Imaging equipment testing and inspection

Added: Nov 15, 2017 5:09 pm

This is a SOURCES SOUGHT NOTICE - This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. No contract will be awarded as a result of this Sources Sought announcement. The Department of Veterans Affairs (VA), Network Contracting Office (NCO 21) is soliciting information from qualified Small Business sources, the results of this announcement will be evaluated to determine if at least two VOSB sources are capable of performing the proposed work.

The Department of Veterans Affairs (VA), Network Contracting Office (NCO 21) seeks responses from Small Business Vendors that possess the capability and experience required to database support for the VA s PICIS database. The following general description outlines contractor requirements.

Summary of Imaging Equipment Testing and Inspection Services

The Contractor shall furnish all materials, supplies, equipment, labor, and qualified personnel to provide on-site diagnostic medical physics support or services for the San Francisco Veterans Affairs Health Care System (SFVAHCS), under the terms and conditions stated herein, and must adhere to VHA Handbook 1105.04, Fluoroscopy Safety, dated July 6, 2012. The Contractor shall comply with radiation protection standards in 29 CFR 1910.1096 and immediately report any unsafe conditions, which have the potential to adversely impact the facility radiation workers or patients, to the Radiation Safety Officer (RSO) immediately upon discovery.



General Requirements

Performance



All work shall be performed by a qualified diagnostic medical physicist. A qualified diagnostic medical physicist is a person who is certified by the American Board of Radiology, American Board of Medical Physics, or the Canadian College of Physicists in Medicine. For mammography, a qualified medical physicist can have state licensure to perform mammography inspections in lieu of board certification. For diagnostic computed tomography (CT), nuclear medicine, PET, or MRI, a qualified medical physicist can meet the following requirements in lieu of board certification:



A graduate degree in physics, medical physics, biophysics, radiologic physics, medical health physics, or a closely related science or engineering discipline from an accredited college or university

Formal graduate-level coursework in the biological sciences with at least one course in biology or radiation biology and one course in anatomy, physiology, or a similar topic related to the practice of medical physics

Documented 3 years of clinical experience in CT, nuclear medicine, PET, or MRI. The physicist must document the 3 years of experience for the modality being inspected.



Mandatory Services To be Performed



a. The qualified diagnostic medical physicist shall perform imaging equipment (x-ray equipment, nuclear medicine cameras, PET/CT cameras, ultrasound units, and MRIs) inspections to ensure compliance with the current American College of Radiology (ACR) and Mammography Quality Standards Act (MQSA) requirements. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO, prior to the qualified diagnostic medical physicist leaving the facility. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to the RSO immediately upon discovery. A written report of the results shall be provided to the service supervisor or RSO within 5 working days after completion of the inspection. All imaging equipment (except ultrasound, which is semi-annually, and nuclear medicine cameras and PET, which are quarterly) shall be inspected at least annually, not to exceed 14 months.

b. The qualified diagnostic medical physicist shall perform acceptance testing of all new or relocated imaging equipment prior to first clinical use. The acceptance testing shall comply with ACR or MQSA requirements. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO prior to the qualified diagnostic medical physicist leaving the facility. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to the RSO immediately upon discovery. A written report of the results shall be provided to the service supervisor or RSO within 5 working days after completion of the inspection.



c. The qualified diagnostic medical physicist shall perform a full inspection of imaging equipment after repairs or modifications that may affect the radiation output or image quality. The inspection shall be completed within 48 hours after the facility contacts the contractor. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO prior to the qualified diagnostic medical physicist leaving the facility. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to the RSO immediately upon discovery. A written report of the results shall be provided to the service supervisor or RSO within

five (5) working days after performing of the inspection.



d. The qualified diagnostic medical physicist shall provide consultation for additional services as needed, i.e., safety training, personal protection equipment (PPE) issues.



e. The qualified diagnostic medical physicist shall review CT protocols at least annually.



f. The qualified diagnostic medical physicist shall provide shielding design calculations for each new, replaced, or relocated x-ray imaging system. The calculations for each system shall comply with the National Council for Radiation Protection and Measurements (NCRP) Report No. 147, and, for dental units, the NCRP Report No. 145, and shall be documented in a written report which includes a diagram showing adjacent areas. The qualified diagnostic medical physicist shall perform a shielding survey to verify the structural shielding was installed per the shielding design report and complies with the design goals. A written report of the shielding survey shall be provided to the RSO within five (5) workings days after the shielding survey has been completed.



g. The qualified diagnostic medical physicist shall assist in the development of a comprehensive technical quality assurance (QA) program (e.g., technique charts, repeat/reject analysis monitoring, monitoring of exposure indices to radiographic image receptors, QA program for display monitors, QA for CT, monitoring of dose metrics from fluoroscopy studies), which complies with ACR recommendations, for all modalities. The qualified diagnostic medical physicist shall review at least annually the QA program. A written report of the results shall be provided to the service supervisor or RSO within

five (5) working days after performing the inspection.



h. The qualified diagnostic medical physicist shall perform a follow-up inspection to verify compliance of any necessary corrective action performed to correct deficiencies found.



3. Equipment Inspections Required:



A. Radiographic and Fluoroscopic Equipment

B. Computed Radiography (CR) and Digital Radiography (DR)

C. CT Scanners

D. Dental

Dental CBCT Acceptance and Performance Testing

Acceptance and Annual physics testing for Dental CBCT

Viewing Conditions

E. Mammography

F. MRI

G. PET

H. Nuclear Medicine

I. Ultrasound

J. Display Monitors

----End of Summary of Services----

Respondents shall provide detailed information as to how they are qualified to perform this work. In addition, respondents are requested to submit the following information: (1) Name of Organization, (2) Address + Zip Code, (3) Telephone number, (4) current GSA contract number, (5) Business status: (DVOSB or VOSB only) (6) Point(s) of contact, (7) e-mail address, (8) DUNS number, (9) number of years experience in providing this service, (10) current and/or past performance references that identify the contract/order number, customer, contract value, period of performance, prime or subcontract, and a brief description of services provided under the contract/order number.

Interested vendors shall notify the Contracting Officer of pending changes in business status. Respondents will not be notified of the results. Based on the responses received, the Contracting Officer reserves the right to determine the set-aside status. No reimbursement will be made for any cost associated with providing information in response to this solicitation. All responses must be submitted by e-mail to the point of contact identified below; no other method of transmittal will be accepted. Responses to this Sources Sought Notice shall be e-mailed to the Contracting Officer, Jason Hill, at Jason.hill@va.gov . Responses must be received no later than 2:00 PM PST on November 20, 2017. Failure to submit all information requested will result in a contractor not being considered as an interested business.