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FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 13, 2017 FBO #5773
DOCUMENT

65 -- Dosimetry Testing - Attachment

Notice Date

9/11/2017
 

Notice Type

Attachment
 

NAICS

334519 — Other Measuring and Controlling Device Manufacturing
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 6;100 Emancipation Drive;Hampton VA 23667
 

ZIP Code

23667
 

Solicitation Number

VA24617N1973
 

Response Due

9/15/2017
 

Archive Date

10/15/2017
 

Point of Contact

JAMIE SULLIVAN
 

Small Business Set-Aside

Veteran-Owned Small Business
 

Description

SOURCES SOUGHT NOTICE ONLY This notice does NOT constitute a request for proposal, request for quote, or invitation for bid. No formal solicitation document exists at this time. We are seeking information for market research purposes only. The Government will not pay for any information solicited The VHA Network Contracting Office 6 (NCO 6) is conducting a market survey to find qualified vendors who can provide Dosimetry Testing Services for the Fayetteville VAMC and the Salisbury VAMC. Vendor shall be able to provide the following: 1.1 Dosimetry Device Specifications: The dosimetry device specifications are described as follows: A. The selected vendor shall be the primary supplier of the personnel dosimeters, and shall be in direct control of the design, modifications to, and quality of the personnel dosimeters. The selected vendor shall supply necessary personnel dosimeters of a NVLAP certified type or combination of types. Dosimeters will be issued in either monthly or quarterly time periods as requested by the medical center. Some individuals may have multiple badges. Fetal monitoring devices may be required. B. The devices shall be supplied per the following specifications: 1. The vendor's dosimetry service shall be currently accredited by the National Voluntary Laboratory Accreditation Program (NVLAP) of the US National Institute of Standards and Technology for radiation testing categories I, II, III, IV, V, VI, VII, and VIII. 2. Written specifications shall be provided, prior to evaluation, on dosimetry devices defining: (a) Minimum detectable reported dose; (b) Energy discrimination capabilities including accuracy, precision, and (c ) Maximum range of reported dose for the various energy ranges concerned, primarily: a. Less than 100 KeV photons b. 100 KeV through 250 KeV photons c. Greater than 250 KeV up to and including Cs 137, Co 60, and 10 MeV photons d. Beta radiations e. Neutrons 3. Dosimetry devices shall be routinely delivered to the customer by the 20th calendar day of each month preceding the next exchange date. Exchange dates are the first day of any month for monthly devices and the first day of any calendar quarter for quarterly devices. If the devices are not received by the 20th calendar day, the vendor shall, at no cost to the client, ship the devices in a manner to ensure delivery by the 23rd calendar day of the month. 4. The delivery of dosimetry devices is required within 7 calendar days of record creation for additions of new personnel or changes in dosimetry device status for existing personnel, unless a rush shipment is requested. The creation of a single record shall automatically provide all individual dosimetry devices for the current month and all subsequent months. When a rush shipment is requested, the dosimetry device(s) shall be received within 3 calendar days of record creation. 5. Shipping containers shall be reusable for return of the devices to vendor. Return shipping labels shall be supplied by the vendor. 6. The dosimetry devices, including additions, shall be provided in presorted and individually packaged and labeled containers in accordance with the criteria established by the client s Radiation Safety Officer or designee at the time of setup. 7. Primary sorting and distinction will include unlimited series separation by groups of users. Series coding shall be alphanumeric. 8. All transactions regarding the vendor service including, but not limited to, user additions, deletions, changes, inquiries, etc., shall be exclusively between the client s Radiation Safety Officer or designee and the vendor. 9. Shipments shall include individual printed packing lists for each group of users. The individual packing lists shall include an alphabetical listing by wearer's last name. Other information provided in the listing shall include, but is not limited to, the following: a. Badge control identification b. Badge type Prescribed wear period, by date and duration Printed and electronic copies of packing lists Dosimetry devices shall provide obvious, distinct, color coding by holder and dosimeter insert, as applicable, for easy special purpose identification while being worn. Insert label or holder colors shall alternate with each wear period. 