H958--Radiation Calibration Services

Sources Sought

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 (SDVOSB), Veteran Owned Small Businesses (VOSB), any other Small Businesses interested and capable of providing items requested, as well as any large businesses. The results from this source sought notice will be used to determine sources and set-aside.

The intended contract is a firm-fixed price supply purchase, and a local area set-aside is preferred.

The SBA Non-Manufacturer Rule is not applicable.

The Department of Veterans Affairs, NCO20 is looking for Radiation Calibration Services for the following:

Equipment/Site Table

Equipment Item Type

Seattle VAMC

American Lake VAMC

Mt. Vernon

CBOC

Totals

Radiographic

8

2

1

11

Flouroscopic

10

10

Portables

4

4

C-Arms

8

1

9

Mini C

2

1

3

Dexa

2

1

3

Intraoral dental

11

12

3

26

Pano/Cone dental

1

1

1

3

CT

7

1

8

Linac

2

2

PET

2

2

Nuc Med Cameras/SPECT

3

3

MRI

2

2

MRI trailer

1

1

Location Addresses

Seattle VAMC: 1660 South Columbian Way, Seattle, WA 98108

American Lake VAMC: 9600 Veterans Drive, Tacoma, WA 98493

Mount Vernon CBOC: 307 S. 13th St Ste 200, Mount Vernon, WA 98274

Statement of Work:

Background

The Seattle VA Medical Center (VAPSHCS) requires labor to perform the annual calibration Verification of X-ray equipment located at the Seattle VA, American Lake VA, and Mt Vernon CBOC.

Scope

All work is to be performed onsite at the location of the xray equipment. Sites include Seattle campus, American lake campus, and Mt Vernon CBOC. The equipment to be tested includes X- rays, CT scanners, C-arms, gamma cameras, and MRIs. Testing will include radiation safety tests and annual equipment performance evaluations.

Specific Tasks

General Requirements:

Vendor must provide annual survey services to meet annual requirement of ionizing radiology equipment, nuclear medicine equipment, CT, MRI, etc. per ACR and other radiological CFRC, and other radiological regulatory agencies.

Vendor must provide their own test equipment. Test equipment must be calibrated or certified to NIST and other relevant standards and regulations. Calibration certificates must still be valid, and not be expired.

Reports documenting the data, results and recommended corrective action for each modality at each facility will be provided to the Imaging Department with additional copies available upon request at no additional cost.

At no extra charge, vendor must provide documented experience for the Seattle VA RSO (Radiation Safety Officer) in the clinical CT environment in conducting at least 10 CT performance evaluations under the direct supervision of a board-certified medical physicist. This is to meet Joint Commission standard HR.01.02.05 c20. In addition, the vendor must provide documented experience for the RSO in Rad/Flouro, Dental Xray, C-Arms, Angiography suites, Portable xray units, and MRI surveys.

E. Vendor must collaborate with the Seattle VA Medical Center RSO to discuss, plan, improve, and implement our Quality Control and Quality Assurance programs for CT and MRI as required by the Joint Commission.

Xray testing includes, but may not be limited to:

Integrity of Unit Assembly

Collimation and Radiation Beam Alignment

kVp Accuracy

kVp Reproducibility

mA / mAs Linearity

Exposure Reproducibility

Exposure Timer Accuracy

Exposure Timer Reproducibility

Beam Quality Assessment (Half-Value Layer)

Equipment Radiation Safety Functions

Fluoroscopic Low Contrast Resolution

Fluoroscopic High Contrast Resolution

Fluoroscopic AEC System Performance

Fluoroscopic Maximum Entrance Exposure Rate

CT Testing includes, but may not be limited to:

Scout Prescription and Alignment Light Accuracy

Image Thickness

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

Gantry Tilt

Spatial Distortion

CT Number Linearity

Image Noise

Scatter Radiation Survey

Clinical Protocol Review

MRI testing includes, but may not be limited to:

Table Positioning

Console Check

Center Frequency

Transmitter Gain

Geometric Accuracy

High Contrast Resolution

Low Contrast Resolution

Artifact Analysis

Magnetic Field Homogeneity

Slice Position Accuracy

Slice Thickness Accuracy

Radio Frequency Coil Checks

Soft Copy Displays

Image Uniformity and Ghosting

Inter-Slice RF Interference

Laser Printer Quality Control (if applicable)

Nuclear Medicine testing includes, but may not be limited to:

Intrinsic field uniformity

System field uniformity

Planar system spatial resolution

Relative sensitivity

Energy resolution

Maximum count rate

Overall system performance for SPECT

Physical inspection

A review of quality control procedures

Repairs.

