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FBO DAILY - FEDBIZOPPS ISSUE OF DECEMBER 12, 2014 FBO #4766
DOCUMENT

Q -- Radiation Safety Long Term Contract - Attachment

Notice Date

12/10/2014
 

Notice Type

Attachment
 

NAICS

541990 — All Other Professional, Scientific, and Technical Services
 

Contracting Office

Bronx VAMC (NAL) - Department of Veterans Affairs
 

Solicitation Number

VA24315N0244
 

Response Due

12/20/2014
 

Archive Date

2/18/2015
 

Point of Contact

SEE ATTACHMENT
 

E-Mail Address

james.vickerman@va.gov
(james.vickerman@va.gov)
 

Small Business Set-Aside

N/A
 

Description

SOURCES SOUGHT **THIS REQUEST FOR INFORMATION (RFI) IS POSTED FOR MARKET RESEARCH PURPOSES ONLY. IT IS NOT A SOLICITATION.** Contractor would furnish the management and performance of all required administrative and operational procedures for the safe handling of radioactive materials (Radiation Safety Services), per the requirements found in VHA Directive 1105.1, Management of Radioactive Materials. The RSO and medical physicist performing services under this contract must be stationed in close proximity to the New York Campus of VA NYHHS so that they can either be physically present in the facility or can be present on short notice when needed. Duties are inclusive of, but not limited to, the following: Services of Radiation Safety Officer (RSO) and support staff to perform the functions listed below. The RSO must be Six (6) VA NYHHS New York campus laboratories are to be inspected quarterly. Documentation of inspections is to be provided as outlined below. One (1) Nuclear Medicine laboratory is to be inspected quarterly. Documentation of inspections is to be provided as outlined below. All X-ray units [currently fifty (50) units but subject to change] are to be inspected annually. Documentation of inspections is to be provided as outlined below. Procedures to eliminate or control exposure to radiation hazards related to radioactive materials in clinical and research areas. Additional procedures to eliminate or control exposure to radiation hazards related to radioactive materials in research laboratories: Management of radiation dosimetry program. Management of radiation waste program. Training of staff in radiation safety principles. Assistance in management of radiation disasters and acts of radiation terrorism. Miscellaneous physics support. Fulfill reporting and documentation requirements as specified herein. Qualified Medical Physicist to perform radiation safety/quality assurance testing and other physics support services. The Contractor would arrange for, by subcontract, removal of radiation waste and other radiation waste disposal services. Services are listed in the Schedule of Supplies/Services and Prices/Costs. The Contractor would furnish radiation badge tracking and monitoring activities. The Contractor would furnish meter calibration annually using a certified external laboratory. The RSO serves as the functional and operational arm of the facility Radiation Safety Committee for implementing policy, development of procedures and ongoing oversight of local uses of radioactive materials as described in a permit. New policies and procedures may be indicated when the Radiation Safety Committee reaches a consensus that existing ones do not achieve their intended results; when a new regulation affects, or is affected by, the routine operation of the VA NYHHS; or when a deficiency in the radiation safety program has been identified by the committee. The committee will summarize the results of its deliberations in the quarterly meeting minutes or when emergency situations arise. The RSO investigates overexposures, accidents, spills, losses, thefts, and unauthorized receipt, use, transfer or disposal of radioactive materials, medical misadministrations and other deviations from approved radiation safety practices and implements corrective actions as necessary. The RSO will generate a report whenever an investigation occurs. Documentation specified in 10 CFR Part 20, Standards for Protection Against Radiation and 10 CFR Part 35, Medical Use of Byproduct Material, will be generated. The RSO develops and recommends to the VA NYHHS Radiation Safety Committee local procedures in writing for acquisition, receipt, storage, inventory, safe use, emergency procedures, surveys, equipment performance checks, disposal, personnel training, and user and facility record keeping requirements. These procedures are established in the VA NYHHS' radioactive materials license application and are documented in the VA NYHHS Radiation Safety Handbook. Modification of one of these procedures constitutes a modification of the organization's radioactive materials license agreement and must be approved by the committee, which meets quarterly. The RSO briefs healthcare system management at least once each year on the status of the facility Radiation Safety Program. The RSO performs an annual review in collaboration with a designated member of the Radiation Safety Committee; the result is submitted in a written report for approval by the committee. The RSO develops and recommends to the Radiation Safety Committee investigational action levels for personnel exposures, contamination, and surveys. Investigational action levels for personnel exposures are reported in the Radiation Safety Committee meeting minutes and are based on ALARA considerations. Investigational levels for contamination are based on specific limits established by law and documented in permit holder and Radiation Safety Committee records. The RSO