IIA, IIIA, and IVAA.

3,000 OSL dosimeters capable of 150 keV to 1.2 MeV beta, 8 keV to 6 MeV photon, and 40 keV to 5 MeV neutron detection and passing NVLAP accreditation testing for ANSI N13.11-

2009 Categories IA, IIA, IIIA, IVAA, and VCA.

3,000 OSL dosimeters for environmental measurements.

The slide and case of each badge shall both be uniquely identified and labeled (alphanumeric and bar code).

All badges must fit within holders currently in use by the USAF (49 mm x 23 mm x 5.6 mm).

Data Acquisition and Processing Requirements

The system shall include the software, dose calculation algorithm, and all necessary licensing to operate all system components and process the resulting data.

The system shall integrate with the Dosimetry Laboratory's information management system and IT structure.

The system shall allow for traceable, defensible reporting of personal radiation doses measured by each dosimeter.

The system shall allow for badge lifecycle tracking from issue to receipt to reporting.

Training, Installation, and Maintenance Requirements

Vendor shall provide operator training at the Radiation Dosimetry Laboratory at Wright Patterson

AFB for lab staff (no more than eight (8) individuals). After training, personnel shall be capable of carrying out normal system operation.

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Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items

Readers and badges will be provided for training.

Vendor shall be an Original Equipment Manufacturer (OEM) authorized dealer, authorized distributor or authorized reseller for the proposed equipment/system. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the

OEM terms and conditions.

Upon delivery, the vendor shall be responsible for uncrating the unit/system and transporting it through the facility to the location of intended use for installation. If interim storage is required, the vendor shall make arrangements for the storage.

Vendor shall provide at least one service visit per year and on-site emergency response, or a loaner reader shipped within 48 hours.

IV. Statutory authority permitting other than full and open competition.

AFFARS 5313.501 - 10 U.S.C. 2302b, Implementation of Simplified Acquisition Procedures (41 U.S.C.

1901)

V. Demonstration that the contractor's unique qualifications or nature of the acquisition requires the use of the authority cited above (applicability of authority).

The acquisition of the OSL dosimetry system requires the use of other than full and open competition

(10 U.S.C. 2302b) as there is only one responsible source. After conducting extensive market research, it was discovered that OSL manufactures are limited and prior manufacturers have stopped production of the OSL dosimetry system. A sources sought was posted to FBO along with the minimum requirements for vendors to indicate if they could deliver on each of the minimum requirements for the OSL dosimetry system. In addition, it was requested that each vendor provide a capabilities statement to support their ability to perform the minimum requirements. At the end of the sources sought time-frame, two vendors, Landauer and Mirion Technologies, responded and provided their capability statements.

After analyzing the responses, it was determined that only Landauer could deliver an OSL dosimetry system that was capable of meeting all of the minimum requirements. This determination was made in a technical evaluation conducted by USASAM technical point of contact, on February

4, 2019. This evaluation is documented in tab 2 of this file. The specification that USAFSAM has set forth in their statement of work are required for the type of testing they need to accomplish. USAFSAM is unable to compromise on any of the requirements where the other dosimetry systems fell short.

Specifically, Landauer dosimetry system is the only system that could meet all the requirements listed in the "Data Acquisition and Processing" on the statement of work. Landauer's capability statement proved that they could meet the "Data Acquisition and Processing" by providing a solution that possesses software that can be integrated with the USAFSAM laboratory information management system and information technology structure. In contrast, Mirion Technologies solution did not meet the requirements, as their solution utilized their own information management system and information technology structure. It is critical that the software for the dosimetry be integrated with the USAFSAM laboratory information management system and information technology structure, as any other method would compromise operational security. The system needs to be traceable and capable of defensible reporting of personal radiation doses measured by each dosimeter. If the dosimetry system software is not compatible with USAFSAM current operating procedures, USAFSAM risks loss of control in reporting to OSHA and the Nuclear Regulatory Commission for global radiological operations.

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Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items

The vendor shall be an Original Equipment Manufacturer (OEM) authorized dealer or authorized distributor for the proposed equipment/system such that OEM warranty and services are provided and maintained by the OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

This purchase will be made using

VI. Description of efforts made to ensure that offers are solicited from as many potential sources as practicable.

Sources Sought Synopsis (SSS):

USAFSAM has conducted extensive analysis of the current technology available in the market for

OSL dosimetry systems, with market research dating back to July 2018. The Contract Specialist posted a sources sought synopsis on the Federal Business Opportunities website for 7 days and received capability statements from the following dosimetry systems manufacturers:

Landauer and Mirion Technologies, the end user evaluated the capabilities of each manufacture and determined that the only organization capable of meeting USAFSAM requirements for the OSL dosimetry system is Landauer.

Internet Searches:

USAF School of Aerospace Medicine Radiation Dosimetry Laboratory used Internet searches to try and find additional potential vendors who can provide the Optically Stimulated Luminescence (OSL)

Dosimetry System and Badges.

