SFVAHCS - Medical Physicist Service P. O. # 438C89066 POP: 01/01/2018 through 12/31/2018

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This is a sources sought announcement only. This is not a solicitation announcement. The purpose of this announcement is to gain knowledge of current market conditions relative to NAICS 561320 with a size standard $27.5 Million. The Department of Veterans Affairs (DVA), Network Contracting Office 23 (NCO 23), on behalf of Sioux Falls Health Care System (SFACHS), Sioux Falls, SD is seeking to identify any vendor capable of to provide Medical Physicist Services. The proposed contract vehicle will be for a period of one year the possibility of 4 (four) one year options.



Background: Prior to issuing a solicitation, and pursuant to the Veterans First Contracting Program, the VA is trying to ascertain if there are any qualified Service Disabled Veteran Owned Businesses (SDVOSB) or Veteran Owned Small Businesses (VOSB) with the capability of providing the below services: (Respondents are not limited to SDVOSB/VOSB concerns; the Government seeks to identify all potentially interested sources):



SCOPE: The SFAHCS has a requirement to provide medical physicist services.

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 diagnostic computed tomography (CT), nuclear medicine, 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, or MRI. The physicist must document the 3 years of experience for the modality being inspected.



Mandatory Services to be Performed



The qualified diagnostic medical physicist shall perform imaging equipment (x-ray equipment, nuclear medicine cameras, ultrasound units, and MRIs) inspections to ensure compliance with the current standards or 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 thirty (30) working days after completion of the inspection. All imaging equipment shall be inspected at least annually, not to exceed fourteen (14) months.



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 current standards or 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 five (5) working days after completion of the inspection.



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.



The qualified diagnostic medical physicist shall provide consultation for additional services as needed, i.e., safety training, fluoroscopy training, hands-on training for staff, certification program, CT Dose Optimization program, etc.



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



The qualified diagnostic medical physicist shall provide shielding design calculations for each new, replaced, or relocated x-ray imaging system. The calculations for each shall comply with the current standards or requirements 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.



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 current standards or requirements 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 of the inspection.



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



All written equipment testing reports shall be delivered to the VAHCS Radiation Safety Officer within thirty (30) calendar days following annual equipment testing.



All work required shall be performed during the hospital s regular administrative working hours, except the Contractor shall providing intervening calls necessary between regular inspections at any hour on any day of the week. The regular administrative working hours of the hospital are 8:00 AM to 4:30 PM, Monday through Friday, excluding national holidays and weekends.



For emergent cases, such as inspections after equipment repairs, inspections will require a 48 hour turn-around time and may require work to be performed during weekends, nights or evenings.









Responses to these sources sought must include the following information.



1. General Information of your company name, address, contact person name, phone number, fax number, e-mail address(s) and DUNS number and company website if available.

2. Socio-economic status of business (i.e. SDVOSB/VOSB)

3. Will your company enter into a joint venture or other relationship in order to provide this service?



Responses to this market survey shall be e-mailed to the attention of Daniel Reinke, at daniel.reinke@va.gov. No telephone responses will be accepted. Responses must be received no later than 3:00 pm June 05, 2017. No solicitation documentation is available at this time; this notice is to acquire information only. Vendors interested in providing an offer will have to respond to a solicitation announcement that shall be published separately.