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FBO DAILY - FEDBIZOPPS ISSUE OF JULY 16, 2015 FBO #4983
DOCUMENT

Q -- Physicist Equipment Evaluation Services - Attachment

Notice Date

7/14/2015
 

Notice Type

Attachment
 

NAICS

561320 — Temporary Help Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 22;VA Southern Nevada Healthcare System;6900 N. Pecos Road, Building 5;North Las Vegas NV 89086
 

ZIP Code

89086
 

Solicitation Number

VA26215Q0286
 

Archive Date

7/24/2015
 

Point of Contact

Shannon Reid
 

E-Mail Address

1-9000
 

Small Business Set-Aside

Total Small Business
 

Description

Diagnostic Medical Physics Services The Contractor shall furnish all labor, material, supplies, equipment, and qualified personnel to provide on-site diagnostic medical physics support or services for the Veterans Health Administration (VHA), under the terms and conditions stated herein and must adhere to VHA Handbook 1105.04, Fluoroscopy Safety, dated July 6, 2012, http://vaww./va.gov/vhapublications/ViewPublications.asp?pub_ID=2764. The Contractor shall comply with radiation protection standards in 29 CFR 1910.1096 and 10 CFR Part 20, as applicable; and immediately report any unsafe conditions with the potential to adversely impact the facility radiation workers or patients to the Radiation Safety Officer (RSO). General Requirements 1. Performance All work shall be by, or under the general direction of, a qualified diagnostic medical physicist. A qualified diagnostic medical physicist is a person who is certified by the American Board of Radiology, American Board of Medical Physics, the Canadian College of Physicists in Medicine, or has state licensure. In addition the following qualifications are required: a. The Contractor must possess a current radioactive materials license which specifically authorizes the use of licensed material for the performance of physics quality assurance testing on nuclear medicine equipment; calibration of radiation detection instruments; and authorization for use of radioactive material at temporary job sites. b. The Contractor must possess a current radioactive materials license which specifically includes at least a 100 mCi or greater Cs-137 source or source with similar energy for the performance of post-installation x-ray room shielding tests and radiation instrument calibration. c. All persons conducting equipment testing under the Qualified Medical Physicist's supervision must possess at least a bachelor's degree in a science or engineering field (e.g. physics or engineering) or a field related directly to the equipment being worked on (i.e., nuclear medicine). d. The Contractor must possess a current business license. 2. Mandatory Services to be Performed a. The physicist(s) shall perform imaging equipment (x-ray equipment, nuclear medicine cameras, and ultrasound units) inspections to ensure compliance with the current American College of Radiology (ACR); Mammography Quality Standards Act (MQSA); and The Joint Commission (TJC) requirements. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO within 72 hours of discovery. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to the RSO immediately upon discovery. A written report (hard copy) of the results shall be provided to the RSO within 30 calendar days after completion of all inspections. b. The physicist(s) shall perform acceptance testing of all new or relocated imaging equipment prior to first clinical use. The acceptance testing shall comply with TJC and ACR or MQSA requirements. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO within 72 hours of discovery. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to the RSO immediately upon discovery. A written report of the results shall be provided to the service supervisor or RSO within 5 working days after completion of the inspection. c. The physicist(s) shall perform a full inspection of imaging equipment after repairs or modifications that may affect the radiation output or image quality. The inspection shall be completed as soon as possible in order to minimize the impact on patient care. As such, the contractor shall be able to respond within 4 hours of notification. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO within 72 hours of discovery. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to the RSO immediately upon discovery. A written report of the results shall be provided to the service supervisor or RSO within 5 working days after performing of the inspection. d. The physicist(s) shall assist in the development of a comprehensive technical quality assurance (QA) program (e.g., technique charts, repeat/reject analysis monitoring, monitoring of exposure indices to radiographic image receptors, QA program for display monitors, QA for CT, monitoring of dose metrics from fluoroscopy studies), which complies with ACR recommendations, for all modalities. The qualified diagnostic medical physicist and staff shall review at least annually the QA program. A written report (hard copy) of the results shall be provided