Quick Quote Information.pdf

COMMONWEALTH OF VIRGINIA

Quick Quote Radiation Dosimetry Services

General:

• The purpose of this quick quote is to solicit bids from qualified vendors to furnish the Virginia Department of Emergency Management (VDEM) with radiation dosimetry services for emergency workers. The vendor must be a NVLAP-accredited dosimetry provider to supply, process, evaluate, and report optically stimulated luminescence (OSL) whole-body dosimeters for emergency workers. Services support VDEM’s statewide radiological emergency preparedness program and annual rotating kit schedule in accordance with the following specifications and scope of work on an annual rotating schedule established by the agency and provided therein.

Background:

• Commonwealth and local authorities designate categories of their own workers to be classified as emergency workers; individuals that may or may not be normally exposed to ionizing radiation as a part of their occupations but may be called upon to perform actions to mitigate the consequences of a radiological incident to preserve human health and safety, quality of life, property, and the environment.

Though agencies of the Commonwealth make every effort to keep exposures as low as reasonably achievable (ALARA), emergency workers may be called upon to perform essential missions to protect the health and safety of the public in areas to which access is controlled to protect others from exposure to radiation or radioactive materials.

Purpose:

• VDEM intends to procure the services of an accredited dosimetry provider (e.g., vendor) that will supply, process, evaluate, package, and ship dosimeters, as well as maintain records for planned special (e.g., emergency) exposures and supply necessary reports of any such exposures in an efficient manner that meets all applicable regulatory requirements to ensure the health and safety of emergency workers serving the Commonwealth of Virginia.

Specifications and Scope of Work:

Quantity Unit Product Description 5269 each OSL Service Whole Body for RFP OSL Service whole body for RFP users for service period beginning NLT October 1, 2026, and concluding NLT March 1, 512 each OSL Service Whole Bogy for Hazmat

OSL Service whole body for HAZMAT users for service period beginning NLT October 1, 2026 and concluding NLT March 1, 277 each Unreturned/Damaged OSL fee for dosimeters from

RFP

Unreturned/Damaged OSL fee for dosimeters from RFP users for period ending NLT June 29, 2029

25 each Unreturned/Damaged OSL fee for dosimeters from

HAZMAT

Unreturned/Damaged OSL fee for dosimeters from HAZMAT users for period ending NLT June 29, 2029

6 each Express Shipping Express 2-day manufacturing and shipping charge per shipment

1. Vendor Requirements

1) Provide OSL whole-body dosimetry with:

a. Minimum 1-year wear period

b. Weather-resistant, color-coded, barcoded labels

c. Re-readable dosimeters

d. Minimum reportable dose ≤10 mrem

e. Linear range: 10 mrem to ≥1,000 rem

f. Photon response: 0.012–7 MeV

g. Beta response: 0.6–5 MeV

2) Accreditation & Compliance

a. Must be NVLAP accredited (ISO/IEC 17025:2017)

b. Must meet ANSI/HPS N13.11-2009

c. Must comply with 10 CFR 20, 29 CFR 1910.1020, 29 CFR 1910.1096

NOTE: This accreditation must be provided with the vendor’s quote/proposal.

3) Vendor Deliverables

A. Quote must include:

1) Brochures/datasheets

2) Sample report formats

3) Current NVLAP certificate

4) Name of qualified radiation/health physicist (ABHP certified)

4) Service Requirements

a. Dedicated customer service

b. Facility tour access

c. Dosimeters packaged by type/location

d. “CONTROL” dosimeters for each location

e. Packing lists

f. Shipments delivered ≥5 business days before wear date

g. Return cartons/labels

h. 24-hour emergency processing capability

i. Reporting capability for DDE, LDE, SDE, and emergency dose equivalents

j. 30-year archival storage

k. Online portal for reports, ALARA, account maintenance, shipment tracking

l. Itemized fees for software, setup, and additional services

m. Services must be buyer-controlled (no automatic replacements).

n. Annual service must follow VDEM’s rotating schedule.

2. Scope of Work

• Vendor supports VDEM’s emergency worker monitoring system using OSL dosimeters deployed in field kits.

• Annual service covers up to 3,559 dosimeters + 181 CONTROLs, supporting 120 kits + 745 spares across 52 agencies.

