MODIFICATION
Q -- Nuclear Medicine - Medical Physicist - Fresno
- Notice Date
- 9/28/2009
- Notice Type
- Modification/Amendment
- NAICS
- 541690
— Other Scientific and Technical Consulting Services
- Contracting Office
- VA Northern California Health Care System - Department of Veterans Affairs No. California Health Care System System
- ZIP Code
- 00000
- Solicitation Number
- VA-261-09-RP-0421
- Response Due
- 9/30/2009
- Archive Date
- 10/30/2009
- Point of Contact
- Eric ToliverContracting Specialist
- E-Mail Address
-
Contracting Officer
(eric.toliver@va.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR 12.6, with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-36 as corrected. This solicitation is set aside for Small Businesses. The NAICS code is 541690, with a size standard of $7.0 million. The Contractor will provide these services at the VA Central California Health Care System in Fresno, CA. The contract performance period will be for one year starting on or about October 1, 2009 through September 30, 2010 with a two (2) year option period. Electronic, hand-delivered or properly mailed offers will be accepted. Faxed offers will not be accepted. Offers are due to eric.toliver@va.gov by NLT 3:00 p.m. on September 30, 2009. Offers must include a completed price schedule, curriculum vitae for each incumbent and a maximum of three contract references (with correct contact information). Price must include rate for one (1) of day service a month, over a twelve (12) month period, including option periods. Curriculum vitae will be used for technical evaluation based on skill sets and experience. Contract references will be used for past performance and must be within the last three years (September 25, 2006). For information regarding the solicitation you can e-mail me at the above e-mail address or phone at (916) 923-4528. 1.Scope of Work: 1.1.The Contractor shall provide all supervision, personnel, transportation, equipment and software to provide radiation safety support and medical physicist services for the Veterans Affairs Central California Health Care System's (VACCHCS) Radiation Safety Program, headquartered at Fresno, California. Radiation safety support and medical physicist services shall be provided on an as needed basis in accordance with the terms and conditions of this contract. The Contractor's price includes all necessary travel time, mileage charges and per diem to and from the Contractor's place of business. 1.2.Key elements of the Scope of Work include: 1.2.1.Oversight of VACCHCS Quality Assurance activities related to radiation safety and medical physics. 1.2.2.Evaluation of radiology (existing equipment and any equipment purchased during duration of the contract), including Annual Physicist Quality Assurance Reports (targeted for completion during calendar quarter Q2), acceptance testing at the time of installation and following CT or x-ray tube replacement or major repair that may affect the image quality or have an impact on Radiation Protection. 1.2.3.Assessing patient radiation doses when requested by VACCHCS. 1.2.4.Ensuring VACCHCS facility compliance with Nuclear Regulatory Commission (NRC) regulations and State of California Department of Health Services Radiological Health. 1.2.5.Other radiation safety or medical physics functions as requested by the VA Radiation Safety Officer (RSO). Such functions may include, but are not limited to nuclear medicine department quarterly audits, license amendments, or consultative services for possible radiation safety events including medical events involving radioactive isotopes. 1.2.6.The contractor shall be physically present an average of at least one day per calendar month and provide a written report of oversight, audit or other services provided during the month. The contractor shall personally initiate oversight, audit and other related activities to ensure all program requirements are being met. Written monthly reports shall include suggestions and guidance for program improvements whenever possible. All these activities shall be coordinated with the RSO, Chief of Nuclear Medicine, Chief of Radiology and Chief of Bio-Med. 2.Specific Contractor Tasks include: 2.1.Medical Physicist shall conduct annual surveys of all x-ray equipment on-site (and any purchased during duration of the contract). Surveys will also be performed after repair of equipment or for installation (acceptance testing) of any new equipment. 2.2.Perform quarterly evaluations of Nuclear Medicine records and equipment. 2.3.Audit the technical Quality Control programs of Nuclear Medicine and Radiology annually. Identify and recommend changes needed for regulatory compliance. 2.4.Provide technical advice and direction during the performance of required Nuclear Medicine, X-ray, CT, MRI and ultrasound accreditation studies. 