S02 36C25927R0005_RELEASED FOR SOLICITATION_13OCT.docx

36C25927R0005

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C25927R0005

10-13-2026 Claudia Coria 3037125766 11-03-2026

4:00 PM

MDT

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

X

541380 $19 Million

N/A

DEPARTMENT OF VETERANS AFFAIRS

Eastern Oklahoma VA Health Care System 1011 Honor Heights Drive

Muskogee OK 74401 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

INVOICES SUBMITTED ELECTRONICALLY

Tungsten Support https://www.tungstenautomation.com/ 1-877-489-6135

See CONTINUATION Page Radiation Safety Officer (RSO) Services for the Eastern Oklahoma VA Health Care System at the following locations:

1. Jack C Montgomery Veteran Affairs Medical Center located at 1011 Honor Heights Dr., Muskogee, OK 74401

2. Ernest Childers Veteran Affairs Outpatient Clinic, located at 8921 S Mingo Rd Tulsa, OK, 74133

3. James Mountain Inhofe Veteran Affairs Medical Center, located at 440 S Houston Ave, Tulsa OK, 74127

****THIS IS A NEW REQUIREMENT****

Questions pertaining to this solicitation are due by October 19 2026 by 4:00 MST and shall be emailed to Claudia Coria at claudia.coria@va.gov. Telephone calls are not accepted.

Proposals are due by November 03, 2026 by 4:00 p.m., MST.

and shall be emailed to Claudia Coria at claudia.coria@va.gov.

See CONTINUATION Page

CLAUDIA CORIA

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

Radiation Safety Officer (RSO) for the Eastern Oklahoma VA Health Care System

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

5. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

6. Revolutionary FAR Overhaul (RFO) require all contractors doing business with the Government to register and maintain registration in two separate and individual online databases:

a. CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS) - as prescribed in RFO Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed the simplified acquisition threshold. Additional information is found in section 4.9 of the Performance Work Statement (PWS).

b. SYSTEM FOR AWARD MANAGEMENT (SAM) - all prospective awardees shall be registered and maintain active registration in the SAM database prior to award, during performance, and through final payment of any contract resulting from this solicitation. After initial registration, the contractor is required to update registration data as changes occur and must re-register annually. Noncompliance will preclude the exercising of any option periods that may be included herein and may be cause for termination of the contract. Refer to RFO Clauses 52.204 7 (System for Award Management-Registration) (DEVIATION NOV 2025) and 52.204 13 (System for Award Management Maintenance) (DEVIATION NOV 2025) for more details.

7. SECURE FAX: In accordance with VA Handbook 6500, the following statement is required on all fax cover sheets; if it is determined the ordering process will include a fax: “This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.

8. MANDATORY WRITTEN DISCLOSURES: Mandatory written disclosures required by RFO clause 52.203-13, Contractor Code of Business Ethics and Conduct, to the Department of Veterans Affairs, Office of Inspector General (OIG) must be made electronically through the VA OIG Hotline at OIG Hotline (va.gov) and clicking on "RFO clause 52.203-13 Reporting." If you experience difficulty accessing the website, call the Hotline at 1-800-488-8244 for further instructions.

9. RFO DEVIATION FEB 2025 Instructions: System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include RFO 52.223-22, Public Disclosure of Greenhouse Gas Emissions and Reduction Goals - Representation.

B.2 PRICE COST SCHEDULE – RADIATION SAFETY OFFICER (RSO)

The Contractor shall furnish key personnel to provide services necessary to perform onsite Radiation Safety Officer (RSO) duties for the Eastern Oklahoma Veteran Affairs Health Care System (EOVAHCS).

1. Billing Instructions. Hourly Billing: Offerors shall prepare monthly invoices by calculating the total number of hours worked during the billing period and rounding the monthly total to the nearest whole hour. The rounded total shall be used as the basis for invoicing. Partial hours should not be billed separately; instead, they should be included in the monthly total prior to rounding and in timesheets. Any fractional amounts should be rounded in accordance with standard rounding rules (i.e., amounts of 0.50 (:30) or greater rounded up to the next hour; amounts less than 0.50 (:30) rounded down).

