Sources Sought Notice Dosimetry Badge Services-36C25626Q1323.pdf

Department of Veterans Affairs Network Contracting Office (NCO) 16

Request For Information (RFI)

SUBJECT* Dosimetry Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25626Q1323

RESPONSE DATE/TIME/ZONE 10-19-2026 13:00 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* Q522

NAICS CODE* 334513

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

POINT OF CONTACT*

Oney Kelly

Oney.kelly@va.gov

PLACE OF PERFORMANCE

ADDRESS 2002 Holcombe BLVD

Houston TX 77030

DESCRIPTION

DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS

NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter into a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the Government. Information submitted in response to this notice is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the

Government. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the Federal

Contract Opportunities website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI.

1. Title: Dosimetry Badges Service

2. Purpose: The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy (e.g., set-aside, sole source, unrestricted) for a solicitation the VA intends on issuing shortly for the following:

3. Scope: The Michael E. Debakey VA Medical Center (MEDVAMC) is requesting services as stated below in chart and SOW.

QTY EACH ITEM

1500 Monthly radiation dosimetry badges

180 TLD ring badges, monthly

2000 Quarterly badges

120 Neutron badges, quarterly

1800 Unreturned badges

100 Unreturned ring badges

300 Departmentalized series codes

1 Electronic dosimeter end user management program.

1 Electronic downloading of data capability

1 Bar code scan

660 Dose estimation of missing badges

2100 Duplicate reports

Request For Information (RFI)

36 Fetal Dose monitoring

335 Form 5 Annual

1 Emergency processing

100 Termination reports

2 Emergency Processing per Dosimeter

The anticipated Small Business Administration (SBA) size standard for the North American

Industry Classification System (NAICS) code 334513 is (employees or dollars).

3. Responses Requested: The following questions must be answered in response to this RFI.

Answers that are not provided shall be considered non-responsive to the RFI:

a. Where are the requested items/equipment manufactured?

Vendor must attach documentation of this information to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources

Sought notice

b. Are the requested items/equipment manufactured by a Small or Large business? Is the potential vendor in compliance with the Non-Manufacturer Rule (NMR)?

Vendor must attach documentation of this to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice

c. Is the Vendor an authorized distributor with access to Original Equipment Manufacturer

(OEM) parts which may be required in performance of this requirement?

The VA does not accept grey market items and therefore the Vendor must attach evidence of this access (Authorized Distributor letter) to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice.

d. Name of potential Contractor that possess the capability to fulfill this requirement.

Contractors shall also provide the following:

Point(s) of contact name: _______________________________________________

Address: ___________________________________________________

Telephone number: ___________________________________________

Email address: _______________________________________________

Company's business size: ________________________________________________

Data Universal Numbering System (DUNS) #: _______________________________

Request For Information (RFI)

e. Is your company considered a small business concern, SB, SDVOSB, VOSB, HUBZone, or

8A concern, with the requisite NAICS code?

• Please provide proof of qualifications.

f. Is your company available under any Government Wide Agency Contract (GWAC), General

Services Administration (GSA) Schedule, Indefinite Delivery Indefinite Quantity (IDIQ), and/or

Blanket Purchase Agreement (BPA)?

If so, please identify the contract number for the Government to review as part of this

Market Research.

4. Opportunity/Market Pricing: The MEDVAMC is seeking information from potential vendors on their ability to provide the required items/equipment. THIS IS A SOURCES

SOUGHT REQUEST FOR INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this RFI in order to assist the MEDVAMC in determining potential levels of competition and general market pricing available in the industry. Therefore, vendors are requested to submit estimated market research pricing along with their responses to the above. The estimated pricing will be considered when determining the procurement strategy for the forthcoming solicitation.

5. Instructions and Response Guidelines: Questions regarding this RFI shall be submitted no later than 10:00 am (CST), October 12, 2026 via email to Oney.kelly@va.gov

RFI responses are due by 13:00 (CST), Monday, October 19, 2026; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to

Oney.kelly@va.gov the subject line shall read: MEDVAMC Dosimetry Badges Service. NO

SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 3(a)

- 3(f).

Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI. Information provided will be used solely by MEDVAMC as “Market Research” and will not be released outside of the MEDVAMC Purchasing and Contract Team.

7. Contact Information:

Oney Kelly

Oney.kelly@va.gov

Your response to this notice is greatly appreciated!

mailto:Oney.kelly@va.gov

STATEMENT OF WORK

I. Purpose

The Department of Veterans Affairs, Michael E. DeBakey VAMC, 2002 Holcomb Blvd, Houston, TX 77030 requires a National Voluntary Laboratory Accreditation Program

(NVLAP) accredited dosimetry company to provide dosimetry devices and dosimetry service as outlined herein. The company shall provide specific personnel dosimeters for employees located at Michael E. DeBakey VAMC. A “personnel dosimeter” is an individual monitoring device that requires processing to determine the radiation dose and that is used Medical Center to comply with 10 CFR § 20.1201, Occupational dose limits for adults and other applicable provisions of Title 10 Chapter 20.

II. Scope and Classification:

A. Scope: The personnel dosimetry devices covered by this specification shall detect, measure, and, where necessary, discriminate between beta, gamma, x-ray, and neutron radiation. Vendor services shall include shipping badges each wear period, analyzing exposed badges, reporting analysis results, and archival storage of exposures.

B. Classification: The personnel dosimeters covered by this specification shall be of the following types:

1. Type I--clip-on whole-body type

2. Type II--ring type

III. Period of Performance:

A. The period of performance shall be 5 years from the commencement of the contract, January 1, 2027. The performance will be as follows:

1. Base Year 1 January 2027 - 31 December 2027

2. Option Year I 1 January 2028 - 31 December 2028

3. Option Year II 1 January 2029 - 31 December 2029

4. Option Year III 1 January 2030 - 31 December 2030

5. Option Year IV 1 January 2031 - 31 December 2031

IV. Applicable Specifications and Standards:

A. The vendor will include the name of the physicist responsible for the technical aspects of the work being performed. The Physicist must be available for consultation and/or advice concerning personnel dosimetry devices supplied to this facility. must be available for consultation and/or advice concerning personnel dosimetry devices supplied to this facility.

B. Service provided shall be in accordance with specifications by the Michael E.

DeBakey VA Medical Center.

C. The vendor shall have capabilities to offer the VA same day pick-up and/or delivery of rush orders, emergency same-day processing, reporting and assistance or consultation, immediate update of personnel records, easy spare badge assignment, fast access and easy browsing of vital data, bar-code scanning for fast processing of dosimeters, quick retrieval of information on unreturned dosimeters, termination summaries for departing personnel, and control dosimeters in all shipments.

V. Components:

A. Type I badge must be clip-on type which may be affixed easily and firmly to articles of clothing without perforating. Badge must be constructed of high impact plastic and must contain filters necessary to allow determination of the energy range to which the badge was exposed.

B. Type II badge must be ring-type design constructed of high impact plastic with a choice of sizes--small, medium and large. It shall be durable enough to withstand virtually any environment, including scrub procedures and cold sterilization. Each ring badge shall be individually identified with a laser-etched identification that cannot wash off, fade, peel, smear, or fall off. Ring badges must be highest efficiency dosimeter of

100% thermos luminescent grade with no binder.

C. Badges shall be identified by the first date of the badge use period, wearer name, wearer number, account number, and series code. Vendor shall provide a level of security that ensures error-free identification of badge with the wearer. Automatic reader processing of the dosimeters, which eliminates the possibility of any handling problems that may occur, shall be utilized.

D. Badges must have a minimum exposure range of 10-3 to 105 R for whole body badges, a range of 10-2 to 105 R for ring badges and must be dose rate independent up to at least 2 x 108 R per second for whole body and fetal badges.