3. Period of Performance

• Start: October 1, 2026

• End: March 1, 2028

• Order expiration: June 29, 2029

4. Inventory Structure

• Dosimeters assigned to:

o Kits (2-person, 10-person, 10/30-person) o Spare lots (≤75 per group)

• Each group includes a CONTROL dosimeter stored in a radiation-free location.

• All dosimeters labeled with unique ID codes.

5. Rotating Service Groups

Three groups serviced on a 11-month cycle. Approximate quantities per cycle:

Group Dosimeters CONTROLs Group 1 732 41 Group 2 996 43 Group 3 851 77

6. Total Quantities (Contract Period)

Category Quantity CONTROLs XX-Series Kits 49 25 5XX-Series Kits 1353 136 1XXX-Series Kits 2640 88 Spares 1639 33 Total 5681 282

NOTE:: For more broader details on the Scope of Work, please see the following pages.

August 3, 2026

I. Background

Commonwealth and local authorities designate categories of their own workers to be classified as emergency workers; individuals that may or may not be normally exposed to ionizing radiation as a part of their occupations but may be called upon to perform actions to mitigate the consequences of a radiological incident to preserve human health and safety, quality of life, property, and the environment. Though agencies of the Commonwealth make every effort to keep exposures as low as reasonably achievable (ALARA), emergency workers may be called upon to perform essential missions to protect the health and safety of the public in areas to which access is controlled to protect others from exposure to radiation or radioactive materials.

II. Purpose

VDEM intends to procure the services of an accredited dosimetry provider (e.g., vendor) that will supply, process, evaluate, package, and ship dosimeters, as well as maintain records for planned special (e.g., emergency) exposures and supply necessary reports of any such exposures in an efficient manner that meets all applicable regulatory requirements to ensure the health and safety of emergency workers serving the Commonwealth of Virginia.

III. Specifications

A. The vendor must:

1. Offer whole body dose monitoring services based on optically stimulated luminescence

(OSL) dosimeters that provide:

a. Wear periods of not less than one year duration,

b. Identification labels that

1) Are permanent and weather resistant,

2) Resist smearing and removal,

3) Are color coded according to monitoring periods, and

4) Provide barcode marking for easy tracking,

c. Ability to be read, and re-read multiple times for dose verification,

d. Minimum reportable dose of not more than 10 milliREM (0.10 milliSieverts),

e. Linear dose range of 10 milliREM (0.10 milliSieverts) to not less than 1,000 REM (10

Sieverts) in increments not greater than 2 milliREM (0.02 milliSieverts)

Commented [BEI1]: e.g., “Emergency Worker” as defined in the FEMA REP Program Manual

Commented [BEI2]: e.g., “Restricted Area(s)” as defined in 29 CFR 1910.1096, cited below.

Radiation Dosimetry Services Specifications and Scope of Work

General: The purpose of this quick quote is to solicit bids from qualified vendors to furnish the

Virginia Department of Emergency Management (VDEM) radiation dosimetry services for emergency workers in accordance with the following specifications and scope of work on an annual rotating schedule established by the agency and provided therein.

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August 3, 2026

f. Energy response to:

1) Photons (X or gamma radiation) ranging from 0.012 to not less than 7.000 mega electron volts (MeV), and

2) Beta radiation ranging from not more than 0.6 to not less than 5.0 mega electron volts (MeV),

2. Be accredited to ISO/IEC 17025:2017 by the National Voluntary Laboratory Accreditation

Program (NVLAP) of the National Institute of Standards and Technology (NIST) to process ionizing radiation dosimeters of the type(s) described above, and in being so accredited,

3. Comply with criteria specified in American National Standards Institute (ANSI)/Health

Physics Society (HPS) Standard N13.11-2009, “American National Standard for Dosimetry –

Personnel Dosimetry Performance – Criteria for Testing”,

4. Satisfy compliance requirements as they may pertain to VDEM in the following:

a. 10 CFR Part 20,

b. 29 CFR Part 1910.1020, and

c. 29 CFR Part 1910.1096.

