Q301--Diagnostic Medical Physicist Services for Richard L Roudebus h, VAMC in Indianapolis, IN
SOURCES SOUGHT NOTICE For Diagnostic Medical Physicist Services for Routine Radiographic Equipment Inspection for Richard L. Roudebush, VAMC This is a Sources Sought Notice. This advertisement is not ... SOURCES SOUGHT NOTICE For Diagnostic Medical Physicist Services for Routine Radiographic Equipment Inspection for Richard L. Roudebush, VAMC This is a Sources Sought Notice. This advertisement is not a solicitation for offers, nor is it a request for quotes. A request for quotes may be issued at a later date. This Sources Sought/Market Survey Notice is being conducted by the Network 10 Contracting Office, PO Box 492, Ann Arbor, MI 48106 to identify sources capable of providing Diagnostic Medical Physicist contract for imaging equipment inspections to occur annually, post major repair, and upon new installation; computed tomography (CT) and fluoroscopy (fluroro) protocol review for dose optimization; lead shielding design and reports for new construction or changes to existing rooms that house ionizing radiation; lead shielding verification and reports for rooms in which shielding design is required; and provide assistance to the Radiation Safety Officer (RSO) when requested with: calculating staff internal and external radiation exposure, estimating fetal radiation dose calculations, assisting with scheduled procedures and providing instruction to hospital personnel as required by hospital accreditation agencies, preparing over-exposure reports for personnel radiation exposures, assist with the review of incidents involving x-ray imaging equipment including cause and actions taken, and attend biennial Machine-Produced Radiation Safety Committee (MPRSC) meetings unless excused by the RSO. Period of Performance for five (5) one (1) year ordering periods beginning April 1, 2026 Hours of Service: Monday through Friday from 8 a.m. to 4:30 p.m. EST. or as otherwise arranged with the Contracting Officer Representative (COR). Electronic and phone consultations shall be available 24 hours per day. Responses should include: Business Name, GSA contract number and Address (if applicable); Point of Contact Name, Phone Number, and E-mail Address; SAM UEID and NAICS code; Business Size SMALL or LARGE; and If small: Type of Business SERVICE-DISABLED VETERAN OWNED, VETERAN OWNED, 8A, HUB Zone, WOMEN-OWNED etc. All businesses eligible to provide this service are encouraged to reply as this request for information as it may be used to determine potential set asides for the above noted service. If this is a service your business can provide, prospective contractors shall respond to this Sources Sought no later than Thursday, July 25, 2025 by 12:00 NOON (EASTERN). Send all replies to Michelle C. Ford at Michelle.Ford2@va.gov. No telephone inquiries shall be accepted or answered. Note: This is a Sources Sought Notice only and is not a request for QUOTES. No reimbursement will be made for any costs associated with providing information in response to this Sources Sought or any follow up information requests. (See Information Below) Part I: General Information Introduction The Department of Veterans Affairs Richard L. Roudebush VA Medical Center (VAMC) located at 1481 West 10th Street, Indianapolis, IN 46202-2830 and all affiliated community outpatient centers located within the state of Indiana has a requirement for Performance Testing Services to be completed by a qualified Diagnostic Medical Physicist (DMP) with American Board of Radiology (ABR) Certification for Imaging Equipment listed in Attachment A. This equipment is subject to change during the life of the contract. Inspections for each piece of equipment must occur annually but not to exceed 14 months, upon installation or relocation prior to use for patient care, and after any major repair or replacement of a major certified component. The equipment includes, but is not limited to, CT, MRI, Nuclear Medicine, PET, Fluoroscopy, and Diagnostic X-Ray equipment. Mammography and ultrasound equipment may be added at a later date. The annual testing schedule will be coordinated with the Contracting Officer Representative (COR), Radiation Safety Officer (RSO), and leadership within each service and section requiring this service. In addition to equipment inspections, the contractor shall provide assistance with the Radiation Safety Program as requested, review of the facility s quality assurance program, written electronic reports for each individual piece of equipment that is inspected, computed tomography (CT) protocol