H365--Radiation Physicist - PM&R | Physicist Services - Intent to Sole Source - A-Bear Consult, LLC

NOTICE OF INTENT TO AWARD SOLE SOURCE: Department of Veterans Affairs (VA) Regional Procurement Office East (RPOE), Network Contracting Office 4 (NCO 4) intends to award a sole source contract pursuant to FAR 13.106-1(b) with A-Bear Consult, LLC., located at 408 Richard St, Crowley, TX 76036. Pursuant to 38 U.S.C. 8127(b), the Government intends to award the sole source procurement to SDVOSB firm, A-Bear, utilizing VAAR 819.7008. The VA Altoona Healthcare System requires physicist support for on-site evaluation for all radiology equipment, review radiation safety policies and procedures, review of film badge reports, review integrity of radiation shields, review procedure protocols for CT and MRI, and review the integrity of both image acquisition and radiology physician display monitors. Services shall be provided for the Department of Veterans Affairs James E. Van Zandt Medical Center. THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES; however, any responsible firm that believes it can meet the requirements may give written notification and capability statements prior to the response due date and time. Vendors shall indicate if they are the direct supplier or service provider of the items and/or authorized reseller/distributor. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to perform the requirements and must include relevant corporate experience along with the applicable contract number, total contract dollar amount, contract period of performance, details of the relevant services and customer point of contact with corresponding telephone number and email address. Responses must include following information: Company Name SAM number Company's address Point of Contact information (title, phone number and email address) Business size. Response received will be evaluated; however, a determination by the Government not to compete the proposed procurement based on responses to this notice is solely within the discretion of the Government. Information provided will not be returned. Responses are due by Friday, 11/15/2024 at 3:00 PM (EST). No submissions will be accepted after this date and time. Responses shall be submitted via email to contact@example.gov. The NAICS code for this acquisition is 541380 and the standard size is $19.0M. Statement of Work - Physicist Services SERVICE Contractor shall provide physicist support for on-site evaluation for all radiology equipment, review radiation safety policies and procedures, review of film badge reports, review integrity of radiation shields, review procedure protocols for CT and MRI, and review the integrity of both image acquisition and radiology physician display monitors. Services shall be provided for the Department of Veterans Affairs James E. Van Zandt Medical Center. - All services shall be provided in accordance with the specifications, terms and conditions contained herein. Service locations are indicated in the table below: Location Number Location Name Location Address #1 James E. Van Zandt Veterans Affairs Medical Center 2907 Pleasant Valley Boulevard Altoona, PA 16602 #2 DuBois VA Outpatient Clinic 5690 Shaffer Road DuBois, PA 15801 #3 Johnstown VA Outpatient Clinic 598 Galleria Drive Johnstown, PA 15904 #4 State College VA Outpatient Clinic 2581 Clyde Avenue State College, PA 16801 GENERAL Contractor will review all film badge (dosimetry) records to assess if occupational exposure levels are below regulatory limits and make recommendations regarding ALARA (As Low As Reasonably Achievable) guidelines. Contractor will perform integrity check of all personnel lead shielding devices to include approximately fifty (50) lead aprons and ten (10) thyroid shields. Provide telephone consultation as needed. Attend at a minimum two (2) quarterly MR/Radiation Safety Committee meetings, by telephone, to review protocols and general radiology practices related to patient safety. DIAGNOSTIC RADIOLOGY Contractor will perform testing to conform with requirements of federal, state, and local regulations, and Joint Commission Standards for the following equipment. Eleven (11) X-ray tubes One (1) of which is in each of the three alternate locations #2-4 given in the table One (1) Dexa tube One (1) Intraoral Dental tube One (1) Panoramic Dental tube Every other year update the Patient Radiation Exposure Monitoring Program in accordance with guidelines established by the U.S. Department of Health and Human Services, Food and Drug Administration (FDA). Surveys should satisfy the current Joint Commission standard for monitoring doses from diagnostic radiology procedures. MAGNETIC RESONANCE IMAGING Contractor will provide an on-site performance evaluation of one (1) MRI unit. The following parameters should be included in the final report: Magnetic Field homogeneity Alignment Light Accuracy Geometric or Distance Accuracy High Contrast Resolution Low Contrast Resolution (or contrast to noise ratio) Slice Position Accuracy Slice Thickness Accuracy Radio Frequency coil checks (Uniformity & SNR for all coils used clinically) Artifact Evaluation Procedure/Protocol Review as it relates to a general medical physics evaluation and determines if protocols meet general practice guidelines Acquisition Display Monitor Performance COMPUTED TOMOGRAPHY Contractor will perform an on-site performance evaluation of one (1) CT Scanner, and measure radiation output for typical clinical scans. The following parameters should be included in the final report: Procedure/Protocol Review Phantom and Scanner Alignment (Alignment Light Accuracy) Radiation Beam Width Slice/Image Thickness Accuracy Slice Position Accuracy (when prescribed from a scout image) CT number accuracy at different kVp outputs CT Number Accuracy & Uniformity Low Contrast Performance Image Uniformity and Noise Geometric or Distance Accuracy Artifact Evaluation High Contrast Spatial Resolution Acquisition Monitor Display Performance Radiation dose (CTDIvol) for four commonly used CT protocols Table Travel Accuracy To ensure compliance with JC standards a qualified medical physicist (QMP) will be available to meet remotely with the CT protocol committee established by the facility. The meeting frequency and times will be established by the committee. The QMP will assist with the establishment of dose notification and dose alert values (CTDIvol and/or DLP) for diagnostic CT imaging protocols used at the facility. On an annual basis, the QMP will perform a review of diagnostic CT examinations performed at the facility. The review process will include an analysis and comparison of all incidents where the radiation dose index exceeded expected dose index ranges identified in the imaging protocols and comparison of the data to established external benchmarks. The physicist staff must include a fully qualified physicist and a fully qualified physicist who will serve as the backup. The physicist performing the evaluations will have board certification by one or more of the following (if not board certified, see