MODIFICATION
H -- RADIATION DOSIMETRY SERVICES
- Notice Date
- 1/26/2005
- Notice Type
- Modification
- NAICS
- 541380
— Testing Laboratories
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, Office of Administration, 6011 Executive Blvd, Rm 538, Rockville, MD, 20892-7663
- ZIP Code
- 20892-7663
- Solicitation Number
- 263-2005-P(BD)-0008
- Response Due
- 2/7/2005
- Archive Date
- 2/22/2005
- Small Business Set-Aside
- Total Small Business
- Description
- PART: U.S. GOVERNMENT PROCUREMENTS SUBPART: SERVICES CLASSCODE: H - Radiation Dosimetry Services - Potential Sources Sought OFFADD: National Institutes of Health, Office of Procurement Management, 6011 Executive Blvd., Rockville, Maryland 20892-7260 SOL: 263-2005-P-(BD)-0008 DUE: 020705 POC: Marcia Goldman, Contract Specialist (301) 496-2302 DESC: The National Institutes of Health (NIH) is conducting a market survey to determine the availability and technical and customer service capabilities of small businesses interested in providing dosimetry services to NIH. NIH possesses a Nuclear Regulatory Commission (NRC) license authorizing its use of radioactive materials that includes requirements for performing routine monitoring for external occupational exposure, notification of individuals and their supervisors when exposures approach maximum permissible limits, and making recommendations for remedial action whenever appropriate. Independently, and not as an agent of the Government (the Customer), the Contractor shall furnish the personnel, labor, facilities, equipment, parts, materials, and supplies necessary to provide a comprehensive external exposure monitoring program, including associated services, in accordance with the requirements of the NIH license. Through the Division of Radiation Safety (DRS), the Office of Research Services (ORS) provides radiation exposure monitoring services to NIH employees who utilize radioactive materials and radiation producing equipment in the course of their research. The ORS is seeking organizations that can provide state of the art dosimetry equipment, timely reading and reporting of the monitoring results, and a comprehensive, interactive database from which historical and regulatory data may be readily obtained. The intended procurement will be classified under NAICS Code 541380 size standard 10.0 million. The ORS intends to award a new contract to the dosimetry provider whose services most adequately support the programs and the needs of the NIH. Services that will be required by this procurement will include, but are not limited to, the furnishing of all personnel, labor, facilities, equipment, parts, materials, and supplies considered essential for providing all specified types of personal and environmental dosimeters, including dosimeter calibration, monitoring, and necessary associated services in accordance with NIH requirements. These requirements shall include maintaining a Certificate of Accreditation from the National Institute of Standards and Technology (NIST) through its National Voluntary Laboratory Accreditation Program (NVLAP) for all test categories applicable to whole-body, extremity, and environmental dosimeters. Additional requirements include the ability to utilize existing NIH methodology for record keeping and identification of employees and lab groups, permitting direct computer access to personnel monitoring database(s) by DRS personnel, participation in a joint QA/QC program as directed by the DRS, and providing dosimetry equipment that is hermetically sealed such that it permits gas and/or liquid wash sterilization while guarding against damage from water and laboratory chemicals. Additionally, qualified businesses should demonstrate a propensity for the development and incorporation of innovative and efficiency-improving systems, products, and customer service into their proposed dosimetry service. An example would be the availability of operational or electronic dosimeter systems that allow for on-site management of personnel exposures. Experience in managing similar dosimetry service contracts must be demonstrated. This market survey is being conducted through the CBD to reach the widest possible audience and to gather current market information. Responding firms should provide two (2) copies of their capability statement to the Office of Procurement Management at the address provided not later than February 7, 2005. Please send to the attention of Marcia Goldman, 6011 Executive Blvd., Room 539A, Bethesda, Maryland 20892-7663 Basic Services: 1. Whole Body Dosimeters: Whole body monitoring systems will preferably use optically stimulated luminescence (OSL) or an equivalent technology. The ideal system involves the use of a single monitor capable of detecting beta, gamma, and neutron radiations. The monitor must be designed for "clip-on" attachment to a worker's clothing for use under normal conditions, but should also be versatile enough to be adaptable to other monitoring situations such as extremity-wrist, lens of eye, or area monitoring if required. The system should possess a minimum reporting precision of 1 mrem with complete re-analysis capability to allow for dose measurement confirmation, it should incorporate a filtering mechanism that allows for differentiation between the various types and energies of radiation encountered, and it must be capable of qualitatively detecting and quantitatively measuring dose equivalents from low- and high-energy beta; low-, medium- and high-energy photon radiations; and neutrons in the