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FBO DAILY ISSUE OF AUGUST 28, 2011 FBO #3564
DOCUMENT

54 -- Radiation Safety Officer & Related Services - Attachment

Notice Date

8/26/2011
 

Notice Type

Attachment
 

NAICS

541620 — Environmental Consulting Services
 

Contracting Office

Department of Veterans Affairs;VAMC (613);VISN 5 Contract Satellite Office;510 Butler Avenue, Building 308B;Martinsburg WV 25405
 

ZIP Code

25405
 

Solicitation Number

VA24511RI0241
 

Response Due

8/31/2011
 

Archive Date

10/30/2011
 

Point of Contact

Crystal Showell
 

E-Mail Address

Contract Specialist
(crystal.showell@va.gov)
 

Small Business Set-Aside

N/A
 

Description

The Department of Veteran Affairs (VA) Maryland Health Care System Martinsburg WV is seeking the experience of a Radiation Safety Officer to provide the services as identified within this Statement of Work. Qualified offerors shall have experience in conducting all services as listed in the Statement of Work. The Department of Veterans Affairs, Network Contracting Activity, VISN 5 intends to solicit a Firm-fixed-price, single contract award. It is anticipated that a Request for Proposals will be issued within the next 15 days. Contract award is anticipated for October 1, 2011 with a five year period of performance anticipated. The proposed North American Industry Classification System (NAICS) are 541620 and 451380, Environmental Consulting Services, Radiation Testing Laboratories or Services, and Film Badge Testing. Responders should identify if they are a Service Disabled Veteran Owned Small Business, Veteran Owned Small Business, or a small business or small disadvantaged business concern, based on this NAICS code. A general statement of work is provided as attachment number 1 to this notice. Please submit expressions of interest in your own format to include documentation of corporate capabilities in sufficient detail for the Government to determine that your company possesses the necessary expertise and experience to compete for this acquisition. Please ensure responses do not exceed ten (10) pages. Since this is a Sources Sought Announcement, no evaluation letters will be issued to the participants. This synopsis is not to be construed as a commitment by the Government and no contract will be awarded from this announcement. No reimbursement will be made for any costs associated with providing information in response to this announcement. The due date for submission of this information is 1:00 PM (locate time) on Wednesday, August 31, 2011. All submissions must be submitted electronically to Ms. Crystal Showell, Contracting Officer, at crystal.showell@va.gov. METHOD OF AWARD - CASCADE PROCEDURE: Any award(s) resulting from this solicitation will be made using the following cascade order of precedence: 1. In accordance with FAR Subpart 19.14 and PL 109-461, award under this solicitation will be made on a competitive basis first to an eligible Service Disabled Veteran Owned small business (SDVOSB) concern (see Section K, FAR 52.219-1, "Small Business Program Representations" for small business size definition) who submits a responsive offer, provided that there is adequate competition among such firms. 2. If there is inadequate competition for award to a SDVOSB concern, award will be made competitively to an eligible Veteran Owned Small Business (VOSB) concern. 3. If there is inadequate competition for award to a VOSB concern, award will be made competitively to an 8a or HubZone small business concern. 4. If there is inadequate competition for award to an 8a or HubZone concern, award will be made competitively to a small business concern IAW FAR 19.5. 5. If there is inadequate competition for award to a small business concern, award will be made on the basis of full and open competition considering all responsive offers submitted by responsible business concerns. Adequate competition shall be deemed to exist if- At least two competitive offers are received from qualified, responsible business concerns at the tier under consideration; and Award will be made at fair market prices as determined in accordance with FAR 19.202- 6. When there is inadequate competition at any tier, an otherwise competitive offer from a responsible business concern at that tier will be considered with the eligible offers for the next lower tier. For example, only one competitive offer is received from a SDVOSB business. That offer will be included with the offer(s) received from all VOSB businesses. If there is still inadequate competition, the offer from the SDVOSB business will then be included with SB offer(s) received; finally, if there is inadequate competition at the SB tier, the SDVOSB offer will be included with all responsive offers. 