H165--Medical Physicist
Page 1 of 1 This is a SOURCES SOUGHT announcement only. It is neither a solicitation announcement nor a request for proposal or quote and does no obligate the Government to award a contract. Requests ... Page 1 of 1 This is a SOURCES SOUGHT announcement only. It is neither a solicitation announcement nor a request for proposal or quote and does no obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified businesses. Responses to this notice shall include: 1. Company Name 2. Address 3. Point of Contact 4. Phone, Fax, and Email 5. DUNS number 6. Must provide a capability statement that addresses the organizations qualifications and ability to perform the work in the Statement of Work. See Attached: 1. Statement of Work Please respond if you are able to provide. All responses due by 10:00 am CST, Friday, November 6, 2020 Denise Maynard Contract Specialist denise.maynard @va.gov 913-946-1978 Network Contracting Office 15 See attached document: Statement of Requirements STATEMENT OF WORK RADIATION MEDICAL PHYSICS SERVICES CONTRACT The Robert J. Dole VA Medical Center in Wichita, Kansas (hereafter Wichita VAMC) is requesting the services of a qualified diagnostic medical physicist. A qualified diagnostic medical physicist is a person who is certified by the American Board of Radiology, American Board of Medical Physics, or the Canadian College of Physicists in Medicine. For diagnostic computed tomography (CT), nuclear medicine, PET, or MRI, a qualified diagnostic medical physicist can meet the following requirements in lieu of board certification: A graduate degree in physics, medical physics, biophysics, radiologic physics, medical health physics, or a closely related science or engineering discipline from an accredited college or university Formal graduate-level coursework in the biological sciences with at least one course in biology or radiation biology and one course in anatomy, physiology, or a similar topic related to the practice of medical physics Documented 3 years of clinical experience in CT, nuclear medicine, PET, or MRI. The physicist must document the 3 years of experience for the modality being inspected. The qualified diagnostic medical physicist (hereafter medical physicist) will conduct testing and performance monitoring for imaging equipment to ensure compliance with applicable Federal, State, and JCAHO regulations and guidelines. All tests will be documented in a formal report and submitted within five working days of completion of the work. These tests will be reported to Biomed and the Radiation Safety Officer (RSO). Provides radiological physics support for the Imaging Service activities involving the use of medical radiation in the diagnosis and treatment of disease. Support encompasses the establishment and management of a department radiation protection program and a comprehensive quality assurance program for diagnostic equipment (ultrasound, computed tomography, magnetic resonance imaging, nuclear medicine, angiography, general radiography and fluoroscopy). Section A: Inspection Services The medical physicist shall perform imaging equipment (x-ray equipment, nuclear medicine cameras, PET/CT cameras, ultrasound units, and MRIs) inspections to ensure compliance with the current American College of Radiology (ACR) requirements. Equipment listed in Appendix A. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO prior to the medical physicist leaving the facility. A written report of the results shall be provided to the service supervisor or RSO within 5 working days after completion of the inspection. Equipment Inspections The medical physicist shall conduct equipment inspections or quality control surveys of the imaging equipment listed below. The medical physicist shall ensure the imaging equipment s compliance with applicable Federal regulations and ACR recommendations, and shall include, but not be limited to, monitoring the following basic performance characteristics. Radiographic and Fluoroscopic Equipment Physics inspections of radiographic and fluoroscopic equipment shall comply with the ACR Technical Standard for Diagnostic Medical Physics Performance Monitoring of Radiographic and Fluoroscopic Equipment. The performance of each radiographic and fluoroscopic unit must be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). (1) Integrity of unit assembly. (2) Collimation and radiation beam alignment. (3) Fluoroscopic system resolution. (4) Automatic exposure control system performance. (5) Fluoroscopic automatic brightness control