Radiation Safety Officer Sources Sought.pdf

This is a SOURCES SOUGHT NOTICE only. Responses to this notice will be used for information and planning purposes. No quotes are being requested or accepted at this time with this notice.

The Department of Veterans Affairs, Network Contracting Office 4, has a requirement for

Radiation Safety Officer Services for the Altoona, Butler, Coatesville, Erie, Lebanon, Philadelphia, Pittsburgh, Wilkes Barre, and Wilmington VA Medical Centers. Potential

Sources shall respond with their ability to provide these services as outlined in the draft

Performance Work Statement (PWS).

The North American Industry Classification System (NAICS) code being considered for this procurement is 541380 Testing Laboratories and Services and the Product Service

Code (PSC) is H365 Inspection – Medical, Dental, and Veterinary Equipment and

Supplies. The Small Business Size Standard is $19.0 million. Responses to this notice should include the following:

1. Company name

2. SAM Unique Entity Identifier (UEI)

3. Company’s address,

4. Point of Contact information (i.e. title, phone number and email address)

5. Company’s capability to meet this requirement and any pertinent information which demonstrates the company’s ability to meet the above requirements.

Supporting evidence must be furnished in sufficient detail to demonstrate the ability to perform the requirements and must include relevant corporate experience along with the applicable contract number, total contract dollar amount, contract period of performance, details of the relevant services and customer point of contact with corresponding telephone number and email address.

6. GSA Federal Supply Schedule contract number or other applicable contract vehicle contract number, if within scope of this effort (if applicable).

Company’s type of business (small or large) and socioeconomic status whether Service

Disable Veteran Owned, Veteran Owned, Hubzone, 8(a), Women Owned, Small

Disadvantaged, etc. If applicable, Service-Disabled Veteran Owned Small Businesses

(SDVOSB) and Veteran Owned Small Businesses (VOSB) must be verified in www.VetBiz.gov. Response should provide enough information to determine if the vendor can comply with the limitations on subcontracting as defined in VAAR 852.219-

74 and all applicable CFR references where applicable.

All responses shall be submitted in writing via email no later than 10:00am (ET) August

31, 2026, to Matthew Wright at matthew.wright6@va.gov.

Simply responding as an “interested party” does not constitute your company as a source. Offeror must provide the above requested information. After review of the responses to this sources sought notice, a solicitation announcement may be published on the SAM or GSA website in the near future. Responses to this sources sought http://www.vetbiz.gov/ mailto:matthew.wright6@va.gov.%20 announcement are not considered adequate responses to the solicitation announcement. All interested offerors will have to respond to the forthcoming solicitation announcement, in addition to responding to this sources sought notice. All interested parties must be registered with System for Award Management (SAM) at https://www.sam.gov in order to be eligible for award of Government contracts https://www.sam.gov/

Diagnostic Medical Physicist Services Performance Work Statement (PWS)

Introduction This document outlines the roles, responsibilities, and services provided by a Diagnostic Medical Physicist (DMP) to ensure compliance with federal and state regulations, optimize patient safety, and maintain high standards of imaging quality. The DMP plays a critical role in radiation safety, imaging protocol development, and quality assurance across multiple modalities, including Nuclear Medicine, CT, and MRI.

Scope of Work / Description of Services The Diagnostic Medical Physicist will provide comprehensive physics support for diagnostic imaging services. This includes:

• Oversight of radiation safety programs

• Quality assurance testing for imaging equipment

• Dosimetry services for personnel and areas

• Consultation on imaging protocols and dose optimization

• Compliance with NRC, FDA, VHA directives, Joint Commission and state regulations

• Facilitating best practice, VISN quality initiatives and Continuous Quality Improvement processes in addition to regulatory compliance.

The contractor shall provide Medical Physicist and Radiation Safety Officer Services on site at Pittsburgh, Erie, Butler, Coatesville, Wilkes Barre, Altoona, Wilmington, Philadelphia, and Wilmington VA Medical Centers.

