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FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 28, 2015 FBO #5057
DOCUMENT

J -- Commission Linear Accelerator - Attachment

Notice Date

9/26/2015
 

Notice Type

Attachment
 

NAICS

334513 — Instruments and Related Products Manufacturing for Measuring, Displaying, and Controlling Industrial Process Variables
 

Contracting Office

Department of Veterans Affairs;VISN17 Network Contracting Activity;7400 Merton Minter Blvd. (10N17/90C);San Antonio TX 78229
 

ZIP Code

78229
 

Solicitation Number

VA25715R1691
 

Response Due

10/16/2015
 

Archive Date

11/5/2015
 

Point of Contact

Eugene M Hanley
 

E-Mail Address

4-6305<br
 

Small Business Set-Aside

N/A
 

Description

Statement of Work VA North Texas Health Care System Medical Physicist Services LINAC Commissioning Study I. Description of Services. 1. Scope of Work. The Contractor shall provide all personnel, transportation, equipment and software to provide medical physicist services in support of the Veterans Affairs North Texas Health Care System (VANTHCS) by performing the following tasks: "Task 1: Linear Accelerator (LINAC) Commissioning Study for one new Varian TrueBeam LINAC with Eclipse and Pinnacle treatment planning systems. "Task 2: Shielding Evaluation Survey of LINAC vault. [NHPP] "Task 3: Written reports signed by the medical physicist documenting the LINAC commissioning study and shielding evaluation study. Each written report should include a summary of methods, instruments used, measurements and deficiencies identified. Each written report will identify the VANTHCS linear accelerator and associated equipment using the following information at a minimum: VANTHCS EE number and the equipment's location (VANTHCS facility, building, and room number). [NHPP] All written reports shall be submitted to the VANTHCS Radiation Oncology Service for review and approval subsequent to the completion of all testing, calibration and surveys of the equipment, facilities and procedures. The reports shall identify all items of noncompliance and include general and specific recommendations for correcting any items of noncompliance. "All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System(VANTXHCS) and must be returned to VANTXHCS at the end of the contract or destroyed in accordance to the VHA Record Control Schedule (RCS)10-1." 1.1.LINAC Commissioning Study 1.1.1.All testing for the LINAC Commissioning Study shall meet or exceed Radiation Oncology Service requirements and recommendations. 1.1.2.Varian TrueBeam LINAC Commissiong Data Collection Services performed to include six (6) photons (4 standards and 2 FFF) plus electrons, includes data for IMRT, EDW and Upper Wedges 1.1.3Setup and Configuration of RapidArc 1.1.4Commission Eclipse Treatment Planning System Beam modeling completed using acquired data with Acuros XB, AAA and eMC algorithms 1.1.5Setup and Configuration of Portal Dosimetry 1.1.6Commission Pinnacle Treatment Planning System Beam modeling completed using acquired data with SmartArc 1.1.7Stereotactic Commissioning Data acquisition of two photon energies for mlc and Varian ICVI Cone-based SRS System: includes data acquisition for up to 8 cones as per vendor requirements for Eclipse 1.1.8Additional Stereotactic Commissioning Data acquisition of two photon energies for mlc and Varian ICVI Cone-based SRS System: includes data acquisition for up to 8 cones as per vendor requirements for Pinnacle 1.2.Shielding Evaluation Survey 1.2.1.The shielding evaluation survey must conform to National Council on Radiation Protection and Measurements (NCRP) Report No. 151, Structural Shielding Design and Evaluation for Megavoltage X- and Gamma-Ray Radiotherapy Facilities, or current document. [VHA Directive 1129] 2. 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 as part of the bid to the Contracting Officer and be approved by the RSO or his/her designee. All qualifications are subject to review by the VANTHCS Chief of Staff and approval by the VANTHCS Facility Director. VANTHCS requires a copy of qualifications documents for each individual who will perform work at a VANTHCS facility, and VANTHCS must give approval that the individual meets the qualifications before VANTHCS will allow that individual to perform work on the linear accelerator and associated equipment at VANTHCS. 2.1. Medical Physicist: 2.1.1. The Medical Physicist who performs the work at VANTHCS shall meet the following education, certification, and qualification standards: "Hold current Board Certification by the American Board of Radiology (ABR). Appropriate subfield is Therapeutic Medical Physics for ABR certification. "Meet all ACR and FDA requirements for a qualified medical physicist, 2.1.2. The Medical Physicist shall have current knowledge, understanding, and recent experience in the following: "Principles of therapeutic radiation physics and of radiation protection, "Current standards on linear accelerators and commissioning studies, "Current recommendations of the NCRP and AAMP, including those on radiotherapy facility design and shielding, "The function, clinical uses, and performance specifications of the linear accelerator, "Current techniques for the testing of linear accelerators, including the limitations of the instruments used for testing performance "These proficiencies shall be maintained by participation in continuing education programs of sufficient frequency to ensure familiarity with current concepts, equipment, and procedures. 2.2. Contractor employees providing services under the supervision of a Medical Physicist is NOT acceptable (e.g., X-ray technologist) and is NOT permitted per VA contract. A physicist in training or a physicist under a temporary license shall be accompanied by and directly supervised by a Medical Physicist meeting the qualifications stated in Section 2.1.1.1. 