FILE | Q | Radiological Physicist Testing Survey - Attachment

FBO DAILY ISSUE OF SEPTEMBER 08, 2011 FBO #3575
DOCUMENT

Q -- Radiological Physicist Testing Survey - Attachment

Notice Date: 9/6/2011
Notice Type: Attachment
NAICS: 541690 — Other Scientific and Technical Consulting Services
Contracting Office: Department of Veterans Affairs;Orlando VA Medical Center;5201 Raymond Street;Orlando FL 32803
ZIP Code: 32803
Solicitation Number: VA24811RQ1265
Response Due: 9/13/2011
Archive Date: 11/12/2011
Point of Contact: Rosa I. Rivera
E-Mail Address: rosa.rivera3@va.gov
(rosa.rivera3@va.gov)
Small Business Set-Aside: Total Small Business
Description: Amendment Notice: The purpose of this amendment is to extend the solicitation period to September 13, 2011/11:00 AM (EST) and amend paragragh 1.6 of the solicitation in accordance with FAR 19.5 (Set-Asides for Small Business). OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED IN 52.212-1, INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS, BY THE SOLICITATION CLOSING DATE. DUNS NUMBER: In accordance with FAR 52.204-6, offeror must provide their Data Universal Numbering Systems (DUNS) number here: DUNS# ___ ___- ___ ___ ___ - ___ ___ ___ ___ If the DUNS number is unknown, offerors may request a number from DUN & Bradstreet, free of charge by calling 800-333-0505. [See FAR 52.212-1 Instructions Ś(j) Data Universal Numbering System] ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows: AMENDMENT NO DATE ______________________________ _____________ ______________________________ _____________ ______________________________ _____________ CENTRAL CONTRACTOR REGISTRATION (CCR): Federal Acquisition Regulations require all contractors conducting business with the Government to be registered in the Central Contractor Registration Government-wide online database for the provision of basic information relative to contract awards [reference FAR Clause 52.212-4, paragraph (t)]. You may accomplish these registrations online at the following web sites: CCR- http://www.ccr.gov Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in CCR prior to submittine their offer. VET BIZ REGISTRY: In accordance with Veterans Affairs Acquisition Supplement (VAAR) Subpart 819.70, offerors claiming Veteran status must be registered in the Vet Biz Data base at the time of submission of offers. Information on registration is available at: http://vip/vetbiz.gov/ 1. GENERAL: 1.1 The purpose of this combined synopsis/solicitation is to provide a certified health physicist for radiology, dental, and nuclear medicine physics testing using performance-based measures. The physicist shall provide services and support that meet or exceed the American College of Radiology (ACR), Florida Administrative Code Chapter 64E-5 requirements for the VA Orlando Health System, Radiology Department. Physicist testing services shall be performed on site for the Orlando VA Health System at the following locations: (1) Orlando VA Medical Center (Baldwin Campus) 5201 Raymond Street, Orlando, FL 32803 (2) Viera VA Outpatient Clinic 2900 Veterans Way Viera, FL 32940 (3) W.V. Chappell, Jr. VA Outpatient Clinic 551 National Health Care Drive Daytona Beach, FL 32114 1.2 Service shall be performed on a scheduled basis to be established as described in section six (statement of work. Survey shall consist of measuring radiation output at three qualities to determine exposure to patient, check of reproducibility of exposure for various milliamps (mA)-time combinations, measurements of kilovoltage peak (kVp), Half-value Layer (HVL) and filtration. Measure stray radiation to occupied positions adjacent to each unit, check timer accuracy, check light localizer for alignment, and inspect. Contractor shall be fully compliant with Federal, State, and local laws and/or regulations. 1.3 The commercial services are prepared in accordance with (IAW) the format in FAR subpart 12.6, as supplemented with additional information included in this notice and IAW FAR Part 13 for the Orlando VA Health Care System. This announcement constitutes the only solicitation and is issued as a request for quote (RFQ); a written solicitation will not be issued. Solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-47, January 12, 2011. 1.4 Submit written quotes via e-mail referencing RFQ Number VA-248-11-RQ-1265 to rosa.rivera3@va.gov. All requests must be in writing and received by the Orlando VA Medical Center Contracting Office by (11:00 am) EST, 13 September 2011. No telephonic request for information will be considered. Incomplete packages will be considered nonresponsive. 1.5 Close date for questions is five calendar days after posting of solicitation. All responses to questions will be posted by way of amendment to this combined synopsis/solicitation to the FedBizOpps website (The email address for all questions to this combined Synopsis/Solicitation is rosa.rivera3@va.gov).The prospective vendors are required to submit written quote for labor, tools, materials, transportation, insurance, and supervision required to service each facility according to the schedule. 1.6 This acquisition is a 100% Small Business set-aside. The associated North American Industry Classification System (NAICS) Code is 541690 (business size standard $7M). The Government anticipates awarding a single firm-fixed price contract with one base year and three one-year options to the offeror whose offer conforming to the solicitation is most advantageous to the Government when considering price and other factors. The base year period of performance begins October 1, 2011 through March 31, 2012. 