The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified for Pittsburgh, Erie, Butler, Coatesville, Wilkes Barre, Altoona, Wilmington, Philadelphia, and Wilmington VA Medical Centers. The contractor shall ensure sufficient staffing and resources to provide all required services and support through the term of the contract. The contractor shall furnish all labor, equipment, transportation and parts necessary to provide Radiation Protection Survey Services and Health Physics Survey Services at Pittsburgh, Erie, Butler, Coatesville, Wilkes Barre, Altoona, Wilmington, Philadelphia, and Wilmington VA Medical Centers, in accordance with the Schedule of Services and Prices.

A Diagnostic Medical Physicist for routine inspection and performance testing of all radiological equipment including annual lead inspection, review and interpretation data from various dosimetry devices, become a point person for Radiation safety meetings.

Diagnostic Medical Physicist must be close enough for recall in the event of radiological event occurs and must be able to respond by phone and if needed on-site within 1 to 4 business hours of notification.

The RSO's duties and responsibilities include ensuring radiological safety and compliance with federal, state regulations, conditions/ limitations of the facility's X-ray Registration & Radioactive Materials Licenses and TJC requirements.

Qualifications

• Education: Master’s or Doctoral degree in Medical Physics or related field

• Certification: Board certification by the American Board of Radiology (ABR) or equivalent

• Experience: Minimum of 5 continuous years in diagnostic medical physics

• Regulatory Compliance: Knowledge of VHA Directives, NRC, state regulations, TJC and

ACR accreditation standards

Each respondent must have an established business, with an office and a minimum of 5 full-time "fully qualified" diagnostic medical physicist/radiation safety officer.

B. “Fully Qualified" is based upon training and on experience in the field. For training, the physicist the FSE must be a qualified diagnostic medical physicist/radiation safety officer.

Radiation Safety Officer should individually fulfil NRC requirements for RSO. Qualified Diagnostic Medical physicist is defined as an individual who is competent to practice independently and is certified by the American Board of Radiology (ABR) or in Diagnostic Imaging Physics by the American Board of Medical Physics, or in Diagnostic Radiological Physics by the Canadian College of Physicists in Medicine, or meet all the following requirements when approved by CO:

1. A graduate degree in physics, medical physics, biophysics, radiologic physics, medical health physics, or a closely related science or engineering discipline from an accredited college or university.

2. Formal graduate-level coursework in biological sciences with at least one course in biology or radiation biology and one course in anatomy, physiology, or a similar topic related to the practice of medical physics.

3. Documented experience in a clinical CT environment conducting at least 10 CT performance evaluations under the direct supervision of a board-certified medical physicist certified by one of the following boards: American Board of Radiology, and American Board of Medical Physics. Certification must be maintained throughout the contract performance period (PER Joint Commission)

4. Individually meet Joint Commission(JC) Diagnostic Imaging Service Standard

HR.01.02.01, HR.01.02.05, HR.01.02.07, HR.01.06.01, EC.02.04.03, EC.02.06.05,

LD.03.06.01 and American College of Radiology (ACR) requirements as a qualified medical physicist for their individually assigned modalities such as Computed Tomography, Magnetic Resonance Imaging, Nuclear Medicine Gamma Camera, Positron Emissions Tomography, Ultrasound, Structure Shielding Design Assessment, Radiation Protection Survey Verification of Shielding, Diagnostic and Industrial Radiographic and Fluoroscopic Inspections. Websites for independent verification of Medical Physicist’s credentials should be made available.

5. Personnel credentialed in nuclear medicine shall meet the following education, experience, certification and qualification standards.

i. Hold a Masters Degree in Medical Physics

ii. American Board of Radiology Board Certification in Radiologic Physics

iii. American Board of Radiology Certification in Nuclear Medicine Physics

iv. American Board of Science in Nuclear Medicine

v. Meet all NRC, ACR, FDA and Joint Commission requirements for a qualified medical physicist

vi. Demonstrate recent professional experience in PETCT, SPECT CT and gamma camera performance, radioiodine therapies, xofigo and Lu-177 therapies.