5. Include with their quotation:

a. Copies of current brochure(s) and datasheet(s) pertinent to the above-described type(s) of dosimeters, as well as a sample of each type of report form (hard copy and electronic format to supplement the hard copy report), plus description of format,

b. Copies of the most current certificate and scope of accreditation to ISO/IEC 17025:2017 as provided by the National Voluntary Laboratory Accreditation Program (NVLAP) of the

National Institute of Standards and Technology (NIST), and

c. The name of the radiation or health physicist responsible for the technical caliber of the work performed as described further in this document; such person must be qualified in the fields of radiation measurement and monitoring, as demonstrated by certification by the American Board of Health Physics and must be permanently employed on a full-time basis in this capacity with the vendor.

6. Provide a dedicated customer service representative to handle the agency’s account(s),

7. Allow VDEM staff to tour and assess the vendor’s processing facility to assure the quality of products, processes, and equipment,

8. Package dosimeters separately by type (if applicable) and location, which will be described further in this document, for ease of distribution.

Commented [BEI3]: Par. (d) Requires preservation of records generated by these services for not less than 30 years.

Par. (e) Requires employee access to records.

Commented [BEI4]: Par. (d) Requires these services be provided for each worker that receives or is likely to receive either >100 millirem in any one hour, or >312.5 millirem in any calendar quarter.

Par. (l) Requires notification incidents as follows:

•Immediate for any individual sustaining o≥25 rem whole body o≥150 rem skin whole body o≥375 rem to extremity oExposure to material concentrations >5,000 times the annual limits on intake (ALI) or derived air concentration (DAC) for public protection as found in Table 2 of Appendix B of 10 CFR Part 20.

•Within 24 hours for any individual sustaining o≥5 rem whole body o≥30 rem skin whole body o≥75 rem to extremity

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Specifications and Scope of Work

August 3, 2026

a. Providing not less than one “CONTROL” dosimeter for each location to ensure detection of exposure that may occur during shipment or storage, and

b. Including a packing list, which shall list all dosimeters and CONTROLs and may be used to add or delete participants, or change types of dosimeters (if applicable) for each location, and

c. For the purposes of this specification, shipments of multiple packages in a single, larger shipping carton (e.g., box) is preferred,

9. Make shipments of dosimeters to ensure VDEM has them in-hand not less than five business days prior to the first date of use (i.e., wear) to allow time for distribution after receipt,

10. Supply adequate shipping cartons and return labels so VDEM may return dosimeters with minimum difficulty,

11. Maintain emergency processing capabilities and facilities, and specify:

a. Means of contact for such processing on a 24-hour basis,

b. Method of shipment notification and delivery of dosimeters for such processing, and

c. Results available within 24 hours of receipt of dosimeter(s).

12. Maintain a capability to:

a. For the purposes of routine processing, calculate, report and store, only as may be required of the vendor to maintain accreditation:

1) Deep-Dose Equivalent (DDE, or Hd),

2) Lens of the eye Dose Equivalent (LDE), and

3) Shallow-Dose Equivalent (SDE WB, or Hs).

b. For the purposes of emergency processing, to the extent that it may be required for planned special exposures and provided additional information by VDEM as may be necessary to do so, calculate, report and store in NRC Forms #4 and #5, or equivalent formats:

1) Shallow-Dose Equivalent, Max Extremity (SDE ME),

2) Committed Dose Equivalent (CDE, or HT,50),

3) Committed Effective Dose Equivalent (CEDE, or HE,50), and

4) Total Effective Dose Equivalent (TEDE).

13. Maintain archive copies of reports, retrievable in a timely manner upon request, in fireproof, climate-controlled environment for not less than 30 years, Commented [BEI5]: Dose equivalent (HT) means the product of the absorbed dose in tissue, quality factor, and all other necessary modifying factors at the location of interest. The units of dose equivalent are the rem and sievert (Sv). The tissue, quality factor, and modifying factors, however, do not apply to exposure, which is external, only.

Commented [BEI6]: Applies to external whole-body exposure, and is the dose equivalent at a tissue depth of 1 cm (1000 mg/cm2).

Commented [BEI7]: Applies to the external exposure of the skin of the whole body or the skin of an extremity, and is taken as the dose equivalent at a tissue depth of 0.007 centimeter (7 mg/cm2).

Commented [BEI8]: We would need to be prepared to identify the extremity and difference between source-to-dosimeter and source-to-extremity of interest.