2. Place of Performance: Services shall be provided onsite at the following Eastern Oklahoma Veteran Affairs (VA) Health Care System (EOVAHCS) locations:

a. Jack C Montgomery Veteran Affairs Medical Center, located at 1011 Honor Heights Dr., Muskogee, OK 74401

b. Ernest Childers Veteran Affairs Outpatient Clinic, located at 8921 S Mingo Rd Tulsa, OK, 74133

c. James Mountain Inhofe Veteran Affairs Medical Center, located at 440 S Houston Ave, Tulsa OK, 74127

**ESTIMATED PERIOD OF PERFORMANCE**

BASE YEAR – DECEMBER 01, 2026 THROUGH NOVEMBER 30, 2027

Annual Cost

OPTION YEAR ONE – DECEMBER 01, 2027 THROUGH NOVEMBER 30, 2028

Annual Cost

OPTION YEAR TWO – DECEMBER 01, 2028 THROUGH NOVEMBER 30, 2029

Annual Cost

OPTION YEAR THREE – DECEMBER 01, 2029 THROUGH NOVEMBER 30, 2030

Annual Cost

OPTION YEAR FOUR – DECEMBER 01, 2030 THROUGH NOVEMBER 30, 2031

Annual Cost

B.3 PERFORMANCE WORK STATEMENT – RADIATION SAFETY OFFICER

1. Background:

The Contractor shall furnish key personnel to provide services necessary to perform onsite Radiation Safety Officer (RSO) duties for the Eastern Oklahoma Veteran Affairs Health Care System (EOVAHCS). The RSO will oversee the daily operations for the facility, performing all duties associated with that role. The RSO position is a director-appointed position and answers directly to the Chief of Staff (COS) or designee. The RSO is responsible for all radiation-related issues that are associated with the Eastern Oklahoma Veteran Affairs Health Care System (EOVAHCS). The RSO will establish and implement radiation safety procedures commensurate with the use of fluoroscopy and reviewing them periodically to ensure their conformity with Federal Radiation Safety Regulations VHA directive 1105.02. Ensuring regulatory standards for radiation safety and medical physics practices are followed throughout the facility in accordance with: VHA-Directive-1105.02-Nuclear-Medicine-and-Radiation-Safety-Services.aspx D 1105 Management of Radioactive Materials for SharePoint_20251126.pdf VHA 1129 Directive.pdf and 10 CFR 35.2 (see RSO definition: experienced RSO) or 10 CFR 35.50 and 35.59 (for a new RSO) NUREG-1556, Vol. 9, Rev. 35 CFR § 731.106 https://www.ecfr.gov/current/title-5/chapter-I/subchapter-B/part-731/subpart-A/section-731.106.

2. Place of Performance: Services shall be provided onsite at the following Eastern Oklahoma Veteran Affairs (VA) Health Care System (EOVAHCS) locations:

d. Jack C Montgomery Veteran Affairs Medical Center, located at 1011 Honor Heights Dr., Muskogee, OK 74401

e. Ernest Childers Veteran Affairs Outpatient Clinic, located at 8921 S Mingo Rd Tulsa, OK, 74133

f. James Mountain Inhofe Veteran Affairs Medical Center, located at 440 S Houston Ave, Tulsa OK, 74127

3. Definitions and Acronyms:

a. American board of radiology (ABR)

b. American osteopathic board of radiology (AOBR)

c. As Low as Reasonably Achievable (ALARA)

d. Chief of Staff (COS)

e. Code federal regulations (CFR)

f. Computerized Tomography (CT)

g. Contracting Officer (CO)

h. Contracting Officer's Representative (COR)

i. Eastern Oklahoma Veteran Affairs Health Care System (EOVAHCS)

j. Environment of Care (EOC)

k. Ernest Childers Veteran Affairs Outpatient Clinic (EC)

l. Jack C Montgomery Veteran Affairs Medical Center (JCM)

m. James Mountain Inhofe Veteran Affairs Medical Center (JMI)

n. Magnetic Resonance Imaging (MRI)

o. Material safety data sheets (MSDS)

p. National Health Physics Program (NHPP)

q. Nuclear Medicine (NM)

r. Point of Contact (POC)

s. Protected health information (PHI)

t. Quality Assurance (QA)

u. Radiation Safety Officer (RSO)

v. Radiation Safety Committee (RSC)

w. Substantial Radiation Dose Level (SRDL)

x. Veterans Affairs (VA)

4. Requirements:

The RSO also serves as the Chair of the Radiation Safety Committee (RSC) which meets quarterly and reviews all radiation-related issues for each facility. The RSC issues meeting minutes which are reported to the Environment of Care (EOC) Committee which, in turn, reports to the director.