C. The physicist/radiation safety officer shall be authorized to perform the radiation protection survey services and have at least 5(five) continuous years’ experience in hospital medical physics. “Fully Qualified” competent physicist/radiation safety officer shall perform all work. The contractor shall provide certification by the American Board of Radiology (ABR), credentials and CV of the physicist to perform the work for each appropriate discipline of radiology physics including diagnostic, therapeutic and medical nuclear physics or submit written documentation which demonstrates equivalent competency in the disciplines. The Contracting Officer (CO) may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VA equipment. The CO and/or Point of Contact (POC) specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VA equipment.

D. If subcontractors are used, they must be approved in advance by the CO and POC. The contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

E. Key personnel will include those proposed by the Contractor, to be confirmed in the award letter furnished by the CO. Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, termination of employment, company merger/acquisition. The Contractor shall notify the Contracting Officer, in writing, within 15 calendar days after the occurrence of any of these events. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitution and complete Curriculum Vitae for the proposed substitute.

Proposed substitute shall have comparable qualifications to those of the person being replaced. The Contractor shall submit the information required to the Contracting Officer at least fifteen (15) days prior to making any permanent substitutions. The Contracting Officer shall notify the Contractor within fifteen (15) calendar days after receiving all required information of the decision on the proposed substitution. NHPP must be notified and must approve any change in RSO status.

Duties and Responsibilities

a. Radiation Safety / RSO

• Serve as Radiation Safety Officer (RSO) for diagnostic imaging will be on station once a month for 8 hours

• Establish and maintain Continuity of Operations Plan (COOP)

• Provide 24/7 phone and electronic consultation

• Develop and maintain radiation safety policies and procedures

• Conduct audits and inspections to ensure compliance

• Prepare and submit regulatory reports as required

• Ensure unsafe activities involving licensed material are stopped

• Ensure Radiation exposures are ALARA;

• Up-to-date radiation protection procedures in the daily operation of the licensee's radioactive material program & radiation producing machines are developed, distributed, and implemented;

• Possession, use, and storage of licensed material is consistent with the limitations in the license, the regulations, the SSDR certificate(s), and the manufacturer's recommendations and instructions

• Personnel training is conducted yearly and is commensurate with the individual's duties regarding licensed material

• Documentation is maintained to demonstrate that individuals are not likely to receive, in 1 year, a radiation dose more than 10% of the allowable limits or that personnel monitoring devices are provided

• When necessary, personnel monitoring devices are used and exchanged at the proper intervals, and records of the results of such monitoring are maintained

• Assist with calculating patient and staff internal and external radiation exposure when necessary

• Licensed material is properly secured

• Documentation is maintained to demonstrate, by measurement or calculation, that the total effective dose equivalent to the individual likely to receive the highest dose from the licensed operation does not exceed the annual limit for members of the public

• Proper authorities are notified of incidents such as loss or theft of licensed material, damage to or malfunction of sealed sources, and fire

• Medical events, precursor events, misadministration in radiation, radiation injuries to patient and staff are investigated and reported to appropriate regulatory agencies, cause(s) are identified, and timely corrective action(s) are taken

• Audits of the radiation protection program are performed at least annually and documented

• If violations of regulations, license conditions, or program weaknesses are identified, effective corrective actions are developed, implemented, and documented

• Licensed material is transported, or offered for transport, in accordance with all applicable DOT requirements

• Licensed material is disposed of properly

• Appropriate records are maintained

• An up-to-date license is maintained, and amendment and renewal requests are submitted in a timely manner.

• Annual lead inspection in Hospital and CBOC

• MRI non-ACR Quality Assurance Program

• Will be onsite during accreditation surveys

b. Medical Physicist

• Perform annual equipment testing on imaging equipment, not to exceed 14 months

• Perform testing of all new and relocated imaging equipment prior to first clinical use

• The inspection will be performed within 2 working days after facility contacts physicist

• Verbally communicate any deficiencies or non-conformances discovered during the equipment inspection to the service supervisor prior to leaving the facility.

• Immediately report to service supervisor upon discovery deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility staff or patients

• A written report will be provided within ??30 working days after completion of the inspection

• Calibrate imaging systems to maintain accuracy and safety

• Provide technical consultation on imaging protocols and dose reduction strategies

• Assess facility designs and perform radiation shielding evaluation for installations

• Assist on-site QM Technologist in the development of a comprehensive technical quality assurance (QA) program which complies with current requirements of the NHPP, VHA, JC, and ACR, for all modalities.

