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FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 06, 2014 FBO #4669
DOCUMENT

H -- SERVICES: Environmental Monitoring Services to provide personnel and environmental dosimetry services - Attachment

Notice Date

9/4/2014
 

Notice Type

Attachment
 

NAICS

541380 — Testing Laboratories
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 8 (NCO 8);8875 Hidden River Pkwy Suite 525;Tampa FL 33637
 

ZIP Code

33637
 

Solicitation Number

VA24814I1966
 

Response Due

9/10/2014
 

Archive Date

9/12/2014
 

Point of Contact

CYNTHIA GREGG
 

E-Mail Address

cynthia.gregg@va.gov
(CYNTHIA.GREGG@VA.GOV)
 

Small Business Set-Aside

N/A
 

Description

Statement of Work Personnel and Environmental Monitoring Dosimetry Services 1. Purpose The purpose of this contract is to provide Dosimetry Services at the James A. Haley Veterans' Hospital (VA), Tampa Florida. The services include: A.Automatic exchanges out of dosimeters each wear period, B.Processing and analysis of dosimeters, C.Data management, D.Archival storage of exposed results, E.Standard radiation dosimetry, with customer services and technical support. A wide variety of radionuclides are used for biomedical research, medical diagnosis, and patient treatment. VA possesses a Nuclear Regulatory Commission (NRC) license, and in conjunction with Occupational Safety and Health Administration (OSHA) requirements for non-NRC regulated materials and functions, provides specific requirements for monitoring external personnel radiation exposure. 1.2 Personnel Radiation Monitoring Program The size of the VA monitoring program has remained relatively constant over years, with the Office of Radiation Safety (ORS) issuing approximately 600 monitors per month. This includes whole body dosimeters, wrist extremity dosimeters, extremity TLD rings, fetal monitors, and environmental monitors. Currently, these dosimeters are monitored and exchanged on a monthly or quarterly schedule. 1.3 Program Goals The goals of the VA Personnel Radiation Monitoring Program are: a.Precluding the overexposure of VA personnel to radiation through a program of: (1)Monitoring (2)Reporting (3)Education and control of the use of Ionizing Radiation 1.4Performance Periods. Base year contract performance shall be for a period of 12 months commencing 1 November, 2014, or the date of the award whichever is later to include four option years. The contract periods are as follows: Base year 1 November 2014 through 31 October 2015 Option Year 1 1 November 2015 through 31 October 2016 Option Year 2 1 November 2016 through 31 October 2017 Option Year 3 1 November 2017 through 31 October 2018 Option Year 4 1 November 2018 through 31 October 2019 2. Scope 2.1 Types of Services The contractor shall provide the following types of services under this contract: a.Provide/deliver the following variety of radiation exposure monitoring devices, with holders ensuring offered systems and devices meet the specifications found in Appendix A: (1)Whole body (2)Extremity wrist/collar/fetal monitors (3)Extremity (ring) monitors (4)Environmental area monitors b.PC based computer software and/or Internet/Web-based program that enable dosimetry results review. c.Monitor and participant identification d.Routine and emergent evaluation of monitors e.Routine and emergent reporting of analysis data f.Maintenance and modification of exposure records g.Additions, deletions or transfers of exposure histories h.Special evaluations and notifications 2.2 Resources 2.2.1 Contractor-Furnished Resources Independently, and not as an agent of the Government (the Customer), the Contractor shall furnish the personnel, labor, facilities, equipment, parts, materials, and supplies necessary to provide each specified type of personnel, environmental, and operational electronic dosimeter including all associated monitoring services in accordance with the requirements contained herein, except for that specifically identified to be furnished by the Government. 2.3 Location of Performance The primary location for the performance of work under this contract will be at the James A Haley Veterans Hospital, 13000 Bruce B. Downs Blvd, Tampa FL 33612. 2.4 Quantity of Monitors The estimates of the quantity of each monitor needed monthly and quarterly are based on current program requirements. Continuing program and regulatory review will dictate necessary changes in specific requirements for future contract years. 3.1 Service Area - Monitoring Services These items will be ordered by a designated VA personnel and delivered to the facility. The quantities shown below are monthly and quarterly estimates of the dosimetry requirements. The following monitoring schedules and services are based on current demands and may change over the life of this contract the stated estimates reflecting current program requirements. Continuing program and regulatory review will dictate necessary changes in specific requirements for the base contract and option years. There is no express or implied guarantee that these quantities will be purchased. The estimated usage is as follows: Types of Dosimeters Monthly Monitoring Quarterly Monitoring P1 Whole Body 430 P8 Whole Body 50 Ta Whole Body 30 U3 Ring45 T9 Area monitor35 Fetal/waist/collar5 Ta Area 10 Ta Whole Body 30 TOTAL56045 Total estimated 600 dosimeters. Additions Dosimeters shipment8 Form 5 Dosimetry Reports (As required)650 The contractor shall provide the following services: (1)Monthly Monitoring services for the