1.7 Evaluation-Commercial Items. (a)Evaluation for award shall be Lowest-Price Technically Acceptable. The government will award a contract resulting from this solicitation to the responsible offeror whose quote conforming to the solicitation will be most advantageous to the Government when considering price, past performance, and capability. The Government reserves the right to award the contract based on initial offers received, without discussions or negotiations of such offers. Therefore, it is important that each offer fully address the requirements stated in this combined solicitation. Evaluation factors are as follows: 1.Price: (Lowest Price Technically Acceptable) 2.Past Performance: Offeror shall provide three (3) verifiable references of customers that have been serviced with similar type service specified in the referenced statement of work or proof of satisfactorily providing these types of services in the past. 3. Technical Factors: The Offeror's technical proposal shall address each of the following technical factors, performance plan, and schedule. The offeror's technical proposal must separately address each element in narrative format a. PERFORMANCE PLAN - The Performance Plan shall be in narrative format and present sufficient detail to demonstrate an understanding of the requirement. The offeror's Performance Plan shall be specific to this project. b.SCHEDULE - The offerer shall present a project schedule detailing and demonstrating an understanding of the complexity of the project. As minimum the schedule shall illustrate: Identification of tasks. Percent completion of overall project. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. 1.8 Solicitation documents, and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-47, January 12, 2011. The following clauses and provisions are applicable: 52.202-1 Definitions (Jul 2004), FAR 52.204-6 Data Universal Numbering System (DUNS Number) Apr 2008), FAR 52.203-5 Covenant Against Contingent Fees (Apr 1984), FAR 52.203-6 Restrictions on subcontractors Sales To The Government (Sep 2006), FAR 52.203-7 Anti-Kickback Procedures (Oct 2010), FAR 52.204-7 Central Contractor Registration (April 2008), FAR 52.204-8 Annual Representations and Certifications (Feb 2009), FAR 52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011), FAR 52.212-1 (Instructions to offerors-Commercial Items (June 2008), FAR 52.212-2 (Evaluation-Commercial Items (Jan 1999), FAR 52.212-3 (Offeror Representations and Certifications -Commercial Items (Jan 1999), 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 (Apr 2009), with the followings clauses selected in paragraph b, FAR 52.213-2 Invoices (Apr 1984), FAR 52.217-8 (Option to Extend Services (NOV 1999), FAR 52.217-9 (Option to Extend The Term of The Contract (MAR 2000), 52.219-6 Notice of Total Small Business Set-Aside (Jun 2003), 52.228-5 (Insurance-Work on a Government Installation (Jan 1997), FAR 52.232-19 (Availability of Funds for The Next Fiscal Year (Apr 1984), FAR 52.233-2 (Service Protest (Sep 2006), FAR 52.233-3 (Protest After Award (Aug 1996), FAR 52.233-4 (Applicable Law for Breach of Contract Claim (OCT 2004), FAR 52.249-1 (Termination for Convenience of The Government (Fixed-Price) (Short Form) (Apr 1984), FAR 52.252-2 (Clauses Incorporated by Reference (Feb 1998), FAR 52.222-3 Convict Labor (June 2003), FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Feb 2008), FAR 52.222-21 Prohibition of Segregated Facilities (Feb 1999), FAR 52.222-26, Equal Opportunity (Mar 2007), FAR 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sep 2006), FAR 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998), FAR 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sep 2006)(38 U.S.C. 4212), FAR 52.225-1, Buy American Act--Supplies (Feb 2009), FAR 52.222-41 Service Contract Act of 1965 (Nov 2007), FAR 52.222-42 Statement of Equivalent Rates for Federal Hires (May 1989), FAR 52.222-43, Fair Labor Standards Act and Service Contract Act--Price Adjustment (Multiple Year and Option Contracts) (Sep 2009), FAR 52.222-50 Combating Trafficking in Persons (Feb 2009), FAR 52.224-1Privacy Act Notification (Apr 1984), FAR 52.224-2 Privacy Act (Apr 1984), FAR 52.225-3 Buy American Act (Jun 2009), FAR 52.223-18, Contractor Policy to Ban Text Messaging while Driving (Sep 2010) (E.O. 13513, FAR 52.225-13, Restrictions on Certain Foreign Purchases (Jun 2008), FAR 52.228- 5 Insurance-Work on a Government Installation (Jan 1997), FAR 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (Oct. 2003), FAR 52.233-2 Service of Protest (Sep 2006), FAR 52.233-3 Service of Protest (Aug 1996), FAR 52-243-7 Notification of Changes (Apr 1984), FAR 52.245-1 Government Property (Aug 2010), FAR 52.246-20 Warranty of Services (May 2001), FAR 52.249-4 Termination for Convenience of the Government (Apr 1984) VAAR 852.203-70 Commercial Advertising (Jan 2008), VAAR 852.203-71 Display of Department of Veteran Affairs Hotline Poster(Dec 1992), VAAR 852.216-70 Estimated Quantities (Apr 1984), VAAR 852.211-72 (Technical Industry Standards (Jan 2008), VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (Jan 2008), VAAR 852.233-71 (Alternate Protest Procedure (Jan 1998), VAAR 852.237-70 Contractor Responsibilities (Apr 1984), VAAR 852.270-1 Representatives of Contracting Officers (Jan 2008), VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resources (Interim-October 2008), VAAR 852.273-76 Electronic Invoice Submission (Interim-October 2008). Full text of these clauses and provisions available 2. BACKGROUND: The Orlando VA Health System is required to perform annual radiological physics surveys synonymous for end product on all radiology, dental, and nuclear medicine equipment as required by the Joint Commission (JC), the American College of Radiology (ACR), Florida Administrative Code Chapter 64E-5, Food & Drug Administration (FDA) and Occupational Safety & Health Administration (OSHA). The physicist shall perform inspections, procedures, and testing that meets or exceeds current standards established by the Joint Commission (JC), the American College of Radiology (ACR), Food & Drug Administration (FDA) and Occupational Safety & Health Administration (OSHA). 