DOCUMENT
Q -- Medical Physicist Contract - Attachment
- Notice Date
- 6/8/2015
- Notice Type
- Attachment
- NAICS
- 561320
— Temporary Help Services
- Contracting Office
- Department of Veterans Affairs;Gulf Coast Veterans Health Care System;Network Contracting Office 16;400 Veterans Avenue;Biloxi MS 39531
- ZIP Code
- 39531
- Solicitation Number
- VA25615Q0621
- Response Due
- 6/8/2015
- Archive Date
- 7/8/2015
- Point of Contact
- Beth A Cook
- E-Mail Address
-
3-4371<br
- Small Business Set-Aside
- N/A
- Description
- This is a SOURCES SOUGHT NOTICE only for the purpose of Market Research. Response to this notice will be used for information and planning purposes. No proposals or quotes are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS or QUOTES and NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall NOT be construed as solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). Responses to this sources sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. The Oklahoma City VA Medical Center (OKCVAMC) is seeking preferably small businesses (but will accept other than small business for market research) capable of providing one locum tenens Medical Physicist, 800 hours each, for the period of October 1, 2015 through September 30, 2016, with two (2) - twelve (12) month option periods to be exercised at the Government's discretion. The location of service is 921 N.E. 13th Street, Oklahoma City, OK 73104. The contractor shall provide availability to the OKCVAMC one Medical Physicist on a 24 hour a day/ seven days a week basis. See Statement of Work (SOW) for details of services. Please note: a second locum tenen Medical Physicist will need to be credentialed and VETPRO for coverage in case the primary personnel shall not be available. STATEMENT OF WORK: The contractor shall provide 800 hours Medical Physicist services per year as needed by the Oklahoma City VA Medical Center (OKC VAMC). The Physicist shall be certified by the American Board of Medical Physicists. The contract Physicist shall provide complete physics coverage as requested by the OKC VAMC. The contractor shall provide availability to the Oklahoma City VA Medical Center on a 24 hour a day / seven days a week basis. When Physicists services are requested by the OKC VAMC the contractor shall be on-site and available within 8 hours for non-emergent services and 3 hours for emergent/urgent services. Definition of Duties: The Physicist shall be available as needed during normal business hours 8:00 am to 4:30 pm for consultation and didactic discussion of radiation dosage planning and other physics related subjects with OKC-VA staff. These hours will vary on a monthly basis as the services will be requested when the Medical Physicist requirements are required. The payments for any leave, including sick leave or vacation time are the responsibility of the contractor. The Physicist shall provide full and complete physics coverage for the Oklahoma City VA on an as needed basis. The personnel providing this coverage shall also (1) be available for consultation and didactic discussions (2) provide education training programs for OKC-VA personnel, and (3) may be called in outside work hours to provide professional services as needed (in emergencies). The Medical Physicist (MP) shall comply with the American College of Radiology (ACR), the National Health Physics Program (NHPP), and the Joint Commission (JC) recommendations and guidelines for ensuring that radiation doses to patients, physicians, staff, and the public are kept As Low As Reasonably Achievable (ALARA). In addition, the Medical Physicist shall be in compliance with VHA Handbook 1105.04 regarding fluoroscopy operations. The Medical Physicist shall ensure that the Oklahoma City Veterans Affairs Medical Center (OKC VAMC) is in compliance with these regulatory agencies and VA guidelines. The OKC VAMC requires the services of a Board Certified Medical Physicist to assist physicians and staff in the Department of Radiology and other OKC VAMC departments that use radiation emitting equipment in diagnosis and treatment (not to include Radiation Oncology). The Medical Physicist shall address contributing factors and be directly involved with managing actions to eliminate/minimize avoidable radiation doses that include: 1.Enhancement of a comprehensive patient safety program, including education about dosing in imaging departments. 2.Promote awareness of the potential dangers from diagnostic radiation among organizational leadership, hospital staff and patients. 3.Promote adequate awareness among physicians and other clinicians about the levels of radiation typically used and related risks. 4.Assist in developing guidance in the appropriate use of potentially dangerous procedures and equipment. 5.Knowledge regarding typical doses. 6.Assist in developing clear protocols that identify the maximum dose for each type of study. 7.Consult with staff when designing or altering scan protocols. 8.Perform safety, operational and functional checks of all equipment before initial use and periodically thereafter. 9.Other duties as assigned. The Medical Physicist shall raise awareness among staff of the increased risks associated with cumulative doses and providing the right test and the right dose through effective processes, safe technology and a culture of safety. Right Test 1.In order to reduce the exposure of the patient to ionizing radiation, the physicist shall work with staff in reviewing the use of other imaging techniques, such as ultrasound or MRI, whenever these tests will produce the required diagnostic information at a similar quality level. 