oversees the program of collecting patient fluoroscopic exposure data and ensuring that patients that receive exposures of radiation above notification levels are notified and receive physician follow-up, if necessary. The RSO reports findings to the Radiation Safety Committee. The RSO will provide technical assistance and oversight to the development of imaging protocols for Computed Tomography for dose optimization and will review all written protocols on an annual basis. The RSO assists the Radiation Safety Committee in the performance of its functions, including its annual evaluation of the facility radiation safety program. The RSO performs periodic on-site evaluations of all activities involving the use of radioactivity in the healthcare system including, but not limited to, visits to all areas of use, examination of required records, and evaluations of radiation safety procedures. Laboratories are inspected quarterly and documented in laboratory survey reports. X-ray equipment is inspected annually and documented in x-ray survey reports. The RSO sets trigger reporting thresholds for fluoroscopic dose exposure and reviews all events exceeding the thresholds for deterministic effects of radiation exposure. The RSO provides instruction and/or supervision of affiliate residents (e.g., in nuclear medicine and radiology programs) in principles of radiation safety and techniques for safe handling of radiation generating equipment or radioactive isotopes and compounds. The RSO will provide technical assistance and oversight to the development of imaging protocols for Computed Tomography for dose optimization and will review all written protocols on an annual basis. The RSO will provide assistance in management of radiation disasters and acts of radiation terrorism, including the following: Participation in VA radiation disaster planning and inclusion in VA radiation disaster training exercises. Responding to VA radiation disaster incidents including acts of terrorism involving radiation within one hour during regular business hours and within three hours outside of regular business hours. Assisting VA staff in identifying personnel contaminated with radioactive material during radiation disaster incidents or terrorist actions and supervising decontamination of contaminated personnel. Analyzing radioactive contaminants in order to identify the radioactive material involved. The RSO will not recommend or administer policies, procedures and methods of oversight that differ substantially from those already developed by the Contractor, except where specifically required to meet regulatory requirements applicable only to the VA and NRC or where required to comply with recommendations made by the Radiation Safety Committee. The RSO must agree, in writing, to be responsible for implementing the radiation protection program in accordance with 10 CFR Part 35, Medical Use of Byproduct Material, Subpart B, paragraph 35.24. Reporting and Documentation Requirements: The RSO performs the following tasks in connection with reporting and documentation: Prepares the annual radiation safety report for the EPA. Prepares the annual report on the Radiation Materials Safety Program for management. Prepares bimonthly reports on the Radiation Materials Safety Program for the VA NYHHS's Environment of Care Committee. Provides the following reports to the Radiation Safety Committee for quarterly review: Review of the VA NYHHS's Radiation Safety Management Program, including: Incidents of misadministration. Report on fluoroscopy users training Summary exposure reports for personnel working with radioactive materials. Results of surveys for the ALARA program conducted in restricted areas. Quarterly inventory on nuclides in research areas and assessment of levels against allowable license limits. Reports of radioactive spills and other incidents, including remedial action recommended or taken. Results of unannounced inspections conducted by the RSO. Report on radioactive waste; the RSO is required to provide a report of low-level radioactive waste, including red bag waste, liquid waste, decay in storage, and long-life radioactive waste. Such reports will include quantities of waste identified as contaminated with radioactive material, disposition plans, monitoring activity and disposal actions taken. Summary of status of radiation safety training. Approval of new users and requests by authorized users of radioactive materials; the RSO is required to report on the training and experience of proposed new users and authorized users to allow for a determination by the Radiation Safety Committee that their qualifications are sufficient to enable them to perform their duties safely and in accord with VA regulations and the MML. Status of radiation safety surveys of x-ray units and recommendations for remedial action as necessary. Other subjects pertaining to Radiation Safety that may arise. Prepares the minutes of the Radiation Safety Committee and of additional meetings if the Committee determines these are necessary due to exceptional circumstances. Prepares compliance reports on radioactive waste for regulatory bodies. Maintains records and documentation of all training provided to staff. Ensures that any incidents regarding noncompliance with VA or NRC regulations, whether found by the NRC or by VA NYHHS personnel, are corrected as soon as possible and that corrective actions are fully documented and kept on record. Required Tasks of the RSO or Support Staff Under the Direction of the RSO: Procedures to Eliminate or Control Exposure