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Radiation dosimetry - Western States Network Consortium (WSNC) medical facilities 2 Radiation dosimetry - Western States Network Consortium (WSNC) medical facilities 1 This is a Sources Sought for mar... Radiation dosimetry - Western States Network Consortium (WSNC) medical facilities 2 Radiation dosimetry - Western States Network Consortium (WSNC) medical facilities 1 This is a Sources Sought for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described below. Potential offerors are invited to provide feedback via e-mail to Jayme Defae at Jayme.Defae@VA.Gov. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. All responses due by 16 February 2022 at 15:00pst. The intention is to procure a 5-year blanket purchase agreement. Potential contractors shall provide, at a minimum, the following information to Jayme Defae at Jayme.Defae@VA.Gov. 1) Company name, address, and point of contact, phone number, e-mail address, and DUNS. 2) Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program. Anticipated North American Industry Classification System (NAICS) code is 541380 Testing Laboratories. The largest a firm can be and still qualify as a small business for Federal Government programs is no larger than $16.5 Million. [ ] yes [ ] no Small Business (SB) [ ] yes [ ] no HUBZone [ ] yes [ ] no Small Business 8(a) [ ] yes [ ] no Small Disadvantaged Business (SDB) [ ] yes [ ] no Women-Owned (WO) Small Business [ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Other (please specify) 3) Are you a able to provide the requested products and/or services? 4) What types of information is needed to submit accurate offers? 5) Comment on any current or potential technical, cost, schedule, or performance risks that you would like to make the Government aware of that concern the draft Statement of Work below. (i.e., problems or any other issues experienced with similar contracts). Include comments on the Draft Statement of Work. 5) How is the service, as described in the draft Statement of Work typically priced? How could it be priced for a Government contract? 6) Provide a brief capability statement (Max 2 pages) with enough information to determine if your company can meet the requirement. The Capabilities Statement for this Sources Sought is not expected to be a Request for Quotations, Request for Proposals or Invitation for Bids, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the draft SOW below. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. Submission of capabilities statement will assist our office in tailoring the requirement to be consistent with industry standards. The capabilities will be evaluated solely for the purpose of determining to Set-Aside for the Small Business (SB) Community or to conduct as an Unrestricted Procurement. Other than small businesses may respond to this notice in the event the market does not indicate SB interest. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. The DRAFT SOW as follows: Thank you for your participation. --------------------------------------------------------------------------------------------------------------------- B.1 STATEMENT OF WORK Under this agreement, the BPA holder shall provide Radiation Dosimetry monitoring equipment, analysis services, and reporting services for the Western States Network Consortium (WSNC) medical facilities (see Attachment B for full location list). These monitors and reports are used by VA radiology departments and nuclear medicine personnel to measure radiation exposure in patients and employees. Â All VHA facilities within the WSNC are authorized to order any item listed on the Price-Cost Schedule (Attachment A) at the listed price. No items may be ordered off this BPA unless they are listed on the Price-Cost Schedule. Additional, related items may be added without further competition to the Price/Cost Schedule with the award of a Modification by the administering Contracting Officer (CO). The administering CO is the only VHA employee authorized to Modify this BPA. B.2 OBLIGATION OF FUNDS This BPA does not obligate any funds. The Government is only obligated to the extent of authorized Task Orders (TOs) issued under this BPA. B.3 PRICE/COST SCHEDULE The Contractor shall provide firm-fixed prices for each orderable item on the Price/Cost Schedule spreadsheet (Attachment A). B.4 TERM OF BPA This BPA is effective from the date of award for a period of 5 years. An annual review will be conducted by the CO, to determine if it is in the best interest of the Government to continue performance of the BPA. B.5 AUTHORIZED USERS All properly warranted COs in the (WSNC) are authorized to place orders under this BPA. Government Purchase Card holders may place TOs off this BPA. The administering CO is the only person authorized to make changes to the terms of the BPA. B.6 ORDERING TOs will be placed against this BPA using official email messages and