optimization for all diagnostic protocols, fluoroscopy protocol optimization for all fluoroscopy protocols, radiation protection shielding calculation and room design, inspection of radiation protection shielding, 24 hours per day 7 days per week phone consulting services, and performance testing of all new or relocated imaging equipment prior to first clinical use. These services must meet all current requirements of the National Health Physics Program (NHPP), Veterans Health Administration (VHA) directives, Joint Commission, and the American College of Radiology as listed in Part II of this document. Part II: Requirements Qualifications and Responsibilities of Contacted Personnel: A Qualified Medical Physicist (QMP) must carry out acceptance testing, annual performance evaluations, as well as equipment inspections post-repair that that impacts tube output or image quality. A QMP is an individual who is competent to practice independently in one or more of the subfields of medical physics. The American College of Radiology (ACR) considers certification, continuing education, and experience in the appropriate subfield(s) to demonstrate that an individual is competent to practice in one or more of the subfields in medical physics and to be a QMP. This contract requires that the individual be certified in the appropriate subfield(s) by the American Board of Radiology (ABR), the Canadian College of Physicists in Medicine, the American Board of Science in Nuclear Medicine (ABSNM), or the American Board of Medical Physics (ABMP). This contract also requires certification in the appropriate subfield of medical physics for the services to be performed. Nuclear Medicine and PET equipment shall be inspected by a QMP with certification in Nuclear Medical Physics including the medical physics certification categories of Radiological Physics, Medical Nuclear Physics, and Nuclear Medicine Physics. Dental, Radiographic, CT, and Fluoroscopic equipment shall be inspected by a QMP with certification in Diagnostic Medical Physics including certification categories of Radiological Physics, Diagnostic Radiological Physics, or Diagnostic Imaging Physics. MRI equipment shall be inspected by a QMP or a Qualified MRI Scientist with medical physics certification categories of Radiological Physics, Diagnostic Radiological Physics, or Diagnostic Imaging Physics. All contracted staff must maintain current certification and continuing education as required by the certifying body. 2. Annual Services to Be Performed: a. The contractor shall perform annual inspections, not to exceed 14 months, of all required imaging equipment to ensure compliance with the current requirements of the NHPP, VHA, JC, and ACR. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor and Radiation Safety Officer (RSO) prior to the QMP leaving the facility. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility staff or patients shall be reported to the service supervisor and RSO immediately upon discovery. A written report of inspection results shall be provided to the COR within 30 working days after completion of the inspection. All required imaging equipment shall be inspected at least annually, not to exceed 14 months. The facility s quality assurance program shall be reviewed by the Contractor at least annually. b. The contractor shall perform, upon request, performance testing of all new or relocated imaging equipment prior to first clinical use. The performance testing shall comply with current requirements of the NHPP, VHA, JC, and ACR. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor and RSO prior to the contractor leaving the facility. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility staff or patients shall be taken out of service and reported to the service supervisor and RSO immediately upon discovery. A written report of the results shall be provided to the COR within 30 working days after completion of the inspection. c. The Contractor shall perform a full inspection of required imaging equipment after repairs or modifications that may affect the radiation output or image quality in accordance with current requirements of the NHPP, VHA, JC, and ACR. The inspection shall be completed within 2 working days after the facility contacts the physicist. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor and RSO prior to the QMP leaving the facility. Deficiencies or non- conformances which represent unsafe conditions with the potential to adversely impact the facility staff or patients shall be taken out of service and reported to the service supervisor and RSO immediately upon discovery. A written report of the results shall be provided to the COR within 30 working days after performing of the inspection. d. The Contractor shall provide consultation for additional services for safety training and shielding integrity surveys. e. The Contractor shall review CT and fluoroscopy protocols and include dose reduction techniques where applicable at least annually. f. The Contractor shall provide shielding design calculations upon request for each new, replaced, or relocated imaging system in accordance with requirements of the NHPP, VHA, JC, and ACR. The calculations for each shall comply with the National Council for Radiation Protection and Measurements (NCRP) Report No. 147 (or the most recent version), and, for dental units, NCRP Report No. 145 (or the most recent version), and shall be documented in a written report which includes a diagram showing adjacent areas. The QMP shall perform a shielding survey to verify the structural shielding was installed per the shielding design report and complies with the design goals. A written report of the shielding survey shall be provided to the RSO within 30 workings days after the shielding survey has been completed. g. The Contractor shall assist on-site QM Technologist in the development of a comprehensive technical quality assurance (QA) program (e.g., technique charts, repeat/reject analysis monitoring, monitoring of exposure indices to radiographic image receptors, QA program for display monitors, QA for CT, monitoring of dose metrics from fluoroscopy studies, etc.), which complies with current requirements of the NHPP, VHA, JC, and ACR, for all modalities. 3. Additional Services Provide 24/7 Physicist Phone/Electronic Consultation for the following: Assist with calculating patient and staff internal and external radiation exposure when necessary. Assist with estimating fetal radiation dose calculations. Assist during scheduled procedures when requested and provide instruction to hospital personnel as required by hospital accreditation agencies. Assist with preparing over-exposure reports for personnel radiation exposures. Assist with a review of incidents involving diagnostic x-ray imaging equipment cause and actions taken. Attend biennial Machine-Produced Radiation Safety Committee Meetings unless excused by the facility Radiation Safety Officer. Services to be provided as needed (estimated quantities provided in Price Schedule) Inspect/evaluate additional imaging equipment as necessary due to equipment acquisition and or repair/replacement of existing equipment up to 100 times per year. Design and calculation of radiation protection shielding up to 10 times per year. Inspection of radiation protection shielding up to 10 times per year. Computed Tomography (CT) protocol optimization annually/scanner. Fluoroscopy protocol optimization annually/scanner. 4. Annual Equipment Inspections The Physicist shall conduct equipment inspections of the imaging equipment listed in Attachment A. This equipment is subject to change during the life of the contract. The Contractor shall ensure the imaging equipment s compliance with applicable requirements of the NHPP, VHA, JC, and ACR, and shall include, but not be limited to, monitoring the following basic performance characteristics. A. Fluoroscopic Equipment Performance testing of radiographic and fluoroscopic equipment shall comply with the current ACR Technical Standard for Diagnostic Medical Physics Performance Monitoring of Fluoroscopic Equipment. The performance of each fluoroscopic unit must be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). (1) Evaluation of Mechanical and System Safety (2) Operation of Alerts and Interlocks (3) Assessment of Radiation Protection Equipment (4) Appropriateness of Protocols (Fluoroscopic and Acquisition) (5) Identification of Isocenter Location (6) Collimation and Radiation Beam Alignment (7) Tube Potential (kVp) Accuracy and Reproducibility (8) Minimum Beam Quality (Half-Value Layer) Assessment (9) Table/Pad Attenuation Measurement (10) Determination of Dose Notification Thresholds (11) Evaluation of Automatic Dose Rate Control Performance (Including patient entrance air kerma rate for a typical patient) (12) Measurement of Maximum Patient Entrance Air kerma Rate (13) Accuracy Assessment of the Displayed Radiation Metrics (14) Image Receptor Air kerma Rate (15) Image Quality Assessment: System High Contrast Spatial Resolution (16) Image Quality Assessment: System Low Contrast Sensitivity (17) Image Quality Assessment: Artifacts (18) Modality Display Performance (19) Interoperability