Nuclear Regulatory Commission Final Sources Sought Notice Dosimetry 4.30.2025.docx

THE U.S. NUCLEAR REGULATORY COMMISSION (NRC) is issuing this Sources Sought Synopsis as a means of conducting market research or as a market survey to determine the availability of potential qualified vendors with the technical capability to provide all management, supervision, administration, and labor for the NRC Personnel Radiation Monitoring Program.

The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 541380.

The purpose of this announcement is to provide potential sources the opportunity to submit information regarding their capabilities to perform work for the NRC free of conflict of interest (COI). For information on NRC COI regulations, visit NRC Acquisition Regulation Subpart 2009.5 (http://www.nrc.gov/about-nrc/contracting/48cfr-ch20.html).

All interested parties, including all categories of small businesses (small businesses, small, disadvantaged businesses, 8(a) firms, women-owned small businesses, service-disabled veteran-owned small businesses, and HUBZone small businesses) are invited to submit a response.

THERE IS NO SOLICITATION AT THIS TIME. This request for sources and vendor information does not constitute a request for proposal; submission of any information in response to this market survey is purely voluntary; the Government assumes no financial responsibility for any costs incurred.

BACKGROUND

The NRC, a federal regulatory agency, monitors approximately 1,000 of its personnel for occupational exposure to ionizing radiation. NRC uses commercially available dosimeters to measure personnel exposure. Monitored individuals work at the following six locations: NRC Headquarters Offices in Rockville, Maryland, the four Regional Offices (King of Prussia, PA, Atlanta, GA, Lisle, IL, and Arlington, TX) and the Technical Training Center (TTC) in Chattanooga, Tennessee. NRC personnel exposure to ionizing radiation (e.g., beta, gamma, and neutron) can occur during inspections and site visits of facilities and sites where NRC licensed operations are being conducted. The dosimeters, supplied by the dosimetry supplier/processor (contractor), measure the individual’s occupational radiation exposure to ionizing radiation during the performance of the individual’s regulatory duties. The dosimeters are returned for processing to determine the type and amount of occupational radiation exposure received (dose). The contractor provides evaluation reports on the occupational exposures (doses). The NRC loads or downloads this information into internal databases, which are part of the NRC recordkeeping system.

REQUIRED CAPABILITIES

To achieve the objectives outlined above, the NRC seeks contractor support from vendors that are able to provide qualified personnel and materials necessary to:

1. Provide and deliver the requested types and quantities of dosimeters to NRC on a basis as stated in the delivery schedule for each product ordered that is appropriate in regard to the products ordered (most products have either a 6-month or 1-month wear period).

2. Process dosimeters returned to the contractor for evaluation of radiation exposure to the device (and thereby the individual wearing it).

3. Provide evaluation reports and exposure data, generated by the contractor to the appropriate Radiation Safety Officer or designee at Headquarters, the Regional Offices, the TTC, and to the contractor maintaining NRC’s employee exposure database system (EEDS). The transfer data file to be provided to the contractor maintaining EEDS must be compatible with the EEDS (currently ASCII or DBF format). These reports and data files may contain personally identifiable information (PII); therefore, they must be handled appropriately at all times.

Specifically, the dosimeters must have, as a minimum, the capability to detect beta, gamma, and x-ray radiation in accordance with the criteria of the latest applicable National Voluntary Laboratory Accreditation Program (NVLAP) for radiation dosimetry. In addition, the contractor must provide, upon request, the additional capability of detecting neutrons with a fission energy spectrum similar to that found in a nuclear reactor facility. This neutron detection capability shall also be in accordance with the criteria of the latest applicable NVLAP criteria for neutron dosimetry.

