DOCUMENT
H -- Dosimetry Badges and Monitoring - Attachment
- Notice Date
- 7/31/2018
- Notice Type
- Attachment
- NAICS
- 334519
— Other Measuring and Controlling Device Manufacturing
- Contracting Office
- Department of Veterans Affairs;VISN 7 Network Contracting Office;LaVista Business Park - Bldg A;2008 Weems Road;Tucker GA 30084
- ZIP Code
- 30084
- Solicitation Number
- 36C24718Q9438
- Response Due
- 8/7/2018
- Archive Date
- 10/6/2018
- Point of Contact
- Donald L. Battle
- Small Business Set-Aside
- Total Small Business
- Description
- THIS IS A SMALL BUSINESS SOURCES SOUGHT NOTICE REPRESENTING A MARKET SURVEY AND IS NOT A REQUEST FOR PROPOSALS, PROPOSAL ABSTRACTS, QUOTATIONS OR INVITATION FOR BIDS The Department of Veterans Affairs VISN 7 Network Contracting Activity is conducting a MARKET SURVEY to obtain information regarding the availability and capability of qualified Small Business sources and their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. Small business concerns should be capable of delivering the various Dosimetry Badges and Monitoring services as requested by the Charlie Norwood, Veterans Affairs Medical Center (VAMC), Augusta, GA 30904. The NAICS: 334519 DESCRIPTION OF THE REQUIREMENT: The contractor shall provide all equipment and services as requested (See SOW pages 3 9 below for additional information). Item # Description/Part Number* Qty Unit 1 Type P Luxel P1 Whole Body Badge- Monthly 2040 EA 2 Type S -Saturn TLD Ring - Monthly 300 EA 3 Fetal OSL 12 EA 4 Multiple Employer Total Exp Report (METER) 12 EA 5 Replace Lost Badge 50 EA 6 Lost / Damaged Type S TLD Dosimeters 10 EA 7 Departmental Group Series - Same Site 156 EA 8 Duplicate Copies (Same Site) Printed Form 5 Report as needed for individual dosimetry discontinuance 100 EA 9 Termination Reports - Service Charge for adding or deleting dosimeters (as needed) 30 EA 10 Equivalent Form 5 - Per Person/Year 130 EA CONTRACTORS PROVIDING EQUAL PRODUCTS SHALL PROVIDE DESCRIPTIVE LITERATURE DESCRIBING EQUAL CHARACTERISTICS. POTENTIAL SOURCES SHALL PROVIDE THE FOLLOWING INFORMATION IN THEIR RESPONSE: 1) Company name, address, phone number, primary contact(s), e-mail address, NAICS code(s), business size (i.e., small/large) and DUNS Number. 2) Provide a Statement of Capability that demonstrates the offeror's past performance in delivering like products and equipment. Please include the following: (a) prior completed projects of similar nature; (b) corporate experience and management capability; and (c) examples of prior completed Government contracts, references, and other related information. 3) Submit Capability Statements NLT Monday, August 6, 2018 @ 12:00 pm EST. Submissions may be made via email to: donald.battle@va.gov (Attn: Donald Battle) NO CAPABILITY STATEMENTS MAY BE SUBMITTED AFTER MONDAY, AUGUST 6, 2018 @ 12:00 PM EST. AT THIS TIME NO SOLICITATION EXISTS. (DO NOT REQUEST A COPY OF THE SOLICITATION). A FUTURE NOTICE WILL BE POSTED WHEN THE SOLICITATION WILL BE RELEASED. 4) Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. 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. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities (FBO). However, responses to this notice will not be considered adequate responses to a solicitation. (5) No Proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s.) A.4 STATEMENT OF WORK A. GENERAL INFORMATION 1. Title of Project: Personnel Dosimetry (radiation badge) monitoring supplies and services for the Charlie Norwood VA Medical Center (CNVAMC) in Augusta, GA. The purpose of this contract is to provide dosimetry services using Optically Stimulated Luminescence (OSL) technology. The services include OSL dosimeters, automatic exchange of dosimeters each wear period, processing and analysis of dosimeters, data management and written reports, archival of dosimetry records, customer services and clinical support. The Nuclear Regulatory Commission, the occupational Safety and Health Administration (OSHA) and the VHA National Health Physics Program require that a radiation dosimetry program be maintained continuously if our facility uses radioactive material and or x-ray equipment. 2. Scope of Work: The contractor shall provide the following types of services under this contract using Optically Stimulated Luminescence (OSL) dosimeters with one exception, extremity dosimeters. a. Provide the dosimeters with holders ensuring offered systems and devices meet the specifications: (1) Whole Body (2) Extremity (3) Fetal (4) Environmental (5) Spare b. Provide internet/web based program that enable dosimetry results review and addition or deletion of dosimeter assignments. c. Monitor period and participant identification. d. Provide routine and emergent evaluation of monitors. e. Provide routine and emergent written reporting of analysis data. f. Provide maintenance and modification of exposure records. g. Provide additions, deletions or transfers of exposure records. h. Provide duplicate radiation monitoring written report. i. Provide Form 5 annual and termination written reports. j. Provide METER monthly written reports. k. Provide special evaluations upon request. 