thermal, intermediate, and fast ranges. Accreditation must be in NVLAP categories I through VI as defined in ANSI/HPS N13.11 - 2001, Personnel Dosimetry Performance - Criteria for Testing. A. Minimum Reportable Doses: (1) gamma, x ray - 1 mrem (2) energetic beta - 10 mrem (3) neutron - 10 mrem thermal; 20 mrem fast B. Minimum Detectable Energies: (1) gamma, x ray - 5 keV (2) energetic beta - 150 keV (3) neutron - 0.025 eV thermal; 0.5 eV to 144 keV intermediate; > 144 keV fast C. Minimum Detection Ranges: (1) low and high energy gamma, x ray - 1 mrem to 1000 rem (2) beta - 10 mrem to 1,000 rem (3) neutron - 20 mrem to 25 rem D. Analysis and quantification above 1000 rem must be available upon request. E. Sterilization: Dosimeters should be hermetically sealed and if possible, capable of being sterilized by gases such as ethylene oxide, or by solutions such as Betadine, Cidex, Wescodyne, or other similar means without compromising the integrity or capability of the monitor. Whole Body Monitor Option: The contractor may substitute or offer another currently available dosimetry technology as an alternative to the OSL system, providing that the performance characteristics and the information available from the dosimeter provide comparable quantitative and qualitative data such as: static vs. dynamic exposure, shielded exposure, (i.e. an image of the exposure is available). 2. Extremity Dosimeter: Ring dosimeters shall be available as extremity monitors. OSL is preferred, however, monitoring may also be accomplished via thermoluminescent dosimeter (TLD) extremity finger monitors. Monitors shall be designed either as an adjustable ring or supplied in a minimum of three sizes (small, medium, and large). Rings shall be designed with a label that bears all necessary identifying information in such a manner that it is impervious to fading/smearing due to moisture/washing. TLD dosimeters shall be manufactured of Harshaw TLD-100 LiF ribbon or equivalent that is near tissue equivalency, possessing high sensitivity, a low fade rate, and extreme durability. Accreditation must be in NVLAP extremity categories I through IV as defined in ANSI/HPS N13.32 - 1995, Performance Testing of Extremity Dosimeters. A. Minimum Reportable Doses: (1) gamma, x ray - 30 mrem (2) energetic beta - 40 mrem B. Minimum energy sensitivity: (1) gamma, x ray - 10 keV (2) energetic beta - 200 keV C. Minimum Detection Ranges: (1) low and high energy gamma, x ray - 30 mrem to 1,000 rem (2) beta over 1 MeV - 50 mrem to 1,000 rem D. Analysis and quantification above 1000 rem must be available upon request. E. Ultraviolet Sensitivity: possible exposure to UV radiation shall be minimized or eliminated by the use of UV absorbing materials. F. Sterilization: Rings must be capable of being sterilized by gases such as ethylene oxide, or by solutions such as Betadine, Cidex, Wescodyne, or other similar products without compromising the integrity or capability of the monitor. Extremity Ring OSL Option: The contractor may substitute or offer another currently available extremity ring monitor technology as an alternative to the OSL, providing that the performance characteristics and information available from the dosimeter meets or exceeds that provided by the ring monitor described above. 3. Environmental Dosimeter: Environmental TLDs are deployed on a quarterly basis and shall be capable of a minimal detectable exposure of approximately 1 mrem. The dosimeter shall consist of a minimum of two (2) tissue equivalent TLD elements in a single holder, with packaging that is weatherproof and suitable for deployment, as is, in the normal environment (rain, snow, sun, etc.) without the need for additional weather protection or housings. The devices shall be provided with an easily deployable mounting device or container which is tamper resistant and can be easily fastened to signs, trees, lamp posts, etc., through the use of wire ties, clips, or other non-permanent fasteners. The color should be black or some other non-vibrant/dull color, and the label containing required identifying information must be resistant to smearing and/or fading as a result of exposure to extreme or continued inclement weather. Accreditation must be in accordance with ANSI N545. A. Error Limits: Measurement error should not exceed 100% at the 95% confidence level for exposures below 10 mrem/quarter; and 30% at the 95% confidence level for exposures above 10 mrem/quarter. B. Filtration: Filtration shall be such that at least one element is provided with at least 250 mg/cm2 of filtration. C. Fade: The dosimeter's fade characteristics shall be such that the dosimeter will not fade in excess of ten percent (10%) per quarter. D. The dosimeter must be accurate, durable, and measure to 1 mrem ambient dose equivalent: Type of Energy of Dose Range Radiation Radiation ( rem ) Error Limit (%) X-ray, gamma .05 - 2 MeV .001 - 10 (see text above) Environmental TLD Option: The contractor may substitute or offer as an alternative another available Environmental Dosimeter technology, provided that the performance characteristics and information available from the dosimeter meets or exceeds that listed above. 