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FBO DAILY - FEDBIZOPPS ISSUE OF JULY 26, 2015 FBO #4993
DOCUMENT

H -- 667-15-3-066-0464-Annual X-ray equipment service by medical physicist - Attachment

Notice Date

7/24/2015
 

Notice Type

Attachment
 

NAICS

621512 — Diagnostic Imaging Centers
 

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

VA25615Q0908
 

Response Due

7/31/2015
 

Archive Date

9/29/2015
 

Point of Contact

Beth A Cook
 

E-Mail Address

3-4371<br
 

Small Business Set-Aside

Total Small Business
 

Description

Statement of Work Medical Physicist Services Overton Brooks VA Medical Center I. Description of Services. 1. Scope of Work. The Contractor shall provide all personnel, transportation, equipment (including the ACR phantoms necessary for quality assurance testing) and software to provide diagnostic medical physicist services in support of Overton Brooks VA Medical Center (OBVAMC) by performing the following tasks: "Task 1: Review of OBVAMC overall technical quality assurance program for diagnostic x-ray and imaging equipment; [NHPP] "Task 2: Annual quality assurance testing of all diagnostic x-ray and imaging equipment. See Attachment A for list of equipment; [TJC, NHPP] "Task 3: Required physics testing of diagnostic x-ray and imaging equipment following repairs that could affect patient dosimetry and/or image quality, as needed; [TJC, NHPP] "Task 4: Complete structural shielding design plans for the installation of new diagnostic x-ray equipment at OBVAMC. This task is to be completed on an as-needed basis in cases where the structural shielding design plan is not addressed by OBVAMC Engineering Service. [TJC, NHPP] "Task 5: Complete radiation protection surveys to verify the adequacy of installed shielding for new and/or refurbished rooms or replacement of equipment; [TJC, NHPP] "Task 6: Initial installation quality assurance testing of all new diagnostic x-ray and imaging equipment on an as needed basis; [NHPP] "Task 7: Support the OBVAMC Radiation Safety Office by attending the appropriate OBVAMC committee meetings (i.e., Radiation Safety Committee, Image Quality Committee) on a quarterly or as needed basis. The OBVAMC Radiation Safety Office expects the diagnostic medical physicist to be available or prepare a report for these meetings. [TJC] "Task 8: Support the OBVAMC Radiation Safety Office by reviewing staff dosimetry monitoring results and Nuclear Medicine records kept as required by Nuclear Regulatory Commission. [TJC, NRC] "Task 9: Written reports signed by the diagnostic medical physicist documenting the shielding design calculations and acceptance testing of the structural shielding. Written reports signed by the diagnostic medical physicist documenting the quality assurance testing, including a summary of methods, instruments used, measurements and deficiencies identified, for all diagnostic x-ray and imaging equipment. Each written report will identify the x-ray and/or imaging equipment using the following information at a minimum: OBVAMC EE number and the equipment's location (OBVAMC facility, building, and room number). The Contractor shall provide the physicist report to the RSO within thirty days of completion of the work. The report may be in electronic format. [TJC, NHPP] "Task 10: Deficiencies or non-conformances which represent unsafe conditions shall be reported to the RSO immediately. Verbal reports must be provided after testing so that OBVAMC will know that equipment can be immediately put into use. The diagnostic medical physics services will include all x-ray and imaging equipment at OBVAMC. All quality assurance testing reports, shielding designs, and radiation protection surveys shall be submitted to the OBVAMC Radiation Safety Office for review and approval subsequent to the completion of all testing, calibration and surveys of the equipment, facilities and procedures. The reports shall identify all items of noncompliance and include general and specific recommendations for correcting any items of noncompliance. "All records (administrative and program specific) created during the period of the contract belong to Overton Brooks VA Medical Center and must be returned to OBVAMC at the end of the contract or destroyed in accordance to the VHA Record Control Schedule (RCS)10-1." 