performance (high-dose-rate, pulsed modes, field-of-view [FOV] variation). (6) Image artifacts. (7) Fluoroscopic phantom image quality. (8) kVp accuracy and reproducibility. (9) Linearity of exposure versus mA or mAs. (10) Exposure reproducibility. (11) Timer accuracy. (12) Beam quality assessment (half-value layer). (13) Fluoroscopic entrance exposure. Maximum output for all clinically used settings. (14) Image receptor entrance exposure. (15) Equipment radiation safety functions. (16) Patient dose monitoring system calibration. (17) Video and digital monitor performance. (18) Digital image receptor performance. (19) Grids used with portable x-ray units shall be imaged for uniformity. B. Computed Radiography (CR) and Digital Radiography (DR) Physics inspections of CR and DR equipment shall comply with the American Association of Physicist in Medicine (AAPM) Report Number 93, Acceptance Testing and Quality Control of Photostimulable Storage Phosphor Imaging Systems. The performance of CR and DR must be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). (1) Component and Imaging Plate Physical Inspection and Inventory. (2) Imaging Plate Dark Noise and Uniformity. (3) Exposure Indicator Calibration. (4) Linearity and Auto-ranging Response. (5) Laser Beam Function. (6) Limiting Resolution and Resolution Uniformity. (7) Noise and Low-Contrast Resolution. (8) Spatial Accuracy. (9) Erasure Thoroughness. (10) Aliasing/Grid Response. (11) IP Throughput. (12) Positioning and Collimation Errors C. CT Scanners The physics inspection shall conform to the 2012 ACR Computed Tomography Quality Control Manual. 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. (2) Scout Prescription and Alignment Light Accuracy. (3) Image Thickness Axial Mode. (4) Table Travel Accuracy. (5) Radiation Beam Width. (6) Low-Contrast Performance. (7) Spatial Resolution. (8) CT Number Accuracy. (9) Artifact Evaluation. (10) CT Number Uniformity. (11) Dosimetry (the scanner displayed CTDIvol values must be within +/- 20% of the measured CTDIvol values). (12) Gray Level Performance of CT Acquisition Display Monitors. D. Dental The physics inspection shall conform to the Conference of Radiation Control Program Directors (CRCPD), Quality Control Recommendations for Diagnostic Radiography Volume 1 Dental Facilities July 2001. The performance of dental x-ray inspections shall be annually or every 2 years, need to be determined by facility. This evaluation should include, but not be limited to, the following tests (as applicable). (1) Collimation. (2) Beam quality (half value layer). (3) Timer Accuracy and Reproducibility. (4) kVp Accuracy and Reproducibility. (5) mA or mAs Linearity. (6) Exposure Reproducibility. (7) Entrance Skin Exposure Evaluation. (8) Technique Chart Evaluation. (9) Image uniformity (artifact evaluation). Dental CBCT Acceptance and Performance Testing 1. Acceptance Testing. Acceptance testing and measurements of air kerma at the isocenter for each kVp station for a range of clinically used mAs settings will 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 insure 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 SOW, then the manufacturer s machine-specific QA tests shall be performed in addition to the QA tests in this SOW. Acceptance and Annual physics testing for Dental CBCT 1. 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. 2. 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. 3. kVp Accuracy Measure the kVp at all clinically used settings. The measured kVp should be +/-5% of the selected kVp. 4. kVp Repeatability Make five kVp measurements each for two clinically used kVp settings. All measured values should be +/-5% of the mean kVp. 5. kVp Reproducibility Measure the kVp at all available kVp settings. The measured values should be +/-5% of the baseline. 6. Beam quality Measure the half value layer (HVL) for aluminum. The minimum shall comply with Section F.4.d of the Suggested State Regulations for Control of Radiation, Conference of Radiation Control Program Directors. 7. 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. 8. 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. 9. Accuracy of Linear Measurements Using images of an appropriate phantom, assess the accuracy of distance measurements. 10. Accuracy of Patient Dose Metric Indication Assess the accuracy of the indicated dose metric (typically DAP). 11. 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) 12. Review of the technical QA program The qualified expert 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. 