Scope of Work - Dosimeter Monitor Svc.pdf

SCOPE OF WORK - RADIATION DOSIMETRY MONITORING SERVICE

General Requirements This contract will support services for dosimeter badges and monitoring service. Badges shall be provided quarterly and when requested for new providers.

This contract is for:

1. provision of badges, rings, packaging, and pre-paid shipping to and from the healthcare facility,

2. badge analysis,

3. notifications of severe overexposures, greater than 600 mRem,

4. dosimetry data collection and compilation,

5. report generation,

6. hardcopy reports to each account,

7. routine technical support, and

8. development and maintenance of website access for each account.

9. the performance period will be for twelve months (12) from the contract start date.

Facility distribution of up to 300 total dosimetry badges:

FALLON CLINIC

FORT DUCHESNE IHS HEALTH CLINIC

FT. MCDERMITT HEALTH CLINIC

FT. YUMA INDIAN HEALTH CENTER

HOPI HEALTH CARE CENTER

OWYHEE COMM HLTH FACILITY

PARKER INDIAN HEALTH CTR

PEACH SPRINGS HEALTH CTR

PHOENIX INDIAN MEDICAL CENTER

RENO SPARKS TRIBAL HLTH CTR

SOUTHERN BANDS HEALTH CTR

WALKER RIVER TRIBAL HS

WASHOE TRIBAL HEALTH CLINIC

WHITERIVER INDIAN HOSPITAL

Technical requirements:

1. All dosimeter badges need to be compatible with the Landauer platform.

2. The vendor will provide thermoluminescent TLD dosimeters or equivalent capable of measuring exposure to photon energies from 15 keV to 2MeV, beta particle energies above

0.3 MeV, and neutron energies from thermal up to 3 MeV.

3. The vendor’s dosimeters shall be capable of measuring dose equivalents for any time period specified by the healthcare facility, which includes the current calendar month, calendar quarter or week. A majority of badges will be worn quarterly.

Radiation Dosimetry Monitoring Service Sample Scope of Work

4. The vendor’s dosimeters shall be shipped sealed with a badge holder design that can be clipped to the collar or belt.

5. The vendor shall provide whole body dosimeters in the quantities requested quarterly, or as needed to accommodate the arrival of new employees or monitoring of pregnant employees during the quarter.

6. The vendor’s dosimeters shall have a badge identifying system, i.e. a bar code, to match the badge to an individual from shipping to reporting. The vendor’s dosimeters shall be clearly labeled with the individual’s name, storage location, and period of issue.

7. Request changes to individual accounts (new badges, deleted badges, name changes, etc) shall be accepted by the vendor electronically i.e. email or web site.

8. All shipments from the vendor shall contain a packing list that identifies all dosimeters in that particular shipment.

9. The vendor shall accept at any time any dosimeters for processing.

10. The vendor shall ship one (1) transit control badge in each package to each location.

Routine dosimetry preparation and use:

1. The vendor shall establish a systematic approach for the shipping and receiving of badges.

2. The vendor shall use traceable shipping methods, such as UPS, for orders over 15 badges.

Non-routine dosimetry preparation and issue:

1. The healthcare facility may order additional dosimeters of any quantity on an as needed basis. The number of badges and locations may change due to availability of healthcare providers, monitoring pregnant employees and additional area monitoring.

2. The vendor shall ship any order of 100 dosimeters or less within 48 hours of receiving the request. Any order greater than 100 dosimeters shall be shipped in a time frame mutually agreed upon by the parties.

Dosimetry processing:

1. The vendor will process all routine dosimeters and report the results within thirty (30) business days. If processing and compilation of the results will take longer than 30 days, the vendor shall notify the healthcare facility.

2. The vendor shall report dose results from all dosimeters, regardless if the dosimeters were worn or not.

3. The transit control badges received in each return shipment to the vendor shall be used to subtract background dose from all dosimeters in the shipment. When control dosimeters are not received, the vendor uses a daily background correction factor based on the number of days the dosimeters were in the field.

Data, reports, and notifications:

1. The vendor stores all raw data, dosimetry results, and the calculations for those results. An electronic copy of the raw data shall be stored for 30 years along with the glow curves or other diagnostic measures related to exposure analysis. At any time, the healthcare facility shall have the right to have calculated doses transferred to the healthcare facility or an officially designated third party at the expense of the healthcare facility. The vendor shall not release any data without the consent of the healthcare facility.

2. Lists maintained by the dosimetry monitoring service shall be owned by the healthcare facility. At the end of the contract these lists shall be provided in a format specified by the healthcare facility.

3. The vendor shall send dose report files to each healthcare facility at least quarterly or more often if special or priority processing is performed during the month. Reports will be sent to each account facility. Duplicate dose report files can be requested by the healthcare facility for any time period needed. All dose reports shall include the vendor name and address, as well as dates and the identification of the dosimeters. Any deviations from routine processing shall be explained on the report.

4. The vendor will provide web-based account management functions including but not limited to the following:

a. Online account management for adding, cancelling, or modifying badges.

b. Account password privacy access managed by the vendor.

c. Managing accounts and wearers.

d. Access to individual dose reports, account report summaries, Nuclear

Regulatory Commission (NRC) Form 5 or equivalent.

5. The vendor dose report file may or may not contain personal information, depending upon the request of the healthcare facility. The report contains current, quarterly, annual cumulative total and lifetime dose values.

6. The vendor shall report the wear period dose on the dose report.

7. The vendor shall notify the healthcare facility when a dosimeter reading exceeds 600 mRem.

The vendor shall send a written notice to the user account contact.

Communication:

1. The healthcare facility shall have full access to vendor on-line service. User names and passwords shall be given to all authorized healthcare facility account managers.

2. The healthcare facility’s authorized account managers may fax, phone and e-mail requests for changes.

Quality assurance (QA), Quality Control (QC), and requirements:

1. The vendor QA/QC program/procedures shall be thoroughly documented and assure compliance with all requirements of this scope of work. A copy of all QC tests, as well as proficiency test results, shall be made available to the healthcare facility upon request.

2. The vendor shall be accredited by the National Voluntary Laboratory Accreditation Program

(NVLAP). Any results on file from NVLAP or any other auditor are available at any time by request.