3. SCOPE: The VA anticipates the award of a single firm fixed price contract with a base year and three one-year option periods. All written reports and data required by this contract shall be contained in a three-ring binder format and delivered to the COTR within four (4) weeks of survey completion. The contractor's survey shall evaluate all two-dimensional radiographic equipment including stationary, CT scanners, mobiles, c-arms, surgical (cystoscopy), dental, and all personal radiation protective devices (lead aprons, etc.) at each facility. The Contractor shall include those evaluation results in a written report listing corrective requirements and/or recommendations. The Contractor shall provide review service inspection reports and perform quality control procedures verifying CR/DR reader performance at reading/workstation monitors at the Orlando VA Medical Center; Daytona Beach and Viera Outpatient Clinics of the Orlando VA Health System. The contractor shall examine personnel monitoring records to determine the adequacy of reporting and compliance with state and federal regulations. The contractor shall examine for adequate use of warning labels and signs, review written safety procedures, examine devices and techniques used in patient and operator protection from scattered and primary radiation' and evaluate radiation levels in uncontrolled areas and calculate their acceptability with respect to regulatory specifications. 4. QUALIFICATIONS: The Contractor personnel providing work under this contract shall be fully trained and completely competent to perform the required work that meet or exceed the following minimum qualifications: (a)Master's Degree in Radiological Health Physics; (b) Board Certified as a Medical Physicist in accordance with specifications outlined in the American College of Radiology (ACR), Mammography Quality Standards Act (MQSA). (c)Current licensure in state of practice (d)Clinical practice experience of at least four years. (e)General Liability and Malpractice Insurance. (f)Barrier free office environment, equipment and space meet JC, Federal and State standards. All Contractor and subcontractor personnel shall have all licenses, permits, accreditation, and certifications required by law to be considered for award. The qualifications of such personnel shall also be subject to review by the Medical Centers Chief of Staff and approval of the Medical Centers Facility Director. Credentials shall be updated annually during the term of the contract to insure there has been no lapse in licensure, insurance coverage, etc. No changes of contractor employee/subcontractors will be allowed without prior authorization by the Contracting Officer, in writing, thirty (30) days in advance. The VA reserves the right to approve the assignment of individual contractor personnel to perform the services required under this contract. The Contractor shall maintain records that document competence/performance levels of Contractor and subcontractor personnel working on this contract in accordance with ACR, the Joint Commission, and other regulatory body requirements. The Contractor shall provide a current copy of the competence assessment checklist and semi-annual performance evaluation to the COTR for each Contractor's or subcontractor personnel providing service under this contract. 5. TERM OF CONTRACT: The contract shall be effective from October 1, 2011 to March 31, 2012 with three one-year option periods. Award of this contract is subject to the availability of appropriated funds made available for award purposes with the passing of the annual appropriations or by Continuing Resolution Authority for Fiscal Year 2012. No services shall be performed after March 31 until the Contracting Officer (CO) authorizes such services in writing. 6. STATEMENT OF WORK: Contractor shall provide professional health physicist services Monday - Friday (8 AM to 4:30 PM [EST]) for radiological inspections performed at the Orlando VA Health System facilities. FEDERAL HOLIDAYS OBSERVED: New Years DayLabor Day Martin Luther King DayColumbus Day President's DayVeterans Day Memorial DayThanksgiving Day Independence DayChristmas Day Other days as specifically declared by the President of the United States to be a national holiday. Note: If necessary, the Contractor may be required to furnish services on an emergency basis on a national holiday or during off-duty hours outside of the Monday-Friday, 8:00 am-4:30 pm. Contractor shall provide all health care providers, personnel and technical support, medical facilities, medical and other equipment, telecommunication and transcription services, supplies, and supervision required to perform the work. The Contractor shall be responsible for management of all aspects of the contract, and this includes the following: The Contractor is responsible for all Contractor personnel, subcontractors, agents, and anyone acting for or on behalf of the Contractor. The contractor is responsible for ensuring that the physicist licensures, continuing education, and professional information are current and accurate. Additionally, contractor ensures physicist will be available regarding emergency needs and will provide recommendations for appropriate procedures to the COTR. Physicist will coordinate and schedule with the COTR performance of procedures. 7. PATIENT DOSE MEASUREMENTS: A qualified medical physicist shall determine a quantitative value for the dose being given to patients for the typical techniques commonly employed, for each machine. Compliance with this standard requires that exposure measurements be made in each x-ray room at a variety of kilovoltage peak (kVp) settings. For manual radiographic techniques with know kVp & mAs (milliamps x seconds), the patient exposure will be computed by the physicist for the common techniques. For phototimed techniques, the mAs value delivered in a radiograph may be available; otherwise the physicist will make measurements using a phantom to characterize the phototimer. 