2.5.Assist the Nuclear Medicine Physician and RSO with dosimetry related to radiopharmaceutical therapy and provide physicist support to Nuclear Medicine for therapy as needed in accordance with the Release Guidelines. 2.6.Attend all quarterly Radiation Safety Committee meetings at the VACCHCS unless specifically excused. 2.7.If requested, assist VACCHCS RSO with necessary paperwork for NHPP amendments and inspections, and be physically present at inspections by the NRC, NHPP, The Joint Commission for Accreditation of Healthcare Organizations (TJC), Food and Drug Administration (FDA), Occupational Safety and Health Administration (OSHA) or Department of Transportation (DOT) where radiation issues are involved. 2.8.Provide guidance and assistance with DOT regulations, and disposal of spent sources and low level radioactive waste. 2.9.Provide guidance, overview and compliance review of DOT Hazmat training. 3.Qualifications: 3.1.This contract requires that certain tasks be performed by a licensed Medical Physicist; therefore the Contractor will be required to designate specific individuals to perform as Medical Physicist and Medical Physicist technician. 3.2.Prior to commencing work, all contractor employees shall meet industry standards criteria to perform work under this contract as a Medical Physicist and/or Medical Physicist Technician. Qualification documents must be submitted to the imaging service and be approved by appropriate authority. 3.2.1.Medical Physicist: The Contractor Medical Physicist shall meet the following education, certification, and qualification standards: 3.2.1.1.Hold a Masters Degree (preferably Ph.D.) in Medical Physics, Health Physics or a related field. 3.2.1.2.Hold current Board Certification in Diagnostic Radiological Physics by the American Board of Radiology or American Board of Medical Physics. 3.2.2.The Contractor Medical Physicist shall have current knowledge, understanding, and recent experience (since October 1, 2009) in the following: 3.2.2.1.As a RSO or consultant to a medical facility licensed by the NRC to perform nuclear medicine and biomedical research, 3.2.2.2.In decommissioning a NRC licensed medical facility, 3.2.2.3.All current NRC regulations, 3.2.2.4.Writing NRC license amendments related to the medical use of radiation, 3.2.2.5.Calibration and testing of diagnostic x-ray equipment. 3.2.3.Medical Physics Technician: Have a Bachelor's Degree in Nuclear Medicine Technology or Medical Science. In lieu of a Nuclear Medicine technologist a Physicist with a Master's degree in Health Physics, Radiological Physics or related field can substitute. 3.2.3.1.If the individual is a graduate from a Nuclear Medicine Technology Program then he/she must have current certification by AART or NMTCB. 3.2.3.2.Contract Technician shall have a minimum of one-year experience working in the field of radiation safety. 3.3.Medical Physicist duties shall not be reassigned to a Medical Physicist Technician or any other individual. Medical Physicist Technician duties may be performed by Medical Physicist with written approval by the VA authority. However these services will be billed at the Technician wage rate. 3.4.Contractor's employee(s) shall act in a thoroughly professional manner at all times. They shall work in harmony with other members of VA Staff where they are working. Tact and courtesy are mandatory when interacting with patients and staff. 4.Emergency Services: 4.1.In case of emergency, Contractor's employee's (Medical Physicist and/or Medical Physicist Technician at the discretion of the RSO) shall be required to report (in person) within four (4) hours after receipt of verbal or written notice by VACCHCS. 4.2.The contractor will be listed as an emergency contact for radiation emergencies for the hospital telephone operators and Police Service for radiation emergencies. 5.Government Furnished Equipment and Software: The Government will provide the following: 5.1.Radiation detection devices, radiation survey instruments, well counter, dose calibrators. 5.2.ACR CT image quality phantoms and ACNP-SNM Nuclear Medicine Accreditation phantoms. 5.3.Contractor shall not have access to patient records, and shall have no access to the VA Intranet. 6.Contractor Furnished Equipment and Software: The Contractor shall provide all other equipment and software not specifically cited in Paragraph 5 above to perform the requirements of this contract. At a minimum: 6.1.For testing of all diagnostic x-ray equipment and CT scanner. 6.2.All phantoms for CT head and body, Radiography. 7.Travel/Transportation: The Contractor shall provide all Travel/Transportation necessary to perform the requirements of this contract. 