following items: Estimated Qty P1 - Whole body beta-gamma/neutron (OSL) 430 U3 - Extremity finger ring beta-gamma (TLD)45 P8 - Whole Body -Collar Fetal 50 Fetal 5 (2)Quarterly Monitoring services for the following items: Estimated Qty T9 - Environmental Dosimeter35 Ta - Area Monitors 10 (May be altered depending on calibration frequency requirements) Ensure that each shipment of dosimeters contains appropriate control dosimeters that are of the same type and wear frequency as the dosimeters being shipped 3.2 Service Area - Monitor and Participant Identification The contractor shall: a.Divide the monitors into approximately 18 logical series groups for the purpose of distribution and reporting. b.Assign each series group a character alphanumeric code, as designated by the Government Representative. c.Ensure that a number identifies each person whose monitors are issued within a series and name printed each dosimeter. d.Provide additional dosimeters as requested by the Government Representative. e.Ensure that in addition to any pre-existing contractor identification requirement, each permanently assigned personnel monitor has a printed label with the following information: (1)Full Name (2)Wear period start date and color-coding to facilitate identification of the wear period. (3)An Identification Number f.Ensure that the information required in section (e) above is affixed to the dosimeter. g.Ensure that TLD rings are affixed with the same information identified above. 3.3 Service Area - Evaluation of Monitors: The contractor shall conduct the following evaluations of monitors: a.Routine Monitor Analysis: Routine evaluation shall be accomplished within three (3) weeks after receiving the dosimeter. (1)The Office of Radiation Safety shall be notified via telephone (with an electronic follow-up) as soon as possible, but no later than one business day after the evaluation of a monitor with doses exceeding designated VA dosimeter levels. b.Emergency Readings: (1)Monitors provided to the contractor for "emergency reading" shall be evaluated and the results reported electronically to the Office of Radiation Safety within 24 hours after receipt. Initial notification to the Office of Radiation Safety shall be via telephone. 3.4 Service Area - Replacement of Lost or Damaged Holders: The contractor shall supply replacement holders as requested by the Government Representative at no additional charge. 3.5 Service Area - Reports The Contractor shall satisfy the following reporting requirements: a.Analysis Reports (1)Ensure that the report for each dosimeter series group appears on separate pages with the applicable series group identified at the top of each page. A duplicate report will be provided. (2)Contractor shall provide original copies of reports upon VA request. (3)Maintain archived copies of all reports in a manner that allows for easy access in addition, precludes the loss of exposure history data. (4)Transmit all emergency analysis data by telephone to the Office of Radiation Safety within 24 hours following receipt of the monitors. b.The Contractor shall generate and provide the following reports to the Office of Radiation: (1)Annual NRC Form 5 Reports. (2)Form 5 reports for deletion and deactivated partipants from the program (3)Missing dosimeters depending of the number within serial per period. (4)Hardcopy dosimeters analysis reports. (5)Electronic media reports (CD-Rom) upon request. (6)Fetal monitoring reports that track exposure to the declared pregnant worker by month and cumulative total since conception as declared. (7)Termination reports to show individual's year to date exposure at VA. (8)Participation in the meter program. (9)Standard exposure reports that the TEDE on a particular participants. (10)When requested by the Government Representative, the contractor shall update and make corrections to VA personnel dosimetry records. 3.6 Service Area - Maintenance and Modification of Exposure Records When requested by the Government Representative, the contractor shall: a.Update and/or correct personnel dosimetry records b.Ensure that personnel records include the following information: (1)Name, and identification number (2)Monthly, quarterly, year-to-date, and lifetime exposure (3)Starting date of the exposure history (4)Ending date of the exposure history when applicable c.Transfer employees from their current series to a new series. These transfers shall include shifting the employee's dosimetry history to the new series. d.VA will have the capability of securely transmitting change/transfer requests to the Contractor electronically from the Office of Radiation Safety computer. 3.7 Service Area - Additions, Deletions or Transfers of Exposure Histories The Contractor shall: a.Establish exposure histories of new individuals from data supplied by the Office of Radiation Safety. b.Provide the Office of Radiation Safety with radiation histories of individuals deleted or deactivated from the program. Transfer radiation histories for individuals when assigned to a new series. The Government estimates approximately 30 additions, deletions, or transfers monthly. c.Ensure the computer software/hardware utilized for electronic transfers is a secure an industry accepted. The specific method/product will be determined at the time of contract award. 3.8 Service Area - Special Evaluations and Notifications: The contractor shall: a.Evaluate and report the results of all monitors sent for "emergency" reading within 24 hours after receipt. The initial notification to the Office of Radiation Safety shall be made via telephone. 