Onsite physicist contract posting of questions & answers (Q&a)

QUESTIONS / ANSWERS



The following are questions that have been asked by interested parties in regards to Solicitation # VA262-16-R-0574. The questions are followed by answers from the Government.



1. Having two physicist working 80 hours a week we think is going to be a little tight but doable. However, WLA has three linear accelerators that require annual calibrations. The calibrations have to be done after hours and on the weekends and also requires about $120,000.00 of equipment which we provide. It takes about 50 hours to complete the work and write up the reports. The VA radiation oncology departments are mandated to be ACR certified. ACR does the accreditation review every three years and this is the year they are coming in. It takes many hours to prepare for the credentialing. Are we still going to be limited to 40 hours per week during these special projects or is the 40 hours a week a "soft" number?



a. The core work hours are from 8:00 am - 4:30 pm, Monday through Friday. Any hours in excess of 40 hours per week will need to be approved by the Contracting Officer's Representative (COR).



2. The solicitation calls for a Ph.D. physicist and an M.S. physicist. It also requires "backup" physicist for emergencies and vacation. We will submit a schedule of prices for a Ph.D. and an M.S physicist. Does it matter that we substitute a Ph.D. physicist as long as we charge for an M.S.? The solicitation describes an "option" section to describe options for fulfilling the contract. Can we submit "options" for coverage in the solicitation as long as the costs reflect M.S. pricing even if a Ph.D. is providing the service. This seems like a good deal for the VA.

a. The requirement is for one (1) Ph.D. and one (1) M.S. physicist with each according pay scales. Should the M.S. physicist be on vacation or unavailable; the substitute physicist(s), whether a Ph.D. or M.S., will be paid at the M.S. physicist pay scale.



3. On filling out the Contract of Interest certification it is asking for the "service type". Is the NAICS #621399?

a. Please include the following as the service type, "Onsite Physicist".



4. It shows a size limitation of $7.5M and we are over that in total gross income in all our business. May we bid if we are under that amount in the particular NAIC? Also, is there a chance of a modification to change the size standard?

a. The solicitation is issued as a "Full and Open Competition (unrestricted)"; as such, small and large business concerns are able to submit an offer. Therefore, there is not a need to modify the solicitation to change the size standard.



5. May we submit to you via email? Or should we submit via hard copy to you at VISN 22?

a. Hard copies must be submitted. Please see pages 70-71 of the solicitation.



6. Can we just bid on the Physicist? Or, must we bid on all the positions including the PHD?

a. This solicitation is for two (2) physicists, one (1) with a Ph.D. and the other with a M.S. You must bid on both positions.



7. Is there an incumbent for both positions?

a. There is a current incumbent contractor.



8. What is the patient load?

a. Our patient load varies, but the current average is 40-45 patients a day.



9. How any Physicians are there?

a. There are currently four (4) full-time physicists and one (1) part-time physicist. We additionally have up to two (2) resident physicists.



10. How many Dosimetrists? Will the Physicists do treatment planning also (or just review)?

a. There are currently two (2) full-time dosimetrists with a potential of an additional full time dosimetrist in the future depending on the work load. We will expect the physicists to do treatment planning.



11. Can this be sent electronically and if so how do you want it managed -- not clear on 12. General instructions for submission?

a. Hard copies must be submitted. Please see pages 70-71 of the solicitation.



12. We have multiple candidates for each position-can we submit?

a. Yes, multiple candidates are allowable.



13. Will it be possible to credential a physicist for each position in case of an emergency or to cover vacation etc?

a. We will require that all physicists' names (both full-time and substitute) and their credentials be submitted to ensure that they are properly credentialed and for the Federal Government VetPro and background check.



14. Who will handle the Diagnostic testing of machines etc. (Who is the RSO)?

a. The diagnostic testing of the CT Simulator is completed by an outside contractor and is not the responsibility of the contracted physicists.



There is a Radiation Safety Officer (RSO) that is employed by the VA Hospital who works closely with our department.



15. Are there Processes and Procedures in place or will the Physicists developing them?

a. We do have standard operating procedures (SOP) that are currently in place. However, at times the SOPs may need to undergo changes and we will rely on input from the physicists at those times.



16. Is there an incumbent or is this a new requirement?

a. There is a current incumbent contractor.



17. If an incumbent is in place, what is the current price/cost model?

a. The pricing model will be the same as the solicitation outlines (see pages 5-7), which requests a 2080 hours per Physicist.