Assessment (20) Vendor Recommended QC as Applicable (21) Any other test required by the NHPP, VHA, JC, or ACR B. Digital Radiography (DR) Physics inspections of DR equipment shall comply with the current ACR Technical Standard for Diagnostic Medical Physics Performance Monitoring of Fluoroscopic Equipment. The performance of DR must be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). (1) Positive Beam Limitation (PBL) Functionality (2) X-ray Field and Image Receptor Alignment (3) Air Kerma or Exposure (Radiation Output) (4) Accuracy of the Displayed Radiation Metrics (5) Exposure Reproducibility (6) Tube Potential (kVp) Accuracy and Reproducibility (7) Linearity of Exposure versus mA or mAs (8) Timer Accuracy (9) Minimum Beam Quality (Half-Value Layer) (10) Radiographic Patient Entrance Exposure or a typical patient (11) Automatic Exposure Control (AEC) (12) Image Quality: System High Contrast Spatial Resolution (13) Image Quality: System Low Contrast Resolution (14) Image Quality: Flat Field Artifact Evaluation (15) Repeat Analysis (16) Vendor Recommended QC as applicable (17) Any other test required by the NHPP, VHA, JC, or ACR C. CT Scanners The physics inspection shall conform to the current ACR Technical Standard for Diagnostic Medical Physics Performance Monitoring of Computed Tomography (CT) Equipment. The performance of each CT scanner shall be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). (1) Review of Clinical Protocols for dose optimization (2) Alignment Light Accuracy (3) Image Localization form Scanned Projection Radiograph (Localization Image) (4) Table Travel Accuracy (5) Radiation Beam Width (6) High-Contrast Spatial Resolution (7) Low-Contrast Detectability (8) Image Uniformity (9) Noise (10) Artifact Evaluation (11) CT Number Accuracy (12) Acquisition Workstation Display quality (13) Radiation Output or Dosimetry: Measurement and comparison to baseline of radiation output of the scanner (CTDIvol, CTDI100, CTDIfree, air, or Equilibrium Dose-Pitch Product [Measured in phantom or in air]) at all available tube potentials. For some scanners, it may be appropriate to include output measurements for clinically relevant filter/scan field of view (SFOV) selections using at least one tube potential. A comparison of the calculated values to scanner reported values should be completed. The comparisons should include both 16-cm and 32-cm dosimetry phantoms or measurements in air, as appropriate for the CT system and for the indicated protocols and must comply with tolerances identified in manufacturer accompanying documents as well as requirements of relevant accrediting bodies and/or federal regulations. (14) Safety Evaluation (a) Visual inspection, audible and visual signal, and posting requirements (b) Scatter and stray radiation measurements (c) Workload assessment, if workload and other related parameters have changed since acceptance testing (15) Any other tests as required by the NHPP, VHA, JC, or ACR D. Dental The inspection shall conform to the AAPM Report No. 175, September 2016 (or most recent version) and the current version of the Conference of Radiation Control Program Directors (CPCRD) Suggested State Regulations (SSR), Part F. The performance of dental x-ray inspections shall be annually. This evaluation should include, but not be limited to, the following tests (as applicable). Collimation. Tube Head Stability and Positioning Leakage Radiation and Visual Inspection Collimation and Minimum Source-to-Skin Distance Beam Quality Kilovoltage (kVp) Accuracy Timer Accuracy Exposure Reproducibility Milliampere (mA) or Milliampere-second (mAs) Linearity Proper Display Monitor Testing (SMPTE) Uniformity Artifact Evaluation Entrance Skin Air Kerma Scatter Radiation Survey X-ray Beam Slit Length and Width Coincidence Technique Factor Evaluation Dental CBCT Acceptance and Performance Testing Acceptance Testing. Acceptance testing and measurements of air kerma at the isocenter for each kVp station for a range of clinically used mAs settings shall be performed initially when the CBCT unit is installed and following any move of the CBCT to another area inside or outside the initial clinical site. This testing is to ensure that the equipment performance is in agreement with the manufacturer s technical specifications. 2. Performance Testing. Each CBCT unit shall undergo periodic quality control tests to ensure that the performance of the machine has not significantly deteriorated and is operating within the manufacturer s technical specifications. This performance testing is performed by a qualified expert annually, at intervals not to exceed 14 months, and after repairs to the CBCT unit that may affect the radiation output or image quality. 