H165--radiation physicist service - POP 04/01/2025 - 03/31/2026 sources sought notice modification

**This Modification to Previous Notification is to correct the location of services listed in the SOW section of the Sources Sought Notice. The location is the Southern Arizona VA Healthcare System (SAVAHCS), Tucson VA Medical Center (VAMC), located at 3601 S 6th Avenue, Tucson, AZ 85723-0001.

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to the Sources Sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) Unique Entity ID (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

Southern Arizona VA Healthcare System (SAVAHCS) located at 3601 S 6th Avenue, Tucson, AZ 85723-0001 is seeking a potential qualified contractor that can provide radiation physicist services, as described in the Statement of Work (SOW).

Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to the Sources Sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 541990 ($19.5 Million).

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov. Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the SBA Veteran Small Business Certification (VetCert) Registry located at https://veterans.certify.sba.gov. All interested Offerors should submit information by e-mail to Norman.Napper-Rogers@va.gov. All information submissions to be marked Attn: Norman Napper-Rogers, Contracting Officer and should be received no later than 10:00 AM MST on January 31, 2025.

A.1 STATEMENT OF WORK (SOW)

Contract Title

Radiation Physicist Services.

Background

The Southern Arizona VA Healthcare System (SAVAHCS) is in need of a contractor to provide on-site Radiation Physicist Services for the Tucson VA Medical Center (VAMC) located at 3601 S 6th Avenue, Tucson, AZ 85723-0001. The Contractor shall comply with this Statement of Work (SOW), all VA, local, state, and Federal policies, and regulations.

Objective

The objective of this service contract is to have a contractor to provide all labor, materials, supplies, tools, equipment, parts, software (needed for the general operation of the equipment), travel, ICRA Barriers, supervisors, and qualified personnel to provide on-site Radiation Physicist services for the Department of Veterans Affairs (VA), Southern Arizona VA Health Care System (SAVAHCS), in accordance with the terms and conditions stated herein.

Scope

Mandatory Services:

Perform radiation protection surveys within VISN 22 to ensure compliance with the current NRC, VHA, ACR, TJC, and MQSA requirements. Change of times or dates must be coordinated with the above-mentioned department at least one week in advance. Provide written report of results to Diagnostic Imaging Service/RSO within five (5) working days of performance of the survey.

Consult with RSO on radiation exposure records throughout VISN 22, including Nuclear Medicine Service, Diagnostic Imaging Service, and ancillary services which have radiation workers and provide appropriate recommendation to reduce exposure to ALARA. Provide results to Diagnostic Imaging Service and RSO within five (5) working days after review. To include initial testing of new and replacement x-ray imaging equipment, prior to first clinical use, as well as testing after repairs that may affect X-ray output or image quality.

Perform radiation safety inspections on all imaging equipment providing final reports to Diagnostic Imaging Service/RSO within 5 days of completion of survey.

Provide consultation for additional services as needed, i.e.., safety training.

Review CT protocol optimization once a year.

Provide shielding design calculations for each new or replacement x-ray imaging system. The calculations for each shall conform to NCRP Report No. 147 or, for dental units, NCRP Report 145 and shall be documented in a written report, which includes a to-scale diagram showing adjacent areas.

Establish a skin dose program

Consult with SAVAHCS RSO about CT, RT, Fluoroscopy, PET/CT, MRI and any program dealing with imaging at SAVAHCS for all applicable services during each site visit.

Evaluate technical QA/QC program (technique charts, repeat/reject analysis, monitoring, monitoring of exposure indices to radiographic image receptors, QA program for display monitors, QA of CT, monitoring of dose metrics from fluoroscopy studies) annually.

The contractor shall comply with all State and Federal rules, laws and regulations and maintain compliance with OSHA, The Joint Commission (TJC), ACR, FDA, and MQSA.

The contractor shall ensure referenced equipment meets VHA, NRC, and JC compliance and all Federal and State rules, regulations and laws.

Radiation Survey:

Contractor shall conduct quality control surveys and certifications of the radiographic equipment listed below. The Contractor shall ensure the radiographic equipment s compliance with applicable federal and state regulatory requirements, and shall include, but not be limited to, monitoring the following basic performance characteristics:

All stationary, and mobile x-ray radiographic units, including dental units:

kV accuracy and reproducibility

Beam quality assessment (HVL)

Linearity of output as a function of mA and /or mAs

X-Ray Output

Tube Head leakage

Focal Spot Size

Scatter Radiation

Timer Accuracy

Reproducibility

Automatic exposure control performance

Entrance exposures for a phantom representing a standard patient and comparison to diagnostic reference levels

Collimation and beam alignment

Entrance Exposure Rate

Evaluation of grids for mobile radiographic units

Artifact Evaluation

For DR radiographic systems, accuracy of exposure index

CR:

Relative Sensitivity Calibration Test

Shading Test

Contrast Evaluation

Sharpness Test

Laser Jitter Test

Image Noise/Artifact Test

Primary Erasure of Imaging Plate Test

Accuracy of Measurement Tools/Scale Test

System Linearity Test

Exposure index (IEC or proprietary, e.g., S Number) Calibration

For CT Scanners:

The testing shall substantially conform to the 2012 ACR Computed Tomography Quality Control Manual, National Council of Radiation Protection (NCRP), and Veterans Health Affairs (VHA) standards. The testing of dosimetry shall include verification of the accuracy of displayed CTDIvol values.

