DOCUMENT
H -- Radiation Dosimetry Services - Attachment
- Notice Date
- 11/11/2015
- Notice Type
- Attachment
- NAICS
- 541380
— Testing Laboratories
- Contracting Office
- Department of Veterans Affairs;Network Contracting Office 20;8524 N Wall;Spokane, WA 99208
- ZIP Code
- 99208
- Solicitation Number
- VA26016N0047
- Response Due
- 11/16/2015
- Archive Date
- 1/15/2016
- Point of Contact
- Susan Dela Cruz
- Small Business Set-Aside
- N/A
- Description
- This is a SOURCES SOUGHT NOTICE for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described in the Statement of Work (SOW). Potential offerors are invited to provide information via e-mail to susan.delacruz@va.gov. All responses will be used to determine the appropriate acquisition strategy for a potential future acquisition according to SOW. Personnel and Environmental Monitoring Dosimetry Services The following format has been used for this statement of work: 1.Purpose 2.Scope 3.Service Areas/Performance Requirements/Necessary Conditions 4.Glossary 5.Appendix A- Specifications for Monitoring Systems and Devices 1. Purpose The purpose of this contract is to provide Dosimetry Services using Optically Stimulated Luminescence (OSL) Technology. The services includes automatic exchange-outs of dosimeters each wear period, processing and analysis of dosimeters, data management, archival storage of exposed results, standard radiation dosimetry, with customer services and technical support. A wide variety of radionuclides are used for biomedical research, medical diagnosis, and patient treatment. A complete range of diagnostic and therapeutic x-ray equipment is employed. For purposes of this contract, the term "dosimeter" or "monitor" is an individual monitoring device that requires processing to determine the radiation dose and that is used by VA Puget Sound Health Care System. The VA possesses a permit to operate under federal regulations issued by the Nuclear Regulatory Commission (NRC) and is required to comply with 10 CFR 20.1201, 20.1501, and other applicable provisions of Title 10 Chapter 20 specified in the permit, in addition to Occupational Safety and Health Administration (OSHA) regulations listed under 29 CFR 1096.1906 for non-NRC regulated functions. These regulatory bodies provide specific requirements for monitoring external personnel radiation exposure. 1.2 Personnel Radiation Monitoring Program The present size of the VA monitoring program has expanded in recent years due to new badging requirements for users of fluoroscopic imaging modalities, with the Radiation Safety Officer (RSO) currently issuing approximately 365 dosimeters per month. This includes 325 whole body dosimeters, 30 extremity TLD rings, up to 3 fetal monitors, and 6 environmental monitors. Currently, these dosimeters are monitored and exchanged on a monthly or quarterly schedule. 1.3 Program Goals The goals of the Personnel Radiation Monitoring Program are: a.Precluding the overexposure of personnel to radiation through a program of: (1)Monitoring (2)Reporting (3)Education and control of the use of Ionizing Radiation 1.4Performance Periods. Base year contract performance shall be for a period of 12 months commencing, or the date of the award whichever is later to include four option years. The contract periods are as follows: 1.5 a.Base Period of Performance. Base contract performance shall be for a period of 12 months. 2. Scope 2.1 Types of Services The contractor shall provide the following types of services under this contract using Optically Stimulated Luminescence (OSL) Technology: a.Provide/deliver the following variety of radiation exposure monitoring devices, with holders ensuring offered systems and devices meet NVLAP and detailed specifications: (1)Whole body (2)Extremity wrist/collar/fetal monitors (3)Extremity (ring) monitors (4)Environmental area monitors b.PC based computer software and/or Internet/Web-based program that enable dosimetry results review. c.Monitor and participant identification d.Routine and emergent evaluation of monitors e.Routine and emergent reporting of analysis data f.Maintenance and modification of exposure records g.Additions, deletions or transfers of exposure histories h.Special evaluations and notifications i.The Contractor shall automatically provide permanent records archiving. j.The Contractor shall ensure timely response to customer inquiries by assigning a representative who shall be accessible during regular working hours in the time zones for the serviced facility. k.The Contractor shall provide emergency processing of dosimetry devices when requested. This processing shall be completed within 24 