3. Background: The Charlie Norwood VA Medical Center in Augusta, Georgia has a continuous need for Personnel Monitoring. The goal of the Radiation Monitoring Program is to maintain individual radiation doses As Low As Reasonably Achievable (ALARA) and below regulatory limits. This is accomplished by monitoring individual radiation doses and encouraging individuals to minimize their radiation dose received. 4. Performance Period: Firm-Fixed-Price. This will be a base year contract performance for a period of 12 months commencing, or the date of the award, whichever is later to included four option years. Base Year 01 October 2018 30 September 2019 1st Option 01 October 2019 30 September 2020 2nd Option 01 October 2020 30 September 2021 3rd Option 01 October 2021 30 September 2022 4th Option 01 October 2022 30 September 2023 5. Place of Performance: Charlie Norwood VA Medical Center (1) 1 Freedom Way (Uptown Division) Augusta, Georgia 30904 (2) 950 15th St. (Downtown Division) Augusta, Georgia 30901 6. Type of Contract: Firm-Fixed-Price. 7. Quantity of Dosimeters: The estimated quantity of monthly dosimeters requested was based on current requirements. Continuing program and regulatory reviews will dictate necessary changes in specific requirements for future contract years. The Service Area Dosimeters are items that will be delivered to the facility. The quantities shown below are annual estimates of the dosimetry requirements. The following monitoring schedules and services are based on current demands and may change over the life of this contact. 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 contractor shall provide the following dosimeters and ensure that each dosimeter shipment contains appropriate control dosimeters that are the same type and wear frequency. Dosimeter Type Quantity (Annually) Type P Luxel P1 Whole Body Badge- Monthly 2040 Type S -Saturn TLD Ring - Monthly 300 Fetal OSL 12 Multiple Employer Total Exp Report (METER) 12 Replace Lost Badge 50 Lost / Damaged Type S TLD Dosimeters 10 Departmental Group Series - Same Site 156 Duplicate Copies (Same Site) Printed Form 5 Report - as needed for individual dosimetry discontinuance 100 Termination Reports - Service Charge for adding or deleting dosimeters (as needed) 30 Equivalent Form 5 - Per Person/Year 130 B. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES 1. Description of Tasks and Associated Deliverables: The Contractor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this SOW. 2. Task One: The Contractor shall provide personnel dosimeter monitoring/reading as requested by the Radiation Safety Officer (RSO). Approximately 182 individuals are monitored monthly. The number of individuals monitored fluctuates with changes to medical services through electronic media (selected company s website, if available) and/or through hardcopy media (mailed letter). The Selected company shall ship the requested monthly dosimeters to the RSO via Federal express 2-day. Selected company shall ship the product so that it is received by the first of each month. The Radiation Safety Officer shall ship the dosimeters back to the selected company monthly using Federal Express priority overnight. The selected company shall process the dosimeters. A printed monthly radiation dosimeter report and the one copy shall be sent to the RSO. The printed dosimeter report shall be mailed within the one month upon receiving dosimeters for processing. If needed, the RSO will be able to request additional duplicate reports. At the RSO s direction, request can be made for the reports to categorize or group by RSO provided specifications. a. In addition to the monthly general exposure reports, selected company will provide a monthly meter s report to the RSO. Selected company shall provide NRC Form 5 occupational exposure to everyone monitored during the calendar year. The NRC Form 5 records shall be delivered to the RSO. In addition, selected company shall send a NRC Form 5 record when the RSO changes an individual s dosimeter status from active to inactive. b. Selected company shall change an individual s dosimeter record upon written request from the RSO. The RSO may assign an estimated or a calculated radiation dose to an individual. Selected company shall use the automatic background subtraction of 6 mrem/month when a control dosimeter is not used. Selected company may change a replacement fee when a dosimeter is lost or not returned to them. C. SCHEDULE FOR DELIVERABLES If for any reason any deliverable cannot be delivered within the scheduled time frame, the Contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations. D. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor. E. REPORTING REQUIREMENTS 1. The contractor shall: a. Package the dosimeters in series or groups for distribution and reporting. Currently, there are 14 series or groups. b. Assign each series or group a character alphanumeric code, as designated by the COR or designee. c. Ensure that a unique participant number identifies everyone assigned a dosimeter. d. Provide additional dosimeters as requested by the COR or designee. e. Ensure that in addition to any pre-existing contractor identification requirement, each permanently assigned dosimeter 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 above is affixed to the dosimeter. g. Ensure that TLD rings are affixed with the same information identified above. 