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FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 10, 2015 FBO #5039
DOCUMENT

H -- Health Physics Services: Provide Health Physics Radiation Exposure Monitoring Services - Attachment

Notice Date

9/8/2015
 

Notice Type

Attachment
 

NAICS

541380 — Testing Laboratories
 

Contracting Office

Department of Veterans Affairs;VA Boston Healthcare System;Contracting Officer (90C);940 Belmont Street;Brockton MA 02301
 

ZIP Code

02301
 

Solicitation Number

VA24115Q0819
 

Response Due

9/10/2015
 

Archive Date

11/9/2015
 

Point of Contact

James.Cimini@va.gov
 

E-Mail Address

JAMES.CIMINI@VA.GOV
(JAMES.CIMINI@VA.GOV)
 

Small Business Set-Aside

N/A
 

Description

This is a SOURCES SOUGHT NOTICE / REQUEST FOR INFORMATION; not a pre-solicitation notice or solicitation for proposals/quotations. Pursuant to FAR Part 10 (Market Research), the purpose of this notice is to: (1) determine if sources capable of satisfying the agency's requirements exists, (2) determine if commercial items suitable to meet the agency's needs are available or could be modified to meet the agency's requirements, and (3) determine the commercial practices of company's engaged in providing the needed service or supply. Pursuant to FAR Part 6 and FAR Part 19, competition and set-aside decisions may be based on the results of this market research. This notice in no way obligates the Government to any further action. Requirement: This notice is issued by the Department of Veterans Affairs, Boston VA Healthcare System, Brockton, VAMC to identify sources capable of providing the following: VISN 1 Contracting is conducting market research on the availability of a single vendor for our Dosimetry Program. A dosimetry program is highly regulated by the Nuclear Regulatory Commission (NRC). Maintaining a dosimetry program and records program requires using a reliable dosimetry processor. Failure to maintain accurate records, and an appropriate dosimetry program that provides individual monitoring devices or equipment could result in severe penalties, lawsuits, fines, and/or the revocation of our permit to use byproduct material under the MML issued to the Department of Veterans Affairs by the NRC. Loss of our permit would result in the termination of all Nuclear Medicine Clinic Operations, all other clinical and therapeutic uses of radioactive materials, and the research use of radioactive materials. Penalties and fines could also be levied. For purposes of this contract, the terms "personnel dosimeter" is an individual monitoring device that requires processing to determine the radiation dose, and that is used by VA Boston Health Care System to comply with 10CFR20.1201, with other applicable provisions of Title 10 Chapter 20, or with conditions specified in the license. As required by federal law specified in 10CFR20.1501, personnel dosimeters must be processed and evaluated by a dosimetry processor-- (1) Holding current personnel dosimetry accreditation from the National Voluntary Laboratory Accreditation Program (NVLAP) of the National Institute of Standards and Technology; and (2) Approved in this accreditation process for the type of radiation or radiations included in the NVLAP program that most closely approximates the type of radiation or radiations for which the individual wearing the dosimeter is monitored. Specifications for personnel monitoring services for the Boston Healthcare System (BHS) are provided herein. Monitoring services are to be provided at the initial setup in the approximate quantities shown below. The contract shall be for a period of one year, with renewal optional for four years. The cost of the contract should be presented in terms of the total annual cost, and expressed as the cost per badge type, according to the number of each badge type. No additional charges will be incorporated or expected, with the exception of non-returned or damaged badges and holders and emergency readings. Credit will be given for all fees assessed for lost/late badges upon return. If personnel monitoring services do not meet specifications, the contract may be terminated by the government. The selected dosimetry vendor service company shall have a well-established and demonstratively successful means of providing the goods and services described in these specifications. This document contains specifications for both the dosimetry devices and the dosimetry service. The dosimetry vendor must be able to demonstrate and provide the licensing and specific requirements listed upon request. I. Dosimetry Device Specifications: The dosimetry device specifications are described as follows: A. The selected vendor shall be the primary supplier of the personal dosimeters, and shall be in direct control of the design, modifications to, and quality of the personal dosimeters. The selected vendor shall supply necessary personnel dosimeters of a NVLAP certified type or combination of types. At the present time BHS presently has 24 series with Approximately 300 personnel dosimeters to be processed monthly and holding current NVLAP accreditation in ANSI N13.11 categories IA, IIA, IIIA, IV, and V. Approximately 30 finger ring dosimeters to be processed monthly. Approximately 30 personnel dosimeters to be processed monthly and holding current NVLAP accreditation in ANSI N13.11 categories IA, IIA, IIIA, IV, and V, and having neutron exposure detection capabilities. Approximately 10 personnel dosimeters to be processed quarterly and holding current NVLAP accreditation in ANSI N13.11 categories IA, IIA, IIIA, IV, and V. Some individuals may have multiple badges. Fetal monitoring devices may be required. Personnel dosimeter results will be reported in units of mrem for shallow dose, lens of eye dose and deep dose. A portion of the body badges are used as room area monitors. B. The devices shall be supplied according to the following specifications: 1. The vendor's dosimetry service shall be currently accredited by the National Voluntary Laboratory Accreditation Program (NVLAP) of the US National Institute of Standards and Technology for all required radiation testing categories. 