2. The medical physicist shall assist in creating and implementing processes that enable radiologists to provide guidance to and dialogue with referring physicians regarding the appropriate use of diagnostic imaging using the American College of Radiology's Appropriateness Criteria ®. Right Dose - The Physicist shall: 1. Adhere to ALARA guidelines. The ALARA acronym stands for "as low as reasonably achievable" - making sure doses are as low as possible while achieving the purposes of the study. 2. Adhere to the Image Wisely guidelines (developed by the American College of Radiology and the Radiological Society of North America in collaboration with the American Association of Physicists in Medicine and the American Society of Radiologic Technologists). 3.Provide physicians and technologists with reference doses based on anatomy, purpose of the study, and patient size. Establish appropriate dose ranges for high-volume and high-dose diagnostic imaging studies. 4. Work with physicians to assure that the proper dosing protocol is in place for imaging procedures. 5. Assist with instituting a process for the review of all imaging protocols annually to ensure that protocols provide necessary diagnostic information and result in patient doses that are ALARA. 6. Investigate patterns outside the range of appropriate doses. Track radiation doses from exams repeated due to insufficient image quality or lack of availability of previous studies to identify the causes. Address and resolve these problems through education and other measures. 7. Record the dosage or exposure as part of the study's summary report of findings. 8.Report findings and program status to the Radiation Safety Committee quarterly through the Radiation Safety Officer. Effective Processes - The Medical Physicist shall: 1.Assist with creating and implementing policies and procedures delineating those responsible for approving changes to password-protected diagnostic imaging protocols and for monitoring new developments in diagnostic imaging. Provide for oversight of these policies and procedures and related activities including control of the password by a multidisciplinary group with expertise in radiation (such as a Radiation Safety Committee). 2.Assist with developing and implementing policies and procedures that delineate physical protective risk reduction measures to be taken by staff delivering radiation to patients, including appropriate lead shielding for both patients and employees and radiation-protection training for all technologists. 3.Ensure all physicians and technologists who prescribe diagnostic radiation or use diagnostic radiation equipment receive dosing education and are trained on the specific model of equipment being used. Assist with instituting a process for annual education, review and competency testing. Safe Technology - The Medical Physicist shall: 1.Perform an organization-wide audit/survey of diagnostic imaging equipment (Radiology, Cardiology, Dental, OR, GI, Medicine Service, etc) that produce ionizing radiation. Assist with implementing a system for centralized quality and safety performance monitoring and documentation of this inventoried equipment. 2.Test all diagnostic imaging equipment initially and at least annually thereafter to assure proper installation and calibration, and review scanning protocols and doses. Such tests shall be conducted in accordance with applicable federal laws and regulations, and requirements and standards of the National Health Physics Program and the Joint Commission. Where no such regulations exist, tests shall be conducted in accordance with the applicable standards as promulgated by the American Association of Physicists in Medicine. Approval for equipment use after initial testing shall be provided in writing within one day of testing. Notification of any issues with diagnostic imaging equipment shall be reported immediately to the COR and Chief, Clinical Engineering Section, Engineering and the equipment marked "Do Not Use Until Further Notice." 3.Ensure that recommended quality control, testing (including daily functional tests) and preventive maintenance activities are performed and documented in accordance with manufacturer's guidelines. The OKC-VAMC, in consultation with the medical physicist, shall identify in writing these activities, their frequencies, and who will perform them. 4.Provide guidance on purchase of new technologies that optimize or reduce dose. Safety Culture 1.The Medical Physicist shall utilize the following Joint Commission standards to support the use of safe and effective diagnostic radiation in all programs: LD.03.01.01, LD.03.04.01, LD.03.05.01, LD.03.06.01. Description and Specifications of Physicist's Responsibilities The physicist or contracting consulting group shall be able to provide documentation that the individual performing compliance tests is board certified in diagnostic radiology and nuclear medicine, prior to the award of the contract and has previous experience testing the types of radiology and nuclear medicine equipment. Radiology "A Board Certified Medical Physicist in Diagnostic Radiology by the American Board of Radiology services