Dosimetry_Required_Services_(SOW)_2017.doc

SCHEDULE OF REQUIRED SUPPLIES AND SERVICES

AND CONTRACTORS PROPOSED PRICE/COST SUMMARY

I.

Overview:

The National Institutes of Health (NIH) possesses a Nuclear Regulatory Commission (NRC) license authorizing the use of radioactive materials. NIH’s license requires routine monitoring for external personnel exposure, notifying individuals and supervisors of exposures approaching maximum permissible limits, and recommending remedial action when appropriate. Independently, and not as an agent of the Government (the Customer), the Contractor shall furnish the personnel, labor, facilities, equipment, parts, materials, and supplies necessary to provide a comprehensive exposure monitoring program including associated services in accordance with the requirements of the NIH license.

II.

Performance Periods/Pricing:

A. Initial Period of Performance. The initial contract performance period shall not exceed 12 months, and will commence on July 1, 2017 or on the date of the award whichever is later. The Initial Period of Performance shall extend through June 30, 2018 or through the date that allows the performance period to extend 12 full months beyond the date of the award.

B. Option Years. The Basic Period of Performance shall be followed by four consecutive Option Years, for which the Customer reserves the right for authorizing implementation, in 12-month increments.

C. Pricing. Contractors should indicate their ability to provide all required materials and services. It is understood that Option Period pricing may require adjustments due to factors outside the Contactors control such as inflation, increased operating costs, etc. Therefore, pricing for the Basic Period of Performance and each of the four (4) 12-month Option Periods, should include justification for pricing adjustments that result in NIH incurring charges above the base amount per year.

III.

Basic Service Description/Specifications:

A.

Basic Services:

1.

Whole Body Dosimeters:

a.

General: Whole body monitoring systems will preferably utilize optically stimulated luminescence (OSL) or equivalent technology. The ideal system will involve the use of a single monitor capable of detecting beta, gamma, and neutron radiations that is designed for "clip-on" attachment to a worker's clothing. The system should possess a minimum reporting precision of 1 mrem with complete reanalysis capability to allow for dose measurement confirmation.

b. Filters: The system shall incorporate filters that allow differentiation between the various types and energies of radiation encountered in a biomedical research facility. The system will be capable of qualitatively detecting and quantitatively measuring dose equivalents from low- and high-energy beta; low-, medium- and high-energy photon radiations; and neutrons in the thermal, intermediate, and fast ranges.

c. Accreditation: NVLAP categories IA, IIA, IIIA, and IVAA as defined in ANSI N13.11 – 2009

d. Minimum Dose Reported:

(1) gamma, x ray - 1 mrem

(2) energetic beta - 10 mrem

(3) neutron – 10 mrem thermal

20 mrem fast f.

Minimum Detectable Energies:

(1) gamma, x ray - 5 keV

(2) energetic beta - 150 keV

(3) neutron – 0.025 eV thermal

0.5 eV to 144 keV intermediate

> 144 keV fast g.

Minimum Detection Ranges:

(1) low and high energy gamma, x ray - 1 mrem to 1000 rem

(2) beta - 10 mrem to 1,000 rem

(3) neutron – 20 mrem to 25 rem h.

Analysis and quantification above 1000 rem must be available upon request.

Whole Body Monitor Option: The contractor may substitute or offer as an alternative to the OSL system another currently available dosimetry technology, providing that the performance characteristics and the information available from the dosimeter provide comparable quantitative and qualitative data such as: static vs. dynamic exposure, shielded exposure, (i.e. an image of the exposure is available).

2. Extremity (Wrist) Dosimeters:

a.

General: Personal dosimeters for extremity monitoring applications should be wrist-type beta-gamma monitors utilizing OSL or an equivalent technology. The extremity beta-gamma monitor shall be of similar construction and capability as the whole body beta-gamma monitor except for a watchband type strap that allows for attachment to a worker's wrist(s).

b. Accreditation: NVLAP extremity categories 1A, IIA, IIA, IVAA as defined in ANSI N13.32 – 2008

c. The detection capabilities and ranges shall be the same as those listed above for the whole body beta-gamma monitors.

Extremity Monitor Option: The contractor may substitute or offer as an alternative to the OSL system another currently available dosimetry technology, providing that the performance characteristics and the information available from the dosimeter provide comparable quantitative and qualitative data such as: static vs. dynamic exposure, shielded exposure, (i.e. an image of the exposure is available).