below note): American Board of Radiology Diagnostic Imaging Physics by the American Board of Medical Physics Diagnostic Radiological Physics by the Canadian College of Physicists in Medicine. NOTE: If not board certified, the medical physicist conducting the performance evaluation will meet ALL of the following requirements: 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. College coursework in the biological sciences with at least one course in biology or radiation biology, and one course in anatomy, physiology, or similar topic related to the practice of medical physics. Documented experience in a clinical environment with at least 10 CT performance evaluations completed under the direct supervision of a board-certified medical physicist SERVICES Contractor will be responsible for reviewing the department s radiation safety policies and procedures and make any recommendations. Contractor will review all film badge (dosimetry) records to assess if occupational exposure levels are below regulatory limits and make recommendations regarding ALARA (As Low As Reasonably Achievable) guidelines. Annually evaluate radiation dose on four common CT procedures (protocols) submitted by the facility RSO (Radiation Safety Officer). Must verify that CTDIvol (volume computed tomography dose index) for each protocol is within 20% of the CTDIvol displayed on the CT console. Dates, results and verification of measurements must be documented in the final physicist report. Contractor will perform integrity check of all personnel lead shielding devices to include approximately forty-three lead aprons and five thyroid shields. Contractor is responsible for updating and ensuring the Patient Radiation Exposure Monitoring Program is in accordance with FDA and Joint Commission standards. Annually evaluate radiation dose on four common CT procedures (protocols) submitted by the facility RSO (Radiation Safety Officer). Must verify that CTDIvol (volume computed tomography dose index) for each protocol is within 20% of the CTDIvol displayed on the CT console. Dates, results and verification of measurements must be documented in the final physicist report. Annually evaluate image acquisition display monitors (CT and MRI only) and radiology physician display monitors for maximum and minimum luminance, luminance uniformity, resolution, and spatial accuracy. Measurements must be documented in the final physics report. Provide telephone consultation as needed. Physicists will work when scheduled with the Radiology department, and telephone support when needed. Attend at a minimum two quarterly MR/Radiation Safety Committee meetings to review protocols and general radiology practices related to patient safety. CONFORMANCE STANDARDS: Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of American College of Radiology standards, NFPA-99, Joint Commission, HIPAA, NEC, OSHA, CAP, Federal, state, and Local specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM s technical specifications. DOCUMENTATION/REPORTS: The documentation will include equipment down time and detailed descriptions of the scheduled procedures performed that keep the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards. In addition, each ESR must at a minimum document the following data legibly and in complete detail: Name of Contractor. Name of Physicist who performed services. Contractor Service ESR Number/Log Number. Date, Time (starting and ending), Hours worked for service call. Description of tests performed by. Identification of Equipment to be serviced to include the following: Equipment ID # or EE# from the bar-code, Manufacturer's Name, Device Name, Model#, Serial #, and any other Manufacturer's identification numbers. Itemized Description of Service(s) Performed, including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. Signatures from the following: Physicist performing services described. VA Employee who witnessed service described. Equipment downtime, calculated in accordance with Conformance Standards. NOTE: ANY ADDITIONAL CHARGES MUST BE APPROVED BY THE CO BEFORE SERVICE IS COMPLETED! REPORTING REQUIREMENTS: The contractor shall report to VA Police to "check-in" upon arrival and prior to performance of work under this contract or contact the Program point of contact (POC) prior to remote access. This check-in is mandatory and can be accomplished in person or by phone contact. When the service(s) is/are completed, the FSE shall document the services rendered on a legible ESR(s). The Physicist shall be required to check out with the Biomedical Engineering Department or Radiology department and submit the ESR(s) to the Program POC. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the Program POC for an "authorization signature." If the Program POC is unavailable, a signed accepted copy of the ESR will be sent to the Program POC within 5 business days of work completion. FAILURE TO COMPLY, EITHER IN WHOLE OR IN PART, WITH EITHER THE NOTIFICATION OR ESR REQUIREMENTS WILL BE DEEMED SIGNIFICANT NON-COMPLIANCE WITH THE CONTRACT AND MAY BE JUSTIFICATION FOR TERMINATION OF THE CONTRACT. ADDITIONAL CHARGES: There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional physicist. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the CO and Program POC (in writing), of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The contractor shall furnish the CO and Program POC with a written estimate of the cost to make necessary repairs. CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment described herein, in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: Each respondent must have an established business, with an office and full-time staff. The staff includes a "fully qualified" Physicist and a "fully qualified" Physicist who will serve as the backup. The Physicist performing the evaluations must have board certification by one or more of the following (if not board certified, see below note): American Board of Radiology Diagnostic Imaging Physics by the American Board of Medical Physics Diagnostic Radiological Physics by the Canadian College of Physicists in Medicine NOTE: If not board certified, the medical physicist conducting the performance evaluation must meet ALL of the following requirements: 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. College coursework in the biological sciences with at least one course in biology or radiation biology, and one course in anatomy, physiology, or similar topic related to the practice of medical physics. Documented experience in a clinical environment with at least 10 CT performance evaluations completed under the direct supervision of a board-certified medical physicist. TEST EQUIPMENT: Prior to commencement of work on this contract, the contractor shall make available if requested a copy of the current calibration certification of all test equipment that is to be used by the contractor in performing work under the contract. This certification shall also be provided on a periodic basis when requested by the VA. Test equipment calibration shall be traceable to a national standard.