H958--Radiation Calibration

VHAPM Part 813.106 SAP: Soliciting Competition & Evaluation of Quotations SOP Page 3 of 5

Original Date: 10/12/17

Revision 04 Date: 06/10/20

Description

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

2. This is a Request for Quote (RFQ) and the solicitation number is 36C26022Q0625. The Government anticipates awarding a firm-fixed price base plus four (4) option year service order from this solicitation.

3. This is a solicitation for Radiation Calibration services. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2023-06 effective April 26, 2022.

4. This solicitation is 100% set-aside for Service-Disabled Veteran Owned Businesses (SDVOSB). The associated North American Industrial Classification System (NAICS) code for this procurement is 811219, with a small business size standard of $22 million and the PSC is H958. All interested SDVOSBs must be verified for ownership and control pursuant to 38 CFR 74 and listed in the Vetbiz Vendor Information Pages database, https://www.vip.vetbiz.va.gov);

All interested companies shall provide quotations for this service please address all aspects of the requirement in your quote. If you are not a local, outline how your company will be able to react to any issue within the facility.

5. Equipment covered by this requirement:

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

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

0001

1.00

JB

$___________

$__________

Seattle VAMC - Contract services for a radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report.

Contract Period: Base

POP Begin: 08-01-2022

POP End: 07-31-2023

0002

1.00

JB

$___________

$__________

American Lake VAMC - Contract services for a radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report.

Contract Period: Base

POP Begin: 08-01-2022

POP End: 07-31-2023

0003

1.00

JB

$___________

$__________

Mount Vernon CBOC - Contract services for a radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report.

Contract Period: Base

POP Begin: 08-01-2022

POP End: 07-31-2023

0004

1.00

YR

$0.000000

$0.00

OPTIONAL ITEM for All VA Puget Sound Sites: Estimated contract services for a follow-up radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report. Pricing To Be Determined.

Contract Period: Base

POP Begin: 08-01-2022

POP End: 07-31-2023

1001

1.00

JB

$___________

$__________

Seattle VAMC - Contract services for a radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report.

Contract Period: Option 1

POP Begin: 08-01-2022

POP End: 07-31-2023

1002

1.00

JB

$___________

$__________

American Lake VAMC - Contract services for a radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report.

Contract Period: Option 1

POP Begin: 08-01-2022

POP End: 07-31-2023

1003

1.00

JB

$___________

$__________

Mount Vernon CBOC - Contract services for a radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report.

Contract Period: Option 1

POP Begin: 08-01-2022

POP End: 07-31-2023

1004

1.00

JB

$0.000000

$0.00

OPTIONAL ITEM for All VA Puget Sound Sites: Estimated contract services for a follow-up radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report. Pricing To Be Determined.

Contract Period: Option 1

POP Begin: 08-01-2022

POP End: 07-31-2023

2001

1.00

JB

$___________

$__________

Seattle VAMC - Contract services for a radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report.

Contract Period: Option 2

POP Begin: 08-01-2022

POP End: 07-31-2023

2002

1.00

JB

$___________

$__________

American Lake VAMC - Contract services for a radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report.

Contract Period: Option 2

POP Begin: 08-01-2022

POP End: 07-31-2023

2003

1.00

JB

$___________

$__________

Mount Vernon CBOC - Contract services for a radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report.

Contract Period: Option 2

POP Begin: 08-01-2022

POP End: 07-31-2023

2004

1.00

JB

$0.000000

$0.00

OPTIONAL ITEM for All VA Puget Sound Sites: Estimated contract services for a follow-up radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report. Pricing To Be Determined.

Contract Period: Option 2

POP Begin: 08-01-2022

POP End: 07-31-2023

3001

1.00

JB

$___________

$__________

Seattle VAMC - Contract services for a radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report.

Contract Period: Option 3

POP Begin: 08-01-2022

POP End: 07-31-2023

3002

1.00

JB

$___________

$__________

American Lake VAMC - Contract services for a radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report.

Contract Period: Option 3

POP Begin: 08-01-2022

POP End: 07-31-2023

3003

1.00

JB

$___________

$__________

Mount Vernon CBOC - Contract services for a radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report.

Contract Period: Option 3

POP Begin: 08-01-2022

POP End: 07-31-2023

3004

1.00

JB

$0.000000

$0.00

OPTIONAL ITEM for All VA Puget Sound Sites: Estimated contract services for a follow-up radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report. Pricing To Be Determined.

Contract Period: Option 3

POP Begin: 08-01-2022

POP End: 07-31-2023

4001

1.00

JB

$___________

$__________

Seattle VAMC - Contract services for a radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report.

Contract Period: Option 4

POP Begin: 08-01-2022

POP End: 07-31-2023

4002

1.00

JB

$___________

$__________

American Lake VAMC - Contract services for a radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report.

Contract Period: Option 4

POP Begin: 08-01-2022

POP End: 07-31-2023

4003

1.00

JB

$___________

$__________

Mount Vernon CBOC - Contract services for a radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report.

Contract Period: Option 4

POP Begin: 08-01-2022

POP End: 07-31-2023

4004

1.00

JB

$0.000000

$0.00

OPTIONAL ITEM for All VA Puget Sound Sites: Estimated contract services for a follow-up radiation equipment testing and calibration safety survey of all equipment listed and in accordance with the Statement of Work. Job to include coordination, evaluation/inspection, and completed written report. Pricing To Be Determined.