3.9 Service Area - Delivery of Monitors: 3.9.1 Service Area - Delivery of Monitors The contractor shall: a.Ensure that prior to shipping; monitors are pre-sorted into individual series groups for the purpose of distribution and reporting. b.Ensure that in addition to pre-existing contractor's identification requirements, each permanently assigned monitor has a printed label bearing the user's name, wear period, series code, and unique monitor serial number that uses a standard bar code protocol. Ensure that monitors are furnished at required frequencies (typically monthly and quarterly monitors) and arrive at the specified installation at least seven days before the beginning of the wear period. c.Ensure all monitors for a series group are packaged in an individual envelope or box, with a label bearing all required identifying information attached to the outside of each package, and a packing list that itemizes the monitors contained within. d.Upon proper notification, accept requests for additional personnel monitoring services and fulfill these requests within seven working days after receipt. e.Ensure that prior to shipping; monitors are pre-sorted into individual series groups for the purpose of distribution and reporting. f.Ensure that in addition to pre-existing contractor's identification requirements, each permanently assigned monitor has a printed label bearing the user's name, wear period, ID, series code, and unique monitor serial number that uses a standard bar code protocol. g.Ensure that monitors are provided at the required frequencies (typically monthly or quarterly) and arrive at least seven working days prior to the start of the wear period for which they are being issued. h.Ensure all monitors for a series group are packaged in an individual envelope or box, with a label bearing all required identifying information attached to the outside of each package, and a packing list that itemizes the monitors contained within. i.Ensure that shipping packages containing the monitors for each VA facility contain at least one control dosimeter. j.Upon proper notification, accept requests for additional personnel monitoring services and fulfill these requests within seven working days after receipt. 3.10 Service Area - Necessary Conditions 3.10.1 - Commencement of Work The Contractor shall: a.Be prepared to start services immediately upon the awarding of this contract. b.Have in place the necessary systems, including record keeping systems, computer systems etc., to execute all provisions of the contract at the time of the award, including a sufficient supply of dosimeters for distribution to VA employees in accordance with the provisions of the contract at least two weeks prior to the commencement of the first monitoring period (calendar month). The Office of Radiation Safety will provide the necessary information (series group breakdowns, names of individuals, etc.) for establishment of the required record keeping system at least one month before the commencement of the first monitoring period. 3.10.2 - Accreditation The contractor shall maintain, for the entire duration of the contract, a Certificate of Accreditation from the National Institute of Standards and Technology through its National Voluntary Laboratory Accreditation Program (NVLAP) in accordance with the provisions of Code of Federal Regulations, Title 10, Part 20.1501 (c). The contractor must be certified in all categories for the dosimeters supplied herein (unless NVLAP has no certification for a particular type of dosimeter). 3.10.3 - Computer Data Base Access The contractor shall: a.Provide applicable accounts, passwords, and procedures to allow authorized personnel direct electronic access to the personnel-monitoring database. b.Provide required computer services via personal computer software and/or Internet/Web-based system that are accessible on secure connections, 24 hours/day and 7 days/week. 3.10.4 - Contractor Quality Assurance/Quality Control Program The contractor shall: a.Possess and maintain a documented quality assurance/quality control (QA/QC) program. b.Ensure that the QA/QC program meets the following: (1)The QA program will meet the requirements of accrediting organizations and proficiency testing groups including: (a)National Voluntary Laboratory Accreditation Program (b)Environmental Protection Agency (c)Nuclear Regulatory Commission c.Provide a copy of the current quality assurance manual to the Government Representative or other specifically authorized VA personnel upon request. d.Implement and document the QA program with controls and requirements in the following areas: (1)Procurement (2)Material (3)Procedures (4)Inspection (5)Documents and Records (6)Measurement and Test Equipment (7)Personnel Training and Qualifications (8)Quality Assurance Inspections (9)Nonconformance and Corrective Actions
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/TaVAMC673/TaVAMC673/VA24814I1966/listing.html)
 

Document(s)

Attachment
 

File Name: VA248-14-I-1966 VA248-14-I-1966.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1612671&FileName=VA248-14-I-1966-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1612671&FileName=VA248-14-I-1966-000.docx

 

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

Record

SN03497056-W 20140906/140905000715-3441641bf41331721cec15487c5e6418 (fbodaily.com)
 

Source

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

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