3. Extremity (Ring) TLD:

a. General: Ring dosimeters shall be thermoluminescent dosimeter (TLD) extremity finger monitors. The monitors shall be designed either as an adjustable ring or supplied in a minimum of three sizes. The ring shall be designed with a label that bears all necessary identifying information and shall be impervious to fading/smearing due to moisture/washing. The TLD dosimeter shall be manufactured of LiF ribbon or equivalent that is near tissue equivalency, and must possess high sensitivity, a low fade rate, and be extremely durable.

b. Accreditation: NVLAP extremity categories IB, IC, IIB, IIC, IID, IIIB, IIIC, IIID, and IVBB as defined in ANSI N13.32 – 2008

c. Minimum Dose Reported:

(1) gamma, x ray - 30 mrem

(2) energetic beta - 40 mrem d.

Minimum energy sensitivity:

(1) gamma, x ray - 10 keV

(2) energetic beta - 200 keV e.

Minimum Detection Ranges:

(1) low and high energy gamma, x ray - 30 mrem to 1,000 rem

(2) beta over 1 MeV - 50 mrem to 1,000 rem

f. Analysis and quantification above 1000 rem must be available upon request.

g. Ultraviolet Sensitivity: possible exposure to UV radiation shall me minimized or eliminated by the use of UV absorbing materials.

h. Sterilization: Rings must be capable of being sterilized by gases such as ethylene oxide, or by solutions such as Betadine, Cidex, Wescodyne, or other similar products.

Extremity Ring TLD Option: The contractor may substitute or offer as an alternative to the extremity ring monitor another currently available dosimetry technology, providing that the performance characteristics and information available from the dosimeter meets or exceeds that provided by the ring TLD described above.

4.

General Purpose TLD

a. General: A general purpose TLD monitor should be available that consists of a holder with filters and multiple TLD inserts that can be analyzed independently. The holder and dosimeter shall have physical characteristics similar to items 1 and 2.

b. Accreditation: NVLAP categories I through VI as defined in ANSI N13.11 – 2008, Personnel Dosimetry Performance – Criteria for Testing.

c. Minimum Dose Reported:

(1) gamma, x ray - 10 mrem

(2) energetic beta - 40 mrem d.

Minimum Energy Sensitivity:

(1) gamma, x ray - 15 keV

(2) energetic beta - 200 keV e.

Minimum Detection Ranges:

(1) low and high energy gamma, x ray - 10 mrem to 1,000 rem

(2) beta over 1 MeV - 40 mrem to 1,000 rem

(3) beta from 200 keV to 1 MeV - 500 mrem to 500 rem energy corrected exposure to be available as required.

(4) analysis and quantification above 1,000 rem to be available under emergency circumstances.

f. Eye/lens of eye dosimetry: a TLD system that enables the easy attachment of TLD's to glasses to evaluate eye exposure shall be provided.

General Purpose TLD Option: The contractor may substitute or offer as an alternative general purpose TLD another available technology, providing that the performance characteristics and information available from the dosimeter meets or exceeds that provided by the TLD system described above.

5.

Neutron TLD

a. General: Item 5 shall be a whole body neutron dosimeter with the capability to measure neutrons in the thermal, intermediate, and fast ranges. The neutron monitors shall be designed as a "clip on" attachment to a worker's clothing. The size shall be similar to the whole body beta-gamma dosimeter.

b. Accreditation: NVLAP category VI as defined in ANSI N13.11 – 2001, Personnel Dosimetry Performance – Criteria for Testing.

c. Minimum Dose Reported:

(1) Thermal - 10 mrem

(2) Intermediate/Fast - 20 mrem d.

Minimum Detectable Energies:

(1) Thermal - for energies under 0.5 eV

(2) Intermediate - for 0.5 eV to 144 keV

(3) Fast-energies above 144 keV and ranging to 40 MeV.

Neutron TLD Option: The contractor may substitute or offer as an alternative neutron TLD another available technology, providing that the performance characteristics and information available from the dosimeter meets or exceeds that provided by the neutron monitoring system described above.

6.

Environmental TLD

a. General: Environmental TLD’s are deployed on a quarterly basis and shall be capable of a minimal detectable exposure of approximately 1 mrem. The dosimeter shall consist of a minimum of two (2) tissue equivalent TLD elements in a single holder, with packaging that is weatherproof and suitable for deployment, as is, in the normal environment (rain, snow, sun, etc.) without the need for additional weather protection or housings. The devices shall be provided with an easily deployable mounting device or container which is tamper resistant and can be easily fastened to signs, trees, lamp posts, etc., through the use of wire ties, clips, or other non-permanent fasteners. The color should be black or some other non-vibrant/dull color, and the label containing required identifying information must be resistant to smearing and/or fading as a result of exposure to extreme or continued inclement weather.