Review of Clinical Protocols

Scout Prescriptions and alignment Light Accuracy

Image Thickness Axial Mode

Table Travel Accuracy

Radiation Beam Width

Low-Contrast Performance

Spatial Resolution

CT Number Accuracy

Artifact Evaluation

CT Number Uniformity

Dosimetry

Gray Level Performance of CT Acquisition Display Monitors

Fluoroscopes (including, Interventional Radiology/Cardiac Catherization Lab, EP Lab, and Mobile C-arms):

kVp accuracy and reproducibility

Beam Quality

Linearity

Reproducibility

Automatic exposure rate control performance

Fluoroscopy output (exposure rate or dose rate) for a phantom representing a standard patient

Fluoroscopy maximum dose rate

Collimator alignment

Safety evaluation

Cine output exposure rate or dose rate for a standard patient and maximum rate

High contrast spatial resolution

Low contrast spatial resolution

Image artifacts

Display monitor performance

Accuracy of indicated radiation doses metrics (air kerma at the reference point and KAP)

Output for a phantom representing a standard patient and maximal output shall be measured for a variety of modes (continuous and pulsed, normal and mag modes, high dose rate mode, image recording modes, etc.). These shall include modes commonly used clinically. The report shall state the modes used for each measurement. For each C-arm fluoroscope, these data shall be placed in a table suitable for the operators of the fluoroscope.

Mammography:

Ensures that facility is compliant with ACR, FDA, MQSA and VHA standards

The federal Mammography Quality Standards Act (MQSA) exempts the VA from the requirements of the act. However, Public Law 104-262 requires VHA mammography facilities to meet the basic requirements of the MQSA. The VHA requirements are contained in VHA Handbook 1105.03, Mammography Program Procedures and Standards, Documentation must be current and on site to ensure FDA/ACR compliance (CME, surveyed facilities with mammography, etc.). Inspections of digital mammography equipment must comply with the latest requirements posted on the ACR website for the manufacturer of the unit being inspected. Inspection items may include:

Mammographic Unit Assembly Evaluation

Collimation assessment

Artifact evaluation

kVp accuracy and reproducibility

Beam quality assessment HVL measurements

Evaluation of system resolution

Automatic Exposure Control (AEC) function performance

Breast entrance exposure, AEC reproducibility and average glandular dose

Radiation output rate

Phantom image quality evaluation

Signal to noise ratio and contrast to noise ratio measurements

Viewbox luminance and room illuminance

Review workstation (RWS) tests

For MRI:

Perform initial survey/inspection and yearly review of MRI unit ensuring that unit meets ACR requirements to meet accreditation by the ACR.

Magnetic field homogeneity

Geometric accuracy

Inter-slice RF interference

Slice position accuracy

High contrast resolution

RF coil performance

Volume coils signal to noise ratio

Volume coils image uniformity

Volume coils ghosting ratio

Phased array coils signal to noise ratio

Surface coils signal to noise ratio

Slice thickness accuracy

Low contrast detectability

Soft copy displays

Technologist s QC program

Site phantom inventory

Site RF coil inventory

For all BRH compliance tests, documentation of measured values used to certify compliance shall be provided.

Furnish a follow-up inspection to verify compliance of any necessary corrective action performed to correct deficiencies found.

Furnish a measured skin entrance dose (in mR or mrem) for each x-ray tube tested using typical technique for the unit under typical tests.

Furnish radiation dose rate for each mode of operation for typical prolonged fluoroscopically guided invasive procedures performed on fluoro units.

Survey shall be conducted once per calendar year with the intervals between annual inspections not to exceed 14 months as scheduled at mutually agreed upon times between the Imaging Service/RSO and the contractor. Time of inspection is to be coordinated with the Imaging Service/RSO. Any equipment that is under repair at the time of inspection shall be scheduled for a later inspection at no additional expense to the Government.

Survey Schedule:

The annual written report is to be completed and submitted during the month of September for the base and option years of the contract, if the Government exercises the renewal option period.

Quality Control:

The firm shall establish a quality control plan specifying standards of performance. The quality control plan shall be provided to the technical representative who will ensure the firm s performance achieves the standards.

