SOLICITATION NOTICE
Q -- Medical Physicist February 1, 2010 through January 31, 2011
- Notice Date
- 12/21/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 621111
— Offices of Physicians (except Mental Health Specialists)
- Contracting Office
- VA Sierra Nevada Health Care System;1000 Locust Street;Reno NV 89502
- ZIP Code
- 89502
- Solicitation Number
- VA-261-10-RP-0052
- Response Due
- 1/11/2010
- Archive Date
- 3/12/2010
- Point of Contact
- Megan BarrContract Specialist
- E-Mail Address
-
Contract Specialist
(megan.barr@va.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR 12.6, with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-38 as corrected. This solicitation is set aside for 100% small business participation. The NAICS code is 621111, with a size standard of $10 million. All services shall be performed on site at 1000 Locust Street, Reno, Nevada at the VA Medical Center. The contract will include a one year basic period and one one-year option. Only electronic offers will be accepted. Offers are due to megan.barr@va.gov by NLT 3:00 p.m. on January 11, 2010. For information regarding the solicitation you can e-mail me at the above address or phone at (775) 328-1226. The Statement of Work and Price Schedule are as follows: 1. Scope of Work: The Contractor shall provide all supervision, personnel, transportation, equipment and software to provide radiation and medical physicist services in support of the VA Sierra Nevada Health Care System (VASNHCS) Radiation Safety Program. All services shall be performed on site at 1000 Locust Street, Reno, Nevada at the VA Medical Center. 2. Key elements of the Radiation Safety Program include: 2.1. Oversight of VASNHCS Quality Assurance activities relative to radiation safety and medical physics. 2.2. Perform duties of Radiation Safety Officer (RSO) in a continuous manner to be compliant with NRC regulations and the VHA Master Materials License conditions. The RSO must have requisite training as defined in 10 CFR Part 35 (35.50, 35.57 & 35.59) and VHA Directive 1105.1, credentials vetted by the local facility Radiation Safety Committee (RSC) named on the facility MML permit (VA equivalent to a NRC license) and approved by the National Health Physics Program (NHPP) the group responsible for regulatory oversight of VHA MML for the National Radiation Safety Committee (NRSC). 2.2.1. The RSO is responsible for assuring local compliance with NRC regulations (and thus MML requirements) as defined by the scope of the local MML permit. The RSO has the responsibilities for implementing the radiation protection program and enforcement of permit conditions in writing to permittee's management. 2.2.2. The RSO is a member of the local facility Radiation Safety Committee (RSC) that acts as the representative of the NRSC, responsible for monitoring and assuring compliance with all relevant regulations and local MML permit conditions concerning the possession and use of radioactive materials. The RSO has the duty to communicate with the local Hospital Director and NHPP (or NRC) when deemed necessary by the RSO to maintain regulatory compliance and safety/security of radioactive materials. 2.2.3. The RSO must be on the facility permit and must be compliant with regulations 10 CFR35.24 (b), 10 CFR 20.1101 (a), 10 CFR 30.3(a), 10 CFR 33.13, 10CFR 33.13, 10 CFR 33.17(b), and local VA MML permit conditions. Immediate notification of NHPP is required in the event of unanticipated loss or extended leave of an incumbent RSO. A contract medical physicist with required training/experience must be available to fill in as interim RSO during the RSO's absence and must be properly vetted by the local RSC, approved by the NHPP and added to the facility permit by formal request for permit amendment (10 CFR 35.13.(c) ). 2.3. Evaluation of radiology equipment, including acceptance testing at the time of installation or following tube replacement, or major repair that would affect the image quality or have an impact on Radiation Protection. 2.4. Assessing patient radiation doses; when requested by VASNHCS. 2.5. Ensuring VASNHCS facility compliance with Nuclear Regulatory Commission (NRC) regulations, and State of Nevada Department of Health Services Radiological Health Branch Radioactive Materials license for sharing agreement facility. 2.6. Other radiation safety or medical physics duties as assigned by the VA Chief, Radiology. Such duties may include, but are not limited to nuclear medicine department quarterly audits, license amendments, or consultative services for possible radiation safety events including medical events or misadministration of radioactive isotopes. 