3. Some manufacturers provide a phantom and procedures to perform machine specific quality assurance (QA) tests. In cases where the manufacturer provides a phantom and procedures to perform specific tests, but the tests are not included in this PWS, then the manufacturer s machine-specific QA tests may be performed in addition to the QA tests in this PWS. Acceptance and Annual physics testing for Dental CBCT Radiation output Repeatability Make four measurements of the air kerma at the isocenter at a clinically used setting. The measurements should be less than +/-5% of the average of the five measurements and the measurements should be less than +/- 5% of the previous year s measurement. Radiation Output Reproducibility Measure the air kerma at the isocenter for each kVp station and a range of clinically used mAs setting. Compare the results to the baseline values established at the initial acceptance testing. The values should be +/-5% of the baseline. Beam quality Measure the half value layer (HVL) for aluminum. The minimum shall comply with the Suggested State Regulations for Control of Radiation or recognized National standards. Radiation field of view (FOV) Measure the width of the radiation field at the isocenter. The width of the beam should be 3 mm or 30% of the total nominal collimated width. Image Quality Image the phantom provided by the manufacturer or another suitable phantom. Assess high contrast spatial resolution, uniformity of transaxial images, and image noise. Imaging uniformity shall be assessed over the entire range of axial images. Accuracy of Linear Measurements Using images of an appropriate phantom, assess the accuracy of distance Measurements. Accuracy of Patient Dose Metric Indication Assess the accuracy of the indicated dose metric (typically DAP). Patient Dose Assessment From a scan or scans using the facility s standard techniques, record the dose metric (typically DAP) and compare to achievable levels and diagnostic reference levels (if available). Review of the technical QA program The Contractor shall review the technical QA program. The review shall include a trend analysis of the QA data. The results of the technical QA program review shall be included in the written report. Any trends that identify problems shall be included in the report along with recommended corrective actions. 10. Display Monitors A. Perform a visual analysis of the SMPTE test pattern. 1. Display the test pattern on the imaging console. Set the display window width/level to the manufacturer-specified values for the pattern. Do not set window/level by eye; doing so invalidates the procedure. 2. Examine the pattern to confirm that the gray level display in the imaging console is subjectively correct. Review the line pair patterns in the center and at each of the corners. Review the black-white transition. Look for any evidence of scalloping (loss of bit depth) or geometric distortion. 3. Use a photometer to measure the maximum and minimum monitor brightness (0% and 100% steps) 4. Measure additional steps within the pattern to establish a response curve. 5. Measure the brightness near the center of the monitor and near all 4 corners (or all 4 sides, depending on the test pattern used). 11. Viewing Conditions Assess the viewing conditions for the area in which the monitor used to evaluate the CBCT studies is located. E. MRI (Magnetic resonance imaging) The inspection shall conform to the current ACR-AAPM Technical Standard for Diagnostic Medical Physics Performance Monitoring of Magnetic Resonance (MR) Imaging Equipment. The performance of each MRI scanner shall be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). (1) Physical and mechanical system integrity inspection (2) Magnetic field homogeneity (3) Slice position accuracy and table positioning (4) Slice thickness accuracy (5) Geometric accuracy (gradient calibration) (6) High-contrast spatial resolution (7) Low-contrast resolution (detectability) (8) Performance evaluation for radiofrequency coils used clinically (a) Coil physical visual inspection (b) Transmitter gain/attenuator verification (c) Image artifact assessment (d Image signal-to-noise ratio (SNR) (e) Image intensity uniformity (volume coils) (f) Percent signal ghosting (volume coils) (g) Year-to-year variations of each of the above parameters should be tracked (9) Acquisition workstations monitor performance (10) Evaluation of technologist quality control (QC) program and data (11) Review