5. Qualifications:

a. The contractor shall provide a Radiation Safety Officer (RSO) who has been fully vetted and appointed in compliance with VA’s National Health Physics Program (NHPP) and relevant VHA Directives governing radiation safety. Specifically, the RSO must satisfy the qualification, training, and experience standards outlined in VHA Directive 1105: Management of Radioactive Materials, which delineates facility-level RSO roles and the Radiation Safety Committee oversight structure; VHA Directive 1105.02: Nuclear Medicine and Radiation Safety Service, which prescribes administrative and competency requirements for personnel managing radioactive materials, radiation safety committees, and dosimetry programs; and VHA Directive 1129: Radiation Protection for Machine Sources of Ionizing Radiation, which covers radiation safety compliance for machine sources and ensures the RSO meets federal regulatory and professional standards . Documentation demonstrating full compliance with these directives and NHPP permit authorization must be submitted to and accepted by the Veterans Affairs (VA) prior to initiation of any radiation-related activities.

b. The contractor’s RSO will have a Low-Risk non-critically sensitive level for incidental PHI exposure while performing the RSO duties based off Risk Designation Levels 5 CFR 731.106.

c. The RSO must have a minimum of two years’ experience as an RSO of a facility similarly in size and complexity of the EOVAHCS.

d. RSO candidate must meet the qualifications of a Radiation Safety Officer as stated in 10 CFR 35.2

e. RSO responsibilities and duties for radioactive materials are stated in the Attachment to VHA Directive 1105 and in Appendix I of NUREG-1556, Vol. 9, Rev. 3.

5. Contractor Responsibilities

a. The RSO is responsible for monitoring all radiation exposure badges for facility employees and performing radiation safety training of employees who show exposure levels which exceed NHPP standards.

b. The RSO will also monitor the facility’s Fluoroscopy safety training which is required annually by any individual who operates or assists with radiation-producing equipment at this facility. The RSO or designee will monitor all fluoroscopy exposure rates to ensure there are no overexposures to patients.

c. The RSO is responsible for monitoring all Computerized Tomography (CT) protocols to ensure adherence to As Low as Reasonably Achievable (ALARA) standards. The RSO also monitors all Quality Assurance (QA) performed on the CT equipment to ensure that it meets the manufacture’s guidelines.

d. The RSO is responsible for monitoring all Magnetic Resonance Imaging (MRI) protocols. The RSO also monitors all QA performed on the MRI equipment to ensure that it meets the manufacture’s guidelines.

e. The RSO is responsible for monitoring all Mammography protocols to ensure adherence to ALARA standards. The RSO also monitors all QA performed on the Mammography equipment to ensure that it meets the manufacture’s guidelines.

f. The RSO is responsible for monitoring all Nuclear Medicine (NM) equipment and dose administration records to ensure patients have received the proper dose and that the equipment has had all QA done in accordance with the manufacture’s guidelines.

g. The RSO will need to ensure that all radiation-producing equipment which has undergone any major repairs that could potentially change the dose output of the equipment be checked by a physicist prior to being returned to service. This is to ensure the equipment is within operating parameters according to the manufacture’s recommended guidelines.

h. The RSO performs radiation safety audits, personnel training for decontamination, license amendments and safety consultations and inspections after major repairs or relocation.

i. The RSO must be able to respond to any facility need involving Radiation and must be on site within two hours of notification.

j. The RSO will need to be present during all inspections involving Radiation producing equipment and procedures required by NHPP and Joint Commission.

k. The RSO will be required to be listed on the materials permit for radioactive materials use issued by NHPP. Instructing VA personnel of requirements in the Federal Radiation Safety regulations and proper radiation protection practices before first working with radiation; or making available a course of instruction for same. Conducting or supervising radiation surveys where indicated and keeping records of such surveys and tests, including summaries or corrective measures recommended or instituted. Ensuring that personal monitoring devices are issued as required by 29 CFR 1910.1096 https://www.ecfr.gov/current/title-29/subtitle-B/chapter-XVII/part-1910/section-1910.1096, that records are kept of the results of such monitoring, and that these monitoring reports are promptly reviewed to ensure that doses are ALARA and regulatory limits are not exceeded. NOTE: These records must be kept in a suitable organized file in the Radiology administrative office for the life of the facility. Spot checks that identify personal monitoring device discrepancies are reported to the individual’s supervisor for the appropriate remediation actions. Ensuring that required signs and notices are properly posted. Ensuring the chain of command is aware of safety problems that reporting requirements.