1.1.Quality Assurance Testing 1.1.1.All Quality Assurance Tests shall meet or exceed NRC, ACR, NCRP, FDA and TJC requirements and recommendations. All Quality Assurance Tests shall meet or exceed the requirements in the following VHA directives and handbooks: "VHA Directive 1105.01, Management of Radioactive Materials "VHA Handbook 1105.02, Nuclear Medicine and Radiation Safety Service "VHA Handbook 1105.04, Fluoroscopy Safety "VHA Handbook 1105.05, MRI Safety "VHA Directive 1129, Radiation Protection for Machine Sources of Ionizing Radiation 1.1.2.Diagnostic X-ray Equipment (Radiography and Fluoroscopy) The testing must include, but is not necessarily limited to, the following (as applicable): Per VHA Handbook 1105.04, Fluoroscopy Safety: "Measurement of radiation output parameters, including beam intensity and beam quality; "Testing of all modes of operation used clinically, including automatic exposure rate controls of fluoroscopy systems; "Assessment of image quality; "Assessment of technique factors used clinically; "Measurement of appropriate indices of patient dose or dose rates at typical clinical technique factors, with comparison to national standards; Per the American College of Radiology Technical Standard for Diagnostic Medical Physics Performance Monitoring of Radiologic and Fluoroscopic Equipment: "Integrity of unit assembly "Collimation and radiation beam alignment "Fluoroscopic system resolution "Automatic exposure control system performance "Fluoroscopic automatic brightness control performance (high-dose-rate, pulsed modes, field-of-view [FOV] variation) "Image artifacts "Fluoroscopic phantom image quality "kVp accuracy and reproducibility "Linearity of exposure versus mA or mAs "Exposure reproducibility "Timer accuracy "Beam quality assessment (half-value layer) "Fluoroscopic entrance exposure rates "Image receptor entrance exposure "Equipment radiation safety functions "Patient dose monitoring system calibration "Video and digital monitor performance "Digital image receptor performance If the review of clinically-used technique factors or the comparison of measured dose indices with national standards indicates that an optimum balance has not been achieved between patient dose and image quality or that the dose indices exceed national standards, the technique factors, whether posted in a chart or programmed into the fluoroscope, must be modified as necessary. [VHA Handbook 1105.04] Appropriate indices of patient dose, measured by a diagnostic medical physicist at clinically-used technique factors, must be posted near the controls of each fluoroscope. These indices include typical and maximal entrance skin dose or air kerma rate for each fluoroscopic mode of operation (e.g., pulse rate and magnification mode). For each image recording mode used clinically, these include the entrance skin dose or air kerma per image or the entrance skin dose or air kerma per second of imaging (e.g., cinefluorography in the cardiac catheterization laboratory) for a patient of typical thickness. [VHA Handbook 1105.04] 1.1.3.Computed Tomography The testing must include, but is not necessarily limited to, the following (as applicable): Per the American College of Radiology Technical Standard for Diagnostic Medical Physics Performance Monitoring of Computed Tomography (CT) Equipment: "Alignment light accuracy "Image localization from scanned projection radiograph (localization image) "Table incrementation accuracy "Radiation beam width (collimation) "Reconstructed image thickness "Image quality oHigh-contrast (spatial) resolution oLow-contrast sensitivity and resolution oImage uniformity oNoise oArtifact evaluation "CT number accuracy "Acquisition workstation display "Dosimetry oRadiation output of CT scanner (CT dose index [CTDIvol] or equivalent) oPatient radiation dose estimate for representative examinations "Limited protocol review oThe Diagnostic Medical Physicist must review a selection of the most commonly used protocols. These should include head and abdomen protocols for adult and pediatric patients as applicable to the facility's practice. In addition, facility protocols for very high dose procedures (e.g., brain perfusion) should be reviewed. oElements reviewed should include documentation of kVp, mA, rotation time, detector configuration, pitch, reconstructed image thickness, and use of automatic exposure control (including ensuring documentation of reference settings used), and the indicated dose indices (CTDIvol) resulting from each examination "Safety Evaluation oVisual inspection oWork load assessment oScatter and stray radiation measurements (if work load and other related parameters have changed since acceptance testing) oAudible/visual signals oPosting requirements "Other tests as required by state or local regulations Per the TJC Revised Requirements for Diagnostic Imaging Services: "Image uniformity "Slice thickness accuracy "Slice position accuracy (when prescribed from a scout image) "Alignment light accuracy "Table travel accuracy "Radiation beam width "High-contrast resolution "Low-contrast resolution "Geometric or distance accuracy "CT number accuracy and uniformity "Artifact evaluation "Dosimetry oThe diagnostic medical physicist measures the radiation dose (in the form of volume computed tomography dose index [CTDIvol]) produced by each diagnostic CT imaging system for the following four CT protocols: adult brain, adult abdomen, pediatric brain and pediatric abdomen. If one or more of these protocols is not used by the hospital, other commonly used CT protocols may be substituted. oThe diagnostic medical physicist verifies that the radiation dose (in the form of CTDIvol) displayed by the CT imaging system for each tested protocol is within 20 percent of the CTDIvol displayed on the CT console. The dates, results, and verifications of these measurements are documented. "Image acquisition display monitors oMaximum luminance oMinimum luminance oLuminance uniformity oResolution oSpatial accuracy 1.1.4. PET and Nuclear Medicine The physics inspection shall conform to the ACR PET Phantom Instructions for Evaluation of PET Image, ACR Nuclear Medicine Accreditation Program PET Module. The performance of each PET scanner shall be evaluated at least quarterly. For PET/CT units the CT must be inspected at least annually per above. This evaluation should include, but not be limited to, the following tests (as applicable). "Image uniformity/system uniformity. "High-contrast resolution/system spatial resolution. "Low-contrast resolution or detectability "Artifact evaluation "SUV analysis The physics inspection shall conform to the ACR annual performance tests for nuclear medicine cameras. The qualified diagnostic medical physics shall also perform the quarterly testing as outlined by the ACR. 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). "Intrinsic Uniformity: fail criteria: > 5.0% "System Uniformity: fail criteria: > 5.0% "Intrinsic or System Spatial Resolution: fail criteria: > 3.5 mm bars "Relative Sensitivity: fail criteria: COV > 2.5% "Energy Resolution: fail criteria: > 12% "Count Rate Parameters: fail criteria "Artifact evaluation "Formatter/Video Display "Overall System Performance for SPECT "System Interlocks "Dose Calibrators (Geometry, if applicable, Accuracy) "Well Counters "Thyroid Uptake and Counting System 1.2.Structural Shielding 1.2.1.For any room in which a fluoroscopic imaging system is installed, or in which a mobile fluoroscopic imaging system is frequently used, the doses to persons in adjacent areas, including any areas above and below, must be evaluated by a diagnostic medical physicist or medical health physicist. Structural shielding must be installed as necessary to maintain doses to persons in these areas ALARA and within regulatory limits. [VHA Handbook 1105.04] 1.2.2.For the structural shielding of rooms containing x-ray imaging devices, the shielding design goal must be 5 milligray (mGy) in a year to any person in a controlled area. For uncontrolled areas, the shielding design goal needs to be 1 mGy in a year to any person, and 0.02 mGy in any hour. [VHA Handbook 1105.04] 1.2.3.The design of shielding for and acceptance testing surveys of imaging rooms must conform to National Council on Radiation Protection and Measurements (NCRP) Report No. 147, Structural Shielding Design for Medical X-ray Imaging Facilities. The shielding design calculations, as-built shielding plans, and the report on the acceptance testing of the structural shielding must be kept for the duration of use of the room for x-ray imaging. [VHA Handbook 1105.04] 2.1. Qualifications. 