13. Display Monitors Perform a visual analysis of the SMPTE test pattern. 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 the window/level by eye; doing so invalidates the procedure. 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. Use a photometer to measure the maximum and minimum monitor brightness (0% and 100% steps) Measure additional steps within the pattern to establish a response curve. Measure the brightness near the center of the monitor and near all 4 corners (or all 4 sides, depending on the test pattern used). 14. Viewing Conditions Assess the viewing conditions for the area in which the monitor used to evaluation the CBCT studies is located. F. MRI The physics inspection shall conform to the 2004 ACR Magnetic Resonance Imaging Quality Control Manual. 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) Magnetic field homogeneity. (2) Geometric accuracy. (3) Inter-slice RF interference. (4) Slice position accuracy. (5) High-contrast resolution (6) RF coil performance. (a) Volume coils signal-to-noise ratio (b) Volume coils image uniformity (c) Volume coils ghosting ratio (d) Phased array coils' signal-to-noise ratio (e) Surface coils signal-to-noise ratio (7) Slice thickness accuracy (8) Low-contrast detectability (9) Soft copy displays (10) Technologist s QC program (11) Site phantom inventory (12) Site RF coil inventory G. PET The physics inspection shall conform to the 2012 ACR Computed Tomography Quality Control Manual. 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. (2) Scout Prescription and Alignment Light Accuracy. (3) Image Thickness Axial Mode. (4) Table Travel Accuracy. (5) Radiation Beam Width. (6) Low-Contrast Performance. (7) Spatial Resolution. (8) CT Number Accuracy. (9) Artifact Evaluation. (10) CT Number Uniformity. (11) Dosimetry (the scanner displayed CTDIvol values must be within +/- 20% of the measured CTDIvol values). (12) Gray Level Performance of CT Acquisition Display Monitors H. Nuclear Medicine The physics inspection shall conform to the ACR annual performance tests for nuclear medicine cameras. The qualified diagnostic medical physics shall also perform the quarterly testing on all cameras and equipment as outlined by the ACR, NHPP/NRC. The performance of each nuclear medicine scanner shall be at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). (1) Intrinsic Uniformity: fail criteria: greater than 5.0% (2) System Uniformity: fail criteria: greater than 5.0% (3) Intrinsic or System Spatial Resolution: fail criteria: greater than 3.5 mm bars (4) Relative Sensitivity: fail criteria: COV greater than 2.5% (5) Energy Resolution: fail criteria: greater than 12% (6) Count Rate Parameters: fail criteria (7) Formatter/Video Display (8) Overall System Performance for SPECT (9) System Interlocks (10) Dose Calibrators (Geometry, Accuracy, Linearity) (11) Thyroid Uptake and Counting Systems (12) Survey Meter calibrations I. Ultrasound The physics inspection shall conform to the ACR performance tests for ultrasound. On an ongoing basis (at least semiannually), the following tests should be done for each ultrasound unit. Testing should be done using two transducers commonly used with any unit employing more than one transducer. Data should be taken from testing of the transducers which are used for the most frequently occurring examination(s) at the site. It is recommended that these be of different scan formats such as one linear (or curvilinear array), and one sector (mechanical, phased, or vector). (1) System Sensitivity/Penetration This test should be done with the following settings: maximum transmit power proper receiver gain and TGC that allows echo texture to be visible in the deep region transmit focus at the deepest depth The maximum depth of visualization is determined by comparing the gradually weakening echo texture to electronic noises near the bottom of the image. (2) Image Uniformity Adjust the TGC controls and other sensitivity controls to obtain an image as uniform as possible. vertical or radially oriented streaks? dropouts? reduction of brightness near edges of the scan? brightness transitions between focal zones? (3) Gray Scale Photography (if applicable) Do either (a), (b), or (c). (a) For Scanners with a Discrete Bar Pattern Count the number of distinct gray bar steps on the viewing monitor. Then count the number of steps visualized in the gray bar on the hard copy image. (b) For Scanners with a Continuous Gray Bar Pattern Use calipers to measure the length of the black-to-white transition of the gray