Electronic Data Interchange (EDI). The Terms and conditions included in this BPA apply to all purchases made pursuant to it. In the event of an inconsistency between the provisions of this BPA and the Contractor's invoice, the provisions of this BPA will take precedence, unless TO variation has been otherwise authorized by the BPA. B.7 PURCHASE LIMITATIONS Individual Task Orders (TO) may not exceed $500,000 each. The Price Ceiling is $4,500,000 over the life of the BPA. B.8 STATEMENT OF WORK (SOW) A dosimetry program is highly regulated by the Nuclear Regulatory Commission (NRC). Maintaining a dosimetry program requires using a reliable dosimetry processor. Failure to maintain an appropriate dosimetry program and provide individual monitoring devices or equipment could result in severe penalties, lawsuits, fines, and/or the revocation of our permit to use byproduct material under the Master Materials License (MML) issued to the Department of Veterans Affairs by the NRC. Loss of our permit would result in the termination of all Nuclear Medicine Clinic Operations, all other clinical and therapeutic uses of radioactive materials, and the research use of radioactive materials. Penalties and fines could also be levied. For purposes of this contract, the terms personnel dosimeter is an individual monitoring device that requires processing to determine the radiation dose, and that is used by the Veterans Health Care System to comply with 10CFR20.1201, with other applicable provisions of Title 10 Chapter 20, or with conditions specified in the license. The Contractor shall provide all personnel, equipment, tools, certifications, supervision, and all other technologies and technical services to provide the radiation dosimetry monitoring equipment, analysis services, and reporting services as listed in Attachment A at WSNC facilities. The contractor shall be accredited by NVLAP (National Voluntary Laboratory Accreditation Program) and DOELAP (Department of Energy Laboratory Accreditation Program). The contractor shall provide full-service technical support, analytical, and client support for occupational dose monitoring. GENERAL The Contractor shall provide the WSNC with diagnostic evaluation and reporting, including direct computer access via the internet to the database for exposure reports, shipment tracking and account maintenance transactions. The contractor shall provide notification of radiation overexposure within 24 hours of findings. The contractor shall keep complete historical records for all dosimeters processed to include comprehensive radiation exposure reports, including NRC reporting requirements, As low as reasonably achievable (ALARA), and fetal dose reports. All reports shall be provided as a hardcopy and/or electronically to the ordering facility. The contractor shall coordinate with the ordering facility to collate radiation reports from any prior contractor. NRC Reporting Requirements The contractor shall provide a detailed dose history for the year at the ordering facility. This report shall satisfy the requirements by the Nuclear Regulatory Commission (NRC). This report shall include all the information as required by the NRC. Reports shall be generated annually after close of a calendar year or quarterly with current data up to the last wear period (month) reported. Fetal Monitoring The contractor shall be responsible for fetal dose monitoring. The contractor shall supply the ordering facility with a whole-body dosimeter and a fetal dosimeter for the expectant mother. The monthly dose report shall list the estimated dose from conception to declaration, rolling exposure history by month for both mother and child, and accumulated fetal totals for the gestation period. ALARA Notification The contractor shall notify the ordering facility by phone and/or fax within 24 hours of findings when an individual s dose exceeds: 20% of the regulatory limits (e.g. deep, lens of eye, shallow, etc.) for any given wear period, 50% of regulatory limits year to date, or Levels set by the ordering facility. Dose Exposure Reports Reports shall cover each wear period (monthly) and include cumulative totals. The reports shall comply with NRC, Occupational Safety and Health Administration (OSHA), and Department of Energy (DOE) regulations. Dose equivalents arising from exposure to photons (x or gamma rays) shall have deep, lens of the eye and shallow value reported. Beta exposures shall be reported as a shallow dose equivalent. Dose reports shall be given to the ordering facility on a monthly and yearly basis. The reports shall include the following: participant number, name, ID number, dosimeter, use, rad type, rad quality, inception date, serial number, dose equivalent (mrem) for: monthly wear period, quarter to date, year to date, lifetime to date. Each period shall have the following categories: DDE (deep dose equivalent), LDE (lens dose equivalent), and SDE (shallow dose equivalent). The