2. Written specifications shall be provided, prior to bid evaluation, on dosimetry devices defining: (a) Minimum detectable reported dose; (b) Energy discrimination capabilities including accuracy, precision, and (c) Maximum range of reported dose for the various energy ranges concerned, primarily: a. Less than 100 KeV photons b. 100 KeV through 250 KeV photons c. Greater than 250 KeV up to and including Cs-137, Co-60 d. Photons from a 6/18 MeV external beam linear accelerator e. Beta radiations f. Neutrons (fast and thermal) 3. Dosimetry devices shall be routinely delivered to the customer prior to the next exchange date. Exchange dates are the first day of any month. 4. The delivery of dosimetry devices is required within 7 calendar days of record creation for additions of new personnel or additional badges for existing personnel, unless a rush shipment is requested. The creation of a single record shall automatically provide all individual dosimetry devices for the current month and all subsequent months. When a rush shipment is requested, the dosimetry device(s) shall be received within 3 calendar days of record creation. 5. Shipping containers shall be reusable for return of the devices to vendor. Return shipping labels shall be supplied by the vendor. 6. The dosimetry devices, including additions, shall be provided in presorted and individually packaged and labeled containers in accordance with the criteria established by the Government's Radiation Safety Officer at the time of setup. 7. Primary sorting and distinction will include unlimited series separation by groups of users. Series coding shall be alphanumeric. 8. All transactions regarding the vendor service including, but not limited to, user additions, deletions, changes, inquiries, etc., shall be exclusively between the Government's Radiation Safety Officer or designee and the vendor. 9. Shipments shall include individual printed packing lists for each group of users. The individual packing lists shall include the numerical order of the dosimeters. Other information provided in the listing shall include, but is not limited to, the following: a. Social security number b. Badge control identification c. Badge type d. Prescribed wear period, by date 10. Dosimetry devices shall provide obvious, distinct, color coding for easy special purpose identification while being worn. Dosimeter colors shall alternate with each wear period. 11. The vendor shall provide a method for calculating and reporting Effective Dose Equivalent or Effective Dose automatically for designated badge wearers. 12. Badges shall be identified with clearly visible and descriptive nomenclature, to aide in proper wear positioning of "Collar", "Chest" or "Waist" badges. 13. The ring badge shall have at least three sizes, be waterproof, have a permanent label, and be capable of withstanding cold sterilization. The ring badges shall be color coded for alternate months. 14. Body badges shall be waterproof and have a permanent label. C. The vendor shall have and maintain control of web access capability to a data base that contains dosimetry records for BHS dating back to at least 2007. The Government should be able to at a minimum: 1. Add, transfer, or delete personnel 2. Add additional badges to existing personnel 3. Review records (wearer, badge type, frequency, dose history, etc.) 4. Summarize results (exposure levels, ALARA, etc.) 5. Review exposure histories per entire account 6. Review exposure histories for an individual 7. Add lifetime cumulative dose for an individual 8. Add current year dose for an individual 9. Reactivate wearers and badges 10. Assign spare badges 11. List unreturned badges 12. Download data files for unreturned badges 13. Download data files for badge readings (exposures for specified periods) The on-line system shall be sufficiently easy to use such that it is more efficient to use than manually requesting changes by telephone. D. The Government's Radiation Safety Officer or designee shall be notified by telephone or email of all readings above the levels set by the Government's Radiation Safety Officer within 24 hours from the reading of the dosimeter. The system shall be capable of setting different notification levels for separate series codes within an account. E. The vendor shall automatically provide and maintain permanent records archiving. F. The vendor shall ensure timely response to customer inquiries by assigning a specific representative who shall be accessible during regular working hours through a toll free phone system. G. The vendor shall provide emergency processing of dosimetry devices when requested. This processing shall be completed within 24 hours of receipt of the device by the vendor. The Radiation Safety Officer or designee shall be notified of the processing results by telephone or email within 24 hours of receipt of the device by the vendor. H. There should be no charges for unreturned or damaged dosimetry devices. I. BHS shall not be charged for shipping costs associated with the following activities: (a) Duplicate shipments of dosimetry devices; (b) Rush shipments of dosimetry devices (2nd day delivery) associated with but not limited to, personnel additions, transfers, or provision of additional spare badges; (c) Priority shipments of dosimetry devices when devices are not received as specified. J. BHS shall not be charged for the following: (a) Set up or transfer of an individual; (b) Deletion of an individual; (c) Reactivation of an individual; (d) Series or group separation; (e) Complete computer system capabilities as stated including access time (Medical Center owned or vendor provided equipment); (f) Computer diskette information; (g) Training of personnel to adopt vendor's service; (h) Adjustment of dose record by Radiation Safety Officer II. Other: A. No presorting of the dosimetry devices by the Government shall be required prior to returning the dosimetry devices to the vendor. B. The vendor shall provide a means of tracking all unreturned dosimetry devices, including whole body and ring badges. This information shall be obtainable through data file downloads from the on-line computer system. The information shall be available