H258--Aleda E. Lutz VA Medical Center Dosimeter Badges and Reports

This Sources Sought/Market Survey Notice is being conducted by Aleda E. Lutz VA Medical Center, 1500 Weiss St., Saginaw, MI 48602 to identify all sources that are capable of providing radiation badges and dosimetry services for the period of July 1, 2024 June 30, 2025 with four option years exercisable solely at the discretion of the Government in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract.

The purpose for this contract is to have a dosimetry contractor supply, process, evaluate, package, and ship dosimeters, as well as maintain records for dosimeter exposures and supply necessary reports of exposures in an efficient manner which meet all applicable regulatory requirements. The dosimetry contractor must be able to demonstrate and provide the licensing and specific requirements listed below prior to the award of the contract.

LICENSING REQUIREMENTS:

The dosimetry contractor must hold a current personnel dosimetry accreditation from the National Voluntary Laboratory Accreditation Program (NVLAP) of the National Institute of Standards and Technology (NIST) in all categories in accordance with Title 10 Code of Federal Regulations 20.1501.

The dosimetry contractor must be approved in this accreditation process for the type of radiation or radiations included in the NVLAP program that most closely approximates the type of radiation or radiations for which the individual wearing the dosimeter is monitored.

The dosimetry contractor must be able to calculate, provide and store the deep-dose equivalent to the whole body, lens of the eye dose equivalent, shallow-dose equivalent to the skin, and the shallow-dose equivalent to the extremities.

The dosimetry contractor must be able to calculate, provide and store the following information:

Committed Effective Dose Equivalent (CEDE) organ

Committed Dose Equivalent (CDE) total

Total Organ Dose Equivalent (TODE)

Total Effective Dose Equivalent (TEDE)

The dosimetry contractor must be able to store the following information:

Committed Dose Equivalent (CDE) organ

Committed Effective Dose Equivalent (CEDE) organ

Intake quantity and Radionuclide

Solubility Class

Description of Internal Deposition

The dosimetry contractor must be able to provide evidence of the following:

Maintain an in-house quality assurance program.

Minimum five years experience as a dosimetry processor/contractor.

Satisfactory performance record with NVLAP and NIST in all eight categories.

SPECIFIC REQUIREMENTS:

The dosimetry contractor must provide the following:

Aluminum oxide whole-body dosimeters that can assess x-ray, gamma and beta exposure.

Lithium fluoride thermoluminescent dosimeters (TLD) for assessing extremity exposure.

Neutron detection dosimeters that can assess fast, intermediate and thermal neutron exposure. Neutron dosimeter shall have the capacity to be integrated into aluminum oxide whole-body dosimeter that can assess x-ray, gamma and beta exposure.

Aluminum oxide whole-body dosimeters with emergency response packaging.

Master controls (dosimeters used for assessing background, transit and storage) for all types of dosimeters.

Aluminum oxide TLD environmental dosimeters.

Dosimeters will have permanent waterproof ID labels that cannot be smeared and/or removed with barcode capability.

All radiation dosimetry services must meet current 10CFR20 reporting and recording requirements.

Reports of radiation exposures must be made on NRC Form 4 and NRC Form 5 or equivalent. Reports must be provided in a hardcopy format (paper). Reports of this nature must also be provided in an electronic format to the Radiation Safety Officer.

On-line support for on-line exposure reports, shipment tracking and account maintenance transactions (i.e. dosimeter add/delete/reactivate administrative capabilities, spare badge assignments, addition of previous exposure history to current records).

On-line support shall provide unlimited access to help-line .

Absent badge reports for each wear period shall be supplied within twenty-four (24) hours within receipt of dosimeters.

Twenty-four-hour emergency dosimeter processing service upon request.

Exposure reports shall be supplied within ten (10) working days or fourteen (14) from receipt of dosimeters.

A separate fetal dosimetry monitoring program which includes cumulative totals on exposures from year to year.

As Low As Reasonably Achievable (ALARA) notification and memos for high exposures for any processed dosimeter exceeding specified ALARA trigger limits.

Termination report summaries of personnel radiation exposures shall be supplied within thirty (30) days of terminating an employee badge service. Reports of this nature shall be provided in an electronic format to the Radiation Safety Officer.

ALARA report summaries will be provided on a quarterly basis with an additional annual ALARA review summary for all monitored employees for all accounts in both an electronic and hardcopy format (paper).

Fees assessed for lost/late TLD chips will be credited upon return of the TLD chip beyond one hundred and twenty (120) days after the wear period. Charges will not be assessed for dosimeters not worn during a wear period.

Dosimeters shall be supplied seven (7) days before the beginning of any designated wear period to allow time for distribution once received.

Monthly report listing individuals who have and activity in other accounts during a reporting year. Reports shall sum each individual s exposures across all facilities for comparison with regulatory limits. Reports of this nature shall be provided in an electronic format to the Radiation Safety Officer.

Reports of dosimeters that are unreturned during a wear period shall be provided in an electronic format to the Radiation Safety Officer.

All shipments of badges will be sent to the attention of the Radiation Safety Officer.

All reports of any type will be made available to the Radiation Safety Officer. Electronic reports will have an encrypted email notification made to the Radiation Safety Officer as to availability of the report. Hard copy reports (paper) shall be specifically sent to the Radiation Safety Officer.

If this is a service your business can provide, respond to this Sources Sought by Tuesday, April 23, 2024; 3:00 P.M. Eastern time. Responses should include: (1) Business Name and Address (2) Point of Contact Name, Phone Number, and E-mail Address (3) SAM UEI and NAICS code (4) Business Size SMALL or LARGE (5) Type of Business SERVICE DISABLED VETERAN OWNED, VETERAN OWNED, 8A, HUBZone, WOMEN-OWNED etc. (6) Applicable GSA/FSS Contract Number (if applies). All businesses eligible to provide this service are encouraged to reply as this information may be used to determine potential set-asides for the above noted service. E-mail responses to: Alexis Alexander, at Alexis.Alexander1@va.gov. (Note: This is NOT A REQUEST FOR QUOTE or an announcement of a solicitation.)