S02 - 36C26321R0004.pdf

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

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. DUNS: DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 103

36C26321R0004 11-20-2020

John Peach, Contract Specialist 651-293-3037 12-21-2020

11:59PM EST

36C263 Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

Attention: Charles Morin 316 Robert Street N. STE. 506 St. Paul MN 55101

X 100

X

541990

$16.5 Million

N/A

Department of Veterans Affairs Fargo VA Health Care System 2101 N Elm Street

Fargo, ND 58102

Network 23 Contracting Office Attention: John Peach 316 Robert Street N. STE. 506 St. Paul MN 55415

Y

Financial Services Center PO Box 149971

Austin TX 78714-9971

See CONTINUATION Page

This solicitation is to provide Radiation Safety Officer services for the Fargo VA Health Care System.

Period of Performance: 03/01/2021 through 02/28/2022

See Section B.2 Schedule of Services (pg.6)

See Section B.3 Performance Work Statement (pg.9)

See CONTINUATION Page

X ONE

Charles Morin Contracting Officer

36C26321R0004

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 SCHEDULE OF SERVICES

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018)

C.2 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (JAN 2011)

C.3 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR INFORMATION SYSTEMS (JUN

2016)

C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.6 52.228-5 INSURANCE—WORK ON A GOVERNMENT INSTALLATION (JAN 1997)

C.7 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984)

C.8 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.9 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.10 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.11 VAAR 852.219-11 VA NOTICE OF TOTAL VETERAN-OWNED SMALL BUSINESS SET-ASIDE

(JUL 2019) (DEVIATION)

C.12 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND COMPLIANCE

(JUL 2018)

C.13 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

C.14 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE (OCT 2019)

C.15 VAAR 852.237-72 CRIME CONTROL ACT—REPORTING OF CHILD ABUSE (OCT 2019)

C.16 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT 2019)

C.17 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.18 VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS (JAN 2008)

C.19 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR

EXECUTIVE ORDERS—COMMERCIAL ITEMS (OCT 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JAN 2017)

E.2 PROPOSAL SUBMITTAL INSTRUCTIONS

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO

SURVEILLANCE SERVICES OR EQUIPMENT (OCT 2020)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.5 52.216-1 TYPE OF CONTRACT (APR 1984)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

E.8 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020)

E.9 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES INCORPORATED BY REFERENCE

(JAN 2008)

E.10 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (OCT 2018) .. 81

E.11 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.12 VAAR 852.273-70 LATE OFFERS (JAN 2003)

E.13 VAAR 852.273-74 AWARD WITHOUT EXCHANGES (JAN 2003)

E.14 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.15 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL ITEMS (OCT

2020)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer

Contracting Officer is Charles Morin at charles.morin@va.gov Department of Veterans Affairs NCO 23 – St. Paul 316 Robert Street N.

St. Paul MN 55101

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or [] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] MONTHLY

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:

AMENDMENT NO DATE

6. TYPE OF CONTRACT: Resultant contract shall be a Firm Fixed Price contract effective for the period stated in the Schedule of Services.

mailto:charles.morin@va.gov

7. TERM OF CONTRACT: The contract period is effective March 1, 2021 through February 28, 2022 with one (1) available twelve-month option period.

8. POINT OF CONTACT: The Contractor shall provide a point of contact (POC) who shall be responsible for the performance of the work under this contract. The POC shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The POC may be a contract health care provider performing under this contract. An alternate may be designated, but the Contractor shall identify, in writing, those times when the alternate shall act as the POC. The Contractor shall identify the POC and alternate in writing to the Contracting Officer’s Representative (COR) and Contracting Officer (CO). The Contractor shall give written notification to the COR and CO of the time when the alternate will act as the POC. The POC shall be available by telephone Monday through Friday, 8:00 AM through 4:30 PM, excluding Federal holidays.

9. SECURE FAX: VA Handbook 6500 requires the following statement on all fax cover sheets be included: “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, distribute on, 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.”