to the RSO within 30 calendar days after performing of the inspection. e. The qualified diagnostic medical physicist and staff shall perform, if requested, a follow-up inspection to verify compliance of any necessary corrective action performed to correct deficiencies found. f. The contractor shall supply all necessary labor and specialized equipment for conducting the required tests including, but not limited to phantoms and radiation meters. g.Verify x-ray room shielding for new rooms or rooms with new x-ray equipment using at least a 100 mCi Cs-137 source or similar. Any sources used must be sealed with a current sealed source and device registry certificate from the appropriate regulatory authority. h.Perform and document a radiation area survey in areas adjacent to rooms with x-ray imaging equipment to verify that the areas are below NCRP 147 limits. i. Perform on-site radiation detection instrument calibrations (both exposure rate and pulses) for 3 Fluke Biomedical ion chambers and 5 Thermo Scientific B10 GM detectors. j.The equipment to be tested according to SOW: Section J - Equipment Summary per Location. k. The annual equipment evaluations are to be completed for all sites no later than October 14, 2015. 3. Equipment Inspections The Contractor shall conduct equipment inspections or quality control surveys of the imaging equipment listed below. The Contractor shall ensure the imaging equipment's compliance with applicable Federal regulations, ACR recommendations, and TJC; and shall include, but not be limited to, monitoring the following basic performance characteristics. A. Radiographic and Fluoroscopic Equipment Physics inspections of radiographic and fluoroscopic equipment shall comply with the ACR Technical Standard for Diagnostic Medical Physics Performance Monitoring of Radiographic and Fluoroscopic Equipment. The performance of each radiographic and fluoroscopic unit must be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). (1) Integrity of unit assembly. (2) Collimation and radiation beam alignment. (3) Fluoroscopic system resolution. (4) Automatic exposure control system performance. (5) Fluoroscopic automatic brightness control performance (high-dose-rate, pulsed modes, field-of-view [FOV] variation). (6) Image artifacts. (7) Fluoroscopic phantom image quality. (8) kVp accuracy and reproducibility. (9) Linearity of exposure versus mA or mAs. (10) Exposure reproducibility. (11) Timer accuracy. (12) Beam quality assessment (half-value layer). (13) Fluoroscopic entrance exposure. Maximum output for all clinically used settings. (14) Image receptor entrance exposure. (15) Equipment radiation safety functions. (16) Patient dose monitoring system calibration. (17) Video and digital monitor performance. (18) Digital image receptor performance. (19) Grids used with portable x-ray units shall be imaged for uniformity. B. Computed Radiography (CR) and Digital Radiography (DR) Physics inspections of CR and DR equipment shall comply with the American Association of Physicist in Medicine (AAPM) Report Number 93, Acceptance Testing and Quality Control of Photostimulable Storage Phosphor Imaging Systems. The performance of CR and DR must be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). (1) Component and Imaging Plate Physical Inspection and Inventory. (2) Imaging Plate Dark Noise and Uniformity. (3) Exposure Indicator Calibration. (4) Linearity and Auto-ranging Response. (5) Laser Beam Function. (6) Limiting Resolution and Resolution Uniformity. (7) Noise and Low-Contrast Resolution. (8) Spatial Accuracy. (9) Erasure Thoroughness. (10) Aliasing/Grid Response. (11) IP Throughput. (12) Positioning and Collimation Errors. C. Dental The physics inspection shall conform to the Conference of Radiation Control Program Directors (CRCPD), Quality Control Recommendations for Diagnostic Radiography Volume 1 Dental Facilities July 2001. The performance of dental x-ray inspections shall be annually or every 2 years. This evaluation should include, but not be limited to, the following tests (as applicable). (1) Collimation. (2) Beam quality (half value layer). (3) Timer Accuracy and Reproducibility. (4) kVp Accuracy and Reproducibility. (5) mA or mAs Linearity. (6) Exposure Reproducibility. (7) Entrance Skin Exposure Evaluation. (8) Technique Chart Evaluation. (9) Image uniformity (artifact evaluation). D. Mammography The qualified diagnostic medical physicist and/or staff inspecting mammography equipment must meet the qualifications outlined in the MQSA and shall provide the facility with up-to-date documentation demonstrating the qualified diagnostic medical physicist and/or staff is MQSA qualified. Inspections of mammography equipment must comply with the latest requirements posted on the ACR Web site for the manufacturer of the digital mammography unit being inspected. Inspection items may include: (1) Mammographic Unit Assembly Evaluation. (2) Collimation assessment. (3) Artifact evaluation. (4) kVp accuracy and reproducibility. (5) Beam quality assessment - HVL measurements. (6) Evaluation