8. EQUIPMENT PERFORMANCE: Equipment performance is defined as performance with respect to the image quality produced as well as radiation safety & compliance with state and/or federal regulations. The annual physics report will include, as a minimum, high-contrast & low-contrast resolution tests for fluoroscopic systems as well as radiation outputs for a standard patient thickness in the automatic brightness mode, and cinematography (cins) dose rate for cardiac systems. COMPUTER TOMOGRAPHY (CT) SCANNER: Standard protocols as described by the American College of Radiology CT Accreditation Program Guidelines shall be completed, (see SOW Attachment #1). For a CT scanner, high -and low -contrast resolution, noise & patient dose will be included. For radiographic system, kVp accuracy, timer accuracy and milliamps (mA) linearity will be included as a bare minimum & focal spot size measurements will be performed. RADIOGRAPHIC EQUIPMENT: Determine exposure reproducibility for fixed factors of potential, current and time. Determine exposure linearity for a fixed potential and varying milliamperage to evaluate the acceptability of relationships between all stations. Determine timer accuracy at various settings over the useful range, the adequacy of primary beam filtration. Examine collimator and determine adequacy of spacing both alignment, adjustability and evaluate beam penumbra. Determine the exposure rate as a function of potential in terms of ml/mVs for various potentials typically (60kVp to 120 kVp); determine the effective focal spot size with a Japco Star pattern. Determine the accuracy of various potential settings from 60 kVp to 120 kVp. Mobile equipment will be evaluated as described above with additional tests (example: capacitor leakage radiation, minimum 350, etc.) performed as required by Florida regulations FLUOROSCOPIC EQUIPMENT: Determine the maximum patient entrance exposure rate and evaluate the exposure rate. Test cumulative timing device for proper operation, measure specific scattered and transmitted radiation levels around intensifier, screen, primary frame and accessory shielding using an appropriate phantom. Measure the operation intercepted scatter at various positions using as appropriate primary barrier. Evaluate Source-to-Skin distance. Determine the adequacy of the beam filtration; examine shielding used for personnel protection during fluoroscopy. Equipment considered "new" under the Florida Administrative Code, Chapter 64E-5 all the extra requirements in addition to the above will be checked. Mobile equipment will be evaluated as above with additional test performed as required by Florida regulation. MAMMOGRAPHY EQUIPMENT: Performance evaluation in accordance with the 1999 American College of Radiology Mammography Quality Control Guidelines and MQSA Final Rules shall be completed, (see SOW Attachment #2). MISCELLANEOUS: Each tube head within the healthcare facility shall be surveyed at least once during the contract year as needed, recommendations will be made for correction of deficiencies and re-surveys of equipment will be performed under the contract to determine if corrective actions taken were properly carried out. Charges to include one follow-up call per tube head. Surveys for repaired, relocated and new machines will be scheduled as needed. Follow-up visits will include required measurements as well as evaluations specified by the Radiology Service. Report to be submitted to the COTR and Radiation Safety Officer (RSO) ten (10) days after each inspection. A copy of report shall also be submitted to Biomedical Engineering. Invoice shall be submitted at the completion of surveys. 9. CONTRACTOR RESPONSIBILITY: The Contractor assumes full responsibility for and shall indemnify the government for any and all loss or damage of whatsoever kind and nature for any and all government property, including any equipment, supplies, accessories, or parts furnished, while in Contractors' custody and care for storage, repairs, or services to be performed under the terms of this contract, resulting in whole or in part from the negligent acts or omissions of the Contractor, any Subcontractor, or any employee, agent or representative of Contractor or Subcontractor. Hold harmless and indemnification agreement: Contractor shall save and hold harmless and indemnify the government against any and all liability, claims, and cost of whatsoever kind and nature for injury to or death of any person or persons and for loss, or damage to any property occurring in connection with or in any way incident to or arising out of the occupancy, use, service, operations, or performance of work under the terms of this contract, resulting in whole or in part from the negligent acts or omissions of contractor, any subcontractor, or any employee, agent or representative of contractor or subcontractor. Damage to government property from cause other than contractor's negligence: Nothing in the above paragraphs shall be considered to preclude the government from receiving the benefits of any insurance the Contractor may carry which provides for indemnification for any less or destruction of or damage to property in the custody and care of the contractor where such loss, destruction of, or damage to property in the custody and care of the contractor where such loss, destruction of, or damage is to government right to recover against third parties for any loss, destruction of or damage to government property, and upon the request of the Contracting Officer shall, at the government's expense furnish to the government all reasonable and cooperation including assistance in the prosecution of suit and the execution of instruments of in favor of obtaining recovery. Laws and Ordinances: The Contractor shall comply with all laws, ordinances, and regulations (federal, state, country, city or otherwise) covering work of this character and shall include all costs, if any, of such compliance in the price quoted in this offer. Workman's Compensation: The Contractor agrees to maintain workman's compensation insurance as may be required by law covering its employees who performed the services. A copy of this insurance shall be provided to the VA Contracting Officer. 10. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: Contractor shall have an established business, with an office and full time staff. The staff includes "fully qualified" Service Representatives capable of performing the requirements of this contract. Fully Qualified is based upon training and on experience in the field. For training, the Service Representatives successfully have completed a formalized training program, for the equipment identified herein. Certifications and/or training records may be request prior to award. 