10. POST AWARD ORIENTATION: The Contracting Officer shall follow the guidance in FAR Subpart 42.5 and note Information Letter (IL) 003A3-12-04 that provides documentation requirements for orientation conducted for such awards. A hyperlink to the IL is provided for your information.

http://www.va.gov/oal/docs/library/ils/il12-04.pdf http://www.va.gov/oal/docs/library/ils/il12-04.pdf

B.2 SCHEDULE OF SERVICES

The contractor shall provide a board certified or board eligible Medical or Health Physicist to provide routine on-site quarterly, semi-annual and annual audits along with emergency on-site coverage providing Radiation Safety Officer (RSO) duties for the Fargo VA Health Care System (FVAHCS) at Fargo, North Dakota. Radiation Materials Licensing experience is a requirement. The Contractor shall furnish all personnel to provide Radiation Safety Officer Duties to fulfill the Radiation Materials Licensing requirement as specified by the National Health Physics Program (NHPP). The contractor’s personnel serve as the RSO for the organization and is responsible for the comprehensive Radiation Safety Program for the Fargo VA Health Care System in Fargo ND. The FVAHCS makes extensive use of ionizing radiation and radioisotope material in the diagnosis and treatment of disease in the veteran population.

All Radiation Physicists performing services under this contract shall be board certified or board eligible from one of the following boards: American Board of Radiology, American Board of Health Physicists or American Board of Medical Physics, or Canadian College of Physicist in Medicine. Candidate can either be master’s Level or PhD. The Contractor must meet state licensure to practice as medical health physicist, and or Radiation Safety Officer and have membership (or eligibility for membership) to the American Association of Physicists in Medicine (AAPM).

Place of Performance: Services shall be provided on site at the Fargo VA Health Care System, 2101 N Elm Street, Fargo, ND 58102.

Period of Performance:

Base Period of twelve (12) months, and one (1) twelve (12) month Option Period (to be exercised at the discretion of the Government).

Pricing Instructions:

Insert proposed unit prices for each Line Item (LI) including all option periods.

Commercial health care offerors shall identify by title/position or level of experience the key personnel submitted.

The contractor shall propose a minimum of one (1) key personnel to be credentialed and be available to meet the requirements of the contract.

BASE PERIOD: March 1, 2021 to February 28, 2022

Line Item

Subline Item

Description Qty. Unit Unit Cost Total

Annual Cost

0001 None

Radiation Safety Officer per NHPP regulations and board certified or board eligible from one of the following boards: American Board of Radiology, American Board of

1 Job $ $

OPTION PERIOD 1: March 1, 2022 to February 28, 2023

Health Physicists or American Board of Medical Physicists.

Maximum Number of On-Site Semi- Annual Audits: 1 Maximum Number of On-site Safety Audit for surgery:1

Maximum Number of On-site Annual Audits: 1

Maximum Number of On-Site Quarterly Audits: 4

Maximum Number of Emergency On-Site Responses: 10

Maximum Number of Telephone Consultations: 100

Line Item

Subline Item

Description Qty. Unit Unit Cost Total

Annual Cost

1001 None

Radiation Safety Officer per NHPP regulations and board certified or board eligible from one of the following boards: American Board of Radiology, American Board of Health Physicists or American Board of Medical Physicists.

Maximum Number of On-Site Semi- Annual Audits: 1

Maximum Number of On-site Safety Audit for surgery:1

Maximum Number of On-site Annual Audits: 1

Maximum Number of On-Site Quarterly Audits: 4

1 Job $ $

Maximum Number of Emergency On- Site Responses: 10

Maximum Number of Telephone Consultations: 100

B.3 PERFORMANCE WORK STATEMENT

1. GENERAL:

1.1. Services Provided: The contractor shall provide a board Certified or board eligible Medical or Health Physicist to provide routine and emergency coverage on-site Radiation Safety Officer (RSO). Duties for the Fargo VA Health Care System (FVAHCS)are at Fargo, North Dakota.

Radiation Materials Licensing experience is a requirement. The Contractor shall furnish all personnel to provide Radiation Safety Officer Duties to fulfill the Radiation Materials Licensing requirement as specified by the National Health Physics Program (NHPP). The contractor’s personnel serve as the RSO for the organization and is responsible for the comprehensive Radiation Safety Program for the Fargo VA Health Care System in Fargo ND. The FVAHCS makes extensive use of ionizing radiation and radioisotope material in the diagnosis and treatment of disease in the veteran population.

1.2. Scope of work: RSO must perform routine work : radiation safety surveys within FVAHCS facilities for the safe and effective use of these modalities are established by the Nuclear Regulatory Commission (NRC) (e.g., 10 CFR 19, 20, 30, and 35, among others), Occupational Health and Safety Administration (OSHA), Food and Drug Administration (FDA), Environmental Protection Agency (EPA), Department of Transportation (DOT), Veterans Health Administration (VHA), Joint Commission, and Officer Inspector General. The RSO must provide oversite to the Radiation Physics program and Nuclear Medicine Department. The RSO provides emergency consultation in response to a facility Emergency Disaster or Radiologic Emergency event.

