S02_36C249-24-AP-3170 RFQ Comb. Synopsis Sol. Dosimeters and Exposure Rep. Subs. for MTH VAMC Radiology.docx

eCMS RFQ # 36C24924Q0409 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

***This solicitation is issued as unrestricted for all businesses***

The associated North American Industrial Classification System (NAICS) code for this procurement is 334517 ‘Irradiation Apparatus Manufacturing’ with a large business size standard of 1,250 employees. The FSC/PSC is 6525 ‘Imaging Equipment and Supplies: Medical, Dental, Veterinary’.

The James H. Quillen VAMC located in Mountain Home, TN 37684 is seeking to five-year contract (Base + Four Years) for Radiation Dosimeter Badges.

Item: Radiation Dosimeter Badges.

All interested vendors shall provide Brand Name quotations for the following Schedule:

Scope of Work/Summary of Requirements

Radiation dosimeters must have the capability to read within plus or minus 30 percent of the true radiation dose, Irradiator operators shall be assigned and wear a personnel dosimeter capable of detecting high-energy photons in the normal and accident dose ranges in the vicinity of the submerged irradiator’s pool and while operating the panoramic irradiator. Film badges must be replaced at least monthly, all other personnel dosimeters must be promptly replaced and evaluated at least quarterly. Other personnel who enter the radiation room of a panoramic irradiator shall wear a pocket-size dosimeter, and groups will require that at least two individuals wear dosimeter badges before the group enters the radiation room. The use of pocket dosimeters will require an annual follow-up of those individuals concerning possible radiation exposure and any long-term effects.

The Contractor/Vendor will; provide access to a secure online interactive portal with the functionality to configure badge wearer profiles, the addition and removal badges, the ability to track shipments and returns as well as access to a myriad of metric and operational reports at no additional cost to the U.S. Gov’t. and provide customer service Monday through Friday 8 am to 5 pm EST. The Contractor/Vendor shall provide access to lifetime radiation exposure reports upon request to the RSO and/or COR (Contracting Officer Representative) by way of email correspondence. The Contractor/Vendor will be required to perform all aspects of this contract including the manufacturing, processing, and administrative activities at the facility on-site and not through a third party. The James H. Quillen VAMC Radiology service shall; designate employees for radiation monitoring and ensure compliance with badge-wearing and return procedures, return radiation monitoring devices promptly for processing, ensure that the information provided is accurate, promptly communicate any issues or concerns related to the radiation monitoring service, provide written notice via email for all requests of lifetime exposures report and notify the Contractor/Vendor when the addition or cancellation of individual monitoring devices is required.

The Contractor/Vendor shall provide radiation film badge monitoring services for employees working in radiation-sensitive environments including the issuance, collection, processing, and analysis of radiation film badges worn by employees., as well as, ensuring the availability and functionality of dosimeters. The Contractor/Vendor will establish and adhere to a schedule for dosimeter issuance and collection including the processing and analysis of all assigned dosimeters using approved methods and equipment. The Contractor/Vendor will provide timely and accurate reports and maintain the confidentiality of employee radiation exposure data. The Contractor/Vendor shall be available for service Monday through Friday 8 am to 5 pm EST and provide monthly reporting via mail and/or electronic access available within 15 days of receiving returned badges and ensure the secure transportation of collected badges to the Contractor’s facility for processing. Prompt return of badges will be encouraged to ensure accurate monitoring; subsequently, the Contractor/Vendor will agree to not impose late fees for the return of radiation badges beyond the specified collection date if returned within 60 days.

The Contractor/Vendor shall ensure shipping and handling of all monitoring devices at the standardized line-item cost to include standard shipping and rush shipping options that include a return shipment label as well as pre-labeled mailers for badges going to other locations/groups at no extra charge. The Contractor/Vendor upon mutually agreed upon 14-day notice and timely return will offer credit or reimbursement for unused badges. The Contractor/Vendor will provide accurate processing and analysis of radiation exposure levels as indicated by the badges as well as the generation of detailed reports summarizing radiation exposure levels for each employee’s radiation monitoring devices before the first day of each month. The Contractor/Vendor shall communicate all problems with monitoring devices and reports to the James H. Quillen VAMC RSO (Radiation Safety Officer) and secure and protect the personal identification of all staff in agreement with VA policy. The Contractor/Vendor shall provide a detailed line-item monthly invoice that correlates to the contract line-item description and cost.