3.Period of Performance will begin approximately in November 1, 2015. This date may change according to the installation of the linear accelerator. Please coordinate all work activities with the Contracting Officer's Representative. 4.Subcontracting. All subcontracting plans shall be submitted as part of the proposal. The contractor shall ensure that the subcontractor meets all the requirements specified in this Statement of Work and all other applicable federal/state regulations and requirements. II. Contractor Personnel Security Requirements - Information Systems Access Upon contract award, all key personnel shall be subject to the appropriate type of background investigation or screening per VA/VHA policy as delineated below, and must receive a favorable adjudication from the local VA facility or VA Security and Investigations Center (SIC) depending on the type of investigation/screening required. This requirement is also applicable to all subcontract personnel. If the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA. Contract personnel who previously received a favorable adjudication as a result of a Government background investigation or screening may be exempt from this contract requirement provided that they can provide documentation to support the previous adjudication. Proof of previous adjudication must be submitted by the Contractor to VA Contracting Officer. Proof of previous adjudication is subject to verification. Some positions maybe subject to periodic re-investigation/screening. 12.1 Position Risk/Sensitivity. For all positions required under this contract, the position risk/sensitivity has been designated as: Low Risk/Non-Sensitive 12.3.3 Prior to completing the required forms, contract personnel should review the attachments entitled Common Errors on NACI Security Questionnaires, Example_SF85, Example_OF306, and General Questions and Answers about OPM background Investigations (see item 3.2 of this contract for these attachments) in order to ensure the forms are properly completed. Please note that incomplete forms will be rejected and could result in a delay of work under the contract. 12.3.4 Once the items requested are received, VA will pre-screen these items for completeness, and forward them to the appropriate party(s) in order to initiate the required background investigation(s) or screening(s) within fourteen (14) calendar days of appointment. Only after the VA Contracting Officer notifies the Contractor that the background investigation(s) or screening(s) was initiated shall the Contractor be authorized to provide services under the contract. As previously stated, if the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA. 12.3.5 The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the contract person from consideration of working under the contract. 12.3.6 Failure to comply with these Contractor personnel security requirements may result in termination of the contract for default. Note: Contractor will coordinate all work with the Radiation Oncology Service which will grant access to equipment and spaces as necessary IAW established VA work schedule and with the approval of the Radiation Oncology Service Chief. Information Security The medical physicist working with the contractor may have access to sensitive patient information displayed on the control panel of systems associated with the linear accelerator. However, contractor owned IT devices (such as laptop computer) shall not interface with any VA internet trusted (i.e., non-public) network. Therefore, the certification and accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required. Contractor shall not print or copy any sensitive patient information. Because the Vendor is chaperoned the vendor does not need to take VA Privacy or Information Security training. A background investigation is not required. The Vendor and all VA employees are required to immediately report any security violations to the Information Security Officer Records Management All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System (VANTXHCS) and must be returned to VANTXHCS at the end of the contract or destroyed in accordance to the VHA Record Control Schedule (RCS)10-1. A.Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. B.Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. C.Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government 'IT' equipment and/or Government records. D.Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. E.Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract or identified in the RCS 10-1. F.The Government Agency owns the rights to all data/records produced as part of this contract. G.The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. H.Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. I.No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. J.Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VASTHCS/VASTHCS/VA25715R1691/listing.html)
 

Document(s)

Attachment
 

File Name: VA257-15-R-1691 VA257-15-R-1691_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2341467&FileName=VA257-15-R-1691-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2341467&FileName=VA257-15-R-1691-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Department of Vetrans Affairs;North Texas Health Care System;4500 S. lancaster Road;Dallas, Texas

Zip Code: 75216-7167
 

Record

SN03905183-W 20150928/150926233501-c33e70d694e8d36f1ca9200e07ec2b6f (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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