1.3. Oversite of Radiation Program: Manage U.S. Nuclear Regulatory (NRC)/VHA Materials Permit as amended for receipt, location, possession, use, storage, and transfer of radioactive material.

Preparing Permit applications, amendments, correspondence, and timely responses for signature to NRC and VHA-NHPP as needed, in accordance with all regulations.

Facilitates dosimetry program for a National Voluntary Laboratory Accreditation Program (NVLAP) certified vendor for occupational exposure to ionizing radiation including monthly additions, collection, evaluation, reporting, distribution, and deletion of personal monitoring devices. Provides oversight of the personnel monitoring program and eliminating/reducing or controlling exposure to radiation hazards.

1.4. Equipment requirements: Contractor shall furnish all labor, material, supplies, equipment and qualified personnel to provide on-site Radiation Physicist services and Radiation Safety Officer Duties Fargo VA Health Care System in accordance with the terms and conditions stated herein.

1.5. Place of Performance - Contractor shall furnish services at the Fargo Veteran Affairs Health Care System 2101 Elm Street, Fargo, ND 58103

1.6. Authority: Title 38 USC 8153, Health Care Resources (HCR) sharing Authority. FAR 12 in combination with FAR 13,15 and VAAR 873.

1.7. Policy/Handbooks the contractor shall be subject to the following policies, including any subsequent updates during the period of performance: The Contractor shall furnish all labor, material, supplies, equipment, and qualified personnel to provide Radiation Safety Officer services for FVAHCS , under the terms and conditions stated herein and must adhere to following directives:

1.7.1. VHA Directive 1105 - Management of Radioactive Materials https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3080

1.7.2. VHA Directive 1105.02 Nuclear Medicine and Radiation Safety Administrative Service https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=7519

1.7.3. VHA Handbook Directive 1105.04 - Fluoroscopy Safety

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=7454

1.7.4. VHA Directive 1105.05 - Magnetic Resonance (MR) Safety https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=6430

1.7.5. VHA Directive 1129 – Radiation Protection for Machine Sources of Ionizing Radiation https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8273

1.7.6. VA Directive 1663: Health Care Resources Contracting - Buying https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=969&FType=2

1.7.7. VHA Handbook 1907.01: Health Information Management and Health Records:

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3088

1.7.8. Privacy Act of 1974 (5 U.S.C. 552a) as amended

http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.7.9. VHA Directive 1004.08 Disclosure of Adverse Events to Patients and local Emergency, Radiation Disaster policies.

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8120

1.7.10. 10 CFR 35. 3045 Report and Notification of a medical of a medical event https://www.nrc.gov/reading-rm/doc-collections/cfr/part035/part035-3045.html

1.7.11. 10 CFR 35.24 NRC Authority and responsibilities for the radiation protection program https://www.nrc.gov/reading-rm/doc-collections/cfr/part035/part035-0024.html

1.7.12. VHA Directive 0320 VHA Comprehensive Medical Emergency Radiological Response Team Program https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8906

1.7.13. VHA Directive 0320.05, Medical Emergency Radiological Response Team https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8425

1.7.14. 10 CFR 30.6 Communications NRC:

https://www.nrc.gov/reading-rm/doc-collections/cfr/part030/part030-0006.html

1.7.15. American College of Radiology Disaster preparedness for Radiology Professionals https://www.acr.org/-/media/ACR/Files/Legal-and-Business-Practices/Disaster- Preparedness/Disaster-Preparedness-for-Radiology-Professionals.pdf

1.7.16. U. S. Department of Health and Human Services:

https://www.remm.nlm.gov/

1.7.17. 10 CFR 30.50 Reporting Requirements NRC.

https://www.nrc.gov/reading-rm/doc-collections/cfr/part030/part030-0050.html https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3080 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=7519 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=7454 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=6430 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8273 https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=969&FType=2 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3088 http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8120 https://www.nrc.gov/reading-rm/doc-collections/cfr/part035/part035-3045.html https://www.nrc.gov/reading-rm/doc-collections/cfr/part035/part035-0024.html https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8906 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8425 https://www.nrc.gov/reading-rm/doc-collections/cfr/part030/part030-0006.html https://www.acr.org/-/media/ACR/Files/Legal-and-Business-Practices/Disaster-Preparedness/Disaster-Preparedness-for-Radiology-Professionals.pdf https://www.acr.org/-/media/ACR/Files/Legal-and-Business-Practices/Disaster-Preparedness/Disaster-Preparedness-for-Radiology-Professionals.pdf https://www.remm.nlm.gov/ https://www.nrc.gov/reading-rm/doc-collections/cfr/part030/part030-0050.html

1.8. Definitions/Acronyms- Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation. In case of a conflict in language between the Definitions and other sections of this contract, the language in this section shall govern.