to Radiation Hazards Related to Radioactive Materials in Clinical and Research Areas; Identifies and evaluates radiation hazards related to radioactive materials. If the hazard is related to the use of radioactive materials in a laboratory, then a report will be sent to the permit holder and documented in the Radiation Safety Committee minutes. Other radiation hazards related to radioactive materials will be reported to the chairman of the Radiation Safety Committee and documented in the minutes. Conducts an annual calibration of x-ray equipment. A report containing measurements, recommendations and conclusions is generated and submitted to the Chief, Radiology Service. Performs automated tracking of survey meters for calibration on an annual basis; calibration reports are maintained on file. Maintains an annual schedule for the calibration of all facility survey instruments. Purchases calibration service meters by external vendor/Contractor at cost, with invoices supplied to VA NYHHS for documentation, and arranges for coordination of calibration service. Conducts annual verification that fluoroscopic output is within FDA limits. Attaches bar code tags to radiation protection PPE such as lead aprons, gloves, thyroid and gonad shields and creates and maintains a database for tracking. Conducts an annual inventory and testing of all lead aprons, gloves, thyroid and gonad shields, and documents appropriately. Keeps record of all lead aprons that were checked and the date when they were checked. Works with services that use lead aprons to ensure that new aprons are checked before use and that at all times all lead aprons in use at the hospital have been checked. Assures that radiation surveys and contamination wipe tests are performed in the clinical and research laboratories in accordance with VA and NRC rules and regulations. The survey and tests are performed on a quarterly basis and reports are signed by the RSO. Performs automated tracking of sealed sources for inventory and leak checks. Sealed source inventory checks are performed quarterly; leak tests are done semi-annually. Results of these activities are logged in the radiation safety program's computer database. Performs leak check of sources. Printed reports are maintained on file and are logged in the Radiation Safety Program's computer database. Provides assistance with spills and other emergencies. The RSO has written emergency procedures which are posted in each laboratory. The RSO assists in the decontamination of spills of significant amounts of radioactive materials. Performs monthly spot surveys of areas where radioactive materials are used or stored to ensure compliance with VA and NRC regulations. Monthly surveys are performed by the individual permit holders. The RSO performs spot surveys during the radiation safety program's periodic laboratory inspections. Results are documented in the survey reports. Maintains a quarterly inventory of all clinical and research radioactive materials. Acquisition and disposal of radioactive materials is maintained in the radiation safety program's computer database. The inventory of radioactive materials is verified during periodic laboratory inspections. Additional Procedures to Eliminate or Control Exposure to Radiation Hazards Related to Radioactive Materials in Research Laboratories: Provides acquisition control through purchase approval procedures or vendor reporting for each order. Receives radioactive packages on-site by staff and/or training and supervision of laboratories to perform this function depending on logistics. Provides authorization of investigators to use radioactive materials by issuing printed permits with associated conditions of use. Provides initiation of laboratories and an information binder with permit copy, record forms and safety information. Prepares amendments, renewals, inactivation and termination of permits. Performs periodic inspections of select research laboratories that utilize radioactive material so that each laboratory is inspected at least once yearly. Conducts inactivation and termination inspections of laboratories. A laboratory is inactivated when use of radioactive materials ceases. This is documented in an inactivation report submitted to the Radiation Safety Committee. Management of the Radiation Dosimetry Program: Performs all badge transactions and maintain badge records on a daily basis. Processes written applications for badges; issues spare badges if necessary; orders new badges; and obtains exposure histories where appropriate. Receives badge shipments; checks for contents; distributes badges. Receipt of shipments is documented by invoice. Records are maintained in exposure reports generated by radiation badge vendor. Purchases through external vendor or Contractor badges for dental, radiology, nuclear medicine and research personnel at cost, and provides invoice copies to VA NYHHS for documentation. Receives and archives badge reports. Reviews badge reports against limits established by the Radiation Safety Committee; investigates exposures that exceed limits and reports to individuals, the Radiation Safety Committee and the NRC when required. Reviews the return of badges and takes corrective action when necessary. Management of the Radiation Waste Program: Establishes procedures for waste segregation and preparation. These are documented in the Radiation Safety Handbook and reinforced during annual radiation safety training. Accepts waste from laboratories on a fixed schedule and by appointment and maintains documentation of related actions. Maintains