PWS_Attachment_3-_Reporting_Requirements.pdf

ATTACHMENT 3 - DELIVERIES OF PERFORMANCE/DETAILED TECHNICAL

REQUIREMENTS

ARTICLE 3.1. PERIOD OF PERFORMANCE

a. Period of performance under this contract shall be for a 12-month period commencing

______through ________ (To be specified prior to award) with four successive 12-month options to extend contract performance.

b. If the Government exercises its option(s), the period of performance will be increased as listed below:

Estimated

Period of Performance Contract Amount

Option 1 $

Option 2 $

Option 3 $

Option 4 $

ARTICLE 3.2. DELIVERIES

Satisfactory performance of this contract shall be deemed to occur upon performance of the work described in the Performance Work Statement Article in SECTION C of this contract and upon delivery and acceptance and acceptance by the Contracting Officer, or the duly authorized representative, of the services and reports specified in Section C. The reporting requirements are specified in Delivery Schedule and are described in SECTION C of this contract.

a. Deliveries required by the contractor shall be made F.O.B. Destination as set forth in FAR 52.247-35, F.O.B. DESTINATION, WITHIN CONSIGNEES

PREMISES(APRIL 1984) to the address listed below:

National Institutes of Health/Main

Campus BLDG 21, Room 231

Wilson Drive, MSC 6780

BETHESDA MD 20892 - 6780

b. Unless otherwise specified, deliveries shall be made to the Delivery Point specified above Mondays through Fridays (excluding Federal Holidays) between the hours of 8:30 a.m. and 5:30 p.m. EST only. Supplies or services scheduled for delivery on a Federal holiday shall be made the following day.

ARTICLE 3.3. REPORTS/DELIVERABLES REPORTING REQUIREMENTS

(CROSS REFERENCED TO SECTION C)

1. Within ten workdays after the end of each month, the Contractor shall submit to the NIH Contracting Officer’s Representative neat, legible

Summary Report documenting the services provided that month. These reports shall include the following:

a. A list of laboratories, storage areas, and corridors for which comprehensive and monthly survey reports were completed and accepted

b. A list of comprehensive and monthly survey reports which were deemed unacceptable

c. A list of comprehensive and monthly surveys that were missed

d. A list of security checks performed

e. A list of radiation-producing machines surveyed

f. A list of dates and time spent preparing or decontaminating the I-

131 therapy room, differentiating between decontaminating for restricted versus unrestricted use

g. A list of survey meters calibrated, differentiating between those calibrated for contamination monitoring and those calibrated for measuring exposure rates

h. A list of active survey meters that were due for calibration, but not calibrated during the month

i. All supplies used during their month and their associated cost

j. Total number of packages checked in

k. Total number of deliveries by delivery location

l. Total number of contaminated packages and the levels of contamination

m. Total number of physical lab transfers

n. Total number of Authorized User inventories

o. All incident reports (see “2.” For guidelines on incident reports)

p. Employee training

q. Personenel changes

r. Dosimetry report

s. Any other items requested by the COR

2. Incident reports include but are not limited to, spills, package contamination, security violations, vehicle accidents, improperly stored packages, incorrect deliveries, delayed or improper processing, and NRC and DOT violations. The

Incident Report is due within 5 working days of the incident. The COR or alternate will initially request incident reports. The report is to be in letter format and include the following information:

a) Details concerning the cause of the incident,

b) The cause of the incident,

c) Corrective actions implemented,

d) Fines levied by NRC and/or DOT, and how they will be reflected in billing,

e) If radioactive material orders need to be replaced, report the cost of the order and date the replacement will occur,

f) Any other information requested by the COR.

One copy is to be submitted to the COR, Chief MCAB, Chief RSOB and NIH

RSO.

3. The Annual Report is submitted once a year by the 6 th

January. The report is to include everything required in the Summary Report (outlined in Item 1 in this document), but is to by summed over the entire calendar year and is to also include any NRC corrective actions. A copy of the report is to be given to the COR, Chief

MCAB, Chief RSOB and the NIH RSO

4. At the end of each calendar year, the Contractor shall review this Performance

Work Statement and provide suggested updates to the COR for inclusion the next time the contract is modified.