of service log (12) Assessment of the MR safety program (13) Any other test as required by the NHPP, VHA, JC, or ACR F. PET The inspection shall conform to the current ACR-AAPM Technical Standard for Medical Physics Performance Monitoring of PET-CT Imaging Equipment. For PET/CT units the CT must also be inspected at least annually per Item C above. This evaluation should include the following tests (as applicable). (1) Count rate performance (count rate versus activity), including corrections for count losses and random coincidences (2) Sensitivity (3) Image Uniformity and Artifact Assessment (4) Image Spatial Resolution (5) Image Contrast (6) Accuracy of the CT-based attenuation and scatter correction, and SUV or activity concentration (7) Image coregistration between PET and CT (8) Mechanical Safety Evaluation (9) Electrical Safety Evaluation (10) Any other test as required by the NHPP, VHA, JC, or ACR G. Nuclear Medicine The inspection shall conform to the current ACR-AAPM Technical Standard for Medical Physics Performance Monitoring of gamma cameras and SPECT/CT cameras. The performance of each nuclear medicine scanner shall be at least annually. This evaluation should include the following tests (as applicable). Intrinsic Uniformity for Each Gamma Camera Head Extrinsic Uniformity with all commonly used collimators for Each Gamma Camera Head (3) Intrinsic or System Spatial Resolution/Linearity (4) System Sensitivity (5) Energy Resolution (6) Extrinsic Sensitivity (a) Count Rate Per Unit Activity (b) Interdetector Variability (7) Overall System Performance for SPECT (a) Uniformity and Artifact Evaluation) (b) Cold Sphere Contrast (c) Spatial Resolution (8) Count Rate Performance (9) Contrast (10) Spatial Resolution (11) Safety Evaluation (12) Mechanical Evaluation (13) Electrical Evaluation (14) Physical Inspection: System Interlocks, emergency shut-down mechanisms, etc. (15) Acquisition Monitor Performance (16) Any other test as required by the NHPP, VHA, JC, or ACR H. Display Monitors The annual performance evaluation conducted by the contractor shall include testing of image acquisition display monitors for maximum and minimum luminance, luminance uniformity, resolution, and spatial accuracy. The image acquisition display monitors including, but not limited to nuclear medicine, PET, CT, and MRI shall be tested. Part III: Supporting Information Information Security Contractor shall adhere to HIPPA/Privacy rules required by VAMC, reports violations per VA Directive 6500.6. Response Time Contractor shall respond by phone within two hours when services are requested. Contractor shall be on-site for equipment inspection within 48 hours of notification for downtime that effects direct patient care. Place of Performance The place of performance will be main campus located at 1481 West 10th Street, Indianapolis, IN 46202 as well as associated community-based outpatient care facilities including but not limited to Terre Haute, Bloomington, and Brownsburg. LIN DESCRIPTION OF SERVICES QTY UNIT UNIT PRICE AMOUNT 0001 Perform annual diagnostic medical physicist inspection of imaging equipment including CT and Fluoroscopy protocol optimization for VHA, NHPP, JC, and OIG compliance. Equipment: 33 Radiographic/Fluoro Tubes, 7 Dental Radiographic Tubes, 2 Hand-Held Dental Units, 1 Cone-Beam CT, 1 O-Arm System, 7 Computed Tomography Systems Diagnostic, 1 Computed Tomography System Non-diagnostic, 3 MRI Systems, 1 Bone Densitometer, 2 PET scanners, 2 Dual-Head SPECT cameras, and 1 Single-Head Gamma Camera. See the equipment list (Attachment A) for types of equipment 1 JB 0002 Perform additional diagnostic medical physicist Inspections of replaced/repaired imaging equipment. Reimbursement will be made for the actual number of inspections performed. 15 EA 0003 Design and calculation of radiation protection shielding in accordance with the Statement of Work. 5 EA 0004 Inspection of radiation protection shielding in accordance With the Statement of Work. 5 EA 0005 Radiation Safety Officer Assistance. Calculating staff internal and external radiation exposure, estimating fetal radiation dose calculations, assisting with scheduled procedures and providing instruction to hospital personnel as required by hospital accreditation agencies, preparing over-exposure reports for personnel radiation exposures, assisting with the review of incidents involving x-ray imaging equipment including cause and actions taken and attending meetings virtually when requested. 1 JB ALL Prices are Estimated TOTAL $_______________
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