the decay-in-storage waste to assure that biohazardous waste contaminated with radioactive materials does not leave the facility until it has decayed to background levels. Maintains an inventory of waste by category. Performs automated tracking of waste through decay cycle. Consolidates waste for storage or commercial disposal. Prepares waste for commercial disposal and arranges for pick-up. Disposes of non-radioactive waste after decay. Discharges waste to sewer where appropriate. Maintains records of all waste disposal and discharges. Checks operation of infectious/regular trash monitors weekly. Oversees the storage of cross-contaminated trash. Oversees the release of cross-contaminated trash after decay. Maintains surveys and wipe checks of waste areas on a monthly basis. Furnishes waste disposal through external vendor(s)/Contractor, at cost, with invoices submitted to VA NYHHS for documentation. Training of Staff in Radiation Safety Principles: Provides training in radiation safety principles including procedures involving radiation storage and waste for personnel working with radioactive materials or working in areas where these materials are used. Such training must be provided to each person prior to assuming their duties and annually thereafter. Physics Support: A certified and licensed medical physicist will perform the following functions: Provides radiation safety support to the clinical staff on a day-to-day basis, including but not limited to whole body and specific organ dosimetry calculations, as needed, for patients undergoing therapy with radioactive isotopes for ablation of thyroid remnants, treatment of thyroid carcinoma including its metastases, Yttrium-90 microsphere therapy for patients with liver tumors, and other isotopic therapies for neoplastic disease in place currently or to be implemented during the POP of this contract. This function is performed as needed. Performs health physics functions pertaining to the treatment of patients with radioactive isotopes, including preparation of patient room, monitoring of patient and patient room and decontamination of patient room. Performs radiation safety training for nursing staff and house staff prior to inpatient iodine-131 therapies. This requirement is performed as needed based on patient care requirements and is documented in patient room surveys and room release surveys. Performs assaying procedures to protect personnel. Performs thyroid gland uptake procedures on research personnel on whom such procedures are required. A report is generated by a computerized dosimetry system. Maintains a bioassay program for personnel using radioactive iodine to iodinate proteins or treat patients and for personnel handling more than 100 mci of tritium at one time collection. Thyroid counting is performed for radioiodine use and urinalysis is done for tritium use; results are maintained in a log book. Provides physics support for acceptance testing of new nuclear medicine scanning cameras and annual physics review and certification of quality control program on existing or newly acquired nuclear medicine scanning equipment. A certified and licensed medical physicist conducts the following QC tests at their indicated frequencies and submits reports as noted for all diagnostic x-ray equipment: Quarterly: Radiographic collimation: Light field/x-ray field alignment PBL sizing X-ray field/image receptor alignment Fluoroscopic collimation: X-ray field/image receptor alignment X-ray field/spot film sizing Semi-Annually Radiographic timers AEC KVp for all tubes mA linearity and reproducibility for all tubes Fluoroscopic image resolution Spatial resolution Low contrast resolution Tomographic equipment Exposure switches Interlocks Annually: HVL for all tubes Fluoroscopic timers Fluoroscopic table top rates Dose measurements, including pulse rate used for each output measurement A certified and licensed medical physicist conducts the following QC tests at their indicated frequencies and submits reports as noted for all computed tomography (CT) equipment: Annually: Review of clinical protocols Scout prescription and alignment light accuracy Image thickness Table travel accuracy Radiation beam width Low-contrast performance Spatial resolution CT number accuracy Artifact evaluation CT number uniformity Dosimetry Gray level performance of CT acquisition display monitors Other tests as required by state or local regulations Continuous Quality Control: A certified and licensed physicist will develop and provide oversight and direction for a continuous quality control (QC) program that must be established for all CT units with the assistance of a certified and licensed medical physicist. An on-site radiological technologist should be identified to be responsible for conducting routine quality control. The continuous QC program must include, but not be limited to, the following: Water CT number and standard deviation - daily Artifact evaluation - daily Wet laser printer quality control - weekly (if applicable) Visual checklist - monthly Dry laser printer quality control - monthly (if applicable) Display monitor quality control - monthly All quality control testing must be carried out in accordance with written procedures and methods. Preventive maintenance must be scheduled, performed, and documented by a qualified service engineer on a regular basis. The results of the QC program must be monitored annually by the certified and licensed medical physicist. If the results of a QC test fall outside the control limits, corrective action should be taken. A