Calibration Services for Radiological Survey Meters

The Virginia Department of Emergency Management is seeking a qualified vendor to provide maintenance, calibration, and repair services for up to 346 radiation survey instruments over a two-year period, following an established annual rotating schedule. The scope includes inspecting, repairing, calibrating, and certifying a variety of Ludlum models with specific detectors, ensuring compliance with ANSI Standard N323AB-2013, USNRC, and FEMA guidance. The contract emphasizes strict adherence to safety, regulatory standards, and detailed documentation, including calibration labels, seals, and proper shipping protocols. All services must be performed by licensed NRC or agreement state facilities, with the vendor responsible for logistics, shipping, and liability for equipment damage or loss. The procurement is structured to ensure operational readiness and regulatory compliance of the agency’s radiological survey meters. The contract is governed by comprehensive state-specific terms and conditions, which incorporate Virginia laws, executive orders, and procurement policies, rather than federal FAR clauses. Key provisions include a lowest responsive and responsible bidder award based on net prices, audit rights requiring record retention for five years, and a cancellation clause allowing either party to terminate after 12 months with 60 days’ notice. Vendors must certify compliance with non-discrimination, ethics, immigration, and debarment statutes, including participation in the E-Verify program for large employers. The contract also mandates the use of agency-provided reusable shipping containers, proper labeling per CFR standards, and detailed documentation of calibration procedures and results. Payment will be made upon submission of invoices through the eVA portal, with all costs included in the bid price and no extra charges permitted. The solicitation requires electronic bids via eVA by August 28, 2025, with proposals to be submitted on official forms, and questions directed to the designated agency contact.