of system resolution. (7) Automatic Exposure Control (AEC) function performance. (8) Breast entrance exposure, AEC reproducibility, and average glandular dose. (9) Radiation output rate. (10) Phantom image quality evaluation. (11) Signal-to-noise ratio and contrast-to noise ratio measurements. (12) View box luminance and room illuminance. (13) Review Work Station (RWS) tests. E. Nuclear Medicine The physics inspection shall conform to the ACR annual performance tests for nuclear medicine cameras. The performance of each nuclear medicine scanner shall be at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). (1) Intrinsic Uniformity (2) System Uniformity (3) Intrinsic or System Spatial Resolution (4) Relative Sensitivity (5) Energy Resolution (6) Count Rate Parameters (7) Formatter/Video Display (8) Overall System Performance for SPECT (9) System Interlocks F. Ultrasound The physics inspection shall conform to the ACR performance tests for ultrasound as described in the most current revision of ACR TECHNICAL STANDARD FOR DIAGNOSTIC MEDICAL PHYSICS PERFORMANCE MONITORING OF REAL TIME ULTRASOUND EQUIPMENT. On an ongoing basis (at least annually), the following tests should be done for each ultrasound unit. Testing should be done using two transducers commonly used with any unit employing more than one transducer. Data should be taken from testing of the transducers which are used for the most frequently occurring examination(s) at the site. It is recommended that these be of different scan formats such as one linear (or curvilinear array), and one sector (mechanical, phased, or vector). Qualitative evaluations of Doppler functionality shall also be conducted. (1) System Sensitivity/Penetration This test should be done with the following settings: "maximum transmit power "proper receiver gain and TGC that allows echo texture to be visible in the deep region "transmit focus at the deepest depth The maximum depth of visualization is determined by comparing the gradually weakening echo texture to electronic noises near the bottom of the image. (2) Image Uniformity Adjust the TGC controls and other sensitivity controls to obtain an image as uniform as possible. "vertical or radially oriented streaks? "dropouts? "reduction of brightness near edges of the scan? "brightness transitions between focal zones? (3) Electrical and Mechanical Safety and Cleanliness "Are all cords and cables intact (no frays)? "Are all transducers intact without cracks or delamination? "Are the transducers cleaned after each use? "Are the image monitors clean? "Are the air filters clean? "Are the wheel locks in working condition? "Are the wheels fastened securely to the US unit and do the wheels rotate easily? "Are all accessories (VCR, cameras, etc.) fastened securely to the US unit? (4) Gray Scale Photography (if applicable) - Do either (a), (b), or (c). (a) For Scanners with a Discrete Bar Pattern Count the number of distinct gray bar steps on the viewing monitor. Then count the number of steps visualized in the gray bar on the hard copy image. (b) For Scanners with a Continuous Gray Bar Pattern Use calipers to measure the length of the black-to-white transition of the gray wedge on the viewing monitor. If the relative length of the black-to-white transition on the hard copy image is less, document how much is missing. (c) For Laser Imager (Hard Copy Device) Prior to filming any images, an SMPTE test pattern created by the Society of Motion Picture and Television Engineers (SMPTE), should be printed using the appropriate window width (WW) and window level (WL). If you are unfamiliar with this procedure, you should review Gray et al., "Test pattern for video display and hard-copy camera," Radiology 145:519-527 (1985), and then contact your local service engineer for assistance. When printed, the 95% density patch within the 100% square and the 5% density patch within the 0% square should be visible, and there should be no notable distortions or artifacts present. If these criteria are not met, contact your service engineer for laser camera calibration before proceeding with any filming. (5) Hard Copy Output Quality Test (Digital) (if applicable) This test, or a similar test specifically recommended by the hard copy equipment manufacturer. Required Test Equipment "Densitometer "SMPTE Test Pattern or another similar test pattern or phantom image having a wide range of gray scales. The same test image should be used each time. G. Display Monitors The physics inspection shall conform to the AAPM On-line Report No. 03, Assessment of Display Perform for Medical Imaging Systems. The performance of each display monitor shall be evaluated initially, acceptance testing, and at least annually thereafter. This evaluation should include, but not be limited to, the following tests (as applicable). Acceptance testing (Table 7 from AAPM On-line Report No. 03) (a) Geometric distortions (b) Reflection (c) Luminance response (d) Luminance dependencies (e) Resolution (f) Noise (g) Veiling glare (h) Chromaticity Annual testing (Table 