MEDICAL PHYSICIST SOW FT 2025.docx

Statement of Work Medical Physicist Services Ft. Thompson Health Center

Section 1: General Information

1.1 General: This is a non-personal services contract to provide medical physics services for the Ft. Thompson Health Center (FTHC). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Period of Performance: Will be one year from date of award. Base + 4 Option Years.

1.3 Place of Performance: Ft. Thompson Health Center

1323 BIA Rt. 4 P.O. Box 200 Ft. Thompson, SD 57339

1.4 Hours of Operation: All work shall be performed during business hours from 8:00 AM to 4:30 PM. If a service has begun during regular business hours and it must be completed before any patients can be imaged according to the American College of Radiology (ACR), Accreditation Association of Ambulatory Health Care (AAAHC), then the physicist must complete the service.

1.5 Type of Contract: The government will award a Firm Fixed Price contract.

1.6 Invoicing: All invoices from the contractor shall be submitted electronically into IPP.

· Invoice Contact Information: 605-245-1597 Mitchell Franklin, COR II

· Invoice email: Mitchell.Franklin@ihs.gov

· Radiology Contact: Mary Thomas, 605-245-1533 Mary.Thomas@ihs.gov

Section 2: Definitions & Acronyms

2.1 Definitions:

Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government.

Workday. The number of hours per day the Contractor provides services in accordance with the contract is an 8-hour day.

2.2 Acronyms:

Section 3: Government Furnished Property, Equipment, and Services None

Section 4: Contractor Furnished Items and Services

The Contractor shall provide all equipment, supplies, management, supervision, personnel, and transportation necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor shall ensure all work meets performance standards specified in this Statement of Work (SOW).

Section 5: Specific Tasks

The Contractor shall comply with radiation protection standards in 29 CFR 1910.1096 and immediately report any unsafe conditions with the potential to adversely impact the facility radiation workers or patients, to the Radiation Safety Officer (RSO).

5.1 General Requirements

· All work shall be performed by a Qualified Medical Physicist (QMP) or the QMP must provide oversight for providing direct quality control supervision during measurements made by a medical physician assistant/technician.

A Qualified Medical Physicist is a person who is certified by the American Board of Radiology, American Board of Medical Physics, or the Canadian College of Physicists in Medicine. The contractors must submit evidence of board certification with their quote.

5.2 Required Services

· All Radiology imaging equipment shall be inspected at least annually not to exceed 14 months. All Dental imaging equipment shall be inspected every 4 years, with 2028 being the year of survey. Other inspections as defined below (new equipment, repairs, shielding (lead aprons), etc.) shall be completed as needed. A complete electronic report in “pdf” format shall be provided to Biomedical Engineering and the Radiation Safety Officer (RSO) within 30 days after completion of the inspection. Missed or errors in performance for required elements will be corrected at the expense of the contractor. If errors are found in reports, corrections in “pdf” form will be submitted expeditiously.

· The qualified diagnostic Medical Physicist shall perform imaging equipment (x-ray equipment, ultrasound units, and Dental unit every 4th year) inspections to ensure compliance with the current Regulatory agency requirements. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to Biomedical Engineering and the RSO prior to the qualified diagnostic medical physicist leaving the facility. Deficiencies or non-conformances that represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients, must be reported to the RSO immediately upon discovery.

· The qualified diagnostic medical physicist shall perform acceptance testing of all new or relocated imaging equipment prior to first clinical use. The acceptance testing shall comply with ACR and MQSA requirements. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to Biomedical Engineering and RSO prior to the qualified diagnostic medical physicist leaving the facility. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to Biomedical Engineering and the RSO immediately upon discovery.

· The qualified diagnostic medical physicist shall perform a full inspection of imaging equipment after repairs or modifications that may affect the radiation output or image quality where required. In cases where the unit may not be used clinically until inspected by a physicist, the inspection must be completed within 1 week after the facility contacts the contractor. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to Biomedical Engineering and the RSO prior to the qualified diagnostic medical physicist leaving the facility. Deficiencies or non-conformances, which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients, shall be reported to Biomedical Engineering and the RSO immediately upon discovery. Where acceptable, the physicist will review and accept the repairs report from Engineering.

· The qualified diagnostic medical physicist shall provide shielding design calculations for each new, replaced, or relocated x-ray imaging system. The calculations for each shall comply with the National Council for Radiation Protection and Measurements (NCRP) Report No. 147, and, for dental units, NCRP Report No. 145, and shall be documented in a written report, which includes a diagram showing adjacent areas. The qualified diagnostic medical physicist shall perform a shielding survey to verify the structural shielding that was installed per the shielding design report and complies with the design goals.

· The qualified diagnostic medical physicist shall review the report from Engineering to verify compliance of any necessary corrective action performed to correct deficiencies found. The contractor will perform a follow-up inspection if necessary, according to ACR, or other relevant standards.