Equipment Performance and Services Equipment performance is defined as performance with respect to the image quality produced as well as radiation safety and compliance with state and/or federal regulations.

These will be evaluated at or above standards set forth through the American College of Radiologists (ACR), Nuclear Regulatory Commission (NRC), VA National Health Physics Program (NHPP) and the Joint Commission (JC).

Display Monitors

The annual performance evaluation conducted by the contractor will include testing of image acquisition, display monitors for maximum and minimum luminance, luminance uniformity, resolution, and spatial accuracy. The image acquisition display monitors including, but not limited to nuclear medicine, PET, CT, and MRI will be tested.

Services for Nuclear Medicine

• Perform dose calibrator accuracy and constancy checks

• Oversee radiation safety for handling and administration of radiopharmaceuticals

• Ensure compliance with NRC and state regulations for nuclear medicine operations

General Nuclear Medicine

• Intrinsic Uniformity for Each Gamma Camera Head

• Extrinsic Uniformity with all commonly used collimators for Each Gamma Camera

Head

• Intrinsic or System Spatial Resolution/Linearity

• System Sensitivity

• Energy Resolution

• Extrinsic Sensitivity

• Count Rate Per Unit Activity

• Interdetector Variability

• Overall System Performance for SPECT

• Uniformity and Artifact Evaluation)

• Cold Sphere Contrast

• Spatial Resolution

• Count Rate Performance

• Contrast

• Spatial Resolution

• Safety Evaluation

• Mechanical Evaluation

• Electrical Evaluation

• Physical Inspection: System Interlocks, emergency shut-down mechanisms, etc.

• Acquisition Monitor Performance

• Any other test as required by the NHPP, VHA, JC, or ACR

PET

• Count rate performance (count rate versus activity), including corrections for count losses and random coincidences

• Sensitivity

• Image Uniformity and Artifact Assessment

• Image Spatial Resolution

• Image Contrast

• Accuracy of the CT-based attenuation and scatter correction, and SUV or activity concentration

• Image coregistration between PET and CT

• Mechanical Safety Evaluation

• Electrical Safety Evaluation

• Any other test as required by the NHPP, VHA, JC, or ACR

Semi-annual quality assurance (QA) testing will be performed on all nuclear medicine equipment. The QA testing will follow the ACR and NHPP directives. The Nuclear Medicine service at Pittsburgh, Erie, Butler, Coatesville, Wilkes Barre, Altoona, Wilmington, Philadelphia, and Wilmington VA Medical Centers is not currently ACR/ IAC accredited or SNMMI registered, but they seek accreditation in the future. The contractor will review all records to verify compliance with federal and state regulatory bodies.

I-131 THYROID AND RADIOACTIVE THERAPIES QUALITY MANAGEMENT

The contractor will ensure all aspects of I-131 Thyroid Quality Management Program, radioactive iodine therapies and ablations, xofigo therapy, radioligand therapies and all other subsequent or future theranostics are within state, NRC and NHPP compliance standards. Compliance standards will be reviewed quarterly and as needed. Standards will be revised as requirements dictate. The contractor will provide a review summary to the Radiation Safety Committee on a quarterly basis.

NUCLEAR MEDICINE POLICY

The contractor will be responsible for reviewing Nuclear Medicine policy and procedure manual to ensure all policies and procedures are up to date and in compliance with current standards. The contractor shall inform the Chief, Radiology, POC and Nuclear Medicine Provider of any upcoming changes and make recommendations to ensure continued compliance. Policies and procedures will be reviewed at least annually or as changes are published through various regulatory organizations. The contractor will review all pertinent records to verify compliance with the NRC, NHPP and JC on a quarterly basis.

ACR/ IAC NUCLEAR MEDICINE ACCREDITATION PROGRAM & PERFORMANCE

EVALUATION:

Currently, the Nuclear Medicine program is not accredited through the ACR/ IAC, but reserves the right to seek accreditation in the future.

Service for Radiographic Equipment The survey criteria are those of the National Council on Radiation Protection, Report No.