Commented [BEI9]: Means the dose equivalent to organs or tissues of reference (T) that will be received from an intake of radioactive material by an individual during the 50-year period following the intake. We would need to be prepared to identify the isotope of interest, its solubility class, and organ of interest, and characterize the route of entry and estimated volume of intake.

Commented [BEI10]: Is the sum of the products of the weighting factors applicable to each of the body organs or tissues that are irradiated and the committed dose equivalent to these organs or tissues (HE,50 = Σ wT HT,50).

Commented [BEI11]: Means the sum of the effective dose equivalent (for external exposures) and the committed effective dose equivalent (for internal exposures).

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Specifications and Scope of Work

August 3, 2026

14. Provide on-line support through the vendor’s website by which VDEM may:

a. Access the vendor’s radiation dosimetry database for:

1) on-line exposure reports,

2) previous exposure history to be added to current records when necessary, and

3) ALARA records/reports,

b. Perform account maintenance, such as

1) Adding or deleting participants,

2) Activating, deactivating, or transferring dosimeters, and

3) Changing dosimeter types,

c. Track shipments and manage lost/damaged dosimeters,

d. Obtain unlimited access to on-line support in the form of a helpline or equivalent;

e. For the purposes of this specification, the vendor shall itemize additional charges, such as:

1) Initial software and/or website access setup fees,

2) Set up fees for new participants,

3) Set up fees for new types or locations, and

4) Any additional charges pertinent to any other, similar services, B. The vendor must provide these specified services on a buyer-controlled, at-will basis.

Automated replacement of dosimeters associated with these services will not be allowed.

C. The vendor must provide these specified services by dosimeter type (if applicable) and location on an annual rotational schedule established by the agency and described below.

D. The vendor must invoice the agency promptly as follows:

1. For OSL dosimetry service within 60 days of receipt of dosimeters by the agency, and

2. For any unreturned/damaged OSL dosimeters within 90 days of their return deadline.

IV. Scope of Work

Whereas Commonwealth and local authorities designate categories of their own workers to be called upon to perform actions to mitigate the consequences of a radiological incident, they are not likely to know the specific identities of those workers who will do so until such an incident occurs.

This makes it necessary for them to be prepared to implement a compliant personnel dose monitoring system at a moment’s notice.

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Specifications and Scope of Work

August 3, 2026

The service sought in this procurement is a part of such a system that combines OSL dosimeters with digital alarming dosimeters, procedures and documentation contained in discrete packages (e.g., kits) that are easily deployed and circulate among its users and the agency to ensure that users have a constant supply of annually serviced equipment.

Accordingly, the agency intends to place OSL dosimeters serviced by this procurement into specific kits that will be placed into the field to replace others for which annual service requirements are approaching, repeating this process for each of three groups.

For the duration of this procurement, in any given twelve-month period, the vendor may be expected to supply, package and ship as many as 3,559 dosimeters with up to 181 “CONTROL” dosimeters to satisfy the needs of the agency and support an in-service inventory of 1,820 dosimeters assigned to 120 kits, plus 745 spare dosimeters, all distributed among 52 user agencies or offices throughout the Commonwealth. This information, however, is insufficient to fully prepare the vendor to satisfy those needs, as they differ significantly from those of an organization, whose personnel are normally exposed to radiation as a part of their occupation.

A. Period of Performance

For the purposes of this procurement, the period of performance shall define the period during which dosimetry services may be provided beginning not later than Tuesday, October 1, 2026, and concluding no later than Wednesday, March 1, 2028.

B. Order Expiration

As defined above, the period of performance shall not imply the expiration of any order. Rather, any order resulting from this procurement shall remain open and actionable pending the conclusion of any business to be conducted under its terms such as the return of dosimeters, resolution of invoices and payments, but will close or expire not later than Friday, June 29, 2029, after which no further invoices pertinent to such order will be accepted.

C. Inventory Organization

OSL dosimeters are grouped into either kits or lots of “spares”; each group being provided with its own “CONTROL” dosimeter, which will be stored in a secure location in the agency’s

Radiological Protection Office that is known to be free of radioactive material and other sources of ionizing radiation to prevent false exposure.

The wearer’s identity being initially unknown, each OSL dosimeter will bear a unique identification code in the place of a wearer’s name In addition to a unique serial number that will enable tracking of a dosimeter to a specific kit or group of “spares” and their associated

“CONTROL” dosimeter. The agency will provide these codes in a participant list.