The dosimeters must be processed in a program that is accredited by the current National Institute of Standards and Technology, NVLAP for appropriate categories of American National Standards Institute (ANSI) Standard 13.11. The contractor must maintain the same level of Certificate of Accreditation from NVLAP, in accordance with the provisions of 10 CFR 20.1501(c), throughout the term of the task order as at the time of task order award. Each dosimeter shall be capable of detecting the radiations listed, and be reportable for, beta-gamma radiation, as specified in the table below, regardless of the lower limit of detection.

Each dosimeter shall be capable of detecting the radiations listed, and be reportable for beta-gamma radiation, as specified in the table below, regardless of the lower limit of detection.

Table 1: Beta-Gamma (B-G) Dosimeter

Each neutron dosimeter shall be capable of detecting one or both of the neutron radiations listed, and be reportable for, neutron radiation as specified in the table below, regardless of the lower limit of detection.

Table 2: Neutron (N) Dosimeter

The contractor must provide the required neutron dosimeters as integral to or packaged with the beta-gamma dosimeter so they form a single unit; unless a neutron dosimeter is specified for neutron detection only by an authorized individual.

The contractor shall supply appropriate holders and all necessary instructions for the proper use of the supplied dosimeters. Dosimeters shall be designed for attachment to clothing in a manner that allows the user to attach and remove them while impeding unintentional removal and damage to clothing.

The contractor must also provide the following goods and services, as needed:

a. Beta-Gamma extremity monitoring ("finger rings") shall be provided upon request of authorized individuals to the locations specified (estimate 10 per year);

b. Emergency processing of dosimeters equivalent to routine processing in quality, but within twenty-four (24) hours of receipt at the contractor's facility regardless of the time of day or day of the week (estimate 4 per year). Results of the processing must be provided immediately by telephone to the appropriate RSO and confirmed in writing within one (1) week.

c. In the event that a dosimeter evaluation exceeds any of the investigation levels specified, or indicates gross contamination, the contractor must assign an expert who is experienced in evaluating exposure readings to conduct a comprehensive evaluation of the dosimeter. This evaluation shall be completed and a written report provided to the NRC within three (3) business days of the initial dosimeter evaluation.

d. In the event of litigation as a result of alleged radiation overexposure of any individual who was provided an dosimeter under this task order, the contractor shall cooperate fully by providing experts and witnesses to testify as to the methods and techniques used in the preparation and processing of the dosimeter.

REQUIRED CAPABILITIES TECHNICAL QUESTIONS (1-8)

Please address the market research questions below and provide capability information on your staff's qualifications and your firm's corporate experience and qualifications as demonstrated through similar contracts or efforts.

1) Is your lab accredited via the National Voluntary Laboratory Accreditation Program (NVLAP)?

2) Do you provide the following dosimeters?

· Beta-Gamma dosimeter - Semi-Annual

· Beta-Gamma Neutron dosimeter - Fast - Semi-Annual

· Beta-Gamma Neutron dosimeter - Thermal- - Semi-Annual

· Finger Rings for Beta and Gamma Radiation Monitoring - Monthly

3) Can the dosimeters detect the radiations levels as specified in the above Table 1 and Table 2 above?

4) Can you please provide the monitoring levels for your agency’s Dosimeters both Beta-Gamma and Neutrons?

5) Are you able to provide ALARA notification and reports within the timeline below and based on the investigation levels stated below?

An ALARA notification shall be provided within ten (10) business days. If a dosimeter evaluation exceeds any of the investigation levels specified below or indicates gross contamination. For each dosimeter that requires an ALARA notification, the contractor shall ensure the dosimeter is reprocessed to ensure there is no error with the initial processing. In addition, the contractor shall provide an ALARA report that contains both processing/reading results and if requested by the COR, shall provide the predominant photon energy(ies) for the exposure. This ALARA report shall be completed and provided to COR within three (3) business days of the ALARA notification.

Investigation Level Level

6) How are dosimetry orders submitted?

7) Do you have a web portal for monitoring and ordering dosimeters compliant with federal security standards?

8) Are you able to provide a Semi-Annual report in the following format (note: this format is to conform with our dose repository application)?