102, "Medical X-ray and Gamma Ray Protection for Energies Up to 50 MeV"; Report No. 105, "Radiation Protection for Medical and Allied Health Personnel"; Report No. 147, "Structural Shielding Design and Evaluation for Medical X-Ray Imaging Facilities, and applicable State regulations.

Vendor will survey radiographic units as follows:

• A visual inspection of the room/unit insuring that applicable warning labels and caution signs are present and a determination of proper function of all radiographic control devices.

• SID measurement versus indicated SID distance.

• Alignment of the X-ray field versus the visual field.

• Measurement of X-ray field versus indicated field.

• Measure of alignment between center of the X-ray field and center of image receptor/light field.

• Measurement of illuminance of light localizer.

• Automatic collimation accuracy determination if applicable.

• Evaluation of timer accuracy and reproducibility if applicable.

• Evaluation of exposure reproducibility.

• kVp evaluation.

• Radiation output measurements at kVp ranges used clinically.

• Beam filtration (Half Value Layer).

• Determination of mA station linearity.

If elected, will also evaluate the following for direct capture digital radiographic units:

High-contrast Resolution Low-contrast Resolution Dynamic range of System

A complete written report will be provided for each radiographic/fluoroscopic tube surveyed. The report will reflect items of both compliance and non-compliance in accordance with applicable State and Federal regulations. Vendor Will provide appropriate meters and physics phantoms for testing. We will not provide manufacturer phantom for certain non-standard, specialized manufacturer X-ray uses.

Service for Fluoroscopic Equipment Evaluation of fluoroscopic equipment will include:

• A visual inspection of the room/unit insuring that applicable warning labels and caution signs are present and a determination of proper function of all fluoroscopic control devices.

• Beam alignment and collimation.

• Evaluation of fluoroscopic interlock system.

• Maximum Exposure Rate in all imaging modes.

• Displayed air-kerma rate and cumulative air kerma accuracy (when applicable).

• High-contrast resolution.

• Low-contrast detectability.

• Beam filtration (Half Value Layer).

• Radiation measurement of primary beam transmission and secondary scatter radiation.

• Evaluation of fluoroscopic field size versus visible area.

• Measurement of fluoroscopic source to skin distance.

Determine the maximum patient entrance exposure rate and evaluate the exposure rate as a function of potential in R/min. Test cumulative timing device for proper operation, measure specific scattered and transmitted radiation levels around intensifier, screen, primary frame and accessory shielding using an appropriate phantom. Measure the operation intercepted scatter at various positions using as appropriate primary barrier.

Measure Source-to-Skin distance. Determine the adequacy of the beam filtration;

examine shielding used for personnel protection during fluoroscopy. Equipment considered "new" under Federal regulations, all the extra requirements in addition to the above will be checked. All radiographic equipment will be evaluated as above with additional tests performed as required by or Federal regulation.

Services for CT Equipment

• Monitor CT dose indices and optimize protocols for patient safety

• Conduct image quality assurance tests, including spatial resolution and noise analysis

• Review and update CT protocols to maintain compliance with ACR standards

Annually, a qualified medical physicist will perform a performance evaluation of CT scanner. A formal report of these evaluations will be made. The parameters to be examined during the annual performance evaluation will be consistent with the most current ACR Quality Control Manual and The Joint Commission Diagnostic Imaging Standards Elements of Performance requirements, and include the following:

• Protocol Review o Protocol review of Adult Head, Abdomen, and High-Resolution Chest o Protocol Review of Pediatric Head, Abdomen (when applicable) o Protocol Review of Brain Perfusion (when applicable)

• Phantom & Scanner Alignment

• Alignment light accuracy

• Scout Prescription accuracy including slice position accuracy

• Table travel accuracy

• Gantry tilt accuracy

• Radiation Beam Width

• CT Number Accuracy & Uniformity

• Low Contrast Performance (including CNR & Low Contrast Resolution)

• Image Uniformity and Noise

• Distance Calibration Accuracy

• Artifact Evaluation

• High Contrast Spatial Resolution

• Image Acquisition Display Monitor Evaluation

• Patient Dosimetry – Measurement of a dosimetry index utilizing the clinical protocol for:

o Adult Head & Adult Abdomen, o Pediatric Head & Pediatric Abdomen (when applicable) o Dose Index Display Verification

▪ (measured CTDIvol to be within 20% of indicated value)

• Review of the routine quality assurance tests being performed by the CT staff.