hours of receipt of the device by the Contractor. The facility RSO or designee shall be notified of the processing results by telephone or email within 24 hours of receipt of the device by the Contractor. l.The VA Puget Sound Health Care System shall not be charged for shipping costs associated with the following activities: a.Duplicate shipments of dosimetry devices; b.Rush shipments of dosimetry devices (2nd day delivery) associated with but not limited to, personnel additions, transfers, or provision of additional spare devices; or c.Priority shipments of dosimetry devices when devices are not received as specified. m.The VA Puget Sound Health Care System shall not be charged for the following: a.Set up, transfer, deletion, or reactivation of any monitored individual; b.Series or group separation (i.e., new series or account); c.Complete computer system capabilities as stated including access time (Medical Center owned or Contractor provided equipment); training of personnel to adopt Contractor's service, if necessary; n.Adjustment of dose record by Radiation Safety Officer; or up to 50 extra holders per year, if requested. ITEM PROVIDEDQtyBASE YearOPT YR 1OPT YR 2OPT YR 3OPT YR 4 TOTAL SeattleTotal TLD or OSL personnel badges exchanged monthly325$$$$$$ Total badges exchanged quarterly (U+P)-controls0 Est. area monitoring badges6$$$$$$ Est Control OSL personnel badges type Pa10$$$$$$ Est Control TLD or OSL personnel badges type U8$$$$$$ Est annual increase in total number of badges required per option year.10/YR Total badges exchanged monthly (U+P)-controls0$$$$$$ Est. number of badges lost per year30$$$$$$ Unreturned TLD or OSL badges monthly10% of Total badges (30)$$$$$$ No. of Participants using EDE 1 or 212$$$$$$ Est Number of subaccounts21$$$$$$ No. of Fetal Dosimeter Badges~3 Per year$$$$$$ Multiple Employer Exposure Report (METER)0$$$$$$ Monthly occupational Radiation Exposure reports12$$$$$$ Individual termination summary reports;0$$$$$$ ALARA reports as requested0$$$$$$ Annual exposure summary reports1$$$$$$ Quarterly Statistical Summary ALARA report0$$$$$$ Quarterly ALARA reports4$$$$$$ Annual statistical summary for entire account1$$$$$$ Individual NRC Form 5 exposure reports or equivalent. 385$$$$$$ ALARA Memo per memo7$$$$$$ Individual Termination summery reports0$$$$$$ EDE Dose calculations12$$$$$$ Emergency readings1$$$$$$ Fetal monitoring reports3$$$$$$ Termination Reports0$$$$$$ High exposure reports1$$$$$$ SUBTOTAL $$$$$$ TOTAL $ 2.2 Resources 2.2.1 Contractor-Furnished Resources 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 each specified type of personnel, environmental, and operational electronic dosimeter including all associated monitoring services in accordance with the requirements contained herein, except for that specifically identified to be furnished by the Government. 2.3 Location of Performance The primary location 2.4 Quantity of Monitors Approximately 365 monitors per month. The estimates of the quantity of each monitor needed monthly and quarterly are based on current program requirements. Continuing program and regulatory review will dictate necessary changes in specific requirements for future contract years. 3. Service Area - Monitoring 3.1 Service Area - Monitoring Services These items will be ordered by designated VA personnel and delivered to the facility. The quantities shown below are monthly and quarterly estimates of the dosimetry requirements. The following monitoring schedules and services are based on current demands and may change over the life of this contract the stated estimates reflecting current program requirements. Continuing program and regulatory review will dictate necessary changes in specific requirements for the base contract and option years. There is no express or implied guarantee that these quantities will be purchased. The estimated usage is as follows: Types of Dosimeters Monthly Monitoring Quarterly Monitoring Total dosimeter shipment3650 Whole-body (OSL)3250 Extremity ring TLD300 Environmental (OSL)60 Upon request Fetal monitorEst. up to 3 The contractor shall provide the following services: (1)Monthly Monitoring services for the following items: Estimated Qty (2)P1 - Whole body beta-gamma/neutron (OSL) Monthly 325 Monitoring services for the following items: Estimated Qty (3)U1 - Extremity beta-gamma (OSL) Monthly 30 Estimated Qty (4)T9 - Environmental Dosimeter Monthly 6 (May be altered depending on calibration frequency requirements) Estimated Qty (5)P - Fetal beta-gamma (OSL) Upon request`3 a.Ensure that each shipment of dosimeters contains appropriate control dosimeters that are of the same type and wear frequency as the dosimeters being shipped. 