certified and licensed medical physicist should be available to assist in prescribing corrective actions for unresolved problems. All deficiencies must be documented and service records maintained by the CT facility. Magnetic Resonance Imaging Testing: QA/QC services by a certified and licensed medical physicist to meet all ACR, NY State and The Joint Commission requirements, including the following: Annually: A full system check to establish baseline system performance as described in the ACR QC Manual including: Magnetic field homogeneity Slice position accuracy Slice thickness accuracy All RF coils checked Inter-slice RF interference Table motion reproducibility Soft copy displays (monitors) Determination of the optimal imaging sequence(s) and action limits for daily QC testing. Instruction of designated QC technologist on proper daily QC testing procedures. QC Notebook with all forms for one full year of QC results: contains all relevant institutional policies Quarterly review of all QC documentation with a written report and graphs, with recommendations for improved QC and/or imaging as needed. Annual review of site protocols with suggestions for improvement. Medical Image Displays, or Primary Diagnostic Monitors (PDM): QA/QC services by a certified and licensed medical physicist to meet all ACR, NY State and The Joint Commission requirements, including verification of the accuracy of vendor-provided photometer and software. PDMs are evaluated annually by a certified and licensed medical physicist. Using an external calibrated photometer, the following represents the minimum set of tests to be performed: Perform a DICOM Grayscale Standard Display Function (GSDF) verification using a stand-alone photometer and compare with the results obtained using the vendor-supplied photometer. Review of all facility QC documentation and procedures for PDMs. Quantitative assessment of the brightness (luminance) uniformity of each PDM. Quantitative determination of the luminance ratio. Quantitative assessment of the viewing conditions. Analysis of all test results, including comparison with specifications provided by the vendor and applicable technical standards from professional societies. Document recommendations for quality improvement and corrective actions. Mammography: QA/QC services by a certified and licensed medical physicist to meet all MQSA, ACR, NY State and The Joint Commission requirements, including the following: Visual inspection kVp accuracy Exposure time accuracy mR/mAs linearity Exposure repeatability Focal spot resolution Radiation field to light field alignment Radiation field to image receptor alignment Compression paddle to image receptor alignment Half-value thickness determination ACR phantom image quality Glandular tissue dose calculation Assistance with the ACR certification (or recertification) process Compliance with State radiation safety regulations Review of the site's mammography quality control program All interested and qualified parties should provide the following information via email to me. Any questions please Contact me by email only. My point of contact information is Listed below. The following information is needed: 1.Capability statement 2.Socio-economic category(s) applicable (i.e. SDVOSB, VOSB, 8a, Hub, WOSB, SB) 3.The applicable NAICS code is 561320 4.GSA/FSS/SEWP schedule number (if available) 5.Company information including point of contact information Response date (deadline): For planning and scheduling purposes, to insure being included in our market research for this procurement, Responses must be received no later than close of business on Friday, July 18, 2014 at 5:00pm (Eastern Standard Time). Time permitting, responses received after that date may be included in our research but cannot be guaranteed. Contracting office address: James J. Peters VAMC VISN 3 Network Contracting Office (10N3/NCO) 130 West Kingsbridge Road Bronx, NY 10468 Point of Contact: James P. Vickerman Contract Specialist Medical Sharing VISN 3 Network Contracting Office Email: james.vickerman@va.gov Notice to potential offerors: all offerors who provide goods or services to the United States federal government must be registered at system for award management (sam located on the Web at www.sam.gov). It is desirable that any offeror to have completed their business online representations and Certifications application (orca). Additionally, all service Disabled veteran owned businesses or veteran owned businesses who respond to a solicitation on this project must be registered With the department of veterans affairs center for veterans Enterprise vetbiz registry located at http://vip.vetbiz.gov. All Interested offerors should submit all requested information Stated above by email only to james.vickerman@va.gov by the Response date stated above. No phone calls will be accepted. Reference the following in the subject field of the email: "Sources Sought - RADIATION SAFTEY" If the subject line does not contain the above listed wording, your response is not guaranteed to be received. **THIS REQUEST FOR INFORMATION (RFI) IS POSTED FOR MARKET RESEARCH PURPOSES ONLY. IT IS NOT A SOLICITATION.**
 

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Attachment
 

File Name: VA243-15-N-0244 VA243-15-N-0244_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1765055&FileName=VA243-15-N-0244-001.docx)

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Record

SN03592963-W 20141212/141210234933-8ff8fe70e8d897aeb34d3049ff37a55a (fbodaily.com)
 

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