• Review the results of periodic spot checks that are performed in accordance with

CT manufacturer recommendations, State regulations and accreditation standards.

Services for Mammography Equipment The qualified diagnostic medical physicist inspecting mammography equipment must meet the qualifications outlined in the MQSA and shall provide the facility with up-to-date documentation demonstrating the qualified diagnostic medical physicist is MQSA qualified. Ensures that facility is compliant with ACR, FDA, MQSA and Veterans Health Administration (VHA) standards. The federal MQSA exempts the VA from the requirements of the act. However, Public Law 104-262 requires VHA mammography facilities to meet the basic requirements of the MQSA. The VHA requirements are contained in VHA Handbook 1105.03, Mammography Program Procedures and Standards.

Documentation must be current and on site to ensure FDA/ACR compliance (Continuing Medical Education (CME), surveyed facilities with mammography, etc.). Inspections of digital mammography equipment must comply with the latest requirements posted on the ACR website for the manufacturer of the unit being inspected. Inspection items may include

(1) Mammographic Unit Assembly Evaluation.

(2) Collimation assessment.

(3) Artifact evaluation.

(4) kVp accuracy and reproducibility.

(5) Beam quality assessment – HVL measurements.

(6) Evaluation of system resolution.

(7) Automatic Exposure Control (AEC) function performance.

(8) Breast entrance exposure, AEC reproducibility, and average glandular dose.

(9) Radiation output rate.

(10) Phantom image quality evaluation.

(11) Signal–to–noise ratio and contrast–to noise ratio measurements.

(12) View box luminance and room illuminance.

(13) Review Work Station (RWS) tests.

Services for MRI Equipment

• Perform magnetic field homogeneity and RF coil performance testing

• Conduct safety checks for magnetic fringe fields and ferromagnetic hazards

• Evaluate image quality and troubleshoot artifacts

Magnetic Resonance Imaging (MRI): Perform initial survey/inspection and yearly review of MRI unit ensuring that unit meets ACR requirements to meet accreditation by the ACR.

• Magnetic field homogeneity

• Geometric accuracy

• Inter-slice Radio Frequency (RF) interference

• Slice position accuracy

• High contrast resolution

• RF coil performance:

- Volume coils’ signal to noise ratio

- Volume coils’ image uniformity

- Volume coils’ ghosting ratio

- Phased array coils’ signal to noise ratio

- Surface coils’ signal to noise ratio

• Slice thickness accuracy

• Low contrast detectability

• Soft copy displays

• Technologist’s QC program

• Site phantom inventory

• Site RF coil inventory

Services for DentalEquipment The inspection shall conform to the AAPM Report No. 175, September 2016 (or most recent version) and the current version of the Conference of Radiation Control Program Directors (CPCRD) Suggested State Regulations (SSR), Part F. The performance of dental x-ray inspections shall be annually. This evaluation should include, but not be limited to, the following tests (as applicable).

(1) Collimation.

(2) Tube Head Stability and Positioning

(3) Leakage Radiation and Visual Inspection

(4) Collimation and Minimum Source-to-Skin Distance

(5) Beam Quality

(6) Kilovoltage (kVp) Accuracy

(7) Timer Accuracy

(8) Exposure Reproducibility

(9) Milliampere (mA) or Milliampere-second (mAs) Linearity

(10) Proper Display Monitor Testing (SMPTE)

(11) Uniformity

(12) Artifact Evaluation

(13) Entrance Skin Air Kerma

(14) Scatter Radiation Survey

(15) X-ray Beam Slit Length and Width Coincidence

(16) Technique Factor Evaluation

Dental CBCT Acceptance and Performance Testing

1. Acceptance Testing. Acceptance testing and measurements of air kerma at the isocenter for each kVp station for a range of clinically used mAs settings shall be performed initially when the CBCT unit is installed and following any move of the CBCT to another area inside or outside the initial clinical site. This testing is to ensure that the equipment performance is in agreement with the manufacturer’s technical specifications.