11. SERVICE MANUALS: The VA shall not provide service manuals to the Contractor. The Contractor shall obtain or have on file, and make available to Service Representative all operational and technical documentation (i.e. operational/service manuals, schematics, parts list, etc.), which are necessary to meet performance requirements of this contract. 12. REPORTING REQUIRED SERVICE BEYOND THE CONTRACT SCROPE: The Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COTR, (in writing), of the existence or the development of any defects in or repairs required to the scheduled equipment, which the Contractor considers he/she is not responsible for under the terms of the contract. The contractor shall furnish the CO and COTR with a written estimate of the cost to make the necessary repairs. 13. IDENTIFICATION/PARKING: The contractor's employee(s) shall wear visible identification at all times while on the premises of the VAOPC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VAOPC Police and Security Section. The Contractor, at his/her own expense, shall provide all employees with a Contractor Identification Card (ID), prior to performing work under this contract. Contractor employees are required to display this card at all times when performing under this contract. The Contractors employee shall sign each card issued. Employees released from service by the Contractor shall have their card collected by the Contractor. All cards shall contain an expiration date and photograph of the employee. All cards shall be destroyed upon contract completion or termination of the contract. The contractor's onsite supervisor shall ensure that all employees carry and display their card when on duty, and are prepared to present them upon request. The Contracting Officer's Technical Representative (COTR) shall periodically verify cards of contract employees match their personal identification. 14. PERMITS AND RESPONSIBILITIES: The Contractor shall obtain and maintain all permits, licenses, and appointments required for the execution of work under this contract, at no additional cost to the Government. The Contractor shall obtain these permits, licenses, and appointments in compliance with applicable host country laws. The Contractor shall provide evidence of possession or status of application for such permits, licenses, and appointments, if requested. Failure to provide such permits so as to be fully licenses by date planned for the commencement of contract performance shall result in contract termination. In addition, contract termination shall result if the required documents are subsequently denied or withdrawn by the local authorities. Application, justification, fees, and certifications for any licensure required are entirely the responsibility of the Contractor. The Contractor shall ensure that all employees receive the mandatory training, if applicable to this contract, as required by OSHA, JCAHO, etc., and shall comply with all standards and/or requirements. 15. CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (COTR): The contracting officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee's authority. A copy of the designation shall be furnished to the contractor. 16. CONTRACTOR MANAGEMENT: The Contractor shall provide a Contract Manager and perform continual management of the functional areas contained in this SOW. The Contract Manger shall conduct overall management coordination and shall be the central Point of Contact (POC) with the Government for performance of all work under the SOW. The Contractor shall submit to the COTR, in writing upon award, the name, title, office and mobile telephone numbers of the Contract Manager identified on the Key Personnel Resume contained herein. A Contractor employee shall be designated to act for the Contract Manager when work is being performed in the Contract Manager's absence. 17. KEY PERSONNEL: Key personnel are defined as the Contract Manager, and designated alternates. The Contractor shall be required to provide the resume of key personnel at the time of proposal/quote submission. Any changes to the working status of key personnel shall be submitted to the CO for approval within 14 working days prior to the change. 18. EMPLOYEE QUALIFICATIONS AND CERTIFICATIONS: The Contractor shall ensure that only qualified personnel with the required current/proper license(s) performs under this contract. 19. CONDUCT OF PERSONNEL: The Contractor shall be responsible for the performance and conduct of its employees. Personnel employed by the Contractor in the performance of this SOW or any representative of the Contractor entering the VA premises shall be subject to inspections by the Government as deemed necessary. The Contractor shall not employ for performance under this SOW any person whose employment would result in a conflict of interest with the Government's standards of conduct. 20. PERSONNEL REMOVAL: Government rules, regulations, laws, directives, and requirements that are issued during the Contract term relating to law and order, and security shall be applicable to all employees or representatives who enter the VA premises. Violation of such rules, regulations, laws, directives, or requirements shall be grounds for removal (permanently or temporarily as the Government determines) from the work site. Removal of employee does not relieve the Contractor from the responsibility for the work defined in this SOW. The COTR may require the Contractor to remove any employee performing requirements under this SOW for reasons of misconduct, safety, or security risk posed. Contractor employees shall be subject to immediate dismissal from the premises upon determination by the COTR that such action is in the best interest of the Government. 21. PERSONNEL APPEARANCE: Contractor employees shall be well-groomed, clean, neat in appearance, clothes properly fitted, uniform appearance with nametags, and appropriately dressed for the work to be done. Contractor employees shall not wear clothing with slogans, drawings, or language which could be construed as being lewd, obscene, profane, racially offensive, sexually suggestive, anti-American or which advocates the use of illegal drugs or other unlawful conduct. 