1.8.1. Contracting Officer (CO) – The person executing this contract on behalf of the Government with the authority to enter and administer contracts and make related determinations and findings.

1.8.2. Contracting Officer’s Representative (COR) – A person appointed by the CO to take necessary action to ensure the Contractor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken.

1.8.3. COS: Chief of Staff

1.8.4. CPARS: Contractor Performance Assessment Reporting System

1.8.5. EHR: Electronic Health Record - electronic health record system used by the VA

1.8.6. HIPAA: Health Insurance Portability and Accountability Act

1.8.7. ISO: Information Security Officer

1.8.8. POP: Period of Performance

1.8.9. PWS: Performance Work Statement

1.8.10. QA/QI: Quality Assurance/Quality Improvement

1.8.11. QM/PI: Quality Management/Performance Improvement

1.8.12. QASP: Quality Assurance Surveillance Plan

1.8.13. Veterans’ Health Administration (VHA): The central office for administration of the VA medical centers through throughout the United States. The VHA is in Washington, D.C.

1.8.14. Veterans Integrated Services Network (VISN): The regional oversight for the VA medical centers.

2. QUALIFICATIONS:

2.1. Staff/Facility

2.1.1. License – reserved

2.1.2. Board Certification - All Radiation Physicists performing services under this contract shall be board certified or board eligible from one of the following boards: American Board of Radiology, American Board of Health Physicists or American Board of Medical Physics, or Canadian College of Physicist in Medicine. Candidate can either be master’s Level or PhD.

The Contractor must meet state licensure to practice as medical health physicist, and or Radiation Safety Officer and have membership (or eligibility for membership) to the American Association of Physicists in Medicine (AAPM). The Proposed Physicist must have minimum qualification requirements in Title 10, Part 35.50, of the Code of Federal Regulations (10 CFR 35). The RSO must also be approved by a permit amendment from the VHA National Health Physics Program (NHPP). Board-eligibility must be maintained throughout the contract period of performance. All continuing education courses required for maintaining certification/eligibility must be kept up to date at all times.

Documentation verifying current licensure and certifications must be provided quarterly, or as requested, to ensure adequate licensure and certification status.

2.1.3. Credentialing and Privileging Credentialing and privileging is to be done in accordance with the provisions of VHA Handbook 1100.19 https://www.va.gov/vhapublications/publications.cfm?Pub=2 . The contractor is responsible to ensure that proposed provider(s) possesses the requisite credentials enabling the granting of privileges. No services shall be provided by any contractor’s provider(s) prior to obtaining approval by the (Minneapolis VAHCS) Professional Standards Board, Medical Executive Board and Medical Center Director.

2.1.4. If a contractor’s provider(s) are not credentialed and privileged or has credentials/privileges suspended or revoked, the contractor shall furnish an acceptable substitute without any additional cost to the government.

2.1.5. Credentialing of Health Care Professionals other than physicians. In accordance with VHA Directive 2012-030 https://www.va.gov/vhapublications/publications.cfm?pub=1&order=asc&orderby=pub_ Number, all health care professional who claim licensure, certification, or registration, as applicable to the position (this applies to all who are appointed or utilized on a full-time, part-time, intermittent, consultant , without compensation, on-station fee-basis, on-station contract, or on-station sharing agreement basis) and who are not currently credentialed in accordance with VHA Handbook 1100.19 https://www.va.gov/vhapublications/publications.cfm?Pub=2, must be credentialed in accordance with this directive. NOTE: The credentialing requirements are found in Attachment A of this Directive.