4. Quantity: The following required quantities will change over the life of this contract, with stated estimates reflecting current program requirements. Continuing program and regulatory review will dictate necessary changes in specific requirements for contract option years. It is not anticipated that the total number of persons monitored will vary by more than + 25% each year. The contractor shall be able to provide weekly monitoring services for the following items: Estimated Qty Whole body beta-gamma/neutron (OSL and/or TLD) 10 Extremity finger ring beta-gamma (TLD) 100 The contractor shall provide monthly/bi-monthly monitoring services for the following items: Estimated Qty Whole body beta-gamma/neutron (OSL and/or TLD) 1000 Extremity finger ring beta-gamma (TLD) 500 The contractor shall provide quarterly monitoring services for the following items: Estimated Qty Environmental Dosimeter (OSL and/or TLD) 100 Each monthly shipment of dosimeters to the NIH campus shall also contain an extra 50 unassigned whole body monitors and 50 unassigned rings specifically designated as temporary employee issuances. These numbers may change at the discretion of the DRS/Project Officer in order to meet seasonal demands. Minimum software requirements: - Fully automated and capable of estimating and assigning doses based on exposure histories. For example, in the event a previously absent dosimeter is received and processed, the software in use must allow the actual dosimeter data to supercede the estimated value. - Capable of providing both hard copy and electronic reports that fulfill the requirement for generating NRC Forms 4 and 5. - Establishment of individual and/or group ALARA reporting thresholds for exposure notifications on a wear period (weekly, monthly, bi-monthly, quarterly) and year to date cumulative basis. (See Special Services section below for additional information related to this requirement.) - Software services shall be provided to the NIH main campus in Bethesda, MD, and its satellite facilities in Phoenix, AR and Hamilton, MT. (Separate billing for software services will be required for the satellite facilities.) - The capability to perform the electronic transfer of data shall be operational within 1 month of the award of the contract. NIH exposure records must be transferred in ASCII format via an electronic data transfer vehicle such as FTP, HTTPS, or TCP/IP. Electronic data must be compatible with the REMIT program and NRC REIRS database. The data shall include the following information: Description Field Size Characteristics Account Number 6 Numeric Series Code 3 Alphanumeric Participant Number 5 Numeric User Last Name 25 Alphanumeric Description Field Size Characteristics User First Name 25 Alphanumeric User Middle Initial 1 Alphanumeric User ID Number 12 Numeric ID Number type (SSN, NIN, OTH) 3 Alphanumeric Sex 1 Alphanumeric Birth date (MMDDYYYY) 8 Numeric Inception Date (MMYY) 8 Numeric Conception Date (MMDDYYYY) 8 Numeric (When applicable) Declaration Date (MMYY) 8 Numeric (When applicable) Dosimeter Type 9 Alphanumeric Note Code 2 Alphanumeric Badge Type Code 5 Alphanumeric Badge Use Code 2 Alphanumeric Badge Issue Frequency 1 Alphanumeric Begin Wear Date (MMDDYYYY) 8 Numeric End Wear Date (MMDDYYYY) 8 Numeric Energy Range 1 Alphanumeric Dose Conversion Standard 8 Alphanumeric Units 3 Alphanumeric Deep Dose 8 Numeric Shallow Dose 8 Numeric Lens Dose 8 Numeric Deep Photon Dose 8 Numeric Shallow Photon Dose 8 Numeric Lens Photon Dose 8 Numeric Neutron Dose 8 Numeric Beta Dose 8 Numeric Radiation Quality 3 Alphanumeric Control Dosimeters Used 1 Alphanumeric Process/Job Control Number 7 Numeric Processing Date (MMDDYYYY) 8 Numeric Special Services: 1. Monitor Analysis/Emergency Reading: - Routine evaluation must be accomplished within five (5) working days after receipt. - It shall be possible to assign each individual badge group a wear period (weekly, monthly, bi-monthly, quarterly) and year to date cumulative dose level such that doses exceeding these assigned trigger levels are reported via facsimile or electronic mail immediately, but not later than 24 hours after determining the assigned reporting level has been exceeded. - The DRS shall be notified via telephone (with facsimile follow-up) as soon as possible, but not later than 24 hours, after the evaluation of a monitor exceeding Level 1 doses. - For doses exceeding Level 2 or if gross contamination is indicated, the contractor shall assign a physicist (or another expert who is experienced in evaluating exposure readings) to conduct a comprehensive evaluation of the monitor. In addition to the immediate report delineated above, a written report of this evaluation shall be completed and provided to the project officer within 2 working days after the initial exposure reading. Note: Level 1 and Level 2 doses may be found in the U.S. Nuclear Regulatory Commission's Regulatory Guide 10.8, Section G, Table 1. - Monitors provided to the contractor for emergency processing shall be evaluated and the results reported to the DRS within 24 hours after receipt. Initial notification to the DRS shall be via telephone. - DRS requires expedited readings once a week for a shipment of approximately 40 - 50 extremity ring monitors. At the beginning of each month this includes approximately 40 - 50 whole body monitors that also require expedited processing. The results of these expedited reads shall be reported to the DRS within 24 hours after receipt. Initial notification to the DRS may be via facsimile or electronic mail transmittal to designated DRS personnel. 