22. PERSONNEL COURTESY: Contractor employees shall not exhibit rude behavior. Loudness, vulgarity, rudeness, or other similar offensive conduct by an employee of the Contractor will be ground for denying the employee further access to the VA premises. 23. ALCOHOL AND ILLEGAL DRUG USE: Contractor employees shall not consume alcohol or illegal drugs during working hours or at any other time the employees are performing work under this SOW. The Contractor shall not allow any employee to perform work if the employee is under the influence of alcohol or illegal drugs. Employees found to be under the influence of alcohol or illegal drugs during working hours will be immediately removed from duty. For purposed of this provision, the threshold for being under the influence of alcohol or illegal drugs is the same as that established by current laws for vehicle operations. The Contractor is responsible for establishing the method(s) by which employees will be determined to be under the influence of alcohol or illegal drugs. 24. VEHICLE CONDITION AND MARKINGS: All Contractor-owned vehicles shall be maintained in a neat, presentable, and operational condition as determined by the COTR. Contractor vehicles shall be clearly marked so as to be distinguishable from Government Equipment. Markings shall include, but not limited to, the Contractor's name and telephone number on all equipment and vehicles used to carry out the requirements of the SOW. 25. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY (HIPPA): To be eligible for contract award, the Contractor shall be in compliance with HIPPA. A Business Associate Agreement (BAA) shall be executed. See Attached BAA form. 26. CONFIDENTIALITY: The Contractor's personnel shall agree to comply with the Privacy Act of 1974 (the Act) and other applicable federal laws, rules, regulations and policies issued under the Act during and after the execution of this contract. Because confidential medical record information may be accessible and/or visible to Contractor employees during performance of their daily duties, the Contractor shall obtain a signed "confidentiality certificate" from each employee prior to allowing them to start work under this contract. Any information about an individual that is maintained by the VA, including, but not limited to, education, financial transactions, medical history, and criminal or employment history or any record that contains the person's name, or the identifying number, symbol, or other identifying particular assigned to the individual, shall be kept CONFIDENTIAL. A copy of this certification shall be provided to the COTR upon request. 27. WAGE DETERMINIATION: If this contract is subject to any wage determinations as set forth by the Department of Labor, the applicable wage determination is attached. 28. NON-PERSONAL SERVICES STATUS: Award of this contract will result in a contractual arrangement only and shall not be construed as a personnel appointment with the VA. The services shall not constitute an employer/employee relationship. Payments to the Contractor shall be based on the provision of an end product or the accomplishment of a specific task. The Contractor will not be subject to Government supervision, but its efforts will be monitored for quality assurance. 29. POST AWARD CONFERENCE: A Post Award Conference may be held at a time and location designated by the Contracting Officer. The Contractor, the Contracting Officer, the COTR, and any other official designated by the Contracting Officer shall attend this conference. 30. REVIEWS: The Contracting Officer or designee is authorized to review by on-site survey, review of records, or by any other reasonable manner, the quality of services rendered under this contract. All records shall be subject to review by the CO or other designated representative of the VA. Payments will be denied when such service does not support the charges or if the service is deemed not necessary or inappropriate. Such determinations shall be made by the CO or COTR, whichever is appropriate. 31. CONTACT AWARD AND ADMINISTRATION DATE: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. In the event the Contractor effects any such changes at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. No contract will be awarded nor payment made to any individual or entity that appears on the Health and Human Services Office of Inspector General's (HSS/OIG) List of Excluded Individuals/Entities, or any other Government sponsored list that identifies Contractors as being ineligible for contract award(s). 32. CONTRACTOR PERSONNEL: The Contractor is completely responsible for all actions of their employees. All contractor personnel employed in the performance of this contract shall comply with all VA building regulations, policies, and guidelines while on the premises. Contractor personnel shall be free of body odor and wear clean clothing (uniforms as appropriate) while performing duties under this contract. The Contractor shall consider the clinical environment and instruct/train their personnel in applicable safety precautions and special requirements. These requirements may include but are not limited to such conditions as human secretions, blood, barium, etc. Contractor personnel shall take appropriate precautions while performing duties applicable to this contract. 33. INSURANCE: The Contractor shall procure and maintain for the entire contract period, Workmen's Compensation and employers Public Liability Insurance in accordance with laws of the State of Florida. Before commencing work under this contract, the contractor shall certify to the Contracting Officer in writing that the required insurance has been obtained. See FAR 52.228-5, Clauses Section. Contractor shall provide the CO with an original signed copy of Insurance Certification with appropriate coverage, no later than ten (10) calendar days after notice of award. The contractor will notify the VA immediately of any changes in insurance coverage. Failure to submit documentation regarding the above insurance requirement shall be grounds to terminate the contract for default. 