2.1.1. Prior to commencing work, all contractor employees shall meet certain criteria to perform work under this contract as a Diagnostic Medical Physicist. Qualification documents must be submitted as part of the bid to the Contracting Officer and be approved by the RSO or his/her designee. All qualifications are subject to review by the OBVAMC Chief of Staff and approval by the OBVAMC Facility Director. OBVAMC requires a copy of qualifications documents for each individual who will perform work at OBVAMC facility, and OBVAMC must give approval that the individual meets the qualifications before OBVAMC will allow that individual to perform work on x-ray and imaging equipment at OBVAMC. 2.1.2. The Diagnostic Medical Physicist who performs the work at OBVAMC shall meet the following education, certification, and qualification standards: "Hold a Masters Degree or higher in Medical Physics, Health Physics or a related field. "Hold current Board Certification by the American Board of Radiology (ABR) or American Board of Medical Physics (ABMP). Appropriate subfield is Diagnostic Medical Physics for ABR certification and Diagnostic Imaging Physics for ABMP certification. "Licensed by the State of Texas as a Professional Medical Physicist "Meet all NRC, ACR, FDA and TJC requirements for a qualified diagnostic medical physicist 2.1.3. The Diagnostic Medical Physicist shall have current knowledge, understanding, and recent experience in the following: "Principles of imaging physics and of radiation protection, "All current NRC regulations, "All current FDA regulations, "Current standards of the ACR and TJC on diagnostic x-ray and imaging equipment, "Current recommendations of the NCRP and AAMP, including those on medical imaging facility design and shielding, "The function, clinical uses, and performance specifications of the imaging equipment, "Current techniques for the calibration and testing of diagnostic x-ray and imaging equipment, including the limitations of the instruments used for testing performance 2.1.4. Contractor employees providing services under the supervision of a Diagnostic Medical Physicist is NOT acceptable (e.g., X-ray technologist) and is NOT permitted per VA contract. A physicist in training or a physicist under a temporary license shall be accompanied by and directly supervised by a Diagnostic Medical Physicist meeting the qualifications stated in Section 2.1.2. 2.2. Required Response Time. Patient access to health care services at OBVAMC facilities is an absolute high priority. OBVAMC requires the contractor to respond and be present at the OBVAMC facility within 2 business days to provide services for those tasks that have the potential to negatively impact patient access to health care services. These tasks include, but are not limited to, the physics/quality assurance testing of diagnostic x-ray and imaging equipment following repairs that could affect patient dosimetry and/or image quality, the recertification of mammography equipment when required, the initial installation quality assurance testing, and the radiation protection surveys. If the contractor cannot or fails to meet the required response time, then OBVAMC reserves the right to seek medical physics services from other vendors not covered under this contract. 2.3. Subcontracting. All subcontracting plans shall be submitted as part of the proposal. The contractor shall ensure that the subcontractor meets all the requirements specified in this Statement of Work and all other applicable federal/state regulations and requirements. 2.4. Travel Expenses. The contractor shall be responsible for travel expenses for all services performed under this contract. II. Contractor Personnel Security Requirements - Information Systems Access Upon contract award, all key personnel shall be subject to the appropriate type of background investigation or screening per VA/VHA policy as delineated below, and must receive a favorable adjudication from the local VA facility or VA Security and Investigations Center (SIC) depending on the type of investigation/screening required. This requirement is also applicable to all subcontract personnel. If the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA. Contract personnel who previously received a favorable adjudication as a result of a Government background investigation or screening may be exempt from this contract requirement provided that they can provide documentation to support the