8c from AAPM On-line Report No. 03) (a) Geometric distortions (b) Reflection (c) Luminance response (d) Luminance dependencies (e) Resolution (f) Noise (g) Veiling glare (h) Chromaticity H. Radiation Protection Garments The vendor will both visually and through fluoroscopically guided imagery evaluate the condition of approximately 700 pieces of radiation protection garments. A report documenting the condition of each piece shall be generated within 60 calendar days. Any pieces that do not pass the acceptance criteria shall be immediately removed from service by the vendor and set aside for disposition by GLA. I. Radiation Oncology Equipment The annual physics inspections for the following equipment (diagnostic portion) shall conform to the appropriate TJC, ACR, and AAPM recommendations: (1) Novalis TX Diagnostic portion of the system - Exact Tract X-ray units (2) and CBCT/Kv Imager; (2) TrueBeam Diagnostic portion of the system - CBCT/Kv Imager. J. Equipment Summary per Location The current inventory of machines to be tested is summarized in this section. The numbers may slightly increase or decrease during the performance period. West Los Angeles (WLA) Medical Center, 11301 Wilshire Blvd, Los Angeles, CA 90073 Type of EquipmentMake/ModelQuantity Dental Unit (fixed and panoramic)Unknown11 Dental Unit (hand-held & portable)Unknown4 Radiation Oncology Equipment Exact Tract X-ray UnitNovalis TX1 CBCT/Kv ImagerNovalis TX1 IR/EP/Cath LabUnknown3 CR ReadersUnknown4 CR CassettesUnknown87 Radiation Protection GarmentsUnknown500 Gamma CamerasUnknown4 DEXA MachineUnknown1 Physician Viewing MonitorsUnknown32 MammographyUnknown1 UltrasoundUnknown18 Radiographic/FluoroscopyUnknown30 Sepulveda Ambulatory Care Center (SACC), 16111 Plummer Ave, North Hills, CA 91343 Type of EquipmentMake/ModelQuantity Dental Unit (fixed and panoramic):Unknown4 CR ReadersUnknown1 CR CassettesUnknown36 Radiation Protection GarmentsUnknown100 Physician Viewing Monitors:Unknown2 MammographyUnknown1 Radiographic/FluoroscopyUnknown5 Los Angeles Ambulatory Care Center (LAACC), 351 East Temple St., Los Angeles, CA 90012 Type of EquipmentMake/ModelQuantity Dental Unit (fixed and panoramic):Unknown7 CR ReadersUnknown1 CR CassettesUnknown41 Radiation Protection GarmentsUnknown100 Radiographic/FluoroscopyUnknown3 Bakersfield CBOC, 1801 Westwind Dr., Bakersfield, CA 93301 Type of EquipmentMake/ModelQuantity Dental Unit (fixed and panoramic):Unknown3 Santa Maria CBOC, 1550 East Main St., Santa Maria, CA 93454 Type of EquipmentMake/ModelQuantity Dental Unit (fixed and panoramic):Unknown6 K. Sensitive Personal Information (SPI) Security (Data Security) The contractor will have access to systems and equipment that contain VA SPI. As a result, the following requirements must be followed: (1) Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. (2) Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in systems to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the Radiation Safety Officer (Mark Sitek), the GLA Information Security Officer (Ronald.ware@va.gov); and the GLA Privacy Officer (Jenelle.happy@va.gov). The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. (3) In the event of a data breach or privacy incident involving any SPI the contractor processes or maintains under the contact, the contractor shall be liable to VA for liquidated damages for a specified amount per affected individual to cover the cost of providing credit protection services to those individuals. (4) Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall complete on an annual basis either: (i) the VA security/privacy awareness training within 1 week of the initiation of the contract, or (ii) security awareness training provided or arranged by the contractor that conforms to VA's security/privacy requirements as delineated in the hard copy of the VA security awareness training provided to contractor. If the contractor provides their own training that conforms to VA's requirements, they will provide the contracting officer, a yearly report (due annually on the date of the contract initiation) stating that all applicable employees involved in the VA's contract have received their annual security/privacy training that meets VA's requirements and the total number of employees trained. (5) Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall sign on an annual basis an acknowledgement that they have read, understand, and agree to abide by VA's Contractor Rules of Behavior which is attached to the contract.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/LBVANBC/VAMD/VA26215Q0286/listing.html)
 

Document(s)

Attachment
 

File Name: VA262-15-Q-0286 VA262-15-Q-0286.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2166418&FileName=VA262-15-Q-0286-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2166418&FileName=VA262-15-Q-0286-000.docx

 

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Record

SN03795637-W 20150716/150714234844-4ece034149cf4478d1dec13939269be6 (fbodaily.com)
 

Source

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