Source Reload SOW NIHAI2012152.pdf

Statement of Work

Reload of High Dose Irradiator

July 19, 2012

Solicitation # NIHAI2012152

1.0 Introduction

Rocky Mountain Laboratories (RML) requests proposals for services to be provided by a

Nuclear Regulatory Commission (NRC) designated manufacturing and distribution (M&D) licensee. The selected Contractor will perform source exchange on a J.L. Shepherd &

Associates (JLS) Model 484-C irradiator.

RML is a federal biological research facility operated by the National Institutes of Health in Hamilton, Montana. The selected Contractor will provide all labor, equipment and material to install new source capsules as well as take possession and remove, decommission, transport and recycle the source capsules being replaced under this contract.

2.0 Evaluation Criteria:

Non-price factors will be approximately equal in importance to cost or price. For non-price evaluation, the factors described below shall be used by the Government to evaluate proposals. For

Technical Criteria, proposals will be evaluated based on the following criteria:

a) Contractor must provide documentation demonstrating the authority to perform the source reload task. According to the Sealed Source and Device Registration (SSDR)

Certificate No: CA598D113S, the JLS Model 484-C irradiator is a Category I self-contained dry storage irradiator. Therefore the Contractor providing the service shall be authorized by NRC or an Agreement State (Atomic Energy Act of 1954, as amended) in their license to provide service (source exchange) to Category I self-contained dry storage irradiators at the customer’s job site.

b) Contractor shall provide specifications and registrations demonstrating the proposed sealed sources are suitable and appropriately authorized by the NRC for installation in a JLS Model 484-C irradiator.

c) Contractor must provide proof of Trustworthy and Reliability determination for all workers who will be performing the source reload task and for employees who will be receiving RML’s sensitive information as required by the NRC orders EA-05-090 and

EA-07-305

d) The Contractor must provide a written schedule of work to be completed. If any factors exist that will potentially impact the project schedule or deliverable they should be should be identified and mitigations factors should be presented.

e) The Contractor must demonstrate the capability to provide ongoing service and repair, including access to replacement parts, for RML’s JLS Model 484-C irradiator.

The Government will review the Contractors past performance by collecting and evaluating information provided by references. These references will be used, in addition to any other past performance information evaluated by the contracting officer, to develop a performance risk rating. (See 52.212-2 Evaluation). The Government may contact references offered and those other than identified by the Contractor and use that information in the past performance evaluation. If the Contractor does not have any past performance information, the Contractor will be given a neutral rating and will not be evaluated favorably or unfavorably for this criterion. Contractor shall provide three references where radioactive source reload work was carried out on equipment similar to

RML’s Model 484-C irradiator. Offer shall have references submitted directly to the contracting office by the solicitation closing date. For each reference the following information is required:

a) Company name.

b) Company address.

c) Company point of contact: name, phone number and email.

3.0 Requirements:

3.1 Pre-Award Contractor visits to RML to verify site information are allowed at

Contractor’s expense.

3.2: The Contractor shall as of the Contract Award Date and for the duration of this contract be appropriately licensed by the NRC to perform manufacturing and distribution (M&D) activities on a J.L. Shepherd & Associates Model 484-C irradiator.

3.3: NRC Sealed Source and Device Registration (SSDR) Certificate No. CA598D113S lists a

J.L. Shepherd Model 7810 sealed source capsule as the only model that can be loaded into the

Model 484-C irradiator. Alternative, equivalent models of sealed sources will necessitate an amendment of RML’s NRC License. The NRC License amendment application shall be submitted by the RML Radiation Safety Officer (RSO) within 30 days of the Contract Award

Date and will require up to 90 days at NRC for processing.

3.4: The Contractor is responsible for shipping and transportation of the new and exchanged old sources and is responsible for proper packaging of the radioactive materials in compliance with the NRC and DOT regulations. The Contractor shall as of the Contract Award Date or within a reasonable, defined schedule possess a current NRC-approved DOT Transportation

Quality Assurance Program to package and transport Type B quantities of Co-60.

3.5: The Contractor shall provide a certification of FBI fingerprinting, background investigation, and criminal history records check in accordance with NRC Order EA-07-305 for any personnel who visit RML or receive RML’s sensitive information. Contractor employees who receive, generate or acquire sensitive information shall protect the sensitive information from unauthorized disclosure.