reports shall also include VA facility information, account number, received date, and reported date. METER (Multiple Employer Total Exposure Report) The contractor shall supply a monthly report that list individuals who have activity in other dose monitoring accounts during the calendar year. Each individual exposure shall be summed up across all facilities to help compare totals with regulatory limits. This report shall satisfy the information required for the NCR s requirement that occupational exposures be controlled within limits for all sources of on-the-job exposure. Analysis The contractor shall perform a full regulatory compliant analysis of all dosimeters and rings. OSL dosimeters, the detector shall have the ability to be re-stimulated numerous times to confirm the accuracy of a radiation does measurement. A full reanalysis shall be performed for every dose more than 500 mrem. Imaging to identify static, dynamic or contaminated conditions shall be automatically performed for all beta and low-energy photon measurements yielding a dose more than 500 mrem. Reanalysis of doses at less than 500 mrem shall be performed if requested by the ordering facility. The contractor shall have the ability to differentiate between static and dynamic exposure. TLD Ring dosimeters, shall measure x, beta and gamma radiation with a lithium fluoride chip. Accurate determination of exposure shall be supported by calibrations using a phantom. Rings shall be scanned to identify and track each ring from receipt to report. The process shall be overseen by knowledgeable technicians. The glow curve of the readout that permits a more conclusive evaluation of radiation exposure shall be retrieved and analyzed before the exposure report is generated if any anomaly appears. Record Retention The contractor shall automatically provide permanent records archiving. Customer Service The contractor shall ensure timely response to customer inquiries by assigning a specific representative who shall be accessible during regular working hours through a toll-free phone system. Emergency Services The contractor shall provide emergency processing of dosimetry devices when requested. This processing shall be completed within 24 hours of receipt of the device by the vendor. The Radiation Safety Officer or designee shall be notified of the processing results by telephone or email within 24 hours of receipt of the device by the vendor. Supplies The contractor shall provide the WSNC ordering facilities with OSL (optically stimulated luminescence) dosimeters or equivalent, control dosimeters, and TLD rings for personnel monitoring. The dosimeters shall be provided to the ordering facility on the basis specified in the TO. The ordering facility will return the dosimeters to the contractor for analysis. OSL Dosimeters or equivalent The OSL dosimeter or equivalent shall measure x, gamma and beta radiation for the whole body and extremities. The OSL dosimeter or equivalent shall be sealed inside a tamperproof plastic blister pack to eliminate possible mishandling, light leakage or lost detection elements. The OSL dosimeter or equivalent shall be unaffected by heat moisture and pressure. The OSL dosimeter or equivalent shall come in individually wrapped pouches with a card containing worker information. The dosimeters shall be divided into department groupings with series name and or code indicated on each dosimeter. The wear period for a dosimeter is one month. Ring Dosimeters (TLD) The ring dosimeter shall measure exposure due to x, beta and gamma radiation with TL (thermoluminescent) technology. The TLD shall be encapsulated inside an identification cover, so the identity of the chip and the wearer is always maintained. The rings shall be able to be worn in dry or wet working conditions and cold sterilized without compromising the integrity of the dosimeter. The rings shall come in 3 or more sizes; small, medium and large. The edges of the ring shall be smooth, in order to be worn inside surgical gloves. The dosimeters shall be divided into department groupings with series name and/or code indicated on each dosimeter. The wear period for a dosimeter is one month. Control Dosimeters Control dosimeters shall be included in each shipment at no additional cost to record in-transit and storage exposure. Supply Shipping and Handling Specifications The delivery of dosimetry devices is required within 7 calendar dates of record creation for additions of new personnel or additional badges for existing personnel, unless a rush shipment is requested. The creation of a single record shall automatically provide all individual dosimetry devices for the current month and all subsequent months. When a rush shipment is requested, the dosimetry device(s) shall be received within 3 calendar days of record creation. Shipping containers shall be reusable for return of the devices to the contractor. Return shipping labels shall be supplied