34. CONTRACTOR FURNISHED PROPERTY/SUPPLIES: The Contractor shall furnish at his/her own expense, all labor, materials, supplies, equipment, supervision, etc., which may be necessary or appropriate in the performance of this contract. Contractor shall be responsible for ensuring all equipment, tools, supplies, etc., utilized in the performance of this contract meet or exceed all applicable Federal, State, County, City, or other appropriate agency safety requirements, and ensure all employees have full working knowledge of these requirements. Should the contract call for it, the successful offeror shall provide a Material Safety Data Sheet (MSDS) for all applicable supplies used in the performance of this contract, within seven (7) business days of award. 35. SECURITY CHECK REQUIREMENTS: All Contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals that perform work for the VA. The necessity for compliance with this requirement shall be made prior to award, and detailed instructions will be provided to the Contractor. The Contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel management (OPM), the Contractor shall reimburse the VA within 30 days. VA will be reimbursed for this investigation by deducting the amount of this investigation from the Contractor's first invoice. The web site which provides information on the cost of the security investigation is: www.opm.gov\extra\investigate -Select Federal Investigations Notices (FIN 01-01). 36. Payment: In addition to the terms at FAR 52.212-4(g), monthly invoices shall be submitted after surveys are completed to the address below. Invoices shall have the contract and purchase order numbers identified, as well as period of services. Any hourly rate charges shall be itemized as a separate line item with total cost, on the invoice. Failure to submit a proper invoice shall cause payment delay. Invoices shall be submitted to: FMS VA2 / 675 P.O. Box 149971 Austin, TX 78714 37. QUALITY CONTROL: The Contractor's facilities, methodologies, and quality control procedures may be examined by the VA Contracting Officer or his (her) designee at any time during the life of the contract. All the applicable activities are performed in accordance with VA's Quality Management/Written Directive Program. 38. RESPONSIBILITY OF THE CONTRACTOR: The Contractor must obtain authorization from the Contracting Officer for any services required outside the scope of work provided herein. PRICE/COST/SCHEDULE Note: Reference attachment #3 for equipment list. BASE YEAR PERFORMANCE PERIOD:October 1, 2011 through March 31, 2012 DESCRIPTIONQTYUNITTOTAL COST 1Radiation Protection Survey6MO$ Survey includes twenty-one (21) tubeheads as listed in attachment #3 in Orlando, Viera, and Daytona Beach VA Radiology Departments. Also, Sirona dental X-ray units in the same locations. 2Patient Entrance Calculations6MO$ TOTAL ITEM 1 & 2:$ OPTION YEAR-ONE PERFORMANCE PERIOD:April 1, 2012 through March 31, 2013 DESCRIPTIONQTYUNITTOTAL COST 1Radiation Protection Survey12MO$ Survey includes twenty-one (21) tubeheads as listed in attachment #3 in Orlando, Viera, and Daytona Beach VA Radiology Departments. Also, Sirona dental X-ray units in the same locations. 2Patient Entrance Calculations12MO$ TOTAL ITEM 1 & 2:$ OPTION YEAR-TWO PERFORMANCE PERIOD:April 1, 2013 through March 31, 2014 DESCRIPTIONQTYUNITTOTAL COST 1Radiation Protection Survey12MO$ Survey includes twenty-one (21) tubeheads as listed in attachment #3 in Orlando, Viera, and Daytona Beach VA Radiology Departments. Also, Sirona dental X-ray units in the same locations. 2Patient Entrance Calculations12MO$ TOTAL ITEM 1 & 2:$ OPTION YEAR-THREE PERFORMANCE PERIOD:April 1, 2014 through March 31, 2015 DESCRIPTIONQTYUNITTOTAL COST 1Radiation Protection Survey12MO$ Survey includes twenty-one (21) tubeheads as listed in attachment #3 in Orlando, Viera, and Daytona Beach VA Radiology Departments. Also, Sirona dental X-ray units in the same locations. 2Patient Entrance Calculations12MO$ TOTAL ITEM 1 & 2: $ AGGREGATE TOTAL: BASE +3 OPTIONS YEARS: $ CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS Attachment #1 COMPUTERIZED TOMOGRAPHY (CT) SCANNER PERFROMANCE EVALUATION In accordance with the standard protocols as described in the American College of Radiology CT Accreditation Program Guidelines, the Contractor will provide a Florida Licensed Medical Physicist to perform the testing of CT Scanner Imaging equipment to include at least the following items: 1. Phantom: for the purpose of these tests, the Contractor will provide the ACR CT Accreditation Phantom. 2. Alignment Light Accuracy: performed annually. The positional accuracy of the laser lights will be evaluated. 3. Isocenter Alignment: performed annually. The alignment of the intersection of the laser lights with the actual isocenter of the CT scan rotation will be assessed. 4. Table/Gantry Tilt Accuracy: performed annually. The accuracy of the indicated tile of the gantry will be assessed. 5. Localization Image: performed annually. Slice localization from scanned projection radiography (localization image) will be assessed. 6. Table Index and Position: performed annually. The accuracy of the table position when indexed to a specific point and when moved away from and returned to the same point will be assessed. 7. Image Scan Width: performed annually. The width of the computed image slice will be assessed and compared to the indicated slice width. 8. Low Contrast Resolution: performed annually. The low contracts resolution capability of the scanner will be determined. 9. High Contrast Resolution: performed annually. The high contrast resolution (spatial resolution) capability of the scanner will be determined. 10. Image Uniformity: performed annually. Image uniformity of the scanner will be evaluated. 11. Noise: performed annually. The image noise will be quantified in accordance with established principles. 12. Artifact Evaluation: performed annually. Artifacts will be evaluated in accordance with established principles. 