11. The vendor shall provide a method for calculating and reporting Effective Dose Equivalent or Effective Dose automatically for designated badge wearers. 12. Individual dual badge sets shall include at least one badge identified with the clearly visible, as worn, printed word "Collar" or "Waist" or other clear, descriptive nomenclature, to aide in proper wear positioning. The Collar holder shall be color coded red, and the Waist holder shall be color coded blue. 13. The ring badge shall have at least three sizes, be waterproof, have a permanent label, and be capable of withstanding cold sterilization. The ring badges shall be coded or identified to allow computerized tracking of the unreturned devices. 14. Body badges shall be waterproof and have a permanent label. The body badges shall be coded or identified to allow computerized tracking of unreturned devices. 15. Badges will be mailed separately to individual Imaging locations. C. The vendor will maintain a data base with security levels agreed to by the VA that contain dosimetry records dating back to at least 1992. The Government should be able to at a minimum: 1. Add, transfer, or delete personnel 2. Add additional badges to existing personnel 3. Review records (wearer, badge type, frequency, dose history, etc.) 4. Summarize results (exposure levels, ALARA, etc.) 5. Review exposure histories per entire account 6. Review exposure histories for an individual 7. Add lifetime cumulative dose for an individual 8. Add current year dose for an individual 9. Reactivate wearers and badges 10. Assign spare badges 11. List unreturned badges 12. Download data files for unreturned badges 13. Download data files for badge readings (exposures for specified periods) D. The Government s Radiation Safety Officer or designee shall be notified by telephone or email of all readings above the levels set by the client s Radiation Safety Officer within 24 hours from the reading of the dosimeter. The system shall be capable of setting different notification levels for separate series codes within an account. E. The vendor shall automatically provide permanent records archiving. F. The vendor shall ensure timely response to customer inquiries by assigning a specific representative who shall be accessible during regular working hours through a toll free phone system. G. The vendor shall provide emergency processing of dosimetry devices when requested. This processing shall be completed within 24 hours of receipt of the device by the vendor. The Radiation Safety Officer or designee shall be notified of the processing results by telephone or email within 24 hours of receipt of the device by the vendor. H. Charges for unreturned or damaged dosimetry devices shall be assessed. I. The Medical Center 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 badges; (c ) Priority shipments of dosimetry devices when devices are not received as specified. The Medical Center shall not be charged for the following: (a) Set up or transfer of an individual; (b) Deletion of an individual; (c ) Reactivation of an individual; (d) Series or group separation; (e) Training of personnel to adopt vendor's service; (f) Adjustment of dose record by Radiation Safety Officer. 1.2 Other: A. No presorting of the dosimetry devices by the client shall be required prior to returning the dosimetry devices to the vendor. B. The vendor shall provide a means of tracking all unreturned dosimetry devices, including whole body and ring badges. This information shall be obtainable through data file downloads from the on-line computer system. The information shall be available for downloading on at least a monthly basis and shall be capable of tracking unreturned devices for the past 18 calendar months. C. Radiation dose reports, including monthly, quarterly, year to date, and lifetime totals, shall meet the records requirements of the U.S. NRC and OSHA. The vendor shall automatically provide printed and computer updates of records which have had a dose adjustment made by the client s Radiation Safety Officer. The vendor shall automatically provide an NRC Form 5 or equivalent, at no cost, for each monitored individual in each series code, on an annual basis. E. The vendor shall provide a means of maintaining current year dose and lifetime cumulative doses for individuals as requested by the client s Radiation Safety Officer. F. Complete dosimetry reports shall be routinely provided to the client s Radiation Safety Office. A second copy of each report, with specified omissions such as sex, social security number, and date of birth, shall be provided upon request and issued for shipment directly to user groups. The duplicate exposure report shall be labeled to show the mailing address of each user group. G. The dosimetry reports shall include a separate fetal dose entry for all pregnant personnel. H. The average shipping time of the completed exposure reports shall not exceed 7 calendar days after receipt