RFI.docx

The Hershel "Woody" Williams VA Medical Center is conducting this Sources Sought to identify contractors who possess capabilities to provide the services described in the Statement of Work below.

As permitted by the FAR Part 10, this is a market research tool being utilized for the informational and planning purposes. Your responses will assist the Government in the development of its acquisition strategy.

Response is strictly voluntary – it is not mandatory to submit a response to this notice to participate in formal RFQ process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitation posted as a result of this sources sought notice.

Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the sources sought.

This service will be implemented using the North American Industry Classification System (NAICS) Code 541380.

If a small business is interested in this procurement, they must provide at least 51 percent of the services rendered.

NOTES

All Capability Statements/Responses to this Sources Sought Notice shall be submitted via email only to jennifer.elkins2@va.gov. Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted. Responses to this Sources Sought Notice must be received no later than June 14, 2024 at 3:00 p.m. (Eastern Standard Time). This Sources Sought Notice may or may not assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought Notice.

DISCLAIMER

This RFI is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI.

Statement of Work (SOW) for the Radiation Film Badge/Personnel Dosimetry Contract VAMC Huntington, West Virginia

1.0 General

1.1 Background

The contract for Radiation Dosimeters/Film Badges is necessary to fulfill regulatory requirements for monitoring external radiation dose to occupationally exposed radiation workers at the Huntington VA Medical facility. Title 10 of the U.S. Code of Federal Regulations (CFR) requires in 10CFR 20.1502 that persons likely to receive greater than 10% of the annual radiation dose limits be issued radiation dosimeters.

In addition to meeting the requirement of providing monitoring to individuals likely to exceed 10% of the annual dose limits, personnel monitoring is used to indicate whether not individuals and practices meet the facility’s As Low As Reasonably Achievable (ALARA) program. This program is mandated by the U.S. Nuclear Regulatory Commission (NRC) and requires each radioactive material licensee to assure that radiation doses received by workers and the public are as low as practical, when all socioeconomic factors are taken into consideration.

Through the determination of the facility Radiation Safety Officer and policy/procedure, radiation dosimeters are provided for certain individuals or groups of individuals based on their work in proximity to radiation sources (either radioactive material or radiation-producing equipment, such as x-rays).

1.2 Scope of Work

Contractor shall provide radiation dosimeters/film badges on a monthly basis. These badges shall be guaranteed to arrive 7 business days before the start of the monthly monitoring period which is designed to allow sufficient time for proper disbursement to the satellite departments within the Medical Center. These badges will be labeled with the name of the individual being badged along with the dates of the monitoring period. “Spare” badges will be sent monthly in order to provide new personnel monitoring until their ordered badge arrives.

Contractor shall provide “film badges” along with “badge holders” for all dosimeters and extra holders as needed for additional personnel to be badged. VAMC Huntington currently uses estimated 190 “film badges”. This number will fluctuate as the need arises.

Contractor shall provide “ring badges” for all Nuclear Medicine personnel that inject radioactive materials. These are used to monitor their extremity exposure level. VAMC Huntington currently uses estimated 2“ring badges”. This number will fluctuate as the need arises.

Contractor shall provide “control” badges as necessary to establish appropriate background readings of monitored areas within the Medical Center. VAMC Huntington currently uses estimated 11 “control badges”. This number will fluctuate as the need arises.

Contractor shall have badges professionally read and the reports sent back to the Medical Center on a regular basis for review by the Facility’s Radiation Safety Officer.

Contractor shall provide an annual summary of monitored personnel’s radiation exposure.

The film badges must be reliably delivered monthly in order to maintain a good reporting program. The dosimeters also have to be read and reported back to the Facility in a timely fashion. The reports are used to determining if the monitored personnel are being exposed to excessive radiation amounts during the month long monitoring period. This also ensures proper training of personnel if the higher reading is due to incorrect procedures or techniques being used.

1.3 Period of Performance

Contractor shall ship all badges to the following location:

VAMC Huntington, WV Attn; Michael Willis Nuclear Medicine Department 1540 Spring Valley Drive Huntington, WV 25704

1.4 Period of Performance

One (1) year Base period with, four (4) one (1) year option periods.

Base Year: November 13, 2024 – November 12, 2025 Option year 1: November 13, 2025 – November 12, 2026 Option year 2: November 13, 2026 – November 12, 2027 Option year 3: November 13, 2027 – November 12, 2028 Option year 4: November 13, 2028 – November 12, 2029

2. Description of Supplies and Services

Base Year 1 November 13, 2024 – November 12, 2025

Option Year 23 November 13, 2025 – November 12, 2026

Option Year 2 November 13, 2026 – November 12, 2027

Option Year 3 November 13, 2027 – November 12, 2028

Option Year 4 November 13, 2028 – November 12, 2029