2.1.6. Technical Proficiency - Contractor’s physicist(s) shall be technically proficient in the area of medical health physics, and Radiation Safety Officer. Personnel must also have Radiation safety officer experience in Hospital Medical Physics and be familiar with North Dakota, Minnesota, and VA regulations. The personnel will be identified in the proposal and shall be considered key personnel as essential for the successful completion of the work performed. Any changes to the assignment of personnel must be communicated to the Contracting Officer’s Representative (COR) and Imaging Supervisor at least 20 days before new personnel will visit the FVAHCS. Completion of training in Regulatory and Safety compliance in Nuclear Medicine.

https://www.va.gov/vhapublications/publications.cfm?Pub=2 https://www.va.gov/vhapublications/publications.cfm?pub=1&order=asc&orderby=pub_Number https://www.va.gov/vhapublications/publications.cfm?pub=1&order=asc&orderby=pub_Number https://www.va.gov/vhapublications/publications.cfm?Pub=2

2.1.7. Continuing Medical Education (CME)/ Certified Education Unit (CEU) Requirements:

Contractor shall provide the COR copies of current CMEs as required or requested by the Fargo VA Health Care System. Contractor’s registered or certified by national/medical associations shall continue to meet the minimum standards for CME to remain current.

These documents are required for initial and renewal privileging. Failure to provide shall result in loss of privileges.

2.1.8. Training (ACLS, BLS, EHR and VA MANDATORY): Contractor shall meet all VA educational requirements and mandatory course requirements defined herein; all training must be completed by the contractor’s physicist(s) as required by the VA. Other training may become required. VA will communicate any changes to the training requirement to the contractor.

Training Frequency Annual Hours

VA Privacy and Information Security Awareness and Rules of Behavior – TMS course # 10176

Once a Year 1 hour

Mandatory Training for Transient Clinical Staff – TMS course # 20152

Once a Year 1.5 hours

Additional training may be required per VHA or Medical Center directives Unknown Unknown

2.1.9. Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests within five (5) calendar days after contract award and prior to the first duty shift to the COR and Contracting Officer. Tests shall be current within the past year.

2.1.9.1. TUBERCULOSIS TESTING: Contractor shall provide proof of a negative Tuberculosis Skin Test (TST) or interferon-gamma release assays (IGRA) for all Contractor’s physicist (s) {This is applicable to all health care workers}. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive TST or IGRA results. The TST or IGRA testing shall be repeated annually.

2.1.9.2. INFLUENZA: Contractors shall provide proof that all Contractor physicists have received the annual Influenza vaccine unless it is contraindicated. If the Contractor physicist has a medical contraindication to the vaccine, they shall be required to wear a mask during the Influenza season. {This is applicable to all health care workers}.

2.1.9.3. MEASLES, MUMPS, & RUBELLA TESTING: Contractors shall provide proof of immunity for all Contractor physicians {This is applicable to all health care workers}.

2.1.9.4. VARICELLA: Contractors shall provide proof of immunity for all Contractor physicians {This is applicable to all health care workers}.

2.1.9.5. ACELLULAR PERTUSSIS: Contractors shall provide proof of 1 dose of Tdap vaccination for all Contractor physicians {This is applicable to all health care workers}.

2.1.9.6. OSHA REGULATION CONCERNING OCCUPATIONAL EXPOSURE TO BLOODBORNE

PATHOGENS: Contractor shall provide evidence of completing and passing generic self-study blood-borne pathogen training for all Contractor’s physician (s) {This is applicable to all health care workers}; provide their own Hepatitis B vaccination series and hepatitis B surface antigen test results following the hepatitis B vaccination series; maintain an exposure determination and control plan; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident.

2.1.9.7. The VAMC shall notify the Contractor of any significant communicable disease exposures as appropriate. Contractor shall adhere to current CDC/HICPAC Guideline for Infection Control in health care personnel (as published in American Journal for Infection Control- AJIC 1998; 26:289-354 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf) for disease control. Contractor shall provide follow up documentation of clearance to return to the workplace prior to their return.

2.1.10. Conflict of Interest: The Contractor and all Contractor’s physicist(s) are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of proposal and during the entirety of contract performance. At the time of proposal, the Contractor shall provide a statement which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided. The Contractor shall also provide statements containing the same information for any identified consultants or subcontractors who shall provide services. The Contractor must also provide relevant facts that show how it’s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest. These statements shall be in response to the VAAR provision 852.209-70 Organizational Conflicts of Interest (Jan 2008) and fully outlined in response to the subject attachment in Section D of the solicitation document.

2.1.11. Citizenship related Requirements:

2.1.11.1. The Contractor certifies that the Contractor shall comply with 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;

2.1.11.2. 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.

http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf

2.1.11.3. 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.

2.1.11.4. 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.

2.1.11.5. 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.