7. One Award will be made to the offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and past performance considered. All interested Service Disabled Veteran Owned Small Business (SDVOSB) firms must be registered in the Central Contractor Registration (CCR) at http://www.ccr.gov/ and registered at the VetBiz Vendor Information Pages: http://www.vip.vetbiz.gov/general_user/default.asp as a SDVOSB firm. Point of Contact: Crystal Showell, Contracting Officer, Phone: 304-263-0811 Ext 3052. Radiation Safety Officer Statement of Work The Department of Veteran Affairs (VA) Maryland Health Care System Martinsburg WV is seeking the experience of a Radiation Safety Officer to provide the services as identified within this Statement of Work. RSO services provided will be all inclusive of NRC regulatory guideline 35.24. The Radiation Safety Officer will be available by telephone 24 hours a day, 7 days a week. The Radiation Safety Officer's physical presence is required for all Radiation Safety Meetings that occur. The RSO duties and responsibilities include ensuring the following: "Unsafe activities involving licensed material are stopped; "Radiation exposures and ALARA "Up-to-date radiation protection procedures in the daily, operation of the licensee's radioactive material program are developed, distributed, and implemented; "Possession, use, and storage of licensed material is consistent with the limitations in the license, the regulations, the SSDR certificate(s), and the manufacturer's recommendations and instructions; "Personnel training is conducted yearly and is commensurate with the individual's duties regarding licensed material; "Documentation is maintained to demonstrate that individuals are not likely to receive, in a year, a radiation dose in excess of 10% of the allowable limits or that personnel monitoring devices are provided; oPersonnel monitoring devices are used and exchanged at the proper intervals, and records of the results of such monitoring are maintained and distributed to appropriate departments; Distribute badge reports to the appropriate personnel and departments, which include monthly and annual dose reports. oMaintain radiation dose reports for employees. oEnsure new employees receive Radiation Training, and, if necessary, issue a Radiation monitoring Badge, and issue all appropriate paperwork that is to be completed. Example: Previous Employer request Šetc. "Licensed material is properly secured; "Documentation is maintained to demonstrate, by measurement or calculation, that the total effective dose equivalent to the individual likely to received the highest dose from the licensed operation does not exceed the annual limit for members of the general public; "Proper authorities are notified of incidents such as loss or theft of licensed material, damage to or malfunction of sealed sources, and fire; "Medical events and precursor events are investigated and reported to the State of West Virginia, causes(s) and appropriate corrective action(s) are identified, and timely corrective action(s) are taken; "Audits of the radiation protection program are performed at least annually and documented; "If violations of regulations, license conditions, or program weaknesses are identified, effective corrective actions are developed, implemented, and documented; "Licensed material is transported, or offered for transport, in accordance with all applicable DOT requirements; "Licensed material is disposed of properly; "Appropriate records are maintained, " An up-to-date license is maintained and amendment and renewal requests are submitted in a timely manner. "Implement and maintain any programs necessary to ensure our facility is up to date with all regulations and guidelines as defined by the NRC and NHPP. "The RSO will be responsible for ensuring proper reports are completed prior to installation of any Radiation producing equipment. "Request and maintain appropriate documentation as it pertains to shielding and acceptance testing of all new radiation equipment. The Radiation Safety Officer program will provide the nuclear medicine department with a radiation safety policy manual annually. The program will also assist in creating hospital Medical Center Memorandums or Standard Operating Procedures pertaining to all aspects of the Radiation Safety program. The program will include Monthly visits for the following items: oOne day a month on site at our facility. Additional time as required either on-site or off site to meet deadlines and timelines required for various Medical Center Memorandum (MCM), and Standard Operating Procedures for the facility. oReview of badge reports oObtain exposure history for new hire and deliver exposure summary for outgoing employees oTrain new staff, and ensure that all badged personnel received specialized training. oInvestigate and instruct ALARA exceeders oInvestigate and report negative findings to management. oFollow-up on corrective