VI. Reporting:

A. The results of badge readings shall be recorded against the serial number of each badge with each series on a separate form. The reports shall include complete data for periods of reporting, as well as participants' numbers and names. Reports shall also include a separate listing of deep dose equivalent, lens dose equivalent, and shallow dose equivalent for each individual and a cumulative total of exposure for the current wear period for each type of exposure.

B. The vendor shall make available duplicate reports containing all the above information. The vendor shall also make available monthly, quarterly, annual, and termination reports, with each individual on a separate report. These reports shall be similar in format to NRC Form 5, Occupational Dose Record for a Monitoring Period

(URL: https://www.nrc.gov/docs/ML1308/ML13083A017.pdf)

C. At the request of Radiation Safety, the vendor shall perform calculations (such as the

Webster calculation) to convert measured dose equivalents to effective dose equivalents

(EDE). The EDE will then be reported for those participants for whom it is requested.

D. Upon receipt of the badges by the vendor, reports shall be mailed within ten days.

Same day emergency processing shall be available when necessary.

F. The vendor shall notify this facility within twenty-four (24) hours when a monthly exposure exceeds 400 millirem or a quarterly or bimonthly exposure exceeds 1.0 rem.

Cost in connection with notification shall be borne by the vendor.

G. Vendor will accept, and enter into appropriate cumulative dose records, any amendments to dose records which are presented in writing or by internet link by the

Radiation Safety Officer of this facility.

VII. Computer Access:

A. Vendor shall provide direct interactive on-line computer access to customer's records by way of the internet that will expedite the maintenance of badge account records. The internet link will enable the user to browse participant records, add or delete participants, assign spare badges, add previous exposure history, and receive termination summaries. This system shall provide analysis of data using numerical as well as graphical means and assistance in the examination and calculation of radiation exposure. All manuals and instructions, which clearly outline the operation of this service, shall be supplied to the VA.

B. A bar-coding system shall be provided for optical scanning of badges in conjunction with the on-line computer access system. This coding system will be designed so as to allow rapid and simple administrative handling of the badges.

C. Vendor shall provide on-line tracking and reports on dosimeter return compliance, as low as reasonably achievable (ALARA) performance, year to date performance, unused dosimeters, and dose analysis

VIII. Bidder's Qualifications: Bids will be considered only from vendors who are NVLAP certified, established in the business of radiation dosimetry and are, in the judgment of the contracting officer, financially responsible and able to show evidence of their reliability, accuracy, experience, facilities, equipment and personnel directly employed or supervised by them to render prompt and satisfactory service.

IX. Guarantee:

The vendor guarantees the equipment against defective material, workmanship and performance for the period of usage; said guarantees to run from date of acceptance of the equipment by the government. The vendor agrees to furnish, without cost to the VA, replacement of all parts and material which are found to be defective during the guarantee period, at the point of destination. Cost of replacement shall be borne by the vendor.

X. Orders:

The representatives of the contracting officer will place all orders for services. Services to be rendered will be as directed by the representative of the contracting officer and any changes must receive concurrence of that office.

XI. Delivery:

A. After award date, the VA will specify quantities, participants and types of badges for each shipment. The vendor will deliver to the VA all badges ordered at least ten (10) days prior to the first date of use. Each lot of badges shipped to this station will include at least one control badge for each series or a master control badge for all series, at no charge. These controls will be returned to the vendor with each shipment of exposed badges and used to subtract any radiation exposure incurred during transit and/or handling.

B. Labels--caution labels shall be furnished by the vendor to be placed on the outside of the VA's shipping containers for badges being returned to vendor for reading. These labels must be in bold letters and, at a minimum, contain the words "CAUTION - DO

NOT X-RAY."

C. Packing list--each shipment of badges to the VA shall include a packing list which identifies participants and controls included in the shipment.

D. Payments--payments shall be processed QUARTERLY, in arrears, upon receipt of a properly prepared invoice.

(End of Statement of Work)