3.2 Service Area - Monitor and Participant Identification The contractor shall: a.Divide the monitors into approximately 21 logical series groups for the purpose of distribution and reporting. b.Assign each series group a character alphanumeric code, as designated by the Contracting Officer Representative (COR). c.Ensure that a number identifies each person whose monitors are issued within a series and name printed each dosimeter. d.Provide additional dosimeters as requested by the COR. e.Ensure that in addition to any pre-existing contractor identification requirement, each permanently assigned personnel monitor has a printed label with the following information: (1)Full Name (2)Wear period start date and color-coding to facilitate identification of the wear period. (3)An Identification Number f.Ensure that the information required in section (e) above is affixed to the dosimeter. g.Ensure that TLD rings are affixed with the same information identified above. 3.3 Service Area - Evaluation of Monitors: The contractor shall conduct the following evaluations of monitors: a.Routine Monitor Analysis: Routine evaluation shall be accomplished within three (3) weeks after receiving the dosimeter. (1)The Radiation Safety Officer shall be notified via telephone (with an electronic follow-up) as soon as possible, but no later than one business day after the evaluation of a monitor with doses exceeding designated dosimeter levels. h.Emergency Readings: (1)Monitors provided to the contractor for "emergency reading" shall be evaluated and the results reported electronically to the Radiation Safety Officer within 24 hours after receipt. Initial notification to the Radiation Safety Officer shall be via telephone. (2)OTHER REQUIREMENTS: The Contractor shall immediately notify the point of contact if any of the following occur: 1.NVLAP accreditation is rescinded in any of the required categories listed above. 2.The Contractor revises their Quality Assurance practices in such a way as to decrease the effectiveness of a NVLAP accredited program. 3.The Contractor modifies the dosimeter in such a way as to invalidate its NVLAP accreditation. 4.Any dosimeter indicates > 5000 mrem. 3.4 Service Area - Replacement of Lost or Damaged Holders: The contractor shall supply replacement holders as requested by the COTR at no additional charge. 3.5 Service Area - Reports The Contractor shall satisfy the following reporting requirements: a.Analysis Reports (1)Ensure that the report for each dosimeter series group appears on separate pages with the applicable series group identified at the top of each page. A duplicate report without Date of Birth (DOB) and Social Security Number (SSN) will be provided. (2)Contractor shall provide original copies of reports upon request. (3)Maintain archived copies of all reports in a manner that allows for easy access in addition, precludes the loss of exposure history data. (4)Transmit all emergency analysis data by telephone to the Radiation Safety Officer within 24 hours following receipt of the monitors. b.The Contractor shall generate and provide the following reports to the Office of Radiation: (1)Annual NRC Form 5 or equivalent reports within 120 days for all individuals monitored in the prior year. (2)Missing dosimeters depending of the number within serial per period. (3)Hardcopy dosimeters analysis reports without DOB and SSN. (4)Electronic media reports (CD-Rom) upon request. (5)Fetal monitoring reports that track exposure to the declared pregnant worker by month and cumulative total since conception as declared. (6)Termination reports to show individual's year -to- date at time of final reading and cumulative lifetime exposure upon request. (7)Standard exposure reports that the TEDE on a particular participants. (8)When requested by the COTR, the contractor shall update and make corrections to VA personnel dosimetry records. 3.6 Service Area - Maintenance and Modification of Exposure Records When requested by the COR, the contractor shall: a.Update and/or correct personnel dosimetry records b.Ensure that personnel records include the following information: (1)Name, date of birth, and social security number (2)Monthly, quarterly, year-to-date, and lifetime exposure (3)Starting date of the exposure history (4)Ending date of the exposure history when applicable c.Transfer employees from their current series to a new series. These transfers shall include shifting the employee's dosimetry history to the new series. d.VA will have the capability of securely transmitting change/transfer requests to the Contractor electronically from the Radiation Safety Officer computer. 