actions oCommunicate with senior administration oAttend all Radiation Safety Committee meetings The program will include Annual review and/or visits for the following: oRadiation Safety Program audit oFluoro time audit oBadge coordinator training The Radiation Safety Officer will be assisted by management as it relates to radiation safety issues. The Radiation Safety Officer will dedicate as much time as needed to provide all of the outlined duties as stated above. NUCLEAR MEDICINE 1. Quarterly and/or upon special request, perform radiation protection surveys and program evaluation areas where radioactive materials are used, stored, and disposed of to assure conformance with pertinent radiation safety regulations and guides, and submit written report within seven (7) working days after completing survey. 2. As required, prepare and/or review plans to assure that Nuclear Medicine facilities are adequately designed and shielded to achieve the required degree of radiation protection for 6-8 individuals in the immediate environment. 3. As needed, to prepare documentation and any correspondence pertinent to the renewal of Materials license with the NRC/and or NHPP. Also to prepare and/or assist in the development of documentation required for radioactive materials licensure regulatory procedures relating thereto. This includes but is not limited to departmental policy, Hospital Policy, and the Radiation Safety Manual. 4. As required, coordinate with appropriate hospital staff, the development of local policies and procedures as required by Federal, State and Local agencies, and recommend good practices established for radiation protection. These procedures will be updated as necessary to meet required changes to applicable standards by the Health Physist and the Radiation Safety Officer. 5. Conduct training for Nuclear Medicine which includes DOT training as necessary, and all hospital personnel will receive basic radiation safety training. The training must be in compliance with JCAHO and Federal and State regulatory agencies also. Specialized training is to be performed annually for all badged personnel as required. The training method preferred is on-station training. However, the facility is open to other options, but be pre-approved with the COTR. The contractor will ensure that 100% of personnel receive the mandatory training. The contractor will produce a training report to be provided at the quarterly Radiation Safety Committee meeting. 6. Telephone consultations on any radiation safety matter during regular business hours, 8am - 4:30pm local time (contractor should place return calls to the VA within 24 hours). 7. Conduct quarterly survey of Nuclear Medicine Service. Survey will include evaluation of spread able contamination, measurement of radiation exposure levels, evaluation of health physics control procedures and record maintenance, and general review of the license with respect to its parameters and the standards of the applicable regulatory agency. Assistance will be provided as necessary assure compliance. A written report with recommendations will be provided within seven (7) workdays. Report should detail all work performed and provide documentation to support recommendations. 8. Contractor will verify and report that the Dose Calibrator quarterly linearity and required accuracy, and any other required tests are performed. 9. Calibrate radiation survey instruments. Calibration to include a graph with at least three points counted for each scale calibrated and a calibration certificate. Instrument(s) will be returned with one (1) week at contractor expense. 10. Perform quarterly inventory and leak test of all sealed radioactive sources. A copy of inventory and test results with a written report should be submitted within seven (7) workdays. 11. Review monthly personnel dosimeter records for completeness and adequacy. 12. Health physicist will perform annual ALARA audit before September of each year. 13. Contractor will be member of Radiation Safety Committee, attend quarterly meetings and advise the members regarding radiation safety matters. 14. Provide detailed written report of consultation visit with findings and suggested recommendations. There reports should be on business letterhead stationary and must be acceptable to NRC, JCAHO, CAP and any other governing agency. 15. Contractor must correspond with NRC and other agencies on behalf of the Medical Center in regards to matters related to radiation safety regulations and their implementation. 16. Contractor will promptly assist in correcting any deficiencies cited in visits. 17. Contractor will perform annual x-ray protection surveys for all equipment that requires it. 18. Contractor will perform shielding reports as necessary. 