5.3 Equipment Inspections

The Contractor shall conduct equipment inspections or quality control surveys of the imaging equipment listed below. The Contractor shall ensure the imaging equipment’s compliance with applicable Federal regulations and ACR recommendations, and shall include, but not be limited to, monitoring the following basic performance characteristics.

A. Radiographic Equipment

Physics inspections of radiographic equipment shall comply with the ACR Technical Standard for Diagnostic Medical Physics Performance Monitoring of Radiographic and Fluoroscopic Equipment. The performance of each radiographic unit must be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable).

1) Integrity of unit assembly.

2) Collimation and radiation beam alignment.

3) Automatic exposure control system performance.

4) Image artifacts.

5) kVp accuracy and reproducibility.

6) Linearity of exposure versus mA or mAs.

7) Exposure reproducibility.

8) Timer accuracy.

9) Beam quality assessment (half-value layer).

10) Image receptor entrance exposure.

11) Equipment radiation safety functions.

12) Patient dose monitoring system calibration. This includes, for radiographic systems, the metric of dose to the image receptor (IEC Exposure Index or proprietary index) and, for fluoroscopy systems, the displays of cumulative air kerma and, if available, DAP.

13) Display monitor performance.

14) Digital image receptor performance.

15) Grids used with portable x-ray units shall be imaged for uniformity.

16) For radiographic units, measurement of entrance skin exposure (or air kerma) for a standard size patient for common radiographic projections and comparison to published diagnostic reference levels and achievable doses (e.g., ACR practice parameter.

B. Digital Radiography (DR)

Physics inspections of DR equipment shall comply with the American Association of Physicist in Medicine (AAPM) Report Number 93, Acceptance Testing and Quality Control of Photostimulable Storage Phosphor Imaging Systems. The performance of DR must be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable).

1) Component and Imaging Plate Physical Inspection and Inventory.

2) Imaging Plate Dark Noise and Uniformity.

3) Exposure Indicator Calibration.

4) Linearity and Auto-ranging Response.

5) Laser Beam Function.

6) Limiting Resolution and Resolution Uniformity.

7) Noise and Low-Contrast Resolution.

8) Spatial Accuracy.

9) Erasure Thoroughness.

10) Aliasing/Grid Response.

11) IP Throughput.

12) Positioning and Collimation Errors.

C. Dental

The physics inspection shall conform to the Conference of Radiation Control Program Directors (CRCPD), Quality Control Recommendations for Diagnostic Radiography Volume 1 Dental Facilities July 2001. The performance of dental x-ray inspections shall be every 4 years. This evaluation should include, but not be limited to, the following tests (as applicable).

1) Collimation.

2) Beam quality (half value layer).

3) Timer Accuracy and Reproducibility.

4) kVp Accuracy and Reproducibility.

5) mA or mAs Linearity.

6) Exposure Reproducibility.

7) Entrance Skin Exposure Evaluation, with comparison to published diagnostic reference levels and achievable doses (e.g., NCRP Report No. 172).

8) Technique Chart Evaluation.

9) Image uniformity (artifact evaluation).

E. Ultrasound Physics inspection shall conform to the ACR performance tests for ultrasound.

Testing should be done for all transducers clinically used with any unit employing more than one transducer.

1) System Sensitivity/Penetration

This test should be done with the following settings:

· maximum transmit power

· proper receiver gain and TGC that allows echo texture to be visible in the deep region

· transmit focus at the deepest depth

The maximum depth of visualization is determined by comparing the gradually weakening echo texture to electronic noises near the bottom of the image.

2) Image Uniformity

Adjust the TGC controls and other sensitivity controls to obtain an image as uniform as possible.

· vertical or radially oriented streaks?

· dropouts?

· reduction of brightness near edges of the scan?

· brightness transitions between focal zones?

3) Electrical and Mechanical Safety and Cleanliness

· Are all cords and cables intact (no frays)?

· Are all transducers intact without cracks or delamination?

· Are the transducers cleaned after each use?

· Are the image monitors clean?

· Are the air filters clean?

· Are the wheel locks in working condition?

· Are the wheels fastened securely to the US unit and do the wheels rotate easily?

· Are all accessories (VCR, cameras, etc.) fastened securely to the US unit?

4) Gray Scale Photography (if applicable) – Do either (a), (b), or (c).

a) For Scanners with a Discrete Bar Pattern

Count the number of distinct gray bar steps on the viewing monitor. Then count the number of steps visualized in the gray bar on the hard copy image.

b) For Scanners with a Continuous Gray Bar Pattern

Use calipers to measure the length of the black-to-white transition of the gray wedge on the viewing monitor. If the relative length of the black-to-white transition on the hard copy image is less, document how much is missing.

c) F. Display Monitors

The annual performance evaluation conducted by the diagnostic medical physicist includes testing of image acquisition display monitors for maximum and minimum luminance, luminance uniformity, resolution, and spatial accuracy.

5.4 Equipment List