Trade Journals / Industry Days:

The reviewer subscribes to dosimetry-related journals which contained articles covering the release and early performance reviews of dosimetry related products. In addition, the reviewers regularly attend national technical conferences such as the Health Physics Society annual meeting to receive information about technological trends within the radiation protection industry.

Other Market Research Findings:

The other companies have made great strides in their platforms, but will not be able to fulfill the integrated reader requirements. This determination was made after the efforts above and attendance at relevant vendor trade-shows.

VII. Determination by the Contracting Officer that the anticipated cost to the

Government will be fair and reasonable.

The anticipated cost for this acquisition will be fair and reasonable for the Government. The basis of this determination will be determined by price and analysis of other than certified cost or pricing data.

Specifically, by comparing costs for the current dosimetry system in the Independent Government Estimate (IGE) provided by USAFSAM.

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Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items

VIII. Description of the market research conducted and the results, or a statement of the reasons market research was not conducted.

A Sources Sought Synopsis was posted on FedBizOpps on 18 January 2019. Interested parties could submit questions relative to the market survey and provide capability statements in response to the minimum requirements. Responses were required to be received no later than 25 January 2019. Please see below results from the capability statements received and reviewed by :

Vendors Able to Meet Requirements:

Landauer, Inc.

2 Science Road Glenwood, Illinois 60425-1586

This vendor is the only vendor able to meet all the minimum requirements. They are able to meet each of these requirements with a production version of their OSL dosimetry system. The Landauer represents a commercial off the self (COTS) solution that meets the minimum requirements specified in this document. Landauer manufactures the badges and readers that they offer.

The system shall integrate with the Dosimetry Laboratory's information management system and IT structure.

Vendors Unable to Meet Requirements:

Mirion Technologies, 2652 McGaw Ave Irvine, CA 92614

This vendor is not able to meet the minimum basic requirement and did not provide a responsible solution for the below requirements:

1) System (all readers combined) must have the ability to process at least 1,000 OSL badges per hour and minimize setup and batch administration time.

2) Shall be able to anneal OSL badges to levels suitable for issue for individual wear.

3) Shall possess built in quality control evaluations and trending capability

4) All software licensing, warranty and service associated with the equipment/system shall be in accordance with the Original Equipment Manager (OEM) terms and conditions.

5) Shall be compatible with existing power supply: 120V, 60Hz. Plugs shall be compatible with

NEMA 5-20R receptacles

6) The system shall be within manufacturer(s) service life (i.e., repair parts, maintenance, etc.) for a minimum of 5 years from the date of installation.

7) All components of the system shall be distributed and serviced by one vendor to ensure component compatibility

8) All dosimeters must have a detection range from 1 millrem to 1,000 rem.

9) 40,000 OSL dosimeters capable of 150 keV to 1.2 MeV beta and 8 keV to 6 MeV photon detection and passing National Institute of Standards and Technology/National Voluntary Laboratory

Accreditation Program (NVLAP) accreditation testing for ANSI N13.11-2009 Categories IA, IIA, Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items

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IIIA, and IVAA.

10) 3,000 OSL dosimeters capable of 150 keV to 1.2 MeV beta, 8 keV to 6 MeV photon, and 40 keV to 5 MeV neutron detection and passing NVLAP accreditation testing for ANSI N13.11-2009

Categories IA, IIA, IIIA, IVAA, and VCA.

11) 3,000 OSL dosimeters for environmental measurements.

12) The slide and case of each badge shall both be uniquely identified and labeled (alphanumeric and bar code).

13) All badges must fit within holders currently in use by the USAF (49 mm x 23 mm x 5.6 mm).

14) The system shall integrate with the Dosimetry Laboratory's information management system and

IT structure.

IX. Any other facts supporting the use of Other Than Full and Open Competition.

USAFSAM requires a highly specialized OSL dosimetry system to keep track of employees exposed to radiation. To procure an OSL dosimetry system that falls short of their specified minimum requirements dramatically limits record keeping required by OSHA and the Nuclear Regulatory Commission for individuals being closely monitored for radiation that accumulates over time.

X. List of any sources that expressed, in writing, an interest in the acquisition.

Please see Section VI above.

XI. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before making subsequent acquisitions for the supplies or services required.

USAFSAM will continue to study the market for potential future sources that can provide OSL dosimetry systems and badges that meet the Government's minimum requirements. OSL dosimetry system and badges will need to be evaluated at the Government site. Individual user information cannot be stored and transmitted to an outside server unit.

XII. Certification by the Contracting Officer.

As evidenced by my signature above, I have determined this document to be both accurate and complete to the best of my knowledge and belief.

XIII. Certification by the technical/requirements personnel.

As evidenced by my (our) signature(s) above, I (we) certify that any supporting data contained herein, which is my (our) responsibility, is both accurate and complete.

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