2. The Contractor shall provide the following: a. Routine dosimeter processing and analysis be accompanied within three (3) weeks after receiving the dosimeters. If a dosimeter result exceeds regulatory limits, the COR or designee shall be notified by telephone and by an electronic alert message within one (1) business day. b. Emergency Dosimeter Processing: Dosimeters sent to the contractor for emergency reading shall be evaluated and the results reported electronically to the COR or designee within 24 hours after receipt. Initial notification to the COR or designee shall be via telephone. c. The Contractor shall supply replacement holders as requested by the COR or designee at no additional charge. F. GOVERNMENT RESPONSIBILITIES 1. The Contractor will be contacted by COR or CO if any specific changes in contract are to alter upon recommendation by the RSO. 2. Below is the Federal Guidance for monitoring individuals working with radioactive material (10CFR20.1502) and X-ray (29CFR 1910.1096). The federal government is responsible for maintaining compliance to 10CFR20.1502: Each licensee shall monitor exposures to radiation and radioactive material at levels sufficient to demonstrate compliance with the occupational dose limits of this part. As a minimum (a) Each licensee shall monitor occupational exposure to radiation from licensed and unlicensed radiation sources under the control of the licensee and shall supply and require the use of individual monitoring devices by (1) Adults likely to receive, in 1 year from sources external to the body, a dose in excess of 10 percent of the limits in § 20.1201(a), (2) Minors likely to receive, in 1 year, from radiation sources external to the body, a deep dose equivalent in excess of 0.1 rem (1 mSv), a lens dose equivalent in excess of 0.15 rem (1.5 mSv), or a shallow dose equivalent to the skin or to the extremities in excess of 0.5 rem (5 mSv); (3) Declared pregnant women likely to receive during the entire pregnancy, from radiation sources external to the body, a deep dose equivalent in excess of 0.1 rem (1 mSv);2 and (4) Individuals entering a high or very high radiation area. (b) Each licensee shall monitor (see § 20.1204) the occupational intake of radioactive material by and assess the committed effective dose equivalent to (1) Adults likely to receive, in 1 year, an intake in excess of 10 percent of the applicable ALI(s) in table 1, Columns 1 and 2, of appendix B to § § 20.1001-20.2402; (2) Minors likely to receive, in 1 year, a committed effective dose equivalent in excess of 0.1 rem (1 mSv); and (3) Declared pregnant women likely to receive, during the entire pregnancy, a committed effective dose equivalent in excess of 0.1 rem (1 mSv). [56 FR 23398, May 21, 1991, as amended at 60 FR 20185, Apr. 25, 1995; 63 FR 39482, July 23, 1998] 2 All of the occupational doses in § 20.1201 continue to be applicable to the declared pregnant worker as long as the embryo/fetus dose limit is not exceeded. 29CFR 1910.1096 (d)(2): (2) Every employer shall supply appropriate personnel monitoring equipment, such as film badges, pocket chambers, pocket dosimeters, or film rings, and shall require the use of such equipment by: (i) Each employee who enters a restricted area under such circumstances that he receives, or is likely to receive, a dose in any calendar quarter in excess of 25 percent of the applicable value specified in paragraph (b)(1) of this section; and (ii) Each employee under 18 years of age who enters a restricted area under such circumstances that he receives, or is likely to receive, a dose in any calendar quarter in excess of 5 percent of the applicable value specified in paragraph (b)(1) of this section; G. CONFIDENTIALITY AND NONDISCLOSURE 1. It is agreed that: a. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the Contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO after the task order. b. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the Contractor. Any request for information relating to this task order, presented to the Contractor, shall be submitted to the CO for response. c. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. H. JUSTIFICATION OF NEED OR TURN- IN 1O CFR 20.1201 (a) requires that occupational radiation dose to individuals be monitored. 10 CFR 20.1502 (a) (1) requires occupational exposure to radiation be monitored by individual monitoring devices. 10 CFR 20.1501 (c) requires that all personnel dosimetry be processed by a dosimetry processor holding current personnel dosimeter accreditation form the National Voluntary Laboratory Program (NVLAP) of the National Institute of Standards and Technology (NIST). 