wedge on the viewing monitor. If the relative length of the black-to-white transition on the hard copy image is less, document how much is missing. (c) For Laser Imager (Hard Copy Device) Prior to filming any images, an SMPTE test pattern created by the Society of Motion Picture and Television Engineers (SMPTE), should be printed using the appropriate window width (WW) and window level (WL). If you are unfamiliar with this procedure, you should review Gray et al., Test pattern for video display and hard-copy camera, Radiology 145:519-527 (1985), and then contact your local service engineer for assistance. When printed, the 95% density patch within the 100% square and the 5% density patch within the 0% square should be visible, and there should be no notable distortions or artifacts present. If these criteria are not met, contact your service engineer for laser camera calibration before proceeding with any filming. (4) Hard Copy Output Quality Test (Digital) (if applicable) This test, or a similar test specifically recommended by the hard copy equipment manufacturer. Required Test Equipment Densitometer SMPTE Test Pattern or another similar test pattern or phantom image having a wide range of gray scales. The same test image should be used each time. J. Display Monitors The annual performance evaluation conducted by the medical physicist includes testing of image acquisition display monitors for maximum and minimum luminance, luminance uniformity, resolution, and spatial accuracy. The image acquisition display monitors for nuclear medicine, PET, CT, and MRI units shall be tested. Additional inspections: In addition to annual inspections, the medical physicist may be requested to provide equipment inspections in the following circumstances: Acceptance Testing: The medical physicist shall perform acceptance testing of all new or relocated imaging equipment prior to first clinical use. The acceptance testing shall comply with ACR or MQSA requirements. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO prior to the medical physicist leaving the facility. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to the RSO immediately upon discovery. A written report of the results shall be provided to the service supervisor or RSO within 5 working days after completion of the inspection. Inspection following repairs or modifications: The medical physicist shall perform a full inspection of imaging equipment after repairs or modifications that may affect the radiation output or image quality. The inspection shall be completed within 48 hours after the facility contacts the physicist. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO prior to the medical physicist leaving the facility. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to the RSO immediately upon discovery. A written report of the results shall be provided to the service supervisor or RSO within 5 working days after performing of the inspection. Section B: Support Services Telephone support: The medical physicist should be available by telephone to assist/counsel the RSO/RSC with any radiation safety matters or questions that may arise at the Wichita VAMC, offering support and solutions, in a timely manner not to exceed 48 hours response time, excluding weekends and holidays. The medical physicist may be asked for input on correspondence, machine registration, applications and other written communications with the Food and Drug Administration and the National Health Physics Program. Upon availability, the medical physicist may be asked to attend quarterly RSC/MRI Safety Committee meeting via teleconference to provide input. Annual Review of Protocols and QA program: The medical physicist shall review CT protocols and include dose reduction techniques where applicable. The medical physicist shall review the 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), which complies with ACR recommendations, for all modalities. The review should also evaluate for conformation to the American College of Radiology technical standard for Diagnostic Medical Physics performance monitoring of radiology equipment. Reviews shall be made annually. A written report of the review results shall be provided to the service supervisor or RSO within 5 working days after performing of the review. Shielding design calculations: The medical physicist shall provide shielding design calculations for each new, replaced, or relocated x-ray imaging system. The calculations for each shall comply with the National Council for Radiation Protection and