b. Error Limits: Measurement error should not exceed 100% at the 95% confidence level for exposures below 10 mrem/quarter; and 30% at the 95% confidence level for exposures above 10 mrem/quarter.

c. Filtration: Filtration shall be such that at least one element is provided with at least 250 mg/cm2 of filtration.

d. Fade: The dosimeter's fade characteristics shall be such that the dosimeter will not fade in excess of ten percent (10%) per quarter.

e. Accreditation: ANSI N545.

f. TLD must be accurate, durable, and measure to 1 mrem ambient dose equivalent:

Type of Energy of Dose Range

Radiation

( rem )

Error Limit (%)

X-ray, gamma .05 - 2 MeV .001 - 10

(see text above) Environmental TLD Option: The contractor may substitute or offer as an alternative another available Environmental TLD technology, provided that the performance characteristics and information available from the dosimeter meets or exceeds that listed above.

7. TLD Chips a.

General: Bare, calibrated TLD chips enclosed in a polyethylene or paper envelope shall be used for controls, area monitors or other exposure measurement purposes.

Type of Energy of Dose Range

(rem)

Error Limit (%)

X-ray, gamma .01 - 10 MeV .02 – 1000

(same as #6 above) TLD Chip Option: The contractor may substitute or offer as an alternative another available technology, provided that the performance characteristics and information available from the dosimeter meets or exceeds that listed in this section.

8.

Operational Dosimeters

a. General: A general purpose, operational type monitoring system should be available that consists of a dosimeter/transmitter that can be analyzed independently, and repeated as frequently as necessary to allow for adequate ALARA oversight. The monitoring system should utilize smart card or other similar technology to allow for ease in assignment, dose assignment, and reassignment as necessary. The system should provide complete exposure tracking and reporting capability via an internet-accessible, Windows compatible database.

b. Accreditation: Not applicable.

c. Minimum Energy Sensitivity:

(1) gamma, x ray - > 5 keV

(2) energetic beta - > 200 keV d.

Minimum Detection Ranges:

(1) gamma, x ray - 5 mrem to 5 rem

(2) energetic beta - 5 mrem to 5 rem Operational Dosimeter Option: The contractor may substitute or offer as an alternative Operational/Electronic Dosimeter another available technology, providing that the performance characteristics and information available from the dosimeter meets or exceeds that provided by the monitoring system described above.

B. Quantity: The following quantity requirements may change over the life of this contract, with stated estimates reflecting current program requirements. Continuing program and regulatory review will dictate necessary changes in specific requirements for contract option years. It is not anticipated that the total number of persons monitored will vary by more than + 25% each year.

The contractor shall be able to provide weekly monitoring services for the following items:

Estimated Qty Whole body beta-gamma (OSL and/or TLD)

Extremity finger ring beta-gamma (TLD)

The contractor shall perform monthly/bi-monthly monitoring services for the following items:

Estimated Qty Whole body beta-gamma (OSL and/or TLD)

Extremity wrist beta-gamma (OSL and/or TLD) 5 - 20 Extremity finger ring beta-gamma (TLD)

Whole body neutron The contractor shall perform quarterly monitoring services for the following items:

Estimated Qty General purpose monitor (OSL and/or TLD) Environmental Dosimeter Each monthly shipment of dosimeters to the NIH campus shall also contain an extra 100 unassigned OSL (or equivalent) whole body monitors, 50 unassigned ring TLD’s, and 10 unassigned general purpose TLD monitors specifically designated as temporary employee issuances and/or control monitors. The exact number of temporary and control monitors may change at the discretion of the Division of Radiation Safety (DRS) Contracting Officer Technical Representative (COTR) in order to meet seasonal demands.

C.

Software requirements:

1. Software services shall be provided as follows:

a. A self-service website that is compatible with the Windows and Apple Macintosh web browsers, and capable of easily handling all data entry tasks related to the establishment of individual dosimeter services for personnel.

b. An automated system capable of estimating and assigning doses based on exposure histories. For example, in the event a previously absent dosimeter is received and processed, the software in use must allow the actual dosimeter data to supercede the estimated value.

c. The capability to provide reports, both hard copy and electronic, to fulfill the requirement for generation of NRC Forms 4 and 5.

d. Establishment of individual and/or group reporting ALARA thresholds for exposure notification on a wear period, quarterly, or cumulative basis.

e. The capability to perform electronic transfer of data shall be completed and operational within 1 month of the award of the contract.

f. The electronic data shall be in ASCII format and in accordance with the electronic dose data format as referenced in Attachment 1 “Electronic Dose Data Format Requirements”

g. The ability to use a customer reference ID (DRS User Number) in addition to any participant number that is generated by the Contractor’s software.