3.7 Service Area - Additions, Deletions or Transfers of Exposure Histories The Contractor shall: a.Establish exposure histories of new individuals from data supplied by the Radiation Safety Officer. b.Provide the Radiation Safety Officer with radiation histories of individuals deleted or deactivated from the program. Transfer radiation histories for individuals when assigned to a new series. The Government estimates approximately additions, deletions, or transfers monthly. c.Ensure the computer software/hardware utilized for electronic transfers is a secure an industry accepted. The specific method/product will be determined at the time of contract award. 3.8 Service Area - Special Evaluations and Notifications: The contractor shall: a.Evaluate and report the results of all monitors sent for "emergency" reading within 24 hours after receipt. The initial notification to the Radiation Safety Officer shall be made via telephone. 3.9 Service Area - Delivery of Monitors: 3.9.1 Service Area - Delivery of Monitors The contractor shall: a.Ensure that prior to shipping; monitors are pre-sorted into individual series groups for the purpose of distribution and reporting. b.Ensure that in addition to pre-existing contractor's identification requirements, each permanently assigned monitor has a printed label bearing the user's name, wear period, series code, and unique monitor serial number that uses a standard bar code protocol. Ensure that monitors are furnished at required frequencies (typically monthly and quarterly monitors) and arrive at the specified installation at least seven days before the beginning of the wear period. c.Ensure all monitors for a series group are packaged in an individual envelope or box, with a label bearing all required identifying information attached to the outside of each package, and a packing list that itemizes the monitors contained within. d.Upon proper notification, accept requests for additional personnel monitoring services and fulfill these requests within seven working days after receipt. e.Ensure that prior to shipping; monitors are pre-sorted into individual series groups for the purpose of distribution and reporting. f.Ensure that in addition to pre-existing contractor's identification requirements, each permanently assigned monitor has a printed label bearing the user's name, wear period, ID, series code, and unique monitor serial number that uses a standard bar code protocol. g.Ensure that monitors are provided at the required frequencies (typically monthly or quarterly) and arrive at least seven working days prior to the start of the wear period for which they are being issued. h.Ensure all monitors for a series group are packaged in an individual envelope or box, with a label bearing all required identifying information attached to the outside of each package, and a packing list that itemizes the monitors contained within. i.Ensure that shipping packages containing the monitors for each facility contain at least one control dosimeter. j.Upon proper notification, accept requests for additional personnel monitoring services and fulfill these requests within seven working days after receipt. 3.10 Service Area - Necessary Conditions 3.10.1 - Commencement of Work The Contractor shall: a.Be prepared to start services immediately upon the awarding of this contract. b.Have in place the necessary systems, including record keeping systems, computer systems etc., to execute all provisions of the contract at the time of the award, including a sufficient supply of dosimeters for distribution to employees in accordance with the provisions of the contract at least two weeks prior to the commencement of the first monitoring period (calendar month). The Radiation Safety Office will provide the necessary information (series group breakdowns, names of individuals, etc.) for establishment of the required record keeping system at least one month before the commencement of the first monitoring period. 3.10.2 - Accreditation As required by federal regulations specified in 10CFR20.1501, personnel dosimeters must be processed and evaluated by a dosimetry processor: (1) Holding current personnel dosimetry accreditation from the National Voluntary Laboratory Accreditation Program (NVLAP) of the National Institute of Standards and Technology; and (2) Approved in this accreditation process for the type of radiation or radiations included in the NVLAP program that most closely approximates the type of radiation or radiations for which the individual wearing the dosimeter is monitored. The contractor shall maintain, for the entire duration of the contract, a Certificate of Accreditation from the National Institute of Standards and Technology through its National Voluntary Laboratory Accreditation Program (NVLAP) in accordance with the provisions of Code of Federal Regulations, Title 10, Part 20.1501 (c). The contractor must be certified in all categories for the dosimeters supplied herein (unless NVLAP has no certification for a particular type of dosimeter). 