2.2. Clinical/Professional Performance: The qualifications of Contractor personnel are subject to review by VA Medical Center COS or his/her clinical designee and approval by the Medical Center Director as provided in VHA Directive 1105 https://www.va.gov/vhapublications/publications.cfm?Pub=1. Clinical/Professional performance monitoring and review of all clinical personnel covered by this contract will be provided by the Imaging Supervisor, Imaging COS or his designee. A clinical COR may be appointed, however, only the CO is authorized to consider any contract modification request and/or make changes to the contract during the administration of the resultant contract.

2.3. Non- Personal Healthcare Services: The parties agree that the Contractor and all Contractor’s physicist(s) shall not be considered VA employees for any purpose.

2.4. 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.

2.5. Inherent Government Functions: Contractor and Contractor’s physicist 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.

2.6. No Employee status: The Contractor shall be responsible for protecting furnishing services. To carry out this responsibility, the Contractor shall provide or certify that the following is provided for all their staff providing services under the resultant contract:

2.6.1. Workers’ compensation

https://www.va.gov/vhapublications/publications.cfm?Pub=1

2.6.2. Professional liability insurance

2.6.3. Health examinations

2.6.4. Income tax withholding, and

2.6.5. Social security payments.

2.7. Tort Liability: Any settlement or judgment arising from a Contractor’s action or non-action shall be the responsibility of the Contractor and/or insurance carrier.

2.8. Key Personnel:

2.8.1. The VA Full Time Equivalency (FTE) for the services required is 1.0 FTE. FTE is defined by VA as a minimum of 40 hours every two weeks and does not include holidays.

2.8.2. The minimum number of Board-Certified physicists required to provide coverage daily is 1 as defined in paragraph Hours of Operation in this section.

2.8.3. The Contractor shall be responsible for providing coverage to the VA during periods of vacancies of the Contractor’s personnel due to sick leave, personal leave, vacations and additional coverage as required. In the event a scheduled physicist is unable to complete an assigned shift, the contractor shall provide replacement physicist coverage within 2 hours and notify the Contracting Office Representative (COR) at the Fargo VA Health Care System immediately of the schedule change.

2.8.4. Personnel Substitutions: During the first ninety (90) calendar days of performance, the

Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death or termination of employment. The Contractor shall notify the CO, in writing, within 15 calendar day (s) after the occurrence of any of these events and provide the information required below. After 90 days, the Contractor shall submit the information required below to the CO at least 15 calendar days prior to making any permanent substitutions.

2.8.4.1. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the CO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The CO will notify the Contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel.

2.8.4.2. For temporary substitutions where the key person shall not be reporting to work for three 3 consecutive workdays or more, the Contractor shall provide a qualified replacement for the key person. The substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure as stated above.

2.8.4.3. The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility.

Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. Should the VA Imaging COS, supervisor or designee show documented clinical problems or continual unprofessional behavior/actions with any Contractor’s physicist (s), s/he may request, without cause, immediate replacement of said Contractor’s physicist (s). The CO and COR shall deal with issues raised concerning Contractor’s physicist (s) conduct. The final arbiter on questions of acceptability is the CO.

2.8.4.4. Contingency Plan: Because continuity of care and requirements of radioisotope licensure requirements as described in VHA Directive 1105 and 1129 https://www.va.gov/vhapublications/publications.cfm?pub=1&order=asc&orderby= pub_Number, it is an essential part of FVAHCS medical services, the Contractor shall have a contingency plan in place to be utilized if the Contractor’s physicist (s) leaves Contractor’s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract.

2.8.4.5. Change of times or dates of survey visits must be coordinated with the Imaging department at least two weeks in advance.

2.8.4.6. Provide written report of completed audits/surveys to Imaging Supervisor or designee within thirty (30) working days of performance of the survey.

3. HOURS OF OPERATION:

3.1. VA Business Hours regular administrative working hours: 8:00 am – 4:30 pm Monday through

Friday, excluding Federal Holidays. There may be times when the Contractor could be needed to work after regular working hours.

3.2. Provision of 24 hours a day, on-call services a day, 7 days a week.

3.2.1. Certified Health Physicist or Medical Physicist (Radiation safety officer) shall respond to emergency situations within one (1) hour by phone and on-site within 4 hours based on severity of the event or disaster. 10 CFR 30.50 Reporting Requirements NRC.

3.2.2. Physicist must be approved on Radiation Materials License by National Health Physics Program.

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

• New Year’s Day

• President’s Day

• Martin Luther King’s Birthday

• Memorial Day

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving https://www.va.gov/vhapublications/publications.cfm?pub=1&order=asc&orderby=pub_Number

• Christmas

• Any day specifically declared to be a national holiday.