for downloading on at least a monthly basis and shall be capable of tracking unreturned devices for the past 18 calendar months. C. Radiation dose reports, including monthly, quarterly, year-to-date, and lifetime totals, shall meet the records requirements of the U.S. NRC and OSHA. The vendor shall automatically provide printed and computer updates of records which have had a dose adjustment made by the Government's Radiation Safety Officer. D. The vendor shall automatically provide an NRC Form 5 or equivalent for each monitored individual in each series code, on an annual basis. E. The vendor shall provide a means of maintaining current year dose and lifetime cumulative doses for individuals as requested by the Government's Radiation Safety Officer. F. Complete dosimetry reports shall be routinely provided to the Government's Radiation Safety Office. A second copy of each report, with specified omissions such as sex, social security number, and date of birth, shall be provided upon request and issued for shipment directly to user groups. G. The dosimetry reports shall include a separate fetal dose entry for all pregnant personnel. H. The average shipping time of the completed exposure reports shall not exceed 7 calendar days after receipt of the exposed dosimetry devices by the vendor. Radiation exposure and other reports shall be shipped via a carrier which guarantees second working day delivery. I. The vendor shall automatically provide printed copy wear period, annual summary, and annual statistical summary reports for each account, per calendar year. These summaries shall include a listing by user groups, of every person badged at any time during the year. Other information provided for each listing shall include, but not be limited to, the following: (a) Group or series number; (b) Badge number and type; (c ) Annual and lifetime dose; (d) Social security number; (e) Date of birth; (f) Sex; (g) Deep dose and shallow dose for each monitoring period; (h) Extremity dose; (i) Internal dose reported by Radiation Safety Officer; (j) Total Effective Dose Equivalent; (k) Data on all currently issued devices regarding late returns, unreturned, and deleted devices. K. The vendor shall provide a means to electronically download exposure data information using the on-line computer system. L. The vendor shall provide individual termination summary reports for each individual removed from an account upon request. N. Form 5 reports are to be delivered to the BHS by the May 1 (or approximately 120 day calendar days) after the end of the previous calendar year. O. The vendor shall be able to automatically assign dose IAW 105CMR120.211 P. The vendor shall supply the name and phone number of a project manager for this contract. Anticipated NAICS Code/Size Standard: The applicable NAICS Code is 541380, Testing Laboratories and the size standard is $15 million. Submission of Information: Companies having capabilities necessary to meet or exceed the stated requirements are invited to provide information to contribute to this market survey/sources sought notice including commercial market information and company information. Companies may respond to this Sources Sought Notice via e-mail to James.Cimini@va.gov no later than September 10th at 0900, Eastern with the following information/documentation: 1. Name of Company, Address and DUNS Number. 2. Point of Contact and Phone Number. 3. Business Size applicable to the NAICS Code: 8(a) Business / HUBZone Small Business / Service-Disabled Veteran-Owned Small Business / Small Business / Large Business 5. Detailed information regarding the service requested. 6. Commercial market information and practices applicable to this service. 7. A positive statement of your intent to submit a quote as a prime contractor if a solicitation is issued as a result of this Sources Sought Notice. SAM: Interested parties should register in the System for Award Management (SAM. The SAM can be obtained by accessing the internet at www.sam.gov Disclaimer and Important Notes: This Sources Sought Notice is for market research purposes only and does not constitute a Request for Proposal/Quotation; and, it is not considered to be a commitment by the Government to award a contract nor will the Government pay for any information provided; no basis for claim against the Government shall arise as a result from a response to this Sources Sought Notice or Government use of any information provided. Failure to submit information in sufficient detail may result in considering a company as not a viable source and may influence competition and set-aside decisions. Regardless of the information obtained from this Sources Sought Notice, the Government reserves the right to consider any arrangement as deemed appropriated for this requirement. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. No proprietary, classified, confidential, or sensitive information should be included in your response to this Sources Sought Notice. The Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation. At this time no solicitation exists; therefore, do not request a copy of the Solicitation. After a review of the responses received, a pre-solicitation notice and solicitation may be published on Federal Business Opportunities (FedBizOpps) website. It is the potential offeror's responsibility to monitor FedBizOpps for release of any future solicitation that may result from this Sources Sought Notice. However, responses to this Sources Sought Notice will not be considered adequate responses to any resultant solicitation.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BoVAMC/VAMCCO80220/VA24115Q0819/listing.html)
 

Document(s)

Attachment
 

File Name: VA241-15-Q-0819 VA241-15-Q-0819.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2302540&FileName=VA241-15-Q-0819-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2302540&FileName=VA241-15-Q-0819-000.docx

 

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

Record

SN03876634-W 20150910/150909000519-ceef47e37aea1ba97e5796e3a6765f86 (fbodaily.com)
 

Source

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

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