Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

1 STATEMENT OF WORK REQUIREMENTS FOR PERSONNEL RADIATION MONITORING SERVICE VA NEW JERSEY HEALTH CARE SYSTEM EAST ORANGE, NJ 07018 VENDOR REQUIREMENTS The vendor must be currently accredited by the Na... 1 STATEMENT OF WORK REQUIREMENTS FOR PERSONNEL RADIATION MONITORING SERVICE VA NEW JERSEY HEALTH CARE SYSTEM EAST ORANGE, NJ 07018 VENDOR REQUIREMENTS The vendor must be currently accredited by the National Voluntary Laboratory Accreditation Program (NVLAP) of the US Bureau of Standards for Radiation categories I, II, III, VI, V, VI, VII, as described in ANSI 13.11, Criteria for Testing Personal Dosimetry Performance , American National Standards Institute, New York. The vendor must supply a copy of their NVLAP report describing the scope of their accreditation. The vendor must also be accredited under category VIII of ANSI N13.11 for measurement of personal exposure to neutron radiation. Vendor must supply film dosimeters, luxel dosimeters, or NVLAP certified equivalent dosimeters and thermoluminescent dosimeters (TLD) ring dosimeters or equivalent that come with dosimeter clips and rings on a monthly basis. Each monthly shipment of film dosimeters and rings (or equivalent) must be presorted into groups (Nuclear Medicine, Radiology, Operating Room, etc) provided by the Radiation Safety Office. The vendor must provide quarterly film dosimeters, luxel dosimeters or NVLAP certified equivalent badge and rings on quarterly basis. The vendor must ship dosimeters for new participants within 48 hours of notification. The badge number must be permanent (not a temporary or spare) for which a running total of the measured exposure must be recorded. The vendor must provide e-mail/fax reporting of all exposures above 100 mrem. Vendor must provide a hard copy of the exposure records within thirty (30) days of receipt of returned dosimeters. Vendor must provide monthly fetal dosimeters for pregnant women who declare their pregnancy to the Radiation Safety Office and vendor must also provide separate exposure reports from monthly exposure reports. DOSIMETER REQUIREMENTS: Film/luxel dosimeters or NVLAP certified equivalent dosimeter should meet the following requirements: Dosimeters or equivalent packets must be alternately color coded for each monitoring period. Dosimeters or equivalent packets must be hermetically sealed in a light tight packet to protect against light and environmental conditions. Each dosimeter must be labeled with the participants name and initial (up to 16 characters), the group number, the participants number, department identity, the start date of the monitoring period, and location on body where badge is to be worn, if more than one badge is issued. Location must be written, not designated by code, in order to facilitate placement. Each badge must be bar coded with unique identification number in order to expedite processing. The radiation detection capabilities of the films or equivalent dosimeters at minimum must be as follows: 10 millrems to 500 rems for high energy gamma and x-rays; 10 millirems to 60 rems for the low energy gamma and x-rays (or to 500 rem when the energy is specified); and 10 millirems to 1,000 rems for beta radiation greater than 1 MeV and an option to provide a beta correlated exposure report for beta energies down to 500 keV; or Even better minimum detectable ranges. Dosimeters will be adaptable to permit neutron monitoring TLD rings must meet the following requirements: Rings must be alternately color coded for each monitoring period. Rings must be available in a variety of sizes (at least three sizes) Rings must be labeled in such a way that the user identification information cannot be washed or rubbed off during the monitoring period, and must be sufficiently rugged to perform in all environments; and Ring dosimeters must be available in custom calibrated groups to measure exposure to low energy radiation. Badge holder requirements: Badge holders must be sufficiently rugged to preclude hinge damage resulting in accidental opening and loss of badge packet. Badge holder must be able to accept different dosimeter materials (Film/luxel, TLD, neutron detector, etc.) without modification. Badges holders are needed to be supplied as requested by the Radiation Safety with no charge. Estimated Quantity of Dosimeters: Monthly Whole Body Dosimeters (Whole body badges): 280 Approximate Monthly Ring Dosimeters ( Ring Badges): 25 Approximate Quarterly Whole Body Dosimeters: 25 Approximate 5. Vendor must provide preaddressed shipping containers for the return of dosimeters. RADIATION DOSIMETRY REPORT REQUIREMENTS: The vendor must have the capability for the Radiation Safety Office to review account information utilizing an interface that provides the ability to display, copy, and/or interact with the following: A participant s exposure history. Absentee dosimeters by subaccount and month Participant doses above a preset ALARA level Ability to browse for participants by name, participant number or series; Summarize and report account action