by the vendor. The dosimetry devices shall be provided in presorted series bags. Primary sorting and distinction shall include unlimited series separation by groups of users. Series coding shall be alphanumeric. Dosimetry devices shall provide obvious, distinct, color coding for easy special purpose identification while being worn. Dosimeter colors shall alternate with each wear period. Badges must be identified with clearly visible printed word Collar , Chest , Waist or other clear, descriptive nomenclature, to aid in proper wear positioning. The ring badge must have at least three (3) sizes, be waterproof, and have a permanent label. The ring badges shall be color coded for alternate months. Body badges shall be waterproof and have a permanent label. Data Accessibility Specifications The contractor must have web access capability such that the Government may be able to at a minimum: Add, transfer, or delete personnel Add additional badges to existing personnel Review records (wearer, badge type, frequency, dose history, etc.) Summarize results (exposure levels, ALARA, etc.) Review exposure histories per entire account Review exposure histories for an individual Add lifetime cumulative dose for an individual Add current year dose for an individual Reactivate wearers and badges Assign spare badges List unreturned badges Download data files for unreturned badges Download data files for badge readings (exposure for specified periods) Access to dosimetry data software dashboard. Training The Contractor shall provide training for the ordering facility s designated staff in accordance with the training requested on individual TOs and the manufacturer s standards for operating the ordered equipment. The training may be rendered in any medium (in-person, online, video conference, phone conference, etc.) agreed to by the facility and the Contractor. Privacy Requirements 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 Contractor shall comply with the requirements of the Federal Privacy Act of 1974 (Public Law 93-579), HIPAA (Public Law 104-191), and the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1972 (Public Law 83-255), as well as other statutes regarding confidentiality of patient information during and after the execution of this BPA. The Contractor and the contract pharmacies shall keep all information concerning VA beneficiaries confidential and shall not release or disclose information to any person, except as authorized in writing and according to all applicable laws. The Contractor shall not store patient information on a mobile device. A verbal contact is sufficient to obtain prior authorization when needed. The contract pharmacies that are authorized to fill prescriptions under the BPA and subsequent TOs must agree to the following conditions: All information concerning VA beneficiaries shall be kept confidential and shall not be disclosed to any person, except as authorized in writing from VA, and according to all applicable laws. Representatives of VA are authorized to visit the contractor s sites and the premises of any pharmacy filling VA prescriptions during regular business hours for the purposes of auditing and evaluation, which may include the inspection of clinical records. The Contractor shall report all adverse drug events reported by VA beneficiaries to the facility Chief of Pharmacy, CO, Contracting Officer s Representative (COR), and to the prescribing provider. Pharmaceutical services provided to VA beneficiaries shall meet all standards applicable to Medicaid recipients in the State where services are provided, and standards set forth in the current version of The Joint Commission accreditation manual for Ambulatory Care/Pharmaceutical Services. Security Incident Investigation The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. Contractor Employee Training All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems. (2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training. (3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. Business Associate Agreement (BAA) The Health Insurance Portability and Accountability Act of 1996 (HIPPA) requires that patient lists, names of patients, and any information concerning patients, are considered privileged information, and shall not be disclosed or revealed in any way for use outside the VA. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such information as the VA. Patient confidentiality will be always protected. As Contractor personnel will potentially have access to any patient information related to their performance of duties under this BPA, Contractor shall make its personnel aware that any such information that they might become aware of during their performance is considered privileged information and shall not be disclosed or revealed in any way outside communications with the COR(s) and pharmacists. Contractor shall sign a Business Associate Agreement as a condition for award.