Measurements (NCRP) Report No. 147, and, for dental units, NCRP Report No. 145, and shall be documented in a written report which includes a diagram showing adjacent areas. The medical physicist 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 5 workings days after the shielding survey has been completed. Provides support for planning affecting the use of space or function adjacent to the areas and within areas approved for ionizing radiation use or non-ionizing radiation machine use. Assesses plan for regulatory requirements. Provides support for referral to the Machine Produced Radiation Safety Committee as well as the Radionuclide Radiation Safety Committee for review and approval prior to any alteration of that space. Overexposure support/assistance: If requested, assist in investigation of patient overexposures from machine sources of ionizing radiation, ALARA exceptions, accidents, unauthorized uses, misadministration, and any other deviation from approved radiation safety practice and provide calculations and guidance on corrective actions as necessary. Maintenance of Reports and Records: The medical physicist shall keep copies of all inspection reports, QA and Protocol program reviews, and any other records necessary to meet regulatory requirements and demonstrate the effectiveness of the machine produced ionizing radiation program. Copies of records and reports provided by the VA shall also be maintained and available upon request. Appendix A: EQUIPMENT LIST DESCRIPTION MFG/MODEL NO SERIAL NO. ENTRY# LOCATION ACQ DATE RADIOGRAPHICS SYSTEM Philips Healthcare Digital Diagnost 377123002 179477 153-1 N/A RADIOGRAPHICS SYSTEM Philips Healthcare Digital Diagnost 381089012 181431 153F-1 N/A RADIOGRAPHICS SYSTEM Philips Healthcare Digital Diagnost 377981030 181406 153-1 N/A BONE DENSITOMETER Horizon A 230011 303836M 113-1B June 8, 2020 C-ARM OEC 9900 ELITE FLUOROSCOPIC MOBILE SYS OEC 9900 ELITE ES1299 117450 247-26 N/A C-ARM OEC 9900 ELITE FLUOROSCOPIC MOBILE SYS OEC 9900 ELITE E20576 99604 211-34 N/A C-ARM OEC 9900 ELITE FLUOROSCOPIC MOBILE SYS OEC 9900 ELITE E23812 153043 251-34 N/A C-ARM OEC 9900 ELITE FLUOROSCOPIC MOBILE SYS OEC 9900 ELITE E23813 153044 211-34 N/A C-ARM OEC 9900 ELITE FLUOROSCOPIC MOBILE SYS OEC 9900 ELITE E23814 154721 147-26 N/A W-ANALYZER LUDLUM MODEL 3 271669 121171 104-19 N/A MOBILE RADIOGRAPHIC SYSTEM OPTIMA XR220 1031702WK2 153949 153-1 NOV 26,2013 MOBILE RADIOGRAPHIC SYSTEM PHILLIPS PORTABLE WDR 20410157 230185 163-1A AUG 12,2020 MOBILE RADIOGRAPHIC SYSTEM OPTIMA XR220 1031823WK6 153953 012-62 NOV 26,2013 MRI OPTIMA MR450w 1.5T 16-CHANNEL HM0335 137192 108-1B MAR 2, 2012 PET CT Siemens Biograph MCT-S 64 60005 188657 110-1C Feb 20, 2017 CT Toshiba Aquilion One 30010730 188391 115-1C-WI MAR 4, 2017 W-R/F SYSTEMS: GENERAL-PURPOSE SIEMEN S LUMIOUS AGILE 10762472 61038 153D-1-WI N/A ULTRASOUND LOGIQ E9 GE 126713US7 159841 103-1C May 30,2014 ULTRASOUND LOGIQ E9 GE 130714US9 168345 148-1 Sept 12,2014 ULTRASOUND LOGIQ E9 GE 300307US7 198354 219-34 Mar 30, 2018 ULTRASOUND LOGIQ E9 GE 206019US6 206261 012-62 Feb 15, 2019 ULTRASOUND LOGIQ E10 GE 503323US7 217732 121-1C Jun 16, 2020 ULTRASOUND LOGIQ E9 GE 205208US6 203655 104-1C Sep 11, 2018 ULTRASOUND LOGIQ E9 GE 203852US6 195541 121-1C Nov 21, 2017 ULTRASOUND TOSHIBA ACUSON A1G1184283 131045 046-62 N/A ULTRASOUND TOSHIBA ACUSON A1G1184288 131046 251-34 N/A W-RADIOGRAPHIC UNITS: DENTAL CARESTREAM CS8100 PANORAMIC EGIA142 182249 103-1-WI N/A W-RADIOGRAPHIC UNITS: DENTAL CARESTREAM CS 2200 HDXT003 209880 117-19-WI N/A W-RADIOGRAPHIC UNITS: DENTAL CARESTREAM CS 2200 UEYB031 213015 119-19-WI N/A W-RADIOGRAPHIC UNITS: DENTAL CARESTREAM CS 2200 UEYB032 213016 118-19-WI N/A W-RADIOGRAPHIC UNITS: DENTAL CARESTREAM CS 2200 UEYB033 213017 103-1-WI N/A W-RADIOGRAPHIC UNITS: DENTAL CARESTREAM CS 2200 UEYB029 213014 121-19-WI N/A W-RADIOGRAPHIC UNITS: DENTAL CARESTREAM CS 2200 EEYP066 182250 106-1 N/A W-SCANNING SYSTEMS: GAMMA GE HEALTHCARE DISCOVERY NM 530C UFCY19351 211014 129-19 AUG 30, 2019 W-DOSIMETERS: RADIATION BIODEX 086-250 4549107 78915 104-19-WI N/A W-R/F SYSTEMS: CARDIOVASC GE MEDICAL INNOVA IGS 530 67142BU0 182207 218-2-WI N/A W-R/F SYSTEMS: CARDIOVASC GE MEDICAL INNOVA IGS 540 672708BU5 181412 216-2-WI N/A W-ANALYZERS BIODEX 187-950 3532102 57420 108-19 N/A W-SCANNING SYSTEMS: GAMMA SYMBIA S 1723 137957 108-19 JUL 9, 2012 W-CALIBRATORS CAPINTEC INC CRC-55TW 560653 18861 105-1C Mar 22, 2017 W-CALBRATORS BIODEX ATOM LAB 5000 006817601651 225523 105-1C Jul, 27, 2020
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