3.3.1. Any other day specifically declared by the President of the United States to be a Federal

Holiday.

4. CONTRACTOR RESPONSIBILITIES:

4.1. Clinical Personnel Required: The Contractor shall provide Contractor’s physicist(s) who are competent, qualified per this performance work statement and adequately trained to perform assigned duties.

4.2. Standards of Scope of Practice: The Contractor’s physicist(s)’ care shall cover the range medical physicist services scope of practice as outline by the American Association of Physicist in Medicine (AAPM). The essential responsibility of the Qualified Medical Physicist's clinical practice is to assure the safe and effective delivery of radiation to achieve a diagnostic or therapeutic result as prescribed in patient care. The medical physicist performs or supervises the technical aspects of procedures necessary to achieve this objective.

4.3. The standard of practice shall be of a quality, meeting or exceeding current recognized national standards as established by:

4.3.1. The American College of Radiology (ACR) and follow the standards and guidelines set forth by ACR:

http://www.acr.org/Quality-Safety/Standards-Guidelines/Technical-Standards-by- Modality/Medical-Physics

4.3.2. The professional standards of the Joint Commission (TJC) http://www.jointcommission.org/standards_information/hap_requirements.aspx

4.3.3. The American Association of Physicist in Medicine (AAPM) scope of Practice:

The responsibilities of the medical physicist include: protection of the patient and others from potentially harmful or excessive radiation; establishment of adequate protocols to ensure accurate patient dosimetry; the measurement and characterization of radiation;

the determination of delivered dose; advancement of procedures necessary to ensure image quality; development and direction of quality assurance programs; and assistance to other health care professionals in optimizing the balance between the beneficial and deleterious effects of radiation; and compliance with applicable federal and state regulations.

https://w3.aapm.org/media/index.php#scope

4.3.4. The standards of the American Hospital Association (AHA) http://www.hpoe.org/resources?show=100&type=8 and;

4.3.5. The requirements contained in this PWS regarding RSO responsibilities and providing oversite

4.3.6. Implement and oversee the operational aspects of the Radiation Protection Program

(RPP)

http://www.acr.org/Quality-Safety/Standards-Guidelines/Technical-Standards-by-Modality/Medical-Physics http://www.acr.org/Quality-Safety/Standards-Guidelines/Technical-Standards-by-Modality/Medical-Physics http://www.jointcommission.org/standards_information/hap_requirements.aspx https://w3.aapm.org/media/index.php#scope http://www.hpoe.org/resources?show=100&type=8

4.3.7. Ensure (for the licensee) that radiation safety activities, procedures and policies are being performed in accordance with federal and state regulations.

4.3.8. Ensure quality control programs are working effectively and follow the local, state, national regulations.

4.3.9. Ensure local guidelines and policies for the safe, effective use of these modalities are established by the Health Care System’s Radiation Safety Committee and the RSO.

4.3.10. Review and approve (with licensee management) RPP changes before implementation

4.3.11. Help identify and investigate radiation safety problems

4.3.12. Initiate, recommend, or provide corrective actions for identified safety problems

4.3.13. Verify implementation of corrective actions

4.3.14. Stop operations identified as unsafe

4.3.15. Notify management of radiation safety problems, unsafe operations, and corrective actions

4.3.16. Attend Radiation Safety Committee (RSC) meetings and make recommendations if needed

4.3.17. Perform as a liaison between the RSC and the users of ionizing radiation

4.3.18. Function as a liaison between the licensee (FVAHCS) and the regulatory agencies

4.3.19. Be available for contact by facility staff per regulations and license conditions

4.3.20. Sign semiannual sealed-source leak tests and inventories of sealed sources per regulation.

4.3.21. Attend Quarterly Radiation Safety Committee meetings; ensuring that appropriate documentation is executed and available. RSO will provide a summary of major activities/tasks performed, including recommended corrective actions and consultations.

4.3.22. Provide Emergency Disaster coverage to the local facility regarding Radiologic events.

4.3.23. Inventory radioactive material, survey meters fixed/portable diagnostic & therapeutic x-ray devices and ensures that quality controls are implemented including periodic surveys for exposure, calibration, linearity studies, sealed source leak testing, safety equipment, storage, and timely removal of contamination.

4.3.24. Coordinate with the FVAHCS contracted radiation physics group to assure annual hazard testing, and newly installed equipment and shielding acceptance testing is performed.