3.10.3 - Computer Data Base Access The contractor shall: a.Provide applicable accounts, passwords, and procedures to allow authorized personnel direct electronic access to the personnel-monitoring database. b.Provide required computer services via personal computer software and/or Internet/Web-based system that are accessible on secure connections, 24 hours/day and 7 days/week. 3.10.4- Contractor Quality Assurance/Quality Control Program The contractor shall: a.Possess and maintain a documented quality assurance/quality control (QA/QC) program. b.Ensure that the QA/QC program meets the following: (1)The QA program will meet the requirements of accrediting organizations and proficiency testing groups including: (a)National Voluntary Laboratory Accreditation Program (b)Environmental Protection Agency (c)Nuclear Regulatory Commission c.Provide a copy of the current quality assurance manual to the COTR or other specifically authorized personnel upon request. d.Implement and document the QA program with controls and requirements in the following areas: (1)Procurement (2)Material (3)Procedures (4)Inspection (5)Documents and Records (6)Measurement and Test Equipment (7)Personnel Training and Qualifications (8)Quality Assurance Inspections (9)Nonconformance and Corrective Actions 4. Glossary 4.1 Acronyms AcronymDefinition ALARAAs Low As Reasonably Achievable CDECommitted Dose Equivalent CEDECommitted Effective Dose Equivalent COContracting Officer COTRContracting Officer Technical Representative FORM 5Form that contains required format and data for NRC requirement FTPFile Transfer Protocol HTTPSThe secure version of Hypertext Transfer Protocol (HTTP), utilizes 128-bit encryption EDEEffective dose equivalent MREMmilli-rem (mrem) is a unit of equivalent dose NRCNuclear Regulatory Commission NVLAPNational Voluntary Laboratory Accreditation Program OSLOptically Stimulated Luminescence badge QAQuality Assurance QCQuality Control REIRSThe NRC's Radiation Exposure Information Reporting System RSORadiation Safety Officer TCP/IPTransmission Control Protocol/Internet Protocol TEDETotal Effective Dose Equivalent TLDThermoluminescent Dosimeter TODETotal Organ Dose Equivalent Potential contractors shall provide, at a minimum, the following information to susan.delacruz@va.gov: 1) Name, address, point of contact name, phone number, and e-mail address. 2) Brief capability statement with enough information to determine if the company can meet the requirement. The Capabilities Statement for this sources sought is not expected to be a Request for Quote nor does restrict the Government to an ultimate acquisition approach, but rather short statement regarding the company's ability to provide the service above. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. The capabilities will be evaluated solely for the purpose of determining to Set-Aside for the Small Business Community or to conduct as an Unrestricted Procurement. Other than small businesses may respond to this notice in the event the market does not indicate SB interest, however, preference will be given IAW VAAR 819.7004 Contracting Order of Priority. The Government must ensure there is adequate competition among the potential pool of available contractors. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government nor will the Government pays for information solicited. This synopsis is not a solicitation announcement for Request for Quote. No formal solicitation document exists at this time, and no contract will be awarded from this announcement. Respondents will not be notified of the results of the evaluation. All interested contractors should notify this office via email by 4:00 PM (PDT) on November 16, 2015.
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- Attachment
- File Name: VA260-16-N-0047 VA260-16-N-0047.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2413758&FileName=VA260-16-N-0047-000.docx)
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- Place of Performance
- Address: 1660 S Columbian Way, Seattle, WA
- Zip Code: 98108
- Zip Code: 98108
- Record
- SN03943855-W 20151113/151111233232-b8e5a3a530e7fbc905212fcfad924258 (fbodaily.com)
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