Contract Period: Option 4

POP Begin: 08-01-2022

POP End: 07-31-2023

GRAND TOTAL

$__________

6. 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. See Price/Cost Schedule for specific dates.

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)

7. Place of Performance:

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

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

8. FAR 52.212-1, Instructions to Offerors Commercial Items , applies to this acquisition and the following clauses and instructions are added as addenda:

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL

52.204-7

Solicitation Provisions Incorporated by Reference (FEB 1998)

52.204-16

Commercial and Government Entity Code Reporting (AUG 2020)

52.233-2

Service of Protest (SEPT 2006)

(a) Any award made as a result of this solicitation will be made on an All or Nothing Basis.

(b) Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations.

(c) All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated in the specific volume instructions below.

(d) All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.

(End of Addendum to 52.212-1)

9. FAR 52.212-2, Evaluation-Commercial Items : The Government may award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. In accordance with FAR § 9.104-2, the special standards of responsibility described below apply to this procurement. Offerors who fail to meet any special standards of responsibility will not be eligible to receive contract award. The following factors shall be used to evaluate offers:

1. Special Standards of Responsibility: (Per FAR 9.104-2) The following special standards of

responsibility apply to this procurement:

SP1: Offeror must be registered in Vetbiz Vender Information Pages as a Service Disable Veteran Owned Small Business (SDVOSB) See Clause 852.219 10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside.

SP1: Offer must provide the technical work/certification documentation outlined in the Statement of Work para 3.D.

2. Past Performance. Provide a minimum of two prior contracts (recent with last three years) with points of contact. Past performance will be graded on a strict pass or fail criteria.

3. Price.

The government intends to make a best value determination based on, but not limited to, adherence to the Special standards of responsibility, Past Performance, and price.

A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

10. Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with its offer if has not been completed on SAM.gov. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

11. FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018)

ADDENDUM to FAR 52.212-4 The following clauses are included as a part of the addendum:

52.203-17

Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020)

52.204-4

Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011)

52.204-13

System for Award Management Maintenance (OCT 2018)

52.204-18

Commercial and Government Entity Code Maintenance (AUG 2020)

*52-217-8

Option to Extend Services (NOV 1999)

*52.217-9

Option to Extend the Term of the Contract (MAR 2000)

52.219-14

Limitations on Subcontracting (SEP 2021)

52.222-19DEV

Child Labor Cooperation with Authorities and Remedies (JUL 2020) (DEVIATION) (E.O. 13126).

52.232-40

Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)

*Note: For this requirement: It is within the government s best interest to include the FAR clause 52.217 8, Option to Extend Services and 52.217-9 Option to Extend the Term of the Contract. The contract period will be cover 5 years (Base plus four options). FAR 52.217-8 option to extend the contract term is being evaluated as part of the initial evaluation, so that any resultant exercise of this option is within scope of the pending contract. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed six (6) months. If conditions warrant the exercise of FAR 52.217-8, the price(s) for the continued performance under this clause shall be at the same price(s) as the prior performance period.

852.212-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020). The following clauses are incorporated by this clause:

852.203-70

Commercial Advertising

852.219-10

852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside.

852.219-74

Limitations on Subcontracting Monitoring and Compliance (JUL 2018)

852.232-72

Electronic Submission of Payment Requests.

852.233-70

Protest Content/Alternative Dispute Resolution

852.233-71

Alternate Protest Procedure.

12. The following subparagraphs of FAR 52.212-5 are applicable:

FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference;

52.204-10

Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109-282) (31 U.S.C. 6101 note)

52.209-6

Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JUN 2020) (31 U.S.C. 6101 note)

52.219-28

Post Award Small Business Program Representation (MAY 2020) (15 U.S.C 632(a)(2))

52.222-3

Convict Labor (JUN 2003) (E.O. 11755)

52.222-21

Prohibition of Segregated Facilities (APR 2015)

52.222-26

Equal Opportunity (SEP 2016) (E.O. 11246)

52.222-35

Equal Opportunity for Veterans (JUN 2020) (38 U.S.C. 4212)

52.222-36

Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793)

52.222-37

Employment Reports on Veterans (JUN 2020) (38 U.S.C. 4212)

52.222-50

Combating Trafficking in Persons (JAN 2019) (22 U.S.C. chapter 78 and E.O. 13627)

52.223-18

Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) (E.O. 13513)

52.225-3

Buy American--Free Trade Agreements--Israeli Trade Act (MAY 2014)

52.225-13

Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury)

52.232-33

Payment by Electronic Funds Transfer System for Award Management (Jul 2018) (31 U.S.C. 3332)

13. There are no additional contract requirements, terms or conditions.

14. The Defense Priorities and Allocations System (DPAS) ratings are NOT APPLICABLE.

15. Quotes must be emailed to robert.hamilton8@va.gov and received no later than 10:00 PM EST on 07/28/2022. Quotes may be submitted on this document or the vendor s own form. Any offer that does not provide all supporting documentation, outlined above, will be considered non-responsive.

No late quotations will be accepted. The Government intends to make award without discussions.

16. For information regarding the solicitation, please contact Robert Hamilton at Robert.hamilton8@va.gov.