7.1.All travel related costs, including lodging or any other miscellaneous costs shall be the sole responsibility of the contractor and shall be included in the firm fixed unit price on the Price Schedule. 7.2.The Contractor shall not charge the hourly rate for services while in transit. 8.Contractor Personnel Security Requirements 8.1.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. 8.1.1.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. 8.1.2.Background Investigation/Screening. Since it is anticipated that the Contractor or contract personnel will be providing direct or ancillary health care services at a VA facility(s) for more than 180 days under a single contract or series of contracts, the background investigation/screening commensurate with the requirements of this contract is: Background Investigation is National Agency Check with Written Inquiries (NACI) 8.1.3.Position Risk/Sensitivity. For all positions required under this contract, the position risk/sensitivity has been designated as: Low Risk/Non-Sensitive. 8.1.4.Non-citizen contract personnel will be subject to a National Agency Check with Law Enforcement and Credit (NACLC). NACLC investigations require the same forms and processes as the NACI investigations, however with the addition of a credit check. 9.Contractor Responsibilities 9.1.The Contractor shall prescreen all personnel to ensure they are able to read, write, speak, and understand the English language. 9.2.The Contractor shall submit the following required forms to the VA Contracting Officer, through the COTR, within five (5) business days of contract award: 9.2.1.Standard Form 85, Questionnaire for Non-Sensitive Positions 9.2.2.Standard Form 86A, Continuation Sheet for Questionnaires 9.2.3.Optional Form 306, Declaration for Federal Employment 9.2.4.Electronic Fingerprint Verification OR FD 258, U.S. Department of Justice Fingerprint Applicant Chart 9.2.5.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. 9.2.6.Once the items requested in paragraph 3. b. above 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. 9.2.7.The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the contract person from consideration of working under the contract. 9.2.8.Failure to comply with these Contractor personnel security requirements may result in termination of the contract for default. 10.Invoicing and Payment: 10.1.Payment made during all periods of performance of this agreement shall constitute the total cost for services rendered by the contractor, and shall not exceed the amounts specified in the "Schedule of Supplies and Services" without written request and the written approval from the Contracting Officer. 10.2.Invoices rendered by the contractor to VACCHCS for services furnished under this agreement, will be invoiced in full for each month in which services were performed. All payments made under this contract will be made monthly in arrears in accordance with FAR Clause 52.212-4. No advance payments will be authorized. 10.3.Invoices submitted will show the total hours worked. All invoices applicable to this agreement must be submitted no later than thirty (30) days after the end of the contract period. Any problems regarding unpaid invoices should be directed to the Contracting Officer. 10.4.Invoices will be submitted for services, on a monthly basis. 10.5.At a minimum, each invoice must contain the following: Dates and total number of hours services were provided, name of contract person(s) who provided services, contract line item number (CLIN), quantity, unit, unit price, and total cost of services provided, contract number, and remittance address. All invoices must include the name, title and phone number of person to be notified in the event of defective invoicing. Invoices shall be submitted in accordance with, and at the prices specified in the continuation of SF Form 1449, Schedule of Supplies and Services of this agreement. 10.6.The payment for any leave, including sick leave or vacation time, is the responsibility of the contractor. Periods of any absences are not paid by the VA. 10.7.Work hours: Work hours will be based on a mutually agreeable schedule. 10.8.Invoices shall be submitted in arrears at the end of each month. 11.Estimated Quantities: 11.1.The quantities of hours specified in this agreement are estimates, based upon the projected workload during the period of performance. VACCHCS does not imply or guarantee that any fixed number of hours will be required during the contract period. VACCHCS will not be obligated to reimburse the contractor for any specified amount of services, but will be obligated to make payment for any services received in the quality and quantity as requested. CLINDescriptionEstimated QuantitiesUnitUnit PriceExtended Price Base Period: October 1, 2009 through September 30, 2010 0001Estimated Days (1) per Month12Year$$ Option Year One: October 1, 2010 through September 30, 2011 1001Estimated Days (1) per Month12Year$$ Option Year One: October 1, 2011 through September 30, 2012 2001Estimated Days (1) per Month12Year$$ 12.Contractor Business Integrity (CBI): 12.1.Compliance and Business Integrity Training & Education-Contract (Revenue Cycle) Employees. 