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THIS REQUEST FOR INFORMATION (RFI)/ SOURCES SOUGHT IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION OR CONTRACT. NOTICE: This RFI does not constitute ... THIS REQUEST FOR INFORMATION (RFI)/ SOURCES SOUGHT IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION OR CONTRACT. NOTICE: This RFI does not constitute a Request for Quotation (RFQ) or a promise to issue an RFQ in the future. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are advised that the Government will not pay for any information or administrative costs incurred in response to this RFI. It is the responsibility of the responders to monitor this site for additional information pertaining to this requirement. Responses or questions concerning the composition and requirements to the RFI will not be returned. All capable contractors are welcome to respond to this notice and shall provide a brief capability statement that covers the information in the performance work statement. The Capability Statement shall be limited to 10 pages and no more than 5MB. The Government will not review any other information or attachments included, that are more than the 10-page limit. The Government will not review generic marketing materials that do not address the information contained herein or the attached documents. GENERAL: Your response must address capabilities specific to the services required in the performance work statement and must include the following: 1. Request Company information to include: a. Company Name b. SAM CAGE & Unique Entity ID under which the company is registered in Sam.gov/VetBiz.gov c. Company Address d. Point of contact name e. Telephone number f. Email address g. Socioeconomic data h. Company Business Size Status and representations of your business i. General pricing of your products/solution. Pricing will be used for the purpose of market research only. j. Names and types of current federal contracts and/or contract vehicles that can be utilized for the scope of the requirements. This is not a request for quotes. Estimated period of performance is March 1, 2024 August 31, 2024. The NAICS code is 541611 All interested parties shall respond no later than 12/22/2023 at 12:00PM EST. Submit responses to via email to jameel.gordon@va.gov. Telephone responses or questions will not be accepted. STATEMENT OF WORK Medical Physicist Support Services Introduction: Through its National Radiation Oncology Program Office (NROP) and in collaboration with National Health Physics Program (NHPP) has deployed an intranet web-based Radiotherapy Incident Reporting and Analysis System (RIRAS) to collect, analyze and provide feedback for all adverse events reported by VHA radiation oncology services (ROS). An adverse event or good catch (henceforth called incident) can be reported by either a registered service designee or any radiotherapy service provider. Incident reporting forms do not collect either facility/provider or patient information. The incident reporting forms for registered ROS do collect patient related information. This information is used to investigate the incident, if necessary. However, this information is stripped before these data are archived in the RIRAS database. Each reported incident is analyzed by NROP and NHPP staff and a Patient Safety Work Product (PSWP) is created. The PSWP can vary with the complexity of the reported incident. Some incidents that meet the threshold for rigorous evaluation go through more comprehensive analyses such as FboNotice cause analyses. The threshold for adverse events that require a corrective action is developed collaboratively by NROP and NHPP. The feedback includes recommendations for mitigating future errors, protocols for safe operations, and information regarding best practices. Objective: The National Radiation Oncology Program (NROP) requires subject matter expertise to support the Radiotherapy Incident Reporting and Analysis System that captures incident data. The incidents reported in the RIRAS database must be analyzed by a qualified medical physicist (QMP) with domain expertise in patient safety and FboNotice cause analysis. Scope of Work: The essential services are to be performed by a QMP to fully analyze reported incidents and provide feedback as a formal report to radiation oncology services for patient safety and radiotherapy process improvement. The average number of reported incidents is expected to be 100 per quarter. Work Experience Requirement: The QMP shall have a minimum of 20 years of clinical experience in the state-of-the-art radiotherapy that includes, Brachytherapy, External Beam Therapy (3DCRT, IMRT, SBRT, and SRS), and Radiopharmaceutical therapy. QMP shall have Board certification in Therapeutic Medical Physics and demonstrated experience in working with Patient Safety Organizations (PSO) of the Agency for Healthcare Research and Quality (AHRQ). The QMP shall have demonstrated experience in the analysis or radiotherapy incidents, incident FboNotice cause analysis, failure mode and effect analysis, fault tree analysis and working knowledge of radiotherapy error reporting taxonomy. In addition, the QMP shall be knowledgeable in regulatory requirements for the safe use of radiation in cancer treatments. Must have 10+ years of experience and a PhD. Background: There are currently only 41 Radiation Oncology Services (ROS) within VHA. Since the implementation of the RIRAS in 2018, over 1000 incidents have been reported. The number of reported incidents continues to increase every year. The lessons-learnt from reported incidents are used to enhance the safety and quality of radiotherapy treatment delivery to our nation s heroes. Type of Contact: Firm Fixed-Price Performance Period: Six (6) Months Place of Performance: Remote Specific Tasks: Task One: Web-based review of each reported incident, on-line communication with the reporter to get supplemental information to complete incident analysis and create a patient safety work product (PSWP) that includes the corrective action plan for the submitter. Deliverables: 100% of reported incidents will be fully analyzed and a PSWP created in 2 weeks from the submission date Task Two: Participate in regularly scheduled calls with the service chiefs, medical physicists, radiation therapists/dosimetrists to provide a report on lessons-learnt from the reported incidents since the preceding call. Deliverables: The incumbent will be available for at least 75% of the scheduled calls. Task Three: Generate quarterly newsletter highlighting lessons-learnt from reported incidents. In addition, prepare a quarterly report on RIRAS for the National Radiation Safety Committee (NRSC) of VA Deliverables: 100% compliance Task Four: Regularly communicate with ROS to address their questions regarding RIRAS. Set up regular virtual office hour (1hour/week) for end-users. Deliverables: A minimum of one call a month Government Furnished Property/Equipment/Information: The National Radiation Oncology Program Office will issue a PIV card, provide a desktop computer and office space, if needed to perform services. Directions and instructions to perform these specialized assessment services will be provided by NROP s Executive Program Director and Administrative Officer. VA Information and Information System Security/Privacy The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. The C&A requirements do not apply, and that a Security Accreditation Package is not required. P. PRICE/ COST SCHEDULE ITEM # DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL AMOUNT 0001 RIRAS Therapeutic Medical Physicist Support Services: Review and analyze each web-based reported incident, on-line communication with the reporter to get supplemental information to complete incident analysis and provide feedback as a formal report to radiation oncology services for patient safety and radiotherapy process improvement. Radiotherapy incident reporting and analysis by National Radiation Oncology Program is mandated by VHA Directive #1129.01 480 HR $_______ $_______