involved by date and Radiation Safety Office; and Ability to audit returned dosimeters and unreturned dosimeters. Two hard copy reports must be supplied for each monitoring period. The report must contain the following information: Complete identification of report including date, or number, or title, and identification of monitoring period Notes on unusual items which effect exposure reports. Identification of each participant by name and ID number Separate listing for deep, mustow, beta, and neutron, and extremity doses for each participant Cumulative totals of dose for the current quarter for deep and mustow exposure for each participant Permanent total for deep, mustow, and extremity exposures for each participant There must be separate breakouts for each person s deep, lens of the eyes, and mustow dose received. The vendor must make available a complete summary report (based on NRC Form 5) at the end of the fourth quarter of each year or at the termination of a participant s employment. This report must consist of a list of a participant s badge readings reported over the calendar year, as shown on the hard copy report furnished for each monitoring period. Each control badge reading greater than 50 mrem must be reported along with the value of the control badge. Vendor must make available access to its computer data base covering dosimeter result and provide the capability of generating dosimetry reports, Level I and II radiation exposure investigation reports, and missing film badge reports. Report the results of monitoring as required by 10 CFR Part 20.2106, to NRC pursuant to 10 CFR 20.2206 either by submitting copies of NRC Form 5 or by transmitting the required information to NRC through electronic media. This report is filed annually on or before April 30 of each year. Other reports of occupational radiation exposure data are provided as required by NRC Regulatory Guide 8.7 and NRC Consolidated Guidance about Materila Licenses. The vendor must provide Multiple Employer Total Exposure Report as required by the USNRC and NHPP regulations. Vendor must accept internal dose and provide confirmation report. Data, which must be accepted, include the radionuclide, quantity, intake mode, lung clearance class; organs affected, CDE-organ, and CEDE total. Standard exposure reports must track the TEDE, TODE, and CDE to the maximally exposed organ and CEDE for active participants. PACKING LIST REQUIREMENTS: Each packaging list must include an alphabetical listing of all participants and controls included in a shipment. The packing list must be used for additions or deletions of participants. Additions and deletions may also be done over the telephone or through direct communication with the VANJHCS s account on the vendor s computer. The vendor must provide a master list by series code/subaccounts/department. 4. The vendor must provide a packing list for each subaccount/series code, in the subaccount package. SERVICE REQUIREMENTS: In house customer service representatives must be available to accept orders, answer questions and work on a customer account by phone, fax, or mail. Means of accessing vendor by phone must be available 24 hours a day. Periods of exchanging dosimeters must accommodate at a minimum: One time only shipments Weekly Biweekly Monthly Bimonthly Quarterly Semiannual Annual No later than 7 business days after receipt of dosimeters, the vendor must provide exposure reports and any individual who exceeds preset limits on either a one time or cumulative basis, the vendor must alert the Radiation Safety Office within 48 hours of receipt. Levels will be set against regulatory limits, and vendor must be capable of setting different limits down to the individual level. Shipments of dosimeters must arrive at least seven days prior to the exchange period. The exchange period is the 1st of the month. Control dosimeters must be provided with each shipment at no charge. Each shipment must contain a packing list of all dosimeters shipped and must provide full identification of each badge in the shipment. Educational and explanatory material must be available, and must include, but not be restricted to product literature and brochures clear badge holders and sample output. COMPUTER SERVICES On line computer capabilities must be available to the customer as follows: System must be a menu based and easy to learn On site set up and training must be available All hardware and software must be provided as appropriate Training manuals, help screens and personal assistance must be available Capabilities must include, but not restricted to, the following: Browse exposure histories Review participant data Assign spare dosimeters Order dosimeters and holders Send electronic mail Browse ALARA excursions and prepare memos List of returned and unreturned dosimeters Review and download unreturned dosimeters Track fetal dose SECURITY: AA requirement does not apply. Security Accreditation Package is not required. DELIVERY ADDRESS: Radiation Safety Officer/Jacob Serfass Building 1 - Room 5-245 385 Tremont Avenue East Orange, NJ 07018