Upon discovery of a malfunction of the system, the Contractor shall immediately notify the using Service.

Any repairs shall not be initiated until approval is obtained from the Contracting Officer and the Using Service.

If the Contractor has deemed the repairs is outside the scope of the contract, the Contractor shall notify the Contracting Officer in writing with a description of the nature of the repair within 24-hours. Repairs outside the scope of the contract shall be covered under a separate obligation or by Government Purchase Card (GPC).

Charges for repairs, labor, and parts shall originated only when required and upon approval being granted by the CO and Using Service. At the VA s option, the Contractor may be requested to provide a price quote for the repair.

Performance Monitoring

The tasks are well defined and can, therefore, be easily monitored by the Government s Facility Point of contact (POC), who shall represent the government for this process. The contractor performance will be monitored, and the work certified by the POC. The POC will assure contractor quality by routine inspections, product sampling, and monitoring of work while work is being performed.

Security Requirements

All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. The background investigation includes the following requirements: 1) Completed documentation 2) Fingerprints 3) Completion of OPM s e-QIP Questionnaire. The Contractor is required to fulfill all of the security requirements. The Contractor, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access.

The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA within 30 days.

All employees that are not properly badged, as outlined above, must be escorted at all times while at the facility.

Other Pertinent Information or Special Considerations

All work must be in accordance with all radiological requirements and standards and comply with all Joint Commission Imaging Standards.

Inspection and Acceptance Criteria.

The POC is responsible for certifying that the work done under this contract is performed to standard. The POC is also responsible to assure the inspection and acceptance of products provided incidental to services.

Place of Performance.

Work will primarily be performed at the locations identified in the location table.

Period of Performance.

Base Plus four (4) option years are being considered. Coordinate all services with the Facility POC.

Base: 08/01/2022 - 07/31/2023

Opt 1: 08/01/2023 - 07/31/2024

Opt 2: 08/01/2024 - 07/31/2025

Opt 3: 08/01/2025 - 07/31/2026

Opt 4: 08/01/2026 - 07/31/2027

10. Hours of Work.

This contract is a full-service contract to include all necessary scheduled service calls five (5) days per week, Monday through Friday, 7:00 am 4:00 pm, excluding National holidays.

Any service performed during other than normal work hours must have prior approval and coordinated with the Facility POC or CO.

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.

11. Delivery Schedule.

SOW

Task #

Deliverable Title

Format

Number

Calendar

Days After CO Start

1

Invoice for work

Contractor determined format.

1 hard copy or 1 emailed copy

Within 30 days of completion

of work.

2

Reports documenting the data, results and recommended corrective action for each modality at

each facility

Contractor Determined format.

1 hard copy or 1 emailed copy

Within 30 days of completion of work.

(End SOW)

Potential contractors shall provide, at a minimum, the following information to robert.hamilton8@va.gov.

1) Company name, address, and point of contact, phone number, e-mail address, and DUNS.

2) Please identify your company s size in comparison to the anticipated North American Industry Classification System (NAICS) code 811219 Other Electronic and Precision Equipment Repair and Maintenance. To be considered a small business your company must fewer than $22 Million in annual receipts. This notice is to determine the marketplace for this specific requirement. Please check one of the following:

[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)

[ ] yes [ ] no Veteran Owned Small Business (VOSB)

[ ] yes [ ] no Small Business Manufacturers

[ ] yes [ ] no All other Small Business (SB)

[ ] yes [ ] no Other than Small Business

3) The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought notice. 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. Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM).

4) Any Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov.

5) Any company that responds to this sources sought must be certified to perform this type of service and provide proof of such certification. Please provide a proof of certification.

6) This requirement requires all potential sources to outline how they will meet the radiological calibration requirements and adherence to all established FDA and Joint Commission Standards (attached).

7) If your company is not from the Puget Sound area, please provide how service will be performed and the timeliness requirement of the services.

8) Please provide a courtesy quote in response to this request to evaluate price reasonableness for any set-aside determination.

Responses are due by 06/22/2022 3:00 PM EST, to the Point of Contact.

Service Address:

See location table

Point of Contact:

Robert Hamilton

Contracting Officer

robert.hamilton8@va.gov

360-852-9880