of the exposed dosimetry devices by the vendor. Radiation exposure and other reports shall be shipped via a carrier which guarantees second working day delivery. I. The vendor shall automatically provide printed copy wear period, annual summary, and annual statistical summary reports for each account. These summaries shall include a listing by user groups, with alphabetical listing by the wearer's last name within each group, of every person badged at any time during the year. Other information provided for each listing shall include, but not be limited to, the following: (a) Group or series number; (b) Badge number and type; (c ) Annual and lifetime dose; (d) Date of birth; (e) Sex; (f) Deep dose and shallow dose for each monitoring period; (g) Extremity dose; (h) Internal dose reported by Radiation Safety Officer; (i) Total Effective Dose Equivalent; (j) Data on all currently issued devices regarding late returns, unreturned, and deleted devices. J. Dosimetry report shipments shall automatically include an electronic records system compatible copy of the same data as the printed copy reports. The electronic form data, including Paragraph I., items (a.) through (k.)., must be in a common file format (reference NRC Regulatory Guide 8.7 "Instructions for Recording and Reporting Occupational Radiation Exposure Data"). K. The vendor shall provide a means to electronically download exposure data information using the on-line computer system. L. The vendor shall automatically provide individual termination summary reports for each individual being transferred within or removed from an account. M. The vendor should have the ability to provide additional exposure reports summarizing items such as individual high exposures, or other exposure information as deemed necessary by the client s Radiation Safety Officer and his/her ALARA program. The Medical Center shall not be charged for any reports or summaries, written or electronic, including but not limited to the following: Individual termination summary reports; Exposure reports; (c) ALARA reports as requested; (d) Annual exposure summary reports; (e) Unreturned badge reports; (f) Annual statistical summary for entire account. Service Documentation: A. The vendor shall provide documentation verifying its ability to fulfill the commitments set forth within this document. This documentation shall be provided prior to any contractual agreement and shall include the following: (a) Representative samples of reports and summaries as previously specified; (b) Samples of computer generated data in the same format as previously specified; (c) A list of medical centers and hospital customer references, with dosimetry needs similar to those of the Medical Center, including neutron monitoring. B. If, at any time during the contract period, the vendor fails to meet any contract specification, the contract may be canceled by the Medical Center with a thirty day letter of notification of cancellation of service. All interested parties should respond, in writing via email to jamie.sullivan4@va.gov. No telephone inquiries will be accepted. In response, please include the following: Company/individual name Address Point of contact with phone number Company Socio-Economic SIZE (example large, small, SDVOSB, VOSB, WOSB ect.) Indicate FSS/GSA contract number Tax ID number DUNS number NAICS code (if different than below) Capabilities statement Service-Disabled Veteran Owned or Veteran Owned Small Business vendors must be CERTIFIED in VetBiz (see internet site: http://vip.vetbiz.gov) to be recognized as such. The NAICS 334519 is applicable to this acquisition with a size standard of 500 employees. Interested firms are reminded that in accordance with FAR 4.1201(a) Prospective contractors shall complete electronic annual representations and certifications at the System for Award Management (SAM) as a part of required registration in conjunction with FAR 4.1102(a) that states, Prospective contractors shall be registered in the (SAM) database prior to award of a contract or agreement. Therefore, due to time constraints, vendors will be required to be registered in System for Award Management (SAM) at http://www.sam.gov to be considered for an award. Your response is required by 08:00AM EST, September 15, 2017.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/HaVAMC/VAMCCO80220/VA24617N1973/listing.html)
 

Document(s)

Attachment
 

File Name: VA246-17-N-1973 VA246-17-N-1973.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3787105&FileName=VA246-17-N-1973-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3787105&FileName=VA246-17-N-1973-000.docx

 

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

Record

SN04671061-W 20170913/170911232124-0d597bc157614bede4659774eadca98c (fbodaily.com)
 

Source

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

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