2. Reports: - Electronic analysis reports following routine processing shall be provided to the DRS within 5 working days after receipt of the monitors. - The report for each dosimeter series group shall appear on separate pages with the series group identified at the top of each page. - Electronic copies of the report shall be sent to the DRS for all groups at the main NIH campus in Bethesda, Maryland. For groups located at satellite facilities, the contractor shall send original copies of their reports to the field stations with electronic copies to the DRS. The contractor shall maintain copies of all reports. - The contractor shall electronically transmit all data to the DRS computer system within 5 working days after receipt of the monitors. Data shall be transmitted to the DRS computer as soon as possible but absolutely no later than the mailing of corresponding written reports. - The Contractor must have database capabilities and/or software that allows for the generation of the following reports: a. Quarterly or annual statistical summaries of dosimeter exposures of individuals, series groups, or by all participants b. NRC Form 4 & 5 Reports or equivalent c. Missing dosimeter reports. d. Hardcopy dosimeter analysis reports. e. Secure reports that omit information that may be sensitive with regards to privacy issue concerns, social security number, birth date, etc. f. Electronic media reports including tape, diskette and/or CD-Rom. g. Fetal monitoring reports that track exposure to the fetus and the declared pregnant worker by month and cumulatively since conception h. Concurrent exposure reporting to show combined dose of workers being monitored at more than one location if they are being provided dosimetry at NIH, or being monitored by the dosimetry contractor at another location i. Termination reports to show year to date exposure at the work site j. Internal dose reports. - Standard exposure reports shall track the DDE, LDE, SDE, CEDE, CDE, TODE and TEDE for active participants - When requested by the Government, the contractor shall update and correct all personnel dosimetry records. 3. Packaging/Handling: - Prior to shipping, the Contractor will pre-sort the monitors into individual series groups for the purpose of distribution and reporting. - In addition to any identification requirement of the contractor, each permanently assigned monitor shall have a printed label with the user?s name, wear period, DRS ID, series code, and unique monitor serial number that uses a standard bar code protocol. - Monitors shall be furnished on a monthly or bi-monthly basis (except for a small number of weekly and quarterly monitors) and shall arrive at the specified installation at least seven working days prior to the end of the month. - All monitors for a series group shall be packaged in an individual envelope or box, with a label bearing all required identifying information attached to the outside of each package. - Each label shall display the DRS return address in the upper left corner with the series group address on the main body of the label. - Shipping packages containing the monitors for each NIH account shall contain at least one control dosimeter. - The contractor shall, upon proper notification, accept requests for additional personnel monitoring services and fulfill these requests within seven working days after receipt. - The contractor shall supply replacements holders as requested by the Project Officer. It is estimated that the NIH will require approximately 10 whole body beta-gamma holders per month. 4. Personnel Services: The Contractor shall provide personnel services onsite for 8 hours each normal work day, between the hours of 7:00 AM and 5:00 PM, to provide coordination and processing of personnel dosimeters. Total labor hours are estimated to be 2000 hours per year. Primary responsibilities will include but are not necessarily limited to: - Scheduling and implementing the monthly personnel and quarterly environmental dosimeter distribution and retrieval cycles between the contractor and the NIH community, and providing daily communication between the Branch and the contractor to guarantee a smoothly running program. - Conducting registration and re-certification of the need for personnel dosimeters for the entire NIH campus, assuring strict compliance with Nuclear Regulatory Commission and NIH regulations and requirements for monitoring. - Resolving problems, implementing procedures, and transferring electronic data including additions, deletions and changes regarding personnel dosimeters between the NIH and the Contractor. - Interacting with the contractor's data base system via computer to request or make adjustments to dosimeter services in conjunction with the registration of NIH personnel for such service or for registration on the DRS data base system. - Identification of NIH personnel that do not return personnel dosimeters in a timely manner. The coordinator shall notify these persons of noted discrepancies in writing and provide the DRS project officer a monthly written status report. Criteria delineating when individual notifications are required to be made will be provided to the contractor upon awarding of the contract. - Preparing exposure history reports originating from requests by individuals, other medical or research institutions, and NIH DRS Personnel. - Preparation and dissemination of annual exposure history reports for individuals monitored as part of the NIH Radiation Safety Program.
- Place of Performance
- Address: NATIONAL INSTITUTE OF HEALTH, OFFICE OF PROCUREMNET MANAGEMENT, 6011 EXECUTIVE BLVD; ROCKVILLE, MARYLAND 20892-7260
- Zip Code: 20892-7260
- Zip Code: 20892-7260
- Record
- SN00740369-W 20050128/050126211926 (fbodaily.com)
- Source
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