2. Performance Testing. Each CBCT unit shall undergo periodic quality control tests to ensure that the performance of the machine has not significantly deteriorated and is operating within the manufacturer’s technical specifications. This performance testing is performed by a qualified expert annually, at intervals not to exceed 14 months, and after repairs to the CBCT unit that may affect the radiation output or image quality.

3. Some manufacturers provide a phantom and procedures to perform machine specific quality assurance (QA) tests. In cases where the manufacturer provides a phantom and procedures to perform specific tests, but the tests are not included in this PWS, then the manufacturer’s machine-specific QA tests may be performed in addition to the QA tests in this PWS.

Acceptance and Annual physics testing for Dental CBCT

1. Radiation output Repeatability

Make four measurements of the air kerma at the isocenter at a clinically used setting. The measurements should be less than +/-5% of the average of the five measurements and the measurements should be less than +/- 5% of the previous year’s measurement.

2. Radiation Output Reproducibility

Measure the air kerma at the isocenter for each kVp station and a range of clinically used mAs setting. Compare the results to the baseline values established at the initial acceptance testing. The values should be +/-5% of the baseline.

3. Beam quality

Measure the half value layer (HVL) for aluminum. The minimum shall comply with the Suggested State Regulations for Control of Radiation or recognized National standards.

4. Radiation field of view (FOV)

Measure the width of the radiation field at the isocenter. The width of the beam should be 3 mm or 30% of the total nominal collimated width.

5. Image Quality

Image the phantom provided by the manufacturer or another suitable phantom. Assess high contrast spatial resolution, uniformity of transaxial images, and image noise. Imaging uniformity shall be assessed over the entire range of axial images.

6. Accuracy of Linear Measurements

Using images of an appropriate phantom, assess the accuracy of distance Measurements.

7. Accuracy of Patient Dose Metric Indication

Assess the accuracy of the indicated dose metric (typically DAP).

8. Patient Dose Assessment

From a scan or scans using the facility’s standard techniques, record the dose metric (typically DAP) and compare to achievable levels and diagnostic reference levels (if available).

9. Review of the technical QA program

The Contractor shall review the technical QA program. The review shall include a trend analysis of the QA data. The results of the technical QA program review shall be included in the written report. Any trends that identify problems shall be included in the report along with recommended corrective actions.

10. Display Monitors

A. Perform a visual analysis of the SMPTE test pattern.

1. Display the test pattern on the imaging console. Set the display window width/level to the manufacturer-specified values for the pattern. Do not set window/level by eye; doing so invalidates the procedure.

2. Examine the pattern to confirm that the gray level display in the imaging console is subjectively correct.

(a) Review the line pair patterns in the center and at each of the corners.

(b) Review the black-white transition.

(c) Look for any evidence of “scalloping” (loss of bit depth) or geometric distortion.

3. Use a photometer to measure the maximum and minimum monitor brightness (0% and 100% steps)

4. Measure additional steps within the pattern to establish a response curve.

5. Measure the brightness near the center of the monitor and near all 4 corners (or all 4 sides, depending on the test pattern used).

11. Viewing Conditions

Assess the viewing conditions for the area in which the monitor used to evaluate the CBCT studies is located.

Additional Information and Requirements

a. Training

The contractor will conduct radiation safety and radioactive materials training as needed to ensure compliance with NHPP and NRC directives. Responsibilities include developing, approving, and administering training required by regulatory authorities including fluoroscopy radiation dose and imaging optimization for CT and fluoroscopy, MRI, and radiation safety. The contractor will train physicians on dose reduction; imaging optimization; physical principles of MRI, radiation, and ultrasound; and safety required for board certification examination (for example, ABR).

b. Schedule for Deliverables

If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the Contracting Officer, including a firm commitment of when the work shall be completed. This notice shall cite the reasons for the delay. The Contracting Officer will then review the facts and issue a response in accordance with the applicable regulations.

c. Changes to Statement of Work (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

d. Government Responsibilities

Government will assure that the Radiation Safety Officer or designee distributes all Dosimetry badges to appropriate VISN 4 site staff, and collects and returns badges to the contractor promptly each month.

e. Confidentiality and Nondisclosure

a. It is agreed that:

1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the Contracting Officer at the conclusion of the task order.