D.

Special Services:

1. Monitor Analysis/Emergency Reading:

a.

Routine evaluation must be accomplished within five (5) working days after receipt, with a written report of exposures provided within 10 working days after receipt.

b. The Division of Radiation Safety shall be notified via electronic mail as soon as possible, but not later than 24 hours, after the evaluation of a monitor exceeding level 1 doses. Note: Level 1 dose is defined as equal to or greater than 10 % NRC Annual Occupational Dose Limit as referenced in 10 CFR Part 20.1201 or equal to or greater than 10 % OSHA quarterly exposure limit as referenced in 29 CFR Part 1910.1096.

c. For doses exceeding level 2 or if gross contamination is indicated, the contractor shall assign a physicist (or another expert who is experienced in evaluating exposure readings) to conduct a comprehensive evaluation of the monitor. A written report of this evaluation shall be completed and provided to the project officer within 2 working days after the initial exposure reading. Note: Level 2 dose is defined as equal to or greater than 30 % NRC Annual Occupational Dose Limit as referenced in 10 CFR Part 20.1201 or equal to or greater than 30 % OSHA quarterly exposure limit as referenced in 29 CFR Part 1910.1096.

d. Monitors provided to the contractor for “emergency reading” shall be evaluated and the results reported to the DRS within 48 hours after receipt. Initial contractor notification to the Division of Radiation Safety shall be made via electronic mail.

e. Currently the DRS requires expedited or "emergency" readings once a week for a shipment of approximately 60 – 120 extremity monitors.

2. Reports:

a. An analysis evaluation report shall be provided to the Division of Radiation Safety within 10 working days after receipt of the monitors.

b. The report for each dosimeter series group shall appear on separate pages with the series group identified at the top of each page.

c. Original copies of the report shall be transmitted electronically to DRS for the groups at the National Institutes of Health, Bethesda, Maryland.

d. The contractor shall make available electronic data to the DRS’s computer system within 10 working days after receipt of the monitors.

e. It shall be possible to generate the following reports via self-service website and compatible with Windows and Apple Macintosh web browsers:

(1) Quarterly or annual statistical summaries of dosimeter exposures of individuals, series groups, or by all participants.

(2) NRC Form 4 & 5 Reports or equivalent

(3) Missing dosimeter reports.

(4) Hardcopy dosimeter results reports.

(5) Secure reports that omit information that may be sensitive with regards to privacy issue concerns, social security number, birth date, etc.

(6) Electronic media reports.

(7) Fetal monitoring reports that track exposure to the fetus and the declared pregnant worker by month and cumulative since conception.

(8) Concurrent exposure reporting to show combined dose of workers being monitored at more than one location if they are being provided dosimetry at NIH, or being monitored by the dosimetry contractor at another location.

(9) Termination reports to show year to date exposure at the work site.

(10) Internal dose reports.

f. Standard exposure reports shall track the EDE, TEDE, TODE, CDE to the maximally exposed organ and CEDE for active participants

g. When requested by the Government, the contractor shall update and correct all personnel dosimetry records.

3. Packaging/Handling:

a. Prior to shipping, the Contractor will pre-sort the monitors into individual series groups for the purpose of distribution and reporting.

b. In addition to pre-existing contractor's identification requirement, each permanently assigned monitor shall have a printed label with the user name, wear period, Customer Reference ID/Participant number, series code, and unique monitor serial number that uses a standard bar code protocol.

c. Monitors shall be furnished on a weekly, monthly, bi-monthly and quarterly basis and shall arrive at the specified installation at least seven working days prior to the end of the month.

d. All monitors for a series group shall be packaged in an individual envelope or box, with a label bearing all required identifying information attached to the outside of each package.

e. Each label shall display the DRS return address in the upper left corner with the series group address on the main body of the label.

f. Shipping packages containing the monitors for each NIH facility shall contain at least one control dosimeter.

g. Paper packing lists shall accompany each series group package. Electronic packing lists shall be made available upon shipment of monitors via self-service website.

h. The contractor shall, upon proper notification, accept requests for additional personnel monitoring services and fulfill these requests within seven working days after receipt.

i. The contractor shall supply replacement holders as requested by the Contracting Officer Representative. It is estimated that the NIH will require approximately 10 whole body beta-gamma holders per month.

4. Communication

a. The Contractor shall provide quarterly updates via email to COR detailing any changes that may affect products offered, reporting capabilities, data exchange, electronic data format, shipping processes and corporate changes that affect services offered.

PAGE