A myriad of information security deliverables and administrative requirements are necessary for the compliance and performance of all aspects of this contract including the provision of radiation badges, collection of radiation badges at specified intervals, analysis and reporting of radiation exposure levels, and timely delivery of reports detailing radiation exposure data. There are numerous administrative security requirements before granting Contractor/Vendor access to VA information or information systems, all contractor employees and subcontractor employees requiring access shall complete on an annual basis either: the VA security/privacy awareness training (VA security/privacy requirements) within one week of the initiation of the contract, or security awareness training provided or arranged by the contractor that conforms to VA's security/privacy requirements as delineated in the hard copy of the VA security awareness training provided by the contractor. If the Contractor/Vendor can provide comparable security/privacy training that conforms to VA's requirements, they will be required to provide the VA CO, COR, and Privacy Officer written confirmation stating that all applicable employees, involved in VA's contract have received their annual security /privacy training that meets VA's requirements and the total number of employees trained per VA Handbook 6500.6, Appendix C, paragraph 9. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

The Radiation Safety Officer and/or alternate designees will be the only individual(s) who will have access to this information and will review proper procedures with IT services to ensure the privacy of employee information is maintained. OSHA Ionizing Radiation Requirements: Every employer shall supply appropriate personnel monitoring equipment, such as film badges, pocket chambers, pocket dosimeters, or film rings, and shall require the use of such equipment [29 CFR 1910.1096(d)(2)]. Employers shall maintain records of the radiation exposure of all employees for whom personnel monitoring is required and advise each employee of their exposure at least yearly [29 CFR 1910.1096(d)]. At the request of a former employee, an employer shall furnish to the employee a report of the employee's exposure to radiation records [29 CFR 1910.1096 (o) (1)]. Based on the above requirements, you can provide personal monitoring such as a dosimeter to measure the radiation levels. If the radiation levels are within permissible levels, you can discontinue continuous monitoring and perhaps check once every three months. Please record the measurements of radiation exposure. If radiation exists beyond permissible levels, appropriate Personal Protective Equipment (PPE) such as a lead apron must be worn. The employer is responsible for monitoring the radiation levels and instituting engineering, work practice, and administrative controls to ensure that employees are not exposed to dangerous levels of radiation.

Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall sign on an annual basis as an acknowledgment that they have read, understand, and agree to abide by VA's Contractor Rules of Behavior which is attached to this contract. VA Handbook 6500.6, Appendix C, paragraph 9, Appendix D. If a medical device vendor anticipates that the services under the contract will be performed by 10 or more individuals; the Contractor Rules of Behavior may be signed by the vendor's designated representative. The contract must reflect by signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individuals review and understand the Contractor Rules of Behavior when accessing VA's information and information systems. Radiology Service will supply Contractor/Vendor representatives with appropriate badges that conspicuously identify them as vetted Vendor representatives while visiting the VA campus. All Contractors/Vendor representatives are required to sign in with the Maintenance Shop Program Support Clerk. The James H. Quillen VAMC Radiology Service will be disclosing employee names and date of birth to vendor/contractor (per OSHA and OIG, see requirements below) for lifetime radiation dose reporting.

Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor in the performance or administration of this contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. VA Handbook 6500.6, Appendix C, paragraph 3.a. Payment invoices will be submitted electronically to the Tungsten Network (e-Invoice). Quillen VAMC. Contractor/Vendor will ensure compliance with all applicable federal regulations and guidelines pertaining to radiation monitoring and reporting. Either party may terminate the contract with written notice, the James H. Quillen VAMC Radiology service will return all assigned radiation dosimeter badges to the Contractor/Vendor as soon as possible.

Delivery of all quantities to the following location:

James H. Quillen VAMC Radiology Service Lamont Street and Veteran’s Way Mountain Home, TN 37684

Quote shall specify a specific delivery date or number of days after receipt of order (ARO).