REPORTS/DELIVERABLES (note that this list is meant to be a reference guide, if an item is omitted from this list, but requirements for reports or deliverables are in the

Performance Work Statement (PWS), the Contractor is held to the PWS)

Item Time of Delivery Reference

Comprehensive surveys During month due based on list from DRS database

C.4 A#7

Monthly surveys During calendar month C.5 #1-3

Calibration of instruments for contamination or exposure

Initially and between 11 and 12 months since last calibration thereafter

C.9 #2

Inspection of radiation producing equipment

Initially and annually thereafter during month in which it is due

C.3 #20, 22

C.7 #16, 17, 18

Inventory and inspection of lead shields

December 1 st of the calendar year C.3 #21; C.7 #11, 12, 13

Package Receipt Daily C.10, E #1

Deliveries by location Daily C.11, E #1

AU Annual Inventory December 1 st of the calendar year and no greater than 12 months

C.12 (Intro) since the AU’s last inventory

Transfer of material between locations

As needed (approximately 12 times per year)

C.13 #1-6

Item Time of Delivery Reference

Summary Report Within 10 workdays after the end of each month

ATT 3, Section 3

Item 1

Data entry for x-ray reports

Within 1 day of COR deeming survey acceptable

C.7 #14

Transferred Inventory

Reports

Within 5 work days after transfer occurs

C.13 #7

Security checks During 15 day cycle based on 3 lists (daytime/evening/weekend) from DRS database

C.3 #18

Preparation and decontamination of I-

131 therapy room

1 work day C.3 #24, 25

Provide contact information for

Contractor staff during normal work hours

At time of contract award and updated as needed

C.3 #28

Data entry for master lab list, master meter list, and laboratory change forms

Within 1 work day C.4 #10

C.9 #15

Data entry of comprehensive surveys

Within 1 work day C.4 #12

Data entry from meter calibrations, monthly surveys, and security checks

Within 1 work day of reports being deemed acceptable

C.6 #11

C.5 #8

C.9 #14

Verbal notification of specified radiation safety violations

Immediately upon discovery C.6 #5, 8; C.7

#10; ATT 1 (Part

A #7, 8, 16, 17;

Part B #7, 9, 14, 19; Part C #4b)

Package Receipt Report Daily C10. E, 1

Delivery Records At the end of each delivery run C11. E, 1

Inventory Status Reports Daily C12. D

Completed Inventory

Reports

Within 5 work days of inventory being completed

C12. D

Calibration of instruments for exposure

Within 5 work days C.9 #7

Submittal of calibration reports

Within 1 work day of calibration C.9 #7

Notify Area HP of the status of therapy room

As soon as swipes are submitted to

DRS for expedited analysis

ATT 2 B #1h

Submit Form 4

“Radiation Safety

Procedures”

Within 1 work day of receiving therapy room swipe results from

DRS

ATT 2 #1k

Monitor items in I-131 storage closet

Monthly ATT 2 #2o

E-mail Area HP concerning personal articles from patients that have decayed to background

Monthly ATT 2 #2o

Submit comprehensive surveys

By 4 p.m. of second work day following survey

ATT 1 A3

Submit monthly surveys By 4 p.m. of second work day following survey

C.5 #5

Item Time of Delivery Reference

Submit “Lab

Surveillance Program” forms for security checks

By 4 p.m. of first work day following the checks

C.6 #9

Submit report from inspection of radiation-producing equipment

Within 5 work days of date of survey

C.7 #16

Expedited survey of x-ray producing equipment

Within 3 work days C.3 #22

QA/QC Report Within 5 workdays after the end of the month

C.14

Incident Reports Within 5 days of the incident ATT 3 #2

Emergency security checks

Within specified time frame C.6 #10

ARTICLE F.3. CLAUSES INCORPORATED BY REFERENCE, FAR 52.252-2

(FEB 1998)

This contract incorporates the following clause by reference, with the same force and effect as if it were given in full text. Upon request, the Contracting Officer will make its full text available. Also full text of the clause may be accessed electronically at this address http://www.acquisition.gov/comp/far/index.html.

52.242-15, Stop Work Order (AUGUST 1989)

52.242-17, Government Delay of Work (APRIL 1984).

52.247-35, F.O.B. Destination, within consignees premises (APRIL 1984)