3.6: The Contractor shall complete a turn-key source reload operation of the Model 484-C which will include each of the following activities:

a. Contractor is responsible for supply of three Co-60 sources suitable for a gamma irradiator as described in the “Registry of the radioactive sealed sources and devices, safety evaluation of sealed source” No. CA 598D113S dated 25 May, 2006. Additional information regarding the radioactive materials (e.g., source size/activity, physical dimensions) will be provided by RML once the potential Contractor has successfully provided RML with a copy of their NRC license, documentation of compliance with above item 3.5, and a completed Non-Disclosure Agreement form.

b. The new source capsules shall be a J.L. Shepherd Model 7810 or equivalent and shall be suitable for use in the JL Shepherd Model 484-C irradiator as recognized by the NRC.

Contractor must provide certifications as well as proof of size, activity and serial number for each source prior to delivery at RML. Leak test certificates shall also be provided to

RML.

c. Contractor is responsible for the delivery of the sources to and from RML using methods in accordance with requirements enforced by the NRC, Department of Transportation

(DOT) and/or any applicable Agreement State regulations. Shipping will not be initiated by the Contractor until RML has provided written approval that above Item 3.4 has been met. FOB Destination.

d. Contractor is responsible for providing all security and safeguards while the sources are being transported to and from RML. The Government is responsible for all security measures and safeguards on the RML campus in accordance with RML’s license and applicable NRC orders. If a shipment does not arrive according to schedule, the government will immediately notify the Contractor and assist in any investigations.

e. Contractor is responsible for arrangements of any material handling equipment such as forklifts and/or crane during the reload operation. Contractor must provide all appropriate radiation exposure monitoring instruments and tools to the site.

f. The Government will provide access to one forklift and one pallet jack for use on the

RML campus. Forklifts rated for 5,000 lbs. to 8,000 lbs. are available. If the Contractor elects to use a government provided forklift, the Contractor must show evidence that the operator has completed a Powered Industrial Truck (forklift) training course within the last three years. The operator will be required to complete a quick (10-15 minutes) hands-on training session with RML’s Safety Manager before operating a forklift on campus.

g. Contractor is responsible for the proper removal and disposal of RML’s currently existing sources in accordance with NRC or Agreement State regulations. The contractor shall provide source transfer documentation to RML upon taking possession of the current Co-

60 sources.

h. The contractor shall clean source tubes and change or clean source rods in the irradiator.

All existing sources must be removed from the irradiator before cleaning of the source tubes is carried out. RML personnel must witness and visually verify cleanliness of all source tubes before sources are reinstalled.

i. Contractor shall be responsible for centering all sources in Model 484-C irradiation chamber after source reloading. After reload, a complete preventative maintenance shall be performed by the Contractor.

j. After reload, Contractor shall conduct an external radiation level survey and demonstrate that the limits are not exceeded for Model 484-C irradiators specified in “Registry of

Radioactive Sealed Sources and Devices Safety Evaluation of Sealed Source” No. CA

598D113S dated 25 May 2006, Contractor shall be responsible for providing/installing any additional shielding necessary to meet these specified levels at no extra cost to the government. Contractor shall provide RML’s RSO with a report demonstrating the external survey results within 2 days of work completion.

k. Contractor shall perform a National Institutes of Standards and Technology (NIST) traceable calibration of dose rates in the irradiator chamber after loading the new sources.

RML shall be provided a new set of isodose curves for each position of the irradiator turntable and each source configuration.

l. The contractor shall provide a detailed written plan to RML’s RSO describing the process to safely reload the irradiator including how the contractor will safely clean the source tubes and change or clean the source rods, and how the source transfer will take place.

The plan must include emergency procedures specific to RML that would be followed in the event of an unplanned incident. The contractor shall provide a copy of the written plan no later than three weeks after award of contract. Source reload work must be completed no later than 240 days after contract award date. Prior to the commencement of work, the contractor must first obtain RML’s RSO concurrence on the work plan.

m. Contractor is responsible for the repair of any damage to the irradiator or the facility during the reload operation.

4.0: Unit requiring service:

J. L. Shepherd & Associates Model 484-C irradiator located at RML in Hamilton, Montana.

5.0: Security Clearance Information

Contractor personnel requiring access to RML facility shall provide proof of citizenship in accordance with the RML visitor approval process in effect at the time the visit is requested. The on-site contractor personnel will be escorted by RML employees and will be issued a visitor badge each day while on site and shall return their badge to RML security personnel at the end of the day. Any contractor personnel showing up and requiring access without a prearranged badge request shall not be allowed to access the RML facility. The contractor is required to provide advance notification prior to conducting any on-site inspection, installation or maintenance. A twenty-four (24) hour minimum notice during normal business hours shall be given. All work shall be performed by US Citizens.