2.7. The contractor will provide a Medical Physicist with experience in Brachytherapy to work with the Radiation Oncologist to oversee the Brachytherapy program to be compliant per NHPP/NRC regulation. The duties are to include but not limited to pre and post procedure evaluation, monitor of radiation seeds, procedure room assistance to Radiation Oncologist to monitor room and patient for radiation level. 3. Personnel. This contract requires that certain tasks be performed by a licensed Medical Physicist therefore the Contractor will be required to designate specific individuals to perform as Medical Physicist. 3.1. Qualifications. Prior to commencing work all contractor employees shall meet certain criteria to perform work under this contract as a Medical Physicist. Qualification documents must be submitted to the Chief of Radiology or his/her designee and be approved. All qualifications are subject to review by the VASNHCS Chief of Staff and approval by the VASNHCS Medical Center Director. 3.1.1. Medical Physicist: 3.1.1.1. The Contractor Medical Physicist shall meet the following education, certification, and qualification standards: "Hold a Masters Degree in Medical Physics, Health Physics or a related field. "Hold current Board Certification in Diagnostic Radiological Physics by the American Board of Radiology or American Board of Medical Physics. 3.1.1.2. The Contractor Medical Physicist shall have current knowledge, understanding, and recent experience in the following: "As an RSO or consultant to a medical facility licensed by the NRC to perform nuclear medicine. "With a facility licensed by the State of Nevada Radiological Health, "In decommissioning a NRC licensed medical facility, "All current NRC regulations, "Writing NRC license amendments related to the medical use of radiation "Calibration and testing of diagnostic x-ray equipment. 4. Medical Physicist shall provide the following services for the equipment listed in the table below: Equipment DescriptionQuantityLocation GE AMX PORTABLE X-RAY UNIT51 in CLC, 1 in 2C, 1 in OR, 1 in ICU, and 1 in ED PORTABLE C-ARM - 1 PHILLIPS AND 1 GE OEC2Operating Room PHILLIPS CYSTO SUITE1Operating Room PHILLIPS ANGIO/IR SUITE1Operating Room PHILLIPS CARDIAC CATH LAB1Operating Room CT SUITE - GE 8-SLICE1Operating Room CT SUTIE - TOSHIBA 64-SLICE1Operating Room GE BONE DENSITY UNIT1Operating Room PHILLIPS THORAVISION ROOM1Operating Room PHILLIPS RTOMO ROOM1Operating Room GE DIGITAL RAD ROOM1Operating Room PHILLIPS RAD/FLUORO ROOM1Operating Room GE RAD/FLUORO ROOM1Operating Room 4.1. Conduct annual surveys of all x-ray equipment on-site. Surveys will also be performed after repair of equipment or for installation (acceptance testing) of any new equipment. Ensure any portable X-ray units used are in compliance with ALARA (As Low As Reasonably Achievable) requirements. 4.2. Review the condition of all Nuclear Medicine equipment at least once a year or more often if equipment failed quality control or was repaired. Perform quarterly evaluations of Nuclear Medicine records and equipment. Perform acceptance testing of Nuclear Medicine equipment. Perform quarterly performance-based audit of laboratory practices in Nuclear Medicine. 4.3. Coordinate services with anyone that may be occupationally exposed to ionizing radiation and provide training to occupationally exposed and non-occupationally exposed VA employees. This may include security, housekeeping and warehouse employees as well as Radiology, Nuclear Medicine, Research, Dental and Surgery Service employees. 4.4. Audit the technical Quality Control programs of Nuclear Medicine and Radiology annually and recommend changes as required by the National Health Physics Program (NHPP) radioactive materials permit. 4.5. Assist the Nuclear Medicine Physician or Technologist with dosimeter related to radio pharmaceutical therapy and provide physicist support to Nuclear Medicine for therapy as needed in accordance with the Release Guidelines. 4.6. Attend all quarterly Radiation Safety Committee meetings at the VASNHCS. Meetings will be held at the VASNHCS facility. The Contractor shall prepare minutes for the meetings within five working days of the meeting and submit to the Committee Chairperson for review. During the meeting tasks may be assigned for follow-up by the Chairpersons; for example, if film badges are above ALARA I the committee may task the Contractor with exploring methods to reduce exposure to the VA technologist. 4.7. Conduct monthly reviews of all occupationally exposed personnel dosimetry badges; analyze doses to individuals and initiate appropriate action. 