29 CFR 1910.1096 (d) (2) requires every employer to supply appropriate personnel monitoring equipment such as film badges. Thus, continuous individual dosimetry monitoring is required at our facility if radioactive material and x-ray machines are used. An annual renewable contract with Landauer or another personnel monitoring company is requested. Since our dosimetry program is constantly changing as new individuals, returning individuals are assigned dosimetry, and former individuals are deactivated and need Form 5 reports. It is expected that the needed services and associated costs will change upon the needs of the contract. I. INVOICES: Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer s Representative (COR), and submitted electronically through OB-10. A properly prepared invoice will contain: Invoice Number and Date Contractor s Name and Address Accurate Purchase Order Number Supply or Service provided Total amount due J. QUALITY ASSURANCE SURVEILLANCE PLAN Performance Indicators PWS Ref Performance Measure Acceptable Level of Quality Method of Assessment Incentive/Disincentives for Meeting Performance Standards Radiation Badge Delivery Para D (Task One) Within time frame developed by COR and Vendor. 100% Visual Inspection/Observation and random inspection A positive or negative performance will be documented in past performance reports (CPARS), or contract termination. Radiation Badge Processing Para (H.2.) Within time frame developed by COR and Vendor 100% Visual Inspection/Observation and random inspection (auditing). A positive or negative performance will be documented in past performance reports (CPARS), or contract termination. Radiation Badge Reporting Para D (Task One) Within time frame developed by COR and Vendor 100% Visual Inspection/Observation and random inspection (auditing). A positive or negative performance will be documented in past performance reports (CPARS), or contract termination. K. PER REVIEW OF VA HANDBOOK 6500.6, CONTRACT SECURITY, APPENDIX A- INFORMATION SECURITY AND PRIVACY CHECKLIST: The C&A requirements do not apply and a Security Accreditation Package is not required. Acquisition of this service does not involve the storage, generating, transmitting, or exchanging of VA sensitive information to the vendor There may exist exposure to VA sensitive information, in particular to sensitive personal information (SPI) while implementing contractual services 1. Minimum Statutory Requirements: a. Prohibition on unauthorized disclosure: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor 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. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). See VA Handbook 6500.6, Appendix C, paragraph 3.a. b. Requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO, and Privacy Officer for the contract. 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. See VA Handbook 6500.6, Appendix C, paragraph 6.a c. Requirement to pay liquidated damages in the event of a data breach: Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. (1) The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. (2) Each risk analysis shall address all relevant information concerning the data breach, including the following: (a) Nature of the event (loss, theft, unauthorized access); (b) Description of the event, including: date of occurrence; data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; (c) Number of individuals affected or potentially affected; (d) Names of individuals or groups affected or potentially affected; (e) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (f) Amount of time the data has been out of VA control; (g) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (h) Known misuses of data containing sensitive personal information, if any; (i) Assessment of the potential harm to the affected individuals; (j) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (k) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. (3) Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (a) Notification; (b) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (c) Data breach analysis; (d) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (e) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (f) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs (see VA handbook 6500.6, appendix c, paragraph 7.a, 7.d) K. TRAINING 1. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: a. Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, relating to access to VA information and information systems; b. Successfully complete the VA Privacy and Information Security Awareness and Rules of Behavior (VA 10176) training and annually complete required security training; c. Successfully complete the appropriate VA Privacy & HIPPA (VA 10208) training and annually complete required privacy training; and d. Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] e. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. f. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.
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- Document(s)
- Attachment
- File Name: 36C24718Q9438 36C24718Q9438.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4518295&FileName=36C24718Q9438-000.docx)
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- File Name: 36C24718Q9438 36C24718Q9438.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4518295&FileName=36C24718Q9438-000.docx)
- Place of Performance
- Address: Charlie Norwood VA Medical Center;(1) 1 Freedom Way (Uptown Division);(2) 950 15th St. (Downtown Division);Augusta, GA
- Zip Code: 30904
- Zip Code: 30904
- Record
- SN05013123-W 20180802/180731230834-bab980fe0545dd2d714a2b7bcbff4367 (fbodaily.com)
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