The data file shall be in ASCII or DBF format. If in DBF format, the field type shown shall be defined. For ASCII files, a carriage return and line feed shall be used at the end of each record in the file. All unused space in a field shall be padded with spaces.

· All dosimeters reported on the dosimeter report shall be included

· The dates shall be formatted as YYYYMMDD

· The columns shall not have any headings

Dose Reporting

· Doses shall be printed in Rem

· ‘ND’ shall be shown for doses of minimal (left justified)

· ‘NR’ shall be shown when dose is not present (left justified)

· Three decimal places shall be shown

· Leading zeros shall be shown for doses to fill all 8 characters

· Examples:

6 mrem shown as 0000.006 1934 mrem shown as 0001.934

· Any field without data shall be shown as spaces (with the exception of dose values)

"Estimate" should only be used for interim records when it is known that final dose records will be provided at a later date.

MARKET RESEARCH ADDITIONAL QUESTIONS (9-15)

9) Organization name, address, emails address, Web site address and telephone number, and UEI.

10) What size is your organization with respect to NAICS code identified in this notice (i.e., "small" or "other than small")? If your organization is a small business under the aforementioned NAICS code, what type of small business (i.e., small disadvantaged business, woman-owned small business, economically disadvantaged woman-owned small business, veteran-owned small business, service-disabled veteran-owned small business, 8(a), or HUBZone small business), and confirm that you would be able to comply with FAR 52.219-14 Limitations on Subcontracting? Specify all that apply.

11) Separately and distinctly describe which of the required capabilities listed above that your organization possesses and indicate your organization's role (prime contractor, first tier subcontractor, and/or supplier) in related contracts. Please also provide the contract number, contract type, customer name, address and point of contact phone number and email address, contract value, thorough description of supplies and services included in the scope of that contract, indication of how they differ from the required capabilities described in this notice, period of performance (for services) or delivery date (for products), and any other relevant information.

12) Indicate whether your organization offers any of the required capabilities described in this notice on one or more of your company's own Federal Government contracts (i.e., GSA FSS contract or Government wide Acquisition Contracts) that the NRC could order from and, if so, which services are offered. Also, provide the contract number(s) and indicate what is currently available for ordering from each of those contract(s).

13) Provide a standard, non-proprietary commercial price list or similar standard non-proprietary commercial pricing information for how your company sells, as a prime contractor, required capabilities described in this notice that your organization has experience providing. Also, indicate what is included in that pricing.

14) Is your organization currently performing or have in the past performed same or similar services as those listed above for any of the licensees regulated by the NRC? If so, which licensees? See http://www.nrc.gov/about-nrc/regulatory/licensing.html for more information on NRC licensing.

15) Has your organization previously faced organizational conflict of interest issues with NRC? If so, what were they and how were they mitigated or resolved?

All capability statements sent in response to this notice must be submitted electronically, via e-mail, to Jenny Ford at jennifer.ford@nrc.gov, either MS Word or Adobe Portable Document Format (PDF), within 15 days from the date of publication of this notice.

Organizations responding to this market survey should keep in mind that only focused and pertinent information is requested. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements. Submission of additional materials such as glossy brochures or videos is discouraged.

HOW TO RESPOND TO THIS SOURCES SOUGHT NOTICE

If your organization has the capability and capacity to perform, as a prime contractor, all requirements stated above, please respond to this notice and provide written responses that specifically address the requirements stated above. Please do not include any proprietary or otherwise sensitive information in the response, and do not submit a proposal. Proposals submitted in response to this notice will not be considered.

DISCLAIMER AND NOTES: Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s potential capability and capacity to perform the subject work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. All responses to this notice must be 20MB or smaller in size; otherwise, the NRC server will reject the response. Respondents may submit more than one response in order to stay under the 20MB threshold.

After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in sam.gov. However, responses to this notice will not be considered adequate responses to a solicitation.

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