4.8. Prepare manifests and coordinate shipment of radioactive waste at VASNHCS in accordance with NRC Regulations. 4.9. Prepare all necessary paperwork for NRC and/or NV State license amendments and inspections, and be physically present at inspections by the NRC, State of Nevada, American College of Radiology (ACR), Joint Commission for Accreditation of Healthcare Organizations (JCAHO) or Food and Drug Administration (FDA) where radiation issues are involved. 4.10. Prepare plans for any NRC and/or NV State license decommissioning and ensure compliance with all NRC and/or NV decommissioning regulations. 4.11. Conduct Quality Management surveys related to NRC requirements. 4.12. Provide technical advice and direction during the performance of American College of Nuclear Physicians (ACNP) - Society of Nuclear Medicine (SNM) Nuclear Medicine phantom studies. 4.13. Provide technical advice and direction during the performance of required X-ray, ultrasound or other radiologic accreditation studies. 4.14. Conduct leak tests of sealed sources located at VASNHCS at intervals not to exceed six months. 4.15. If applicable conduct sealed source inventories and measurements of radiation levels in source storage areas on a quarterly basis located at VASNHCS. 4.16. If applicable conduct radiation level surveys and contamination surveys of the radioactive waste storage areas and radiation safety lab located at VASNHCS. 4.17. Oversee the issue of monthly dosimeters, collection of used dosimeters, and distribution of dosimetry reports; track lost or missing dosimeters, and investigate missing or high dose dosimeters and report (written) results to the VA Radiation Safety Committee. 4.18. Set up a program to assure proper delivery and storage of radioactive materials. 5. Emergency Services 5.1. In case of emergency, Contractor's employees shall be required to report (in person) within four (4) hours after receipt of verbal or written notice by the VASNHCS to the VA facility 5.2. Emergency services shall be paid for at the same rates specified in the contract Price Schedule. 6. Scheduling: 6.1. The contractor shall provide a monthly schedule to the VA Chief of Radiology at the start of the contract for approval. The schedule must identify the estimated time and procedures to be performed of each visit to the facility. Changes to the approved schedule must be submitted in advance and will be at the discretion of the Chief of Radiology and should not be assumed by the contractor. 6.2. All work, regardless of when performed shall be paid for at the same rates specified in Schedule. Contract Employees must be physically present at a VA facility and actually performing the required services for payment. Payment does not include standing by or being on-call. 7. On-Call/Stand-By: This contract does not include on-call services. 8. Government Furnished Equipment and Software: The Government will provide radiation detection devices, dose calibrators, a lab scintillation counter and associated supplies such as vials and scintillation fluid. 9. Contractor Furnished Equipment and Software: The Contractor shall provide all other equipment and software not specifically cited in Paragraph 8 above to perform the requirements of this contract. At a minimum: Contractor will test all diagnostic x-ray equipment including CT scanners. Contractor will provide technical advice/guidance regarding ultrasound and nuclear medicine equipment, based on the manufacturer's quality control requirements. 10. Travel/Transportation: The Contractor shall provide all Travel/Transportation necessary to perform the requirements of this contract. In the event of an emergency the Contractor shall include all travel related cost in their hourly rate. 11. Regulations: 11.1. The Contractor shall perform services in accordance with NRC regulations. Within VASNHCS, NRC regulations apply. The Contractor shall apply the appropriate procedures when providing services. 