Work Statement - Commissioning Services for TrueBeam Radiosurgery System.docx

STATEMENT OF WORK – Varian TrueBeam Commissioning Services

1. GENERAL: This is a non-personnel services contract to provide commissioning services for a Varian TrueBeam radiosurgery system for the Washington DC VAMC. The Government shall not exercise any supervision or control over the contract service providers performing the services herein.

2. SCOPE OF WORK: The Contractor shall provide all resources necessary for the purpose of data collection and commissioning of a Varian TrueBeam radiosurgery system at the Washington DC Veterans Affairs Medical Center (DCVAMC). The Contractor shall provide full medical physics services necessary to prepare the linear accelerator for safe patient use that is in alignment with all applicable industry standards and regulations. This shall include commission portal dosimetry, commission of an Eclipse beam model, TG-51 beam calibration, initial beam-on survey, and final survey post TG-51 Beam calibration. Work shall be scheduled in advance with the Washington DC VA Medical Center’s Biomedical Engineering and Diagnostic Imaging Services. The Contractor must perform the work during normal business hours (Monday - Friday from 8am- 5pm, excluding holidays). Dates, times, and work schedules are to be mutually agreed upon by the DCVAMC and Contractor and scheduled in advance. All work must be performed or managed by a board-certified medical physicist. Contractor shall provide all necessary credential documents if requested by the DCVAMC. All data collection is required to be reviewed and verified for accuracy. Commissioning is to be performed as per the instructions of the equipment manufacturer and the Eclipse Physics Reference Guide. The Contractor shall submit all removable media to be used on a VA system to the DCVAMC Biomedical Engineering personnel for scanning with anti-virus software prior to use on the system if applicable.

2.1 Services required:

a. Portal Dosimetry Commissioning: Must include imager isocenter calibration tests, imager detector calibration, imager dosimetry calibration, configuration of Portal Dosimetry algorithms. Head and neck and Prostate verification plans.

b. Eclipse Beam Model: Must include modeling of acquired LINAC data in accordance with Varian’s recommendations for one (1) photon and one (1) electron algorithm.

c. TG-51 output calibration: Must include Verification and Absolute Dose during Commissioning.

d. Initial Beam-on Survey: Must include neutron measurements with a calibrated Neutron meter and appropriate reporting.

e. Radiation Compliance Survey: Must be completed one Integrity (Beam on) survey is completed, post TG-51 Beam calibration and must include neutron measurements with a calibrated Neutron meter and appropriate reporting.

f. Contractor shall provide the DCVAMC with reports including data collected and detailing all measurement and results regarding the commissioning. These reports shall be sent to VHAWASbiomedservice@VA.GOV within three business days after completion of any services. Service reports shall include identifying information about the equipment, all services provided during the service visit, any issues found during the visit, the technician/engineer names of the personnel performing work, and the date service was provided.

3. PLACE OF PERFORMANCE: Washington DC VA Medical Center, 50 Irving Street NW, Washington, DC 20422.

3.1 Onsite policies: Contractor employees shall wear visible identification at all times while on the premises of the DCVAMC property. Contractor must park in the appropriate designated parking areas. Information on parking is available from the DCVAMC Police-Security Service. The DCVAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the DCVAMC. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.

4. PERIOD OF PERFORMANCE: May 1, 2024 to December 31, 2024. (Note: the installation of the TrueBeam system at the DCVAMC is scheduled to be completed in late April. Commissioning services will start after installation has been completed.)