This includes review of testing results and implementation of any corrections and/or recommendations.

4.3.25. Communicate with the facility ACOS (Acting Chief of Staff) for Imaging, Imaging Supervisor, and RSO Assistant

4.3.26. Manage U.S. Nuclear Regulatory (NRC)/VHA Materials Permit as amended for receipt, location, possession, use, storage, and transfer of radioactive material. Preparing Permit applications, amendments, correspondence, and timely responses for signature to NRC and VHA-NHPP as needed, in accordance with all regulations.

4.3.27. Facilitates dosimetry program for a National Voluntary Laboratory Accreditation Program

(NVLAP) certified vendor for occupational exposure to ionizing radiation including monthly additions, collection, evaluation, reporting, distribution, and deletion of personal monitoring devices. Provides oversight of the personnel monitoring program and eliminating/reducing or controlling exposure to radiation hazards.

4.3.28. Enforces policies and procedures for the safe use of radioactive material in restricted areas including baseline, equipment, training, surveys, and close-out of restricted areas in Medical Research, Nuclear Medicine, and Nursing Services for use of therapeutic administration of radiopharmaceuticals requiring a written directive.

4.3.29. Provide instruction and consultation to personnel in Nuclear Medicine, Imaging, and support services who work or frequent nearby restricted areas where ionizing radiation, radiopharmaceuticals, or use of radioactive materials is authorized.

4.3.30. Conduct onsite Annual Imaging Audits of the Imaging department: general x-ray, DEXA, CT, and Nuclear Medicine to include the VA radiation audit for quality control, and quality assurance

4.3.31. Participate onsite facility Emergency Disaster events involving Radiologic emergency events.

4.3.32. Provide onsite guidance and supervision of federal, state regulations during a facility Emergency Disaster involving Radiologic materials or Radiologic events.

4.4. RSO DUTY SPECIFICATIONS:

4.4.1. Action or Trigger Levels

4.4.1.1. Establish investigation levels for:

4.4.1.1.1. Personnel exposures

4.4.1.1.2. Area surveys: dose rate and contamination

4.4.1.1.3. Types and amounts of radioactivity are secured and accounted from unauthorized user or misappropriation

4.4.2. As Low as Reasonably Achievable (ALARA)

4.4.2.1. Enforce the ALARA regulatory/license requirements

4.4.2.2. Inform/instruct workers of licensee/management commitment to ALARA

4.4.2.3. Investigate deviations from ALARA practices for cause, and implement changes

4.4.3. Audits/Reports/Reviews

4.4.3.1. Review (at least annually) the RPP content and implementation with management.

Onsite Annual Imaging Audits of the Imaging Department: general x-ray, DEXA Scan, CT Scan, and Nuclear Medicine to include the VA radiation audit for quality control, and quality assurance.

4.4.3.2. Audit (at least semiannually) the RPP and the ALARA program; document and report result to management

4.4.3.3. Review quarterly occupational doses and prepares a summary report including individuals exceeding trigger levels and regulatory limits

4.4.3.4. Review doses to members of the public and prepare a summary report

4.4.3.5. Review quarterly dose rate and contamination survey results and prepare a summary report

4.4.3.6. Audit (at least annually) the adequacy of procedures for preventing medical events;

including, written directive compliance and patient identification for Nuclear Medicine, and entire Imaging department.

4.4.3.7. Review incidents involving ionizing radiation with respect to cause and subsequent actions taken

4.4.3.8. Report incidents as required by regulation, including:

4.4.3.8.1. Doses, radiation levels, or concentrations of radioactive materials exceeding a constraint or limit individuals of exceeding the regulatory dose limits

4.4.3.8.2. Leaking source

4.4.3.9. Report and notification of a medical event per regulation

4.4.3.10. Report and notification of an unintended dose to an embryo/fetus or a nursing child that exceeds the regulatory limits

4.4.3.11. Theft or loss of licensed materials

4.4.3.12. Annually review and update of the EPA’s National Emission Standards for Hazardous Air Pollutants (NESHAPs), if required.

4.4.3.13. Annually review and update of the Fluoroscopy Safety Program including ALARA, shielding surveys, inventories, and equipment, calibration, and performance testing, quality management

4.4.3.14. Program; policies, procedure and written directives

4.4.3.15. Annually review and update of OIG checklist on quality control, quality assurance

4.4.3.16. Annual onsite safety audit of surgery department radiation practices

4.4.3.17. Attend quarterly Radiation Safety…