2. No information shall be released by the contractor. Any requests for information relating to this task order presented to the contractor shall be submitted to the Contracting Officer for response.

3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without written approval of the Contracting Officer

f. VA Hours of Operation

All surveys will be performed during extended VA business hours (8:00 a.m. - 5:00 p.m.)

Monday through Friday, except Federal holidays, unless otherwise specified. Contractor may work outside normal business hours by arrangement with the POC if such services are provided without additional charge to the Government. The POC or designee must approve any overtime charges prior to the initiation of overtime work.

Eleven (11) HOLIDAYS OBSERVED BY THE FEDERAL GOVERNMENT ARE AS FOLLOWS:

New Year’s Day January 1st Martin Luther King Day 3rd Monday in January President's Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day 1st Monday in September

Columbus Day 2nd Monday in October Veterans Day November 11th Thanksgiving Last Thursday in November Christmas December 25th

g. Special Instructions

i. Contractor Check-In: The contractor's representative will report to the POC, Radiology Service, prior to performance of each survey. On approved overtime, contractor will report to VA Police Dispatch E.R. Lobby.

ii. Documentation: At the conclusion of each survey, the contractor shall provide to the POC, Radiology Service, and the Radiation Protection Officer, a written, signed and dated report of all measurements taken with indications of meeting the Delaware State and Federal requirements and the Guidelines from the American College of Radiology.

iii. Exclusions: Consumable parts and supplies are not covered under this contract.

iv. Inspection of Equipment: Any site visits shall be coordinated in advance with

POC, Radiology Service, (302) 994-2511 extension 4202.

h. Workman’s Compensation

The contractor agrees to maintain workmen's compensation insurance as may be required by law covering its employees who perform the service.

i. Quality Assurance Surveillance Plan (QASP):

The Contractor shall participate in the quarterly RSC meetings and provide information and data during these meetings detailing any findings and work performed. The QASP includes the following surveillance by the Government:

Performance Requirement

Acceptable Quality Level

Surveillance Method

1. Diagnostic Medical Physicist

Assists in the administration of and decision making for the Radiation Safety Program.

Assists in planning new

100% Periodic Inspection and Customer Complaints initiatives, providing health physics surveys, equipment and supply purchases, plan and monitor acquisitions of radioactive material, act as the alternate radiation safety officer. Assists in the analysis of current and past operations to monitor efficiency, gather lessons learned and identify areas in need of improvement and areas of excellence.

2. Diagnostic

Physicist

Serve as a member of the Pittsburgh, Erie, Butler, Coatesville, Wilkes Barre, Altoona, Wilmington, Philadelphia, and Wilmington VA Medical Centers VAMC Radiation Safety Committee.

100% Attendance at all meetings

3. Diagnostic Medical Physicist

Review radiological operations within Pittsburgh, Erie, Butler, Coatesville, Wilkes Barre, Altoona, Wilmington, Philadelphia, and Wilmington VA Medical Centers for compliance with regulations and NRC licenses.

100% Periodic inspection and customer complaints

4. Diagnostic Medical Physicist

Ensure that radioactive material movements, shipments and receipts are in accordance with 10 CFR 20 and 49 CFR 173.

100% No issues with material movement

5. Diagnostic Medical Physicist

Coordinate with appropriate medical activity personnel in the event of a suspected overexposure to ionizing or non-ionizing radiation

100% Periodic inspection of program.

6. Diagnostic

Physicist

Provide centralized issue, collection, control and submission for processing dosimetry devices

100% Periodic inspection of program.

7. Diagnostic

Physicist

Maintain a formal radioisotope and laser inventory

100% Periodic inspection of program

8. Diagnostic Medical Physicist

Maintain exposure records, DD Form 1141, for exposed employees

100% Periodic inspection of program

9. Diagnostic Medical Physicist

Ensure radioactive waste is stored, handled, packaged and disposed of IAW NRC and VHA requirements

100% Periodic inspection of program