11.2. The average frequency of utilization of the medical physicist will be two to three visits per week. During time of major facility activation the frequency might increase by the Medical Physicist. Basic Contract Period: February 1, 2010 through January 31, 2011 Line ItemDescriptionQtyUnitUnit PriceExtended Amount 0001Medical Physicist12Month$$ 0002Brachytherapy Pre-Plan40Plan$$ 0003Brachytherapy Post-Plan40Plan$$ Total Estimated Amount for Basic Contract Year$ Option Year One: February 1, 2011 through January 31, 2012 Line ItemDescription QtyUnitUnit PriceExtended Amount 1001Medical Physicist12Month$$ 1002Brachytherapy Pre-Plan40Plan$$ 1003Brachytherapy Post-Plan40Plan$$ Total Estimated Amount for Option Year One$ Aggregate Estimated Total Amount of Line Items 0001 through 1003$ *Note: The quantities for line items 0002, 0003, 1002, and 1003 are estimates based on historical data and are not purchased under this contract. The estimated quantities are for information and budgetary purposes only. CONTRACT CLAUSES: FAR 52.204-7Central Contractor Registration (Apr 2008) FAR 52.204-9Personal Identity Verification of Contractor Personnel (Sep 2007). FAR 52.212-4 Contract Terms and Conditions -- Commercial Items (Mar 2009). FAR 52.212-5 Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items (Sep 2009) For the purposes of this clause, items (b) 8, 18, 19, 21, 22, 24, and 38 are considered checked and apply. FAR 52.216-18Ordering (Oct 1995) For purposes of this clause the blanks are filled in as February 1st through January 31st for each awarded contract period respectively. FAR 52.216-19Order Limitations (Oct 1995) For purposes of this clause the blanks are filled in as one brachytherapy plan, ten brachytherapy plans, twenty brachytherapy plans, two work days, and two work days respectively. FAR 52.216-22Indefinite Quantity (Oct 1995) For purposes of this clause the blank is filled in as January 31st for each awarded contract period. FAR 52.217-8 Option to Extend Services (Nov 1999) (Insert 30 days) FAR 52.217-9Option to Extend the Term of the Contract (Mar 2000) For the purpose of this clause the blanks are filled in as 30 days, 60 days, and 2 years, six months respectively. FAR 52.224-1Privacy Act Notification (Apr 1984) FAR 52.224-2Privacy Act (Apr 1984) FAR 52.232-19Availability of Funds for the Next Fiscal Year (Apr 1984) For the purposes of this clause both blanks are filled in September 30, of any contract year. FAR 52.237-2Protection of Government Buildings, Equipment and Vegetation (Apr 1984) FAR 52.237-3Continuity of Services (Jan 1991) FAR 52.252-2Clauses Incorporated by Reference (Feb 1998) For the purposes of this clause, the blanks are filled in as http://www.acquisition.gov/far/index.html and http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm respectively. VAAR852.203-70 Commercial Advertising (Jan 2008) VAAR 852.216-70Estimated Quantities (Apr 1984) VAAR 852.237-7Indemnification and Medical Liability Insurance (Jan 2008) For the purpose of this clause, insert $1,000,000.00. VAAR852.237-70 Contractor Responsibilities (Apr 1984) VAAR 852.273-76Electronic Invoice Submission (Interim - Oct 2008) SOLICITATION PROVISIONS: FAR 52.252-1Solicitation Provisions Incorporated by Reference (Feb 1998) For the purpose of this provision, the blanks are filled in as http://www.acquisition.gov/far/index.html and http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm respectively. FAR 52.212-1Instructions to Offerors - Commercial Items (Jun 2008). FAR 52.212-2Evaluation - Commercial Items (Jan 1999) For purposes of this clause the offeror's Medical Physicist shall describe their current knowledge, understanding, and recent experience in the following areas: (1) As a RSO or consultant to a medical facility licensed by the NRC to perform nuclear medicine and biomedical research, (2) With a facility licensed by the State of Nevada Radiological Health, (3) In decommissioning a NRC licensed medical facility, (4) All current NRC regulations, (5) Writing NRC license amendments related to the medical use of radiation, and (6) Calibration and testing of diagnostic x-ray equipment. Curriculum vitae will be used for technical evaluation based on skill sets and experience. Contract references will be used for past performance and must be within the last three years. The technical and past performance evaluations, when combined are considered significantly more important than Price for tradeoff purposes. FAR 52.212-3Offeror Representations and Certifications-Commercial Items (Aug 2009): Offerors must include a completed copy of the provision with this offer. FAR 52.216-1Type of Contract (Apr 1984) For purposes of this provision the blank is filled in as Firm Fixed Price, Indefinite Quantity. FAR 52.217-5Evaluation of Options (Jul 1990) FAR 52.232-38Submission of Electronic Funds Transfer Information with Offer (May 1999) VAAR 852.270-1Representatives of Contracting Officers (Jan 2008) VAAR 852.271-70Nondiscrimination in Services Provided to Beneficiaries (Jan 2008) VAAR 852.273-70Late Offers (Jan 2003) VAAR 852.273-71Alternate Negotiation Techniques (Jan 2003) VAAR 852.273-74Award Without Exchanges (Jan 2003)
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