The following Commercial Items clauses apply to this acquisition:

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

The following provisions apply to this solicitation:

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these addresses:

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

Addendum to 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS

The following provisions are incorporated into 52.212-1 as an addendum to this combined synopsis/solicitation:

Instructions for the Preparation of Quotes

Offeror shall provide the following documentation for the quote to be considered:

1. A completed Price Schedule (to include pricing for each Line Item), located on page one of this document; Quote needs to be on actual company letter head that includes (Company Name, POC, SAM UEI, Address, email address and phone)

· PLEASE SPECIFY IF PRICING IS UNDER CONTRACT (GSA) OR OPEN MARKET.

· IF MULTI-ITEMS INDICATE WHICH ITEM BY LINE NUMBER IS OPEN MARKET, OTHERWISE ORDER WILL BE PROCESSED AS ALL ITEMS ARE UNDER CONTRACT.

· IF ITEM IS UNDER CONTRACT: MUST PROVIDE CONTRACT NUMBER AND EXPIRATION DATE.

· If shipping ORIGIN: Must indicate on Quote otherwise Purchase order will be processed as Destination.

1. An Authorized Distributor Letter from OEM, which shows evidence of being an authorized OEM Distributor or Reseller for the quoted products.

1. Delivery Date of quoted products.

1. A letter from the OEM, confirming the quoted items are in stock and the delivery date included in the Offeror’s quote is accurate.

1. Evidence of being a VetCert verified Service-Disabled Veteran-Owned Small Business. https://veterans.certify.sba.gov/

1. ALL OFFERS MUST BE REGISTERED IN SAM.GOV (PROVIDE A COPY OF CURRENT REGISTRATION.

1. ALL OFFERS AND RESPONSE MUST BE SUBMITTED ELECTRONICALLY. PREFERENCE: WILL BE IAW FAR PART 13.003 (B) (1). FAR 52.211-6 Brand Name or Equal applies IN ARREARS AFTER RECEIPT OF INVOICE.

In addition to providing the information requested above, responding companies are encouraged to include any relevant information (specifications, cut sheets, brochures, capability statement, experience etc.) to confirm the company’s ability to meet the requirements outlined in this request.

Addendum to 52.212-2 EVALUATION – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

The following factors shall be used to evaluate offers: Past Performance and Price. The Government will issue an order to the responsible vendor whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Quotes will be evaluated to determine compliance with the requirements of this solicitation as follows:

Past Performance. The past performance evaluation will be based on the Contracting Officer’s knowledge of and previous experience with the supply being acquired and a review of the Contractor Performance Assessment Reporting (CPARS) and/or other available information.

Price. Offerors shall provide the unit price and extended price for the item listed above. The extended price will be evaluated as the overall price. (Note: Any delivery or freight charges shall be rolled into the item unit price as appropriate, via FOB Destination) Technical evaluation. Technical evaluation of all quotes will be completed by the Program Manager and subject matter experts at the VISN 09 office to ensure all salient characteristics and operational performance expectations are met as well as identifying any potential performance risks. Moreover, technical evaluation will determine which potential Vendor offers the best overall value to the U.S. Government in comparison with the performance expectations planned for the anticipated period of performance.

(End of Provision) 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS – COMMERICAL ITEMS (NOV 2021) The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v)) of this provision.

(b)(1) Annual Representations and Certifications. Any changes provided by the Offeror in paragraph (b)(2) of this provision do not automatically change the representations and certifications in SAM.

(2) The offeror has completed the annual representations and certifications electronically in SAM accessed through http://www.sam.gov. After reviewing SAM information, the Offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications--Commercial Products and Commercial Services, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), at the time this offer is submitted and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs __. [Offeror to identify the applicable paragraphs at (c) through (v) of this provision that the offeror has completed for the purposes of this solicitation only, if any. These amended representation(s) and/or certification(s) are also incorporated in this offer and are current, accurate, and complete as of the date of this offer. Any changes provided by the offeror are applicable to this solicitation only, and do not result in an update to the representations and certifications posted electronically on SAM.] (End of Provision) Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail no later than 4:30PM CT on September 18, 2024; questions received later than this time/date may not receive a response, please reference eCMS RFQ # 36C24924Q0409 ‘Radiation Dosimeter’ in the email subject line. Comment by Dickey, Scott: Questions should be due before quotes?

Submission of your response shall be received not later than 4:30PM CT, on September 19, 2024, via email to Mark.Miezin@va.gov Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Point of Contact

Mark Miezin Contract Specialist Network Contracting Office 9 Email: Mark.Miezin@va.gov image1.jpeg