In the exceedingly rare possibility of an exposure, procedural guidance provided by the agency directs users to complete exposure report forms that will facilitate proper identification of each worker with positive correlation to their corresponding dosimeter and associated “CONTROL” dosimeter. An example of this form is attached to this procurement for reference.

Commented [BEI12]: RPO deliverable: participant list

Commented [BEI13]: Attach form REC-1

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Specifications and Scope of Work

August 3, 2026

1. Dose Monitoring Kits

As shown above, more than 70 percent of the dosimeters to be serviced in this procurement are distributed among and assigned to kits, which are tailored to meet needs of their users in terms of portability and quantity.

a. XX-Series, 2-Person Dose Monitoring Kit

This smallest kit provides for a minimal, two-person team to implement compliant dose monitoring if necessary to conduct assessments or investigations. There are 13 of these kits assigned to field users supported by 5 additional kits that rotate among them.

b. 5XX-Series, 10-Person Dose Monitoring Kit

These kits provide for portions of organized teams to similarly implement a compliant dose monitoring capability in sufficient numbers to account for all personnel assigned to each of 22 elements under contract to the Commonwealth to support 11, regional response teams. There are 33 of these kits assigned to response teams supported by another 29 assigned to training or reserve positions with 22, additional kits that rotate among them.

c. 1XXX-Series, 10/30-Person Dose Monitoring Kit

These kits provide for personnel of state and local government agencies, who must be prepared to perform actions to mitigate the consequences of an incident that may arise from one or more commercial nuclear power plants operating in the Commonwealth.

Each contains expanded quantities of OSL dosimeters to provide for larger numbers of personnel as may be necessary to facilitate cohort monitoring or successive shifts for extended operation. There are 46 of these kits assigned to these agencies supported by

24, additional kits that rotate among them.

2. “Spare” Dosimeters

In addition to dosimeters accounted for in kits, above, VDEM maintains 745, “spare” dosimeters among nine agencies to facilitate dose monitoring among even larger numbers of personnel that may be necessary during re-entry, return and recovery operations that would follow the early phase of a radiological/nuclear incident. These dosimeters are exchanged on a one-for-one basis in groups not exceeding 75, each group being assigned its own “CONTROL” dosimeter; one or more groups being assigned to and exchanged at one time with each agency.

D. Rotating Groups

The annual service and exchange of each user agency’s assigned inventory is managed according to three, nearly equal groups to maintain efficiency. The relative quantities of kits and dosimeters per group is reflected in the schedule, below.

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Specifications and Scope of Work

August 3, 2026

E. Schedule

It must be emphasized that automated, annual service (e.g., frequency) will not be permissible, as the agency sets its own schedule according to user groups. As shown below, each group is separated by approximately three calendar months and will require between 732 and 996 dosimeters, plus 41 to 44 “CONTROLS”. It is necessary for the agency to repeat these groups on an eleven-month cycle, however, to stay ahead of annual service requirements. Thus, it is possible for a fourth group to occur within the same twelve-month period. Dates, as they appear in the table, below, are not binding, but simply represent the agency’s anticipation regarding this schedule, which may be subject to change.

Group 1 Group 2 Group 3 Group 1 Group 2 Group 3 Service Date 9/1/2026 12/1/2026 3/1/2027 8/1/2027 11/1/2027 2/1/2028

Qty CTRL Qty CTRL Qty CTRL Qty CTRL Qty CTRL Qty CTRL XX-Series 12 6 6 3 6 3 8 4 6 3 6 3 5XX-Series 190 19 220 22 200 20 200 20 220 22 200 20 1XXX-Series 390 13 330 11 480 16 390 13 330 11 480 16

SPARES 140 3 440 7 165 5 140 3 440 7 165 5

732 41 996 43 851 44 738 40 996 43 851 44

F. Totals

The following table represents total numbers of dosimeters and “CONTROLS” necessary to meet the needs of the above schedule, plus a modest buffer established by the agency to allow for any adjustments to the inventory that may occur over the course of the performance period.

Qty CTRL XX-Series 49 25

5XX-Series 1,353 136

1XXX-Series 2,640 88

SPARES 1,639 33

5,681 282

Radiation Dosimetry Services - Specs and SoW v2026 08 03.pdf