previous adjudication. Proof of previous adjudication must be submitted by the Contractor to VA Contracting Officer. Proof of previous adjudication is subject to verification. Some positions maybe subject to periodic re-investigation/screening. Position Risk/Sensitivity. For all positions required under this contract, the position risk/sensitivity has been designated as: Low Risk/Non-Sensitive Prior to completing the required forms, contract personnel should review the attachments entitled Common Errors on NACI Security Questionnaires, Example_SF85, Example_OF306, and General Questions and Answers about OPM background Investigations (see item 3.2 of this contract for these attachments) in order to ensure the forms are properly completed. Please note that incomplete forms will be rejected and could result in a delay of work under the contract. Once the items requested are received, VA will pre-screen these items for completeness, and forward them to the appropriate party(s) in order to initiate the required background investigation(s) or screening(s) within fourteen (14) calendar days of appointment. Only after the VA Contracting Officer notifies the Contractor that the background investigation(s) or screening(s) was initiated shall the Contractor be authorized to provide services under the contract. As previously stated, if the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA. The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the contract person from consideration of working under the contract. Failure to comply with these Contractor personnel security requirements may result in termination of the contract for default. Information Security The diagnostic medical physicist working with the contractor may have access to sensitive patient information displayed on the control panel of X-ray equipment. However, contractor owned IT devices (such as laptop computer) shall not interface with any VA internet trusted (i.e., non-public) network. Therefore, the certification and accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required. Contractor shall not print or copy any sensitive patient information. Attachment A Room #ManufacturerEquipmentModelEE # 4W20PhilipsRad Digital DetectorsDigital Diagnost30010 4W24PhilipsRad Digital DetectorsDigital Diagnost27465 4W36G.E.R&FPrecision500D32480 4W44G.E.R&FPrecisionRXT33098 4W44G.E.Chest TubePrecisionRXT33098 4W49G.E.Digital ChestDiffinium800033094 4W37ToshibaFluoroUltimax 41373 4N17G.E.CT 1Light Speed +23670 4W59G.E.CT 2Light Speed30198 MobileG.E.Radiographic System - MobileAMX 4+30379 MobileG.E.Radiographic System - MobileAMX4+33812 MobileG.E.Radiographic System - MobileAMX 4+23077 MobileG.E.Radiographic System - MobileAMX 4+24155 SurgeryGE OECC-ArmElite 990038082 SurgeryGE OECC-ArmElite 990038737 SurgeryGE OECC-ArmElite 990038080 3W55SiemensC-ARMArcadis Varic42664 5E23SiemensCysto FluoroUROSKOP42552 5E28GE OEC PulmonaryElite 990043271 6E20 Cardiac Cath LabGECATH FluoroInnova 310035462 BE45PhilipsCTBrilliance Big Bore31068 7N5SiemensSPECT/CTSymbia T34586 7N6SiemensSPECT/CTSymbia T640277 7N10SiemensSPECTSymbia S34166 7N4SiemensSPECTE.CAM28826 Building 42SiemensPET/CTBiograph 4036963 Bldg. 57-111SironaDentalHelident Plus40281 Bldg. 57-113SironaDentalHelident Plus40282 Bldg. 57-115SironaDentalHelident Plus40283 Bldg. 57-117SironaDentalHelident Plus40287 Bldg. 57-119SironaDentalHelident Plus40288 Bldg. 57-123SironaDentalHelident Plus40285 Bldg. 57-125SironaDentalHelident Plus40284 Bldg. 57-127SironaDentalHelident Plus40280 Bldg. 57-212SironaDentalHelident Plus40289 Bldg. 57-213SironaDentalHelident Plus40292 Bldg. 57-215SironaDentalHelident Plus40291 Bldg. 57-217SironaDentalHelident Plus40290 Bldg. 57-218SironaDentalHelident Plus40295 Bldg. 57-219SironaDentalHelident Plus40286 Bldg. 57-221SironaDentalHelident Plus40293 Bldg. 57-223SironaDentalHelident Plus40294 Bldg. 57-116SironaDental Pan 3DOrthophos XG40279 Bldg. 57-216SironaDental PanOrthophos XG40278
 

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File Name: VA256-15-Q-0908 VA256-15-Q-0908_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2188365&FileName=VA256-15-Q-0908-001.docx)

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Record

SN03810520-W 20150726/150724235906-83159885fa3966b809cfeaae36d9dfef (fbodaily.com)
 

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