Security Requirements

The C&A requirements do not apply, and Security Accreditation Package is not required.

This service does not involve Contractor connection of one or more contractor-owned IT devices (such as laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public network) therefore Information Technology (IT) Security certification and accreditation (authorization) (C&A) requirements do not apply per VA Handbook 6500.6.

Data Rights:

The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

Period of Performance

Work Hours

Normal hours of operation are Monday through Friday from 8:00 am to 4:30 pm Pacific time. All work is expected to be performed generally during normal hours of coverage unless requested or approved by the COR or his/her designee.

All work shall commence within one week after receipt of telephonic, written or verbal notification and will proceed progressively without undue delay. All work shall be performed by competent physicists, experienced and qualified to work on the specific equipment, as described in the paragraph entitled Qualified Personnel . All work performed shall be in accordance with established commercial practices.

Before commencement of work, the Contractor shall confer with the VA COR and Contracting Office to agree on a sequence of procedures; means of access to premises and building. All work performed, to include delivery of materials and equipment, shall be made with minimal interference to Government operations and personnel.

Work performed outside the normal hours of coverage must be approved by the COR or his/her designee.

All time shall be approved in advance by the Contracting Officer s Representative (COR). Allow 5-days for approval of any alternate working hours needed.

Federal Holidays

New Year s Day

January 01

Martin Luther King s Birthday

Third Monday in January

President s Day

Third Monday in February

Memorial Day

Last Monday in May

Juneteenth

June 19

Independence Day

July 04

Labor Day

First Monday in September

Columbus Day

Second Monday in October

Veterans Day

November 11

Thanksgiving Day

Fourth Thursday in November

Christmas Day

December 25

If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America.

Identification, Check-in, Parking, and Smoking Regulations

Identification

The vendor's employees shall wear visible identification at all times while on SAVAHCS premises. Contractor employees shall report to VA Police upon entry to the SAVAHCS facility to get a visitor badge. Contractor employees are required to be escorted by the COR or designee s office once on campus prior to commencement of work. During emergencies contractor personnel shall check in with SAVAHCS Police if the SAVAHCS COR or designee is not available.

All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

Parking

It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations.

Smoking

Veterans Health Administration (VHA) Directive 1085, dated March 5, 2019, provides a comprehensive smoke-free policy for patients, visitors, contractors, volunteers, and vendors, at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) health care facilities. This updated VHA directive implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities, as defined in this directive, based on scientific evidence regarding the adverse health effects of secondhand and thirdhand smoke exposures.

The Assistant Deputy Under Secretary for Health for Administrative Operations (10NA) and the Assistant Deputy Under Secretary for Health for Clinical Operations (10NC) are responsible for the contents of this directive. Questions may be referred to VHA Smoke Free: vhasmokefree@va.gov.

This VHA directive is scheduled for recertification on or before the last working day of March 2024. This VHA directive will continue to serve as national VHA policy until it is recertified or rescinded.

Weapons and Contraband

Possession of weapons or contraband is prohibited and shall be subject to arrest and termination from future performance under this contract. Enclosed containers, including tool kits, shall be subject to search. Violations of SAVAHCS regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

Safety

All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on SAVAHCS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract.

Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property.

Contractor shall comply with all applicable Federal, State, and local requirements regarding workers health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137.

Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely.

Contractor Personnel

Contractor s Program Manager

The Contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor s Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

Contractor s Employees

The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC).

Contractor Qualifications & Other Responsibilities

Contractor shall obtain all necessary licenses required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government.

The Government reserves the right to accept or reject Contractor s employee for the rendering of services. Complaints concerning Contract Personnel s performance or conduct will be dealt with by the Contractor and COR with the final decision being made by the Contracting Officer.

Insurance Coverage

The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of Arizona laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract.

The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract.

Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer.

Contractor is required to provide copies of proof of Workers Compensation and Employee Public Liability Insurance within fifteen (15) calendar days after notification of contract award.

Invoicing and Payment

Overtime & Holiday Pay

Any overtime and/or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for availability or on-call services unless otherwise provided herein.

Invoices

Payment of services rendered under this contract shall be made in arrears upon satisfactory completion of each service and receipt of a properly prepared invoice and submitted by the Contractor to the payment address specified by Contracting. Invoices shall reference the Contract Number and Purchase Order Number, Manifest Number(s), provide a complete and accurate description of services/ supplies delivered/ rendered, including dates of performance, amounts, unit prices, extended totals and any other data relevant for payment purposes.

The Government shall not authorize payment until such time that the SAVAHCS COR all properly executed and signed documentation.

No advance payments shall be authorized. Payment shall be made on a monthly arrears for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i). Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract.

Payment of invoices may be delayed if the appropriate invoices as specified in the contract are not completed and submitted as required.