13. CT Number Accuracy and Linearity: performed annually. The CT number computed by the scanner for known objects within the phantom and linearity thereof will be determined and compared with the specified CT numbers for those same objects. 14. Display Devices: performed annually. Video and hard copy display will be evaluated in accordance with established principles. 15. Computed Tomography Dose Index (CTDI): performed annually. Using both Head Phantom and Body Phantom (the Contractor will provide these phantoms for the annual tests) as needed, the CTDI at normally used slice parameters will be measured and compared to the manufacturer's specified CTDI's. 16. Radiation Dose Profile: performed annually. The width of the radiation beam used to produce the computed image slice will ascertained at the several slice sizes used. 17. Scattered Radiation Levels: performed annually. Various locations around the CT scanner room will be evaluated for scattered radiation at the most commonly used slice parameters. 18. Safety Evaluations: performed annually. Safety evaluations of the CT scanner will be performed in accordance with the established principles. 19. Quality Control Program Evaluation: performed annually. The results of the QC program will be monitored annually. Attachment #2 ACR MAMMOGRAPHY ACCREDIATION PROGRAM AND MQSA CERTIFICATION PERFORMANCE EVALUATION In accordance with the 1999 American College of Radiology Mammography Quality Control Guidelines and MQSA Final Rules, the Contractor will provide qualified personnel to perform and/or supervise the testing of mammography equipment to include at least the following items: 1. Mammographic Unit Assembly Evaluation 2. Collimation Assessment 3. Evaluation of System Resolution 4. Automatic Exposure Control (AEC) System Performance 5. Uniformity of Screen Speed 6. Artifact Evaluation 7. Image Quality Evaluation 8. kVp Accuracy and Reproducibility 9. Beam Quality (Half-Value Layer [HVL]) Measurement 10. Breast Entrance Exposure, AEC Reproducibility, Average Glandular Dose and Radiation Output Rate 11. Viewbox Luminance and Room Illuminance Additionally and in keeping with the same requirements, the Contractor will evaluate and train, as required, technologists involved in quality control testing of mammography equipment in the following areas: 1. Darkroom cleanliness 2. Processor QC 3. Screen cleaning 4. Mammographic phantom imaging 5. Darkroom fog 6. Film-screen contact test 7. Compression pressure monitored 8. Repeat / Reject analysis 9. Viewboxes and viewing conditions 10. Analysis of fixer retention 11. Visual checklist Such training, comments, and suggestions along with the entire Medical Physics Performance Evaluation will be provided in writing as required. Attachment #3 X-Ray Inventory List Orlando = ORL Viera = VIE Daytona Outpatient Clinic = DOPC Attachment #4 PAST PERFORMANCE QUESTIONNAIRE Offeror's Name: Request for Quote: Data Governance Program Support Name of Person Completing the Evaluation: Telephone: E-mail: Title: Company/Organization: Please rate the offeror in each of the following areas. Note: there is room for comments where you deem remarks would be helpful to our evaluation. "Not Applicable: N/A "1: Performance clearly below the contract performance standard or requirement "2:Performance occasionally does not meet minimum contract performance standard or requirement "3:Performance that meets the minimum contract performance standard or requirement "4:Performance that meets and occasionally exceeds the contract performance standard or requirement "5:Performance that almost always exceeds the contract performance standard or requirement 1. Overall quality/satisfactionN/A 0 1 0 2 0 3 0 4 0 5 0 Overall satisfaction with the Offeror's performance. Would you (the reference) choose to work with this offeror again? 2. Delivery performanceN/A 0 1 0 2 0 3 0 4 0 5 0 Delivery performance includes delivery consistency, on time performance, and flexibility in responding to emerging issues and implementing required solutions. 3. Satisfaction with the quality of service deliveredN/A 0 1 0 2 0 3 0 4 0 5 0 Rate the effectiveness and applicability of the plans and strategies delivered and the actual implementation of those. 4. Satisfaction with problem resolutionN/A 0 1 0 2 0 3 0 4 0 5 0 This includes the offeror's ability to solve problems, the speed in which they handle problems, and their effective delivery of resolutions. 5. Satisfaction with the quality of contractor personnelN/A 0 1 0 2 0 3 0 4 0 5 0 Rate the quality of the contractor's staff in executing the project work scope. 7.Have you issued a cure notice, show cause notice, suspension of progress payments or other letters directing the correction of a performance problem in the past 3 years? 0 Yes 0 No If Yes, please explain. 8.Have you terminated this contractor for default within the past 3 years, or are there any pending termination actions? 0 Yes 0 No If Yes, please explain. 9.Based on the offeror's overall performance, would you award them another contract? 0 Yes 0 No If No, please explain. 10.Have you discussed any adverse past performance problems with the Offeror and given them an opportunity to comment? 0 Yes 0 No Please explain. 11.Do you file past performance information in a database that the Contracting Officer may search? 0 Yes 0 No Please explain. 12.If the contract had options, were those options exercised? 0 Yes 0 No Please explain. 13. What was the contract period of performance (i.e., when were services provided)? 14. What was the dollar value of the contract performed by the offeror? 15. Provide a brief description of the services provided by the offeror for this contract. Please attach any past performance database reports or other material you deem appropriate to a full understanding of the Offeror's past performance by the evaluator.
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Place of Performance: Address: 5201 Raymond Street;Orlando, FL; Zip Code: 32803
Record: SN02563609-W 20110908/110906235642-be9e56f688a109764cc9bb72d9ccb66e (fbodaily.com)
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Q -- Radiological Physicist Testing Survey - Attachment