l. The RSO must ensure prompt investigation of each known or suspected case of Substantial Radiation Dose Level (SRDL) and determine the causes, take steps to prevent its recurrence, and monitoring such corrective actions. An SRDL is defined as a peak skin dose of 3Gy or, if the peak skin dose is not known, a reference point air karma of 5Gy. It is a level of radiation dose to a patient that, if exceeded, triggers specific follow-up

m. The RSO must ensure that required notifications and reports in the case of overexposures of personnel and sentinel events are submitted to the Medical Center Director.

n. The RSO must review or have a qualified expert review, prior to construction, plans for rooms in which ionizing radiation producing equipment is to be installed, including room layout, shielding, viewing, and communications systems. Performing, or having a qualified experts perform radiation surveys after installation but before clinical use of the equipment. NOTE: For any room in which a fluoroscopic imaging system is installed, or in which a mobile fluoroscopic imaging system is frequently used, the doses to persons in adjacent areas, including any areas above and below, must be evaluated by a medical physicist or medical health physicist.

o. The RSO is required to have all personnel working at the EOVAHCS undergo a VA background clearance and fingerprinting at the VAMC. Contractor’s personnel shall wear the VA issued ID badge at all times. Contractor shall be on-site within six (6) hours of scheduled inspections and notifications of any issues.

p. The RSO is required to provide reports and any incidental findings from quarterly audits within one week of reviewing VA personnel badge readings.

q. Rework or Remedy must occur within three (3) business days of the notice of the rework or remedy requirement from the local VA POC and at no additional cost to the Government.

r. Hazard Communications Statement: The Contractor must make themselves aware of the facility's hazard communication program. Contractor Personnel may be required to work in certain areas where there are hazardous chemicals or radiation/ gamma rays are in use. Examples include, but are not limited to areas in, Dental Service, Radiology Service, surgery, and any area requiring radiology testing.

s. It is the responsibility of each Contractor to familiarize themselves with the specific area(s) in which contractor requires room to work. This shall include the Contractor introducing themselves to the expose zone supervisor. The Contractor will work with zone supervisor, gaining understanding of hazards within work areas at EOVAHCS, to include types of chemicals used. In addition, the Contractor shall learn the procedures for obtaining MSDS in case of an emergency pertaining to hazardous chemicals in the exposure zone.

t. It is also the responsibility of each Contractor to meet criteria. These include:

i. Prior to the beginning of any work, Contractor shall provide the Contracting Officer's Representative (COR) with a complete list of all chemicals to be used by the Contractor on the facility premises. Appropriate MSDS shall accompany the list of chemicals. The COR will forward a copy of this list and the MSDS to the VA Montana Healthcare System Industrial Hygienist (138).

ii. The Contractor shall ensure that all chemical containers are properly labeled, and MSDS for each chemical shall be available on the EOVAHCS premises. MSDS shall be maintained by the senior representative of the Contractor at this facility.

iii. Protective equipment for Contractor personnel shall be the responsibility of the Contractor. Lead vest, goggles, thyroid shielding may be onsite but cannot be guaranteed. Contractor must be proactive and provide their own.

iv. All other Department Veteran Affairs and Occupational Safety and Health Administration regulations shall apply as appropriate.

u. In compliance with paragraphs 2 and 3 above, it shall be the responsibility of the Contractor to convey to their subordinate personnel and sub-contractors the appropriate information regarding hazard communication.

6. Inspection and Acceptance of Services:

a. The Government reserves the right to inspect in accordance with this PWS. The only individual authorized to officially accept services is the local VA POC, Chief Technologist Radiology and/or Radiology Supervisor. While inspection of services may be delegated by the local VA POC and a shared responsibility with departmental management staff, the local VA POC is ultimately the only authorized individual to approve and accept services on behalf of the VA.

