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SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify firms having an interest in and the resources to... SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify firms having an interest in and the resources to support a requirement for Radiation Safety Officer services for the Jesse Brown VA Medical Center in Chicago, IL. The result of this market research may contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 541990 All Other Professional, Scientific, and Technical Services. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Tentative requirements: Scope: The contractor shall provide Radiation Safety Officer (RSO) services and the necessary equipment to provide RSO services for the VA Chicago Health Care System and Jesse Brown VA Medical Center (820 South Damen Avenue, Chicago, IL 60612). Total estimated hours of RSO services needed = 300 hours Specific Tasks/Deliverables RSO services provided will be all inclusive of NRC regulatory guideline 10 CFR 35.24. The Radiation Safety Officer s physical presence is required for all Radiation Safety Meetings that occur. The RSO must be qualified to be listed as RSO on the medical center s VHA Master Materials License (MML) Permit per VHA National Health Physics Program (NHPP) guidance and NUREG-1556 documents for a broad scope permit. (Services to be provided until a full time RSO can be hired and trained.) The RSO duties/responsibilities that will be completed/managed include the following: Unsafe activities involving licensed material are stopped; Reduction of radiation exposures to include ALARA Up-to-date radiation protection procedures in the daily, operation of the licensee s radioactive material program are developed, distributed, and implemented; Possession, use, and storage of licensed material is consistent with the limitations in the license, the regulations, and the manufacturer s recommendations and instructions; Personnel training is conducted yearly and is commensurate with the individual s duties regarding licensed material; Review and recommend approval/disapproval of applications for new authorized users and uses of radioactive materials; Documentation is maintained to demonstrate that individuals are not likely to receive, in a year, a radiation dose in excess of 10% of the allowable limits or that personnel monitoring devices are provided; Personnel monitoring devices are used and exchanged at the proper intervals, and records of the results of such monitoring are maintained and distributed to appropriate departments; Distribute badge reports to the appropriate personnel and departments, which include monthly and annual dose reports. Maintain radiation dose reports for employees Ensure new employees receive Radiation Training, and, if necessary, issue a radiation monitoring badge, and issue all appropriate paperwork that is to be completed. Example: Previous Employer request etc. Licensed material is properly secured; Approve any radioisotope orders for research authorized users verifying that the authorized user permit limits will not be exceeded: Collect radioactive waste from research authorized users upon request: Documentation is maintained to demonstrate, by measurement or calculation, that the total effective dose equivalent to the individual likely to receive the highest dose from the licensed operation does not exceed the annual limit for members of the general public; Proper authorities are notified of incidents such as loss or theft of licensed material, damage to or malfunction of sealed sources, and fire; Package expired radionuclide generator for shipment back to the vendor following all applicable DOT regulations; Assist the Medical Center in compliance with NRC, NHPP, OSHA, EPA, TJC and DOT regulations as they pertain to the use of radiation and radioactive materials/waste; Medical events and precursor events are investigated and reported to the National Health Physics Program (NHPP), causes(s) and appropriate corrective action(s) are identified, and timely corrective action(s) are taken; Complete/review required weekly removable contamination survey for nuclear medicine and waste storage areas; Survey and dispose of decay in storage (DIS) waste from nuclear medicine in accordance with Materials Permit; Respond to emergencies that involve radionuclides such as spills or contamination within 4 hours; Perform shielding reports as necessary Audits of the radiation protection program are performed at least annually and documented; If violations of regulations, license conditions, or program weaknesses are identified, effective corrective actions are developed, implemented, and documented; Licensed material is transported, or offered for transport, in accordance with all applicable DOT requirements; Licensed material is disposed of properly; Complete calculations, with the assistance of a nuclear medicine authorized user, regarding the hospitalization of patient under 10 CFR 35.75 this includes outlining environmental parameters of stay. If patient not required to be hospitalized verify appropriate documentation and written instructions for discharge; Appropriate records are maintained; An up-to-date license is maintained and amendment and renewal requests are submitted in a timely manner; Implement and maintain any programs necessary to ensure our facility is up to date with all regulations and guidelines as defined by the NRC and NHPP; The RSO will be responsible for ensuring proper reports are completed prior to installation of any Radiation producing equipment; Request and maintain appropriate documentation as it pertains to shielding and acceptance testing of all new radiation equipment; Conduct/complete annual review of radiation safety program as required by regulation. The Radiation Safety Officer program will assist in creating hospital Medical Center Memorandums or Standard Operating Procedures pertaining to all aspects of the Radiation Safety program. The program will include weekly visits for the following items: Additional time as required either on-site or off site to meet deadlines and timelines required for various Medical Center Memorandum (MCM), and Standard Operating Procedures for the facility. Management of radiation dosimetry program Obtain exposure history for new hire and deliver exposure summary for outgoing employees Train new staff, and ensure that all badged personnel received specialized training. Investigate and instruct ALARA exceeders Investigate and report negative findings to management. Follow-up on corrective actions Communicate with senior administration Attend all Radiation Safety Committee meetings The Radiation Safety Officer will be assisted by management as it relates to radiation safety issues. The VA Industrial Hygiene/Safety Manager will be notified immediately by the contractor of any occurrences that may require notification of the NRC or NHPP. The VA Industrial Hygiene/Safety Manager, in consultation with the contractor, will make such notifications. Limitations on Subcontracting 13 CFR §125.6 will apply to any procurement set-aside for veteran-owned small businesses (SDVOSBs or VOSBs) or small businesses. 13 CFR §125.6 states: (a) General. In order to be awarded a full or partial small business set-aside contract with a value greater than the simplified acquisition threshold (as defined in the FAR at 48 CFR 2.101) in paragraph (a) introductory text; and an 8(a) contract, an SDVO SBC contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that: (1) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Before any large or small business can be awarded a federal contract, a contracting officer (CO) must affirmatively determine that the firm is responsible to perform the specific contract it is otherwise in line to receive. If an apparent small business successful offeror is denied a contract award because it lacks certain elements of responsibility, the CO will refer the matter to the Small Business Administration. Once a CO s referral is received by the SBA s area office, the SBA will then inform the small business of the CO s determination and offer it the opportunity to apply to the SBA for a Certificate of Competency by a specific date. Burden of proof is on the small business to demonstrate that it meets specific COC eligibility criteria. After award, if a CO or other VA officials determine a review of limitations on subcontracting compliance is warranted based upon reasonable information of possible noncompliance, a request for review will be submitted to VA s Subcontracting Compliance Review Program. Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 10:00 AM ET on October 15, 2019. All responses under this Sources Sought Notice must be emailed to chad.turner@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.