12.1.1.Awareness Training: Contractor employees shall complete initial compliance awareness training within 30 days of commencing work under this contract as well as complete annual compliance awareness refresher training. At a minimum, CBI, awareness training will include the following topics: (a) the revenue cycle, (b) seven elements of an effective compliance program, (c) definition of high risk areas, and (d) definition of any compliance concerns and how to address a compliance concern. This requirement can be fulfilled by completing the training module available via the following Internet site: http://www/visn21.med.va.gov/CBI.asp. 12.1.2.Remedial Training: When notified, contract employees must complete remedial training and education to address any detected compliance exceptions. 12.1.3.Proof of Training: When notified, contract employees must complete remedial training and education to address any detected compliance exceptions. 13.Contractor Signature of Purchase Order (Block 28 of Page 1): 13.1.In accordance with FAR 13.302-2, Obtaining Contractor Acceptance and Modifying Purchase Orders, when parties have signed this purchase order it becomes a binding bilateral firm-fixed price (FAR 16.202) contract, as defined at FAR 2.101. Contract Clauses: FAR 52.204-7Central Contractor Registration (Apr 2008) FAR 52.204-9Personal Identity Verification of Contractor Personnel (Sep 2007) FAR 52.212-4 Contract Terms and Conditions -- Commercial Items (Mar 2009). FAR 52.212-5 Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items (Aug 2009) For the purpose of this clause, items (b) 6, 10, 19, 21, 22, 23, 24, 27, and 40 are considered checked and apply. FAR 52.216-18Ordering (Oct 1995) for the purpose of this clause insert: (October 1, 2009 through September 30, 2010) FAR 52-216-19Order Limitations (Oct 1995) For the purpose of this clause, the blanks are filled in as: (a) $100.00, (b)(1) $60,000.00, (b)(2) $60,000.00 (b)(3) 365 days, (d) five days. FAR 52.216-22 Indefinite Quantity (Oct 1995) for the purposes of this clause insert (September 30, 2010) FAR 52.217-8 Option to Extend Services (Nov 1999) (Insert 30 days) FAR 52.217-9Option to Extend the Term of the Contract (Mar 2000) (Insert 30 days and 60 days) FAR 52.224-1Privacy Act Notification (Apr 1984) FAR 52.224-2Privacy Act (Apr 1984) FAR 52.233-1Disputes (July 2002) FAR 52.233-4Applicable Law for Breach Of Contract Claim (Oct 2004) FAR 52.237-2Protection of Government Building, Equipment, and Vegetation (Apr 1984) FAR 52.237-3Continuity of Services (Jan 1991) FAR 52.252-2Clauses Incorporated By Reference (Feb 1998) for the purposes of this clause, the blanks are filled in as http://www.acquisition.gov/far/index.html and http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm respectively. VAAR852.203-70 Commercial Advertising (Jan 2008) VAAR 852.203-71Display of Department of Veterans Affairs Hotline Poster (Dec 1992) VAAR 852.216-70Estimated Quantities (Apr 1984) VAAR 852.237-7Indemnification and Medical Liability Insurance (Jan 2008) For the purpose of this clause, insert $1,000,000.00. VAAR852.237-70 Contractor Responsibilities (Apr 1984) VAAR 852.271-70Nondiscrimination in Services Provided to Beneficiaries (Jan 2008) VAAR 852.273-75Security Requirements for Unclassified Information Technology Resources (Interim - Oct 2008) VAAR 852.273-76Electronic Invoice Submission (Interim - Oct 2008) Solicitation Provisions: FAR 52.212-1 Instructions to Offerors - Commercial Items (Jun 2008). FAR 52.212-2Evaluation-Commercial Items (Jan 1999) For the purpose of this clause, the blanks are filled in as: (a) Technical, Past Performance, and Price, and Technical and Past Performance when combined are considered significantly more important than Price FAR 52.212-3Offeror Representations and Certifications -- Commercial Items (Aug 2009): Offerors must include a completed copy of the provision with its offer. FAR 52.216-1Type of Contract (Apr 1984) For the purpose of this clause, the blank is filled in as Firm Fixed Price, Indefinite Quantity. FAR 52.252-1Solicitation Provisions Incorporated by Reference (Feb 1998) For the purpose of this provision, the blanks are filled in as http://www.acquisition.gov/far/index.html and http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm respectively. VAAR 852.270-1Representatives of Contracting Officers (Jan 2008) VAAR 852.273-70Late Offers (Jan 2003) VAAR 852.273-74Award Without Exchanges (Jan 2003)
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