19. If Contractor changes personnel, the contractor will notify the CO/COTR 30 days prior to implementation. The Contractor will supply qualification summary in writing of new Health Physist candidates, and the COTR/CO will have input into the replacement Health Physist. RADIOLOGY SERVICE: Protocol for performing diagnostic x-ray protection surveys in radiology - ANNUALLY (January) (listing of equipment attached): Portable radiographic units will be survey as follows: 1. Radiation output will be measured at 90kVp, 10 mAs at 40 inch distance and other parameters as required by the radiologist. 2. Radiation measurement for reproducibility and linearity. 3. Radiation measurement of beam quality (filtration). 4. Measurement of x-ray field size/light field alignment. 5. Measurement of illuminance of light localizer. 6. Measurement of accuracy of timer, kVp and Ma selectors. 7. Visual inspection of protective lead aprons. 8. Evaluation of additional parameters outlined in the criteria or requirements of the radiologist with respect to the unit or department surveyed. Fixed fluoroscopic and portable c-arm units will be surveyed as follows: 1. Tabletop radiation output at numerous values of kVp and Ma with a dense phantom in the beam. Generally 8 to 10 measurements are made to include the maximum possible output. 2. Radiation measurement of beam quality (fluoroscopic and spot film model)> 3. Radiation measurement of reproducibility and linearity (spot file model)> 4. Radiation measurement of primary beam transmission. 5. Measurements of x-ray field size/image receptor alignment. 6. Evaluation of protective devices, bucky slot cover, lead drape, gloves, aprons, interlocks, etc. 7. Determine the adequacy of the shielding in walls, doors, booths, etc. 8. Review the other parameters outlined in NCRP reports and additional requirements of the radiologists with respect to the individual unit or department surveyed. 9. Provide shielding reports for x-ray/CT equipment prior to installation of new equipment within 15 days of being notified unless another arrangement is made with the COTR. 10. Provide shielding plan recommendation and survey after installation to verify proper shielding. 11. Acceptance testing for any new equipment within 15 days of being notified unless another arrangement is made with the COTR. Computed tomography units will be surveyed as follows: 1. A visual inspection of the room/unit insuring that applicable warning labels and cautions signs are present and a determination of proper function of all radiographic control devices. 2. Verification of CT conditions of operation and scan index prior to scan initiation. 3. Verification of control panel demonstrating unit energizing. 4. Verification that operator is able to manually terminate x-ray exposure in the event of equipment failure or emergency conditions. 5. Verification of the visual determination of the slice plane or reference plane. 6. Evaluation of the patient image cross-section positioning light. 7. Verification that beam diameter is limited to image reception area. 8. Evaluation of exposure reproducibility. 9. Radiation leakage measurement of tube-gantry assembly housing. 10. Radiation output measurements determined via a computed tomography dose index evaluation at typical clinical exposure settings. 11. Evaluation of room and control booth shielding to protect staff and environs from unnecessary radiation exposure. Radiation exposure measurements are conducted in areas of typical personnel occupancy. 12. Provide shielding reports for x-ray/CT equipment prior to installation of new equipment within 15 days of being notified unless another arrangement is made with the COTR. 13 Provide shielding report and acceptance testing for any new equipment within 15 days of being notified unless another arrangement is made with the COTR. Ultrasound units will be surveyed as follows: 1. Visual inspection of the scanning unit and associated equipment: a. Determining integrity of the transducer case to insure that there are no cracks, openings, or other voids. b. Checking unit for frayed and broken cables, damaged connectors and integrity of connecting points. c. Checking the unit thoroughly for loose or broken knobs and other hardware. d. Evaluating operating integrity of air filters including removal and cleaning if necessary. 2. Measurement of equipment performance parameters: a. Gray scale photography b. Image registration (A mode, B mode or M mode) c. Sensitivity d. Depth calibration e. Lateral resolution (beam width) f. Dead zone g. Scan converter integrity h. Film quality and film processing 3. Evaluation of transducer frequency transmission/degradation utilizing an oscilloscope and frequency receiver. 4. Development of baseline data for implementation of a daily quality assurance program and preventive maintenance log. Review and modify, if necessary, the sonographors daily quality control measures. 5. Review of equipment repair and preventative maintenance logs to insure that proper service is provided to the client by service personnel and include it in the report. Dental Service Protocol for performing diagnostic x-ray protection survey-Semi-annually (January and July). FIXED RADIOGRAPHIC UNITS WILL BE SURVEYED AS FOLLOWS: 1.Radiation output will be measured at 90 KVp, 100 MAS at 40" distance and other parameters as required by the radiologist. 2.Radiation leakage measurements for tube housing and collimator assembly. 3.Radiation measurement for reproducibility and linearity. 4.Radiation measurement of beam quality (filtration). 5.Measurement of x-ray field size/light field alignment. 6.Measurement of illuminance of light localizer. 7.Measurement of accuracy of timer, KVP, and MA selectors. 8.Evaluation of adequacy of shielding. 9.Visual inspection of protective lead aprons, gloves, and gonadal shields. 10.Evaluation of additional parameters outlined in the criteria or requirements of the radiologist with respect of the unit or department surveyed. MOBILE RADIOGRAPHIC/FLUOROSCOPIC UNITS WILL BE SURVEY IN ACCORDANCE WITH THE AFOREMENTIONED CRITERIA AS FOLLOWS: 1.X-ray apparatus, dental wall type, and conventional model: Gendex Dental Radiographic Unit, Model GX 770 Tube SN 1104460. 2.X-ray apparatus, dental, stationary type, panoramic model: Instrumentarium Dental Radiographic Unit, Model Orthopantomograph OP 100D. 3.X-ray apparatus, dental, mobile type, conventional model: Sirona, Heliodent DS Tube SN 37202. 4.X-ray apparatus, dental, stationary type, conventional model: Sirona Dental Radiographic Unit, Model Heliodent-DS #301647. 5.Sirona, Wall mounted Unit, Tube 37602 located in room 2B 135 6.(2) Sirona Dental imaging units located in Room 141 and Room 143. The Tube numbers are 332027 and 332046. 7.Any other X-ray equipment that is used in the Dental department will need to be surveyed as outlined above. RADIATION BADGE PROGRAM The service provided will include a radiation badge audit for each Radiation Safety Committee meeting. 1.Audit will address participants over ALARA I and II investigational levels. 2.Lists all badges missing for the quarter. 3.Summary of administrative assignments made for the quarter 4.Lists any exposures over 300 mRem for the month. The service will include making administrative assignments for lost/unreturned badges to maintain complete exposure history. Will include adding and delete badges through the company. The service will include written notification of any unusual exposure reports. To include a fetal monitoring program that is required by the NRC 10 CFR Part 20. To provide annual TLD summaries to the RSO, who is responsible for distribution of the reports to appropriate departments. TLD's can be exchanged as frequent or infrequent as the HP/RSO deem necessary. New badge requests will be issued within 7-10 days from the date of initial request. JCAHO required dosing protocol for Health Physicist Inspection includes measurements for each room the department and skin dose measurements for certain body parts. Inspection to be performed annually in October. Measurements are required for the following: ROOMBODY PART 1.MRI Unit 1D-142All body parts 2.Cat Scan 1D-108Head, chest, abdomen 3.Cat Scan 1D-111Head, chest, abdomen 3. Fluoro (1D110)Abdomen, AP, & Lat 4. Fluoro (1D118)Abdomen, AP & Lat. 5. Fuji (1D-139)AP & Lat T-spine, Abdomen, Head, AP & Lat C-spine. 6. Swiss Ray #2 (1D-140)AP & Lat T-spine, Abdomen, Head, AP & Lat C-spine. 7. Fuji Room (1D-121)Abdomen, AP & Lat UNITS LOCATED IN RADIOLOGY SERVICE: 1.Battery powered portable x-ray units-3 each (kept in Radiology) 2.AC powered portable x-ray unit-1 each (OR) 3.Radiology Special Procedures Room-Cysto table (OR) 4.C-arm portable x-ray fluoroscopic units-(OR) 3 each 5.Radiographic fixed units-3each 1D-140, 1D139, 1D-121 6.Radiographic/fluoroscopic units-2 each-1D118, 1D110 7.Toshiba 16 slice CT unit 1 unit 1D-108 8.Toshiba 64 slice CT unit 1 unit 1D-111 9.Toshiba Scanner with multiple transducers-2 Ultrasound units 1D-132, 1D-141 10.Ultrasound Unit Radiology 11.Any other X-ray equipment that is used in the Radiology department.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/MaVAMC613/MaVAMC613/VA24511RI0241/listing.html)
 

Document(s)

Attachment
 

File Name: VA-245-11-RI-0241 VA-245-11-RI-0241_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=242770&FileName=VA-245-11-RI-0241-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=242770&FileName=VA-245-11-RI-0241-000.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: Martinsburg WV VA Medical Center;510 Butler Ave;Martinsburg, WV

Zip Code: 25405
 

Record

SN02552293-W 20110828/110827000431-92d1bbf5d8794fa690c0688c26e7ee79 (fbodaily.com)
 

Source

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

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