7. Citizenship related Requirements:

a. The Contractor certifies that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals.

b. While performing services for the Department of Veterans Affairs, the Contractor shall not knowingly employ, contract or subcontract with an illegal alien; foreign national non-immigrant who is in violation their status, as a result of their failure to maintain or comply with the terms and conditions of their admission into the United States. Additionally, the Contractor is required to comply with all “E-Verify” requirements consistent with “Executive Order 12989” and any related pertinent Amendments, as well as applicable Federal Acquisition Regulations.

c. If the Contractor fails to comply with any requirements outlined in the preceding paragraphs or its Agency regulations, the Department of Veterans Affairs may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor, shall be prohibited from working at the Contractor’s place of business that services Department of Veterans Affairs patient referrals; or other place where the Contractor provides services to veterans who have been referred by the Department of Veterans Affairs; and shall form the basis for termination of this contract for breach.

d. This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001.

e. The Contractor agrees to obtain a similar certification from its subcontractors. The certification shall be made as part of the offerors response to the RFP using the subject attachment in Section D of the solicitation document.

8. Indemnification:

The Contractor shall be liable for, and shall indemnify and hold harmless the Government against, all actions or claims for loss of or damage to property or the injury or death of persons, arising out of or resulting from the fault, negligence, or act or omission of the Contractor, its agents, or employees.

9. Inherent Government Functions:

Contractor and Contractor’s RSO(s) shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees (outside a clinical context), selection or non-selection of individuals for Federal Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for Federal employees, approving any contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy.

10. VA Hours Of Operation/Scheduling Hours for each facility

a. Jack C Montgomery Veteran Affairs Medical Center 1011 Honor Heights Dr., Muskogee, OK 74401 – 24 hours

b. Ernest Childers Veteran Affairs Outpatient Clinic 8921 S Mingo Rd Tulsa, OK, 74133 – Monday through Friday 7:00 a.m. – 6:00 p.m.

c. James Mountain Inhofe Veteran Affairs Medical Center 440 S Houston Ave, Tulsa OK, 74127 – 24 hours

11. Federal Holidays: The following holidays are observed by the Department of Veterans Affairs:

a. New Year’s Day

b. President’s Day

c. Martin Luther King’s Birthday

d. Memorial Day

e. Juneteenth

f. Independence Day

g. Labor Day

h. Columbus Day

i. Veterans Day

j. Thanksgiving

k. Christmas

l. Any day specifically declared to be a national holiday.

12. Performance Standards:

12.1 Measure: Radiation Protection Program Oversight

Performance Requirement: Contractor shall maintain and update the Radiation Protection Program (RPP) in accordance with 10 CFR 35.24 and all applicable VA and NRC regulatory requirements.

Standard: Annual RPP review submitted on time; updates completed as required.

Acceptable Quality Level: 100% Surveillance Method: Document Review Frequency: Quarterly or as required.

12.2 Measure: Routine Radiation Surveys

Performance Requirement: Contractor shall complete daily, weekly, and quarterly radiation surveys as required by the PWS and facility Radiation Safety Program.

Standard: 100% of surveys completed and documented on schedule.

Acceptable Quality Level: 100% Surveillance Method: Document Review; Periodic Inspection; Random Sampling Frequency: Quarterly

12.3 Measure: Dosimetry Monitoring and ALARA Compliance

Performance Requirement: Contractor shall manage badge issuance, review exposure reports, complete ALARA evaluations, and submit dosimetry reports.

Standard: Dosimetry reports submitted within 7 calendar days of receipt of badge data.

Acceptable Quality Level: 100% Surveillance Method: Document Review Frequency: Monthly or as specified in the PWS.

12.4 Measure: Radiation Safety Committee (RSC) Support

Performance Requirement: Contractor shall attend RSC meetings, maintain minutes, document corrective actions, and provide required reports.

Standard: Minutes, reports, and supporting documentation submitted within 10 business days of each meeting.

Acceptable Quality Level: 99% Surveillance Method: Document Review; COR Attendance; Direct Observation Frequency: Quarterly

12.5 Measure: Incident / SRDL Reporting

Performance Requirement: Contractor shall report all SRDL events, spills, abnormal exposures, or radiation‑related incidents in accordance with VA/NRC requirements.

Standard: Initial notification within 24 hours; full incident report submitted within 10 business days.