shall perform the work at the Oklahoma City VA Medical Center and satellite community-based outpatient clinics. "The Medical Physicist shall ensure all general radiographic, Dental, CT, MRI, Bone Density, Ultrasound and Fluoro units are tested annually. Exceptions are the Angio, Interventional and cardiac Fluoro units. Angio, Interventional and cardiac units shall be tested semi-annually. "The Medical Physicist shall perform acceptance specifications for new radiation-emitting equipment. "The Medical Physicist shall perform calibration and safety surveys for all radiation-emitting equipment. "The Medical Physicist shall ensure inspection of protective measures, such as lead shielding, primary beam backstops, angulations restrictions and interlocks. "The Medical Physicist shall evaluate the quantity of scattered radiation produced during proposed typical operating modes with quality measurements in some instances. "The Medical Physicist shall evaluate the quantity of leakage radiation outside the primary beam. "The Medical Physicist shall ensure proper operation of timer, rectifiers, and contactor. "The Medical Physicist shall evaluate the radiation circumstances following the change of an x-ray tube or any alteration that may affect the radiation output of the machine. "The Medical Physicist shall ensure the walls, doors and windows to the area receive adequate radiation protection as determined by developing specific designs as required by new projects. Designs must be completed within three weeks with the written report supplied to the COR. "The Medical Physicist shall test and provide shielding reports for any areas where there may be issues or questions as well as all new areas or areas where equipment has been changed/modified. "The Medical Physicist shall ensure fluoroscopes are equipped with exposure limitation timers. "The Medical Physicist shall inspect portable lead screens. "The Medical Physicist shall ensure when portable equipment is used in patient areas, the adjacent patients and staff are protected from the direct beam and from scatter. "In the event of external emergencies such as fire, water or natural disaster, the Medical Physicist shall be consulted before returning the equipment to normal use. "The Medical Physicist shall return calls within 2 hours and be present on-site within four hours of call for radiation evaluation if equipment is repaired. Nuclear Medicine and PET/CT "The following shall be performed by a qualified Medical Physicist. "Performs quality assurance tests on gamma cameras as required. "Performs acceptance tests on gamma cameras as required. "Performs all requirements for x-ray producing devices for any applicable device in Nuclear Medicine or PET/CT. A written report detailing the measurements, required data, calculations and conclusions shall be submitted by the Medical Physicist to the Radiation Safety Officer within 30 days of work being completed. (end of Statement of Work) Offeror's response to this Notice shall be limited to 5 pages and shall include the following information: "Offeror's company name, DUNS, Federal Tax ID, address, point of contact, title, phone number, and email address "Offeror's capability to meet this requirement including any current contracts (Civilian or Government). Response must show clear and convincing evidence that your company has the capabilities and qualifications to provide this service to be considered as a source. SDVOSB and VOSB shall also show evidence that they will perform 51% of the work (additional 5 pages allowed). All parties are asked to identify any subcontractors that shall also be utilized. "Offeror's type of business (small or large) and socioeconomic status whether Service Disable Veteran Owned, Veteran Owned, Hubzone, 8(a), Woman Owned, Small Disadvantaged, etc. If applicable, Service-Disabled Veteran-Owned Small Business (SDVOSB) or Veteran-Owned (VOSB) must be verified with the seal in VetBiz to be considered as a source. Same for/with subcontractor. The NAICS code 561320, Temporary Help Services, applies and the Size Standard is $27.5 million. Responses must be received by no later than 3:00pm Central Standard Time, June 17, 2015. Responses shall be emailed to Beth.Cook@va.gov using "sources sought Medical Physicist OKC" in the subject line. Facsimile or Telephonic responses will not be accepted. All interested parties are reminded to be registered with the System for Award Management (SAM) at http://www.sam.gov in order to be eligible for award of Government contracts.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BiVAMC/VAMCCO80220/VA25615Q0621/listing.html)
- Document(s)
- Attachment
- File Name: VA256-15-Q-0621 VA256-15-Q-0621_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2093598&FileName=VA256-15-Q-0621-000.docx)
- Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2093598&FileName=VA256-15-Q-0621-000.docx
- Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
- File Name: VA256-15-Q-0621 VA256-15-Q-0621_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2093598&FileName=VA256-15-Q-0621-000.docx)
- Place of Performance
- Address: Oklahama VA Medical Center;921 N.E. 13th Street;Oklahoma City, OK
- Zip Code: 73104
- Zip Code: 73104
- Record
- SN03756317-W 20150610/150608234530-26e5ef2a471759e9e8c3b821bd39dafa (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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