Acceptable Quality Level: 100% Surveillance Method: Document Review; Validated Complaints Frequency: As incidents occur

12.6 Measure: Equipment QA and Imaging Protocol Oversight

Performance Requirement: Contractor shall complete quarterly QA reviews and protocol validations for CT, MRI, NM, Fluoroscopy, and Mammography as specified in the PWS.

Standard: Quarterly QA and protocol validation reports submitted with all discrepancies documented.

Acceptable Quality Level: 98% Surveillance Method: Document Review; Periodic Inspection Frequency: Quarterly

12.7 Measure: Construction and Shielding Review

Performance Requirement: Contractor shall complete shielding design reviews, participate in pre‑construction safety assessments, and perform post‑installation radiation surveys.

Standard: All reviews and reports submitted within 10 business days of request or project completion.

Acceptable Quality Level: 100% Surveillance Method: Document Review Frequency: As required

12.8 Measure: On‑Site Response Requirement

Performance Requirement: Contractor shall respond on‑site within two (2) hours when physical presence is required per the PWS (e.g., radiation incident, equipment issue, shielding concerns).

Standard: 100% response compliance.

Acceptable Quality Level: 100% Surveillance Method: COR Log Review; Direct Observation Frequency: As events occur

13. GOVERNMENT RESPONSIBILITIES

Contract Administration/Performance Monitoring:

After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to: (enter contract administration if not already listed in another area- list the title (not name) and contact information for COR, Clinical point of contact, and any other relevant personnel involved).

1 – CO RESPONSIBILITIES:

CO: NCO 19 HEALTHCARE RESOURCES BRANCH

a. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity or quality of performance of this contract.

b. The Contracting Officer shall resolve complaints concerning Contractor relations with the Government employees or patients. The Contracting Officer is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

c. In the event that contracted services do not meet quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan; increased monitoring of the contracted services; consultation or training for Contractor personnel to be provided by the VA; replacement of the contract personnel and/or renegotiation of the contract terms or termination of the contract.

2- COR Responsibilities:

COR: EASTERN OKLAHOMA VETERAN AFFAIRS HEALTH CARE SYSTEM

a. The COR shall be the VA official responsible for verifying contract compliance. After contract award, any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

b. The COR will be responsible for monitoring the Contractor’s performance to ensure all specifications and requirements are fulfilled. Quality Improvement data that will be collected for ongoing monitoring includes but is not limited to:

c. The COR will maintain a record-keeping system of services by IPPS. The COR will review this data monthly when invoices are received and certify all invoices for payment by comparing the hours documented on the VA record-keeping system and those on the invoices. Any evidence of the Contractor's non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

d. The COR will review and certify monthly invoices for payment. If in the event the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference.

e. All contract administration functions will be retained by the VA.

f. Alternate Points of Contact (POC) – Emergencies Only The COR will identify Alternate Points of Contact (POC) to be used only for instances of emergencies when the COR is not easily contactable. These will be individuals in supervisory or managerial roles within the Biomed department. The contractor will be provided this information within 5 days after contract award and within 48 hours of a change to this information. An Alternate POC does not replace the COR nor do they replace the Contracting Officer during the performance and administration of this contract, nor does it relinquish or diminish the Contractor’s requirements in relation to the performance of this Contract.

g. Only those services specified within the contract are authorized. Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. Contractor is cautioned that only the Contracting Officer or his/her designee may authorize additional services or repairs and reimbursement will not be made unless this prior authorization is obtained, and task order or PO provided.

h. Test Equipment: The EOVAHCS will not furnish test equipment, or Phantoms for Nuclear medicine, CT, MRI, Mammography or Radiology, for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within, with exception of nuclear isotopes.

14. Vendor Electronic Invoice Submission Method:

Invoices will be electronically submitted to the Tungsten website at https://www.tungstenautomation.com/. Tungsten Automation direct vendor support number is 877-489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten Automation will confirm your Taxpayer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. To successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted through Tungsten Automation to the VA-FSC should mirror the current submission of Invoice. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). Payment will only be made for actual services rendered. Payments shall be made monthly in arrears. The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. The contractor shall be reimbursed upon receipt of a proper invoice. For additional information, please contact:

Tungsten Support Phone: 1-877-489-6135 Website: https://www.tungstenautomation.com/

Department of Veterans Affairs Financial Service Center https://www.fsc.va.gov/einvoice.asp

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose.