Medical Radiation Physicist

This is a combined synopsis/solicitation ("solicitation" hereafter), which is expected to result in award of a firm-fixed- price contract for commercial items, i.e. Medical Radiation Physicist at Wright-Patterson AFB, OH, as described under the paragraph below titled "Contractor Requirement" and "Medical Radiation Physicist Requirements". The solicitation is prepared in accordance with the format in the Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. An award, if any, will be made to the responsible offeror who submits a quote that (1) conforms to the requirements of the synopsitation; (2) that receives a rating of "Acceptable" on the Technical Capability evaluation factor; and (3) that submits the quote with the lowest total evaluated price (TEP), provided that the TEP is not unbalanced and is fair and reasonable. The Government reserves the right to award without discussions or make no award at all depending upon (1) the quality of quotes received and (2) the price fair and reasonableness of quotes received. Synopsitation Number: FA8601-15-T-0211 NAICS Code: 621512 Small Business Size Standard: $15,000,000.00 This solicitation incorporates FAR provisions and clauses in effect through Federal Acquisition Circular (FAC) Fac 2005-78, effective 26 Dec 14; Defense Federal Acquisition Regulation Supplement (DFARS) Publication Notice DPN 20141216, effective 16 Dec 2014; and Air Force Federal Acquisition Regulation Supplement (AFFARS) Air Force Acquisition Circular (AFAC) 2014-1001, effective 01 Oct 14. Synopsitation Closing Date: Quotes must be received not later than 1:00 pm Local (Wright-Patterson AFB) Time, Monday, August 24, 2015. Submit electronic quotes via Jillian Kovacs to: jillian.kovacs@us.af.mil. Any correspondence sent via e-mail must contain the subject line "Solicitation FA8601-15-T-0211." The entire quote must be contained in a single e-mail that does not exceed 5 megabytes including attachments, if any. E-mails with compressed files are not permitted. Note that e-mail filters at Wright-Patterson Air Force Base are designed to filter e-mails without subject lines or with suspicious subject lines or contents (i.e., .exe or .zip files). Therefore, if the specified subject line is not included, the e-mail may not get through the e-mail filters. Also be advised that .zip or .exe files are not allowable attachments and may be deleted by the email filters at Wright-Patterson. If sending attachments with email, ensure only .pdf, .doc, .docx, .xls or .xlsx documents are sent. The email filter may delete any other form of attachments. Address questions regarding this solicitation to either Jillian Kovacs telephonically at (937) 522-4587 or via e-mail at jillian.kovacs@us.af.mil. Contractor Requirement: � Contractor shall furnish all labor, management, supervision, teaching, and reports required to provide personal services of a Radiation Therapy Board Certified or Board Eligible Medical Physicist. MTF and Dayton VA Medical Center will furnish all physical equipment necessary for the performance of duties required by this contract. Required coverage is for 0.8 of a full time employee (FTE). Contractor shall comply with Air Force and departmental policy along with procedures, federal, and local regulations, TJC requirements, and national and international standards of practice and care. � Optimize treatment dosimetry and systems performance in accordance with national guidelines and standards (e.g. American Association of Physicists in Medicine/AAPM). Measuring, testing and assessing radiation equipment, sources, and computer systems. Acquiring and applying data from physical measurements and radiological, optical, ultrasonic, and other imaging. Working with engineers and vendors to repair and upgrade radiation therapy machines and devices. QA testing requirements include: o Overseeing clinical treatment planning o Inspecting the daily operations of the clinical dosimetry team o Testing linear accelerator for performance deviations o Measuring radiation output and calibrating the radiation equipment � Work with radiation oncologist to design radiation treatment plans. Acquiring patient-specific anatomic data to plan, deliver, and document treatments. Designing beam or sources placement, and treatment aids and modulators including multi-leaf collimator's (MLCs) and positioning devices. Timeline for accomplishing these tasks will be at discretion of radiation oncologist and based on clinical needs. QA testing requirements include: o Developing radiation treatment plans o Modifying and testing radiation treatment plans � Oversee and participate in treatment procedures. Lead technical aspects of complex treatment procedures including, but not limited to, Total Body Irradiation (TBI), Stereotactic Radiosurgery (SRS), Stereotactic Body Radiation Therapy (SBRT), Low Dose Rate Brachytherapy (LDR), and High Dose Rate Brachytherapy (HDR) brachytherapy treatments. Quality assurance, treatment planning, radiation safety, and record keeping shall also be accomplished by the contractor. � Reviewing, evaluating, verifying quality compliance with the services summary, and providing physics approval of patient treatment plans. QA testing requirements include evaluating the adequacy of planned tumor dose, normal tissue dose tolerance, and ease of treatment plan implementation. Timeline for accomplishing these tasks will be at discretion of radiation oncologist and based on clinical needs. � Developing, implementing, and maintaining regulatory compliance of quality assurance (QA) procedures will be provided by the MTF. Reviewing and maintaining records including charts, QA indicators including equipment QA. Reporting incidents, hazards, errors, and misadministration shall be performed by the contractor in accordance with established national guidelines (AAPM, Nuclear Regulatory Commission/NCR.) � Performs acceptance tests, commissioning and lead technical and processing implementation of new technology including both hardware and software. Coordinate systems implementation and processes with physicians, nurses, therapists and other patient care associates. � Teach and demonstrate principles and applications of radiological physics. The curriculum shall include treatment planning, imaging, dosimetry, delivery of radiation, verification of radiation dose, electronic process and data management, and use of computer systems to junior physicists, physics residents, dosimetrists, therapists, physicians, nurses, administrators, students, vendors, visitors, and others. � All contract personnel shall attend weekly departmental chart rounds as well as any additional required Wright-Patterson Medical Center (WPMC) meetings. In addition, they shall attend professional, research, educational, governmental, and other meetings to acquire continuing education credits needed to maintain board certification and state licensure. Medical Radiation Physicist Requirements � Assist in overseeing the Radiation Oncology physics program, including technical direction of the staff physicist, medical dosimetrist(s), therapy biomedical engineers and other physics support staff personnel. Board-eligible physicists will work under the direct supervision of the department's board-certified Medical physicists. � Perform physics associated with radiation therapy beams and radioactive sources in terms of calibrations and utilizing standard measurement and testing protocols (AAPM Task Group Reports #51 and #142). Tasks may include: o Serve as the clinical physics lead for acceptance, commissioning, annual and monthly testing o Ensuring contract employees comply with federal, professional (e.g. AAPM), Air Force and manufacturer requirements. o Support the medical physics raining program in compliance with AFI 40-201 and AFO 48-148. � Provide the physics support associated with radiation therapy beams in terms of beam characteristics including: o Develop and implement appropriate quality control programs o Provide technical direction to the staff responsible for machine and repair o Perform the calibration requirements of testing devices o Maintain the medical physics lab and associated equipment o Identify and prepare equipment procurements packages o Measure and document beam parameters, validate data against the commissioning data and using established guidelines o Perform and document annual TLD study of beam output � Contractor shall provide commissioning, treatment planning, and quality assurance for the following modalities: Stereotactic Radiotherapy (SRT), Intensity- Modulated Radiation Therapy (IMRT), Arc therapy, Image-Guided Radiotherapy (IGRT), low dose rate brachytherapy (LDR), high dose rate brachytherapy (HDR) and Total Body Irradiation (TBI). � Monitors the technical components of the various treatment modalities to include quality control programs and dosimetry including: o Support radiation oncology team members for technical components of the treatment modality o Consult with and provide testing status/reports to the Chief Radiation Oncologist o Oversee and lead the medical physics training program � Contractor shall provide radiation dosimetry pertinent to the development of and/or evaluation of patient treatment plans including o Overseeing clinical treatment planning o Inspect the daily operations of the clinical dosimetry team o Assist in establishing treatment planning policies o Lead and monitor the internal training programs � Contractor shall review the radiation oncology dosimetry information noted in patient records including o Review and approve plans produced by dosimetry for proper patient treatment o Validate doses associated with the treatment plans using the treatment planning system, secondary calculations, and actual measurements o Assist the radiation safety team with on-site clinic radiation safety information � Submit oral and written: o History of positive and effective interaction and communication regarding job-related tasks with the entire radiation oncology team o History of various job tasks in clinic, local, regional and national medical physics and radiation therapy meetings o Consultations with staff and Radiation Oncologists on technical issues and clinical objectives as established by the Radiation Oncology leadership. Evaluation Criteria: Proposals will be determined based onthe best value to the Government. Evaluation factors are technical capabilitiy and price, with technical capability being more important than price. The proposal must include evidence of technical capability and state how the Contractor will meet the requirements of the Performance Work Statement. The Government has the sole discretion to determine technical capability based on the proposal documentation. Point of Contact: Maj. Borislav Hristov, borislav.hristov@us.af.mil Inspection and Acceptance: Both inspection and acceptance will be by the Government at Destination. Provisions and Clauses: The attached provisions and clauses for the acquisition of commercial items are incorporated into the RFQ. If the offeror has completed the FAR 52.212-3 provision online, the offeror shall only complete paragraph (b) of this provision with its quote. FAR 52.212-3 Paragraph (b) is attached. If the offeror has not completed the DFARS 252.209-7992 provision online, the offeror shall complete and return a copy of the provision with its quote. DFARS 252.209-7992 is attached. If the offeror has not completed the DFARS 252.225-7000 provision online, the offeror shall complete and return a copy of the provision with its quote. DFARS 252.225-7000 is attached. Consent to RFQ Terms and Conditions: Submission of quotes in response to this RFQ constitutes agreement by the offeror to all terms and conditions contained in this announcement and the attached solicitation document, which will be incorporated into the resulting contract. IMPORTANT NOTICE TO CONTRACTORS: All prospective awardees are required to register at the System for Award Management (SAM) and to maintain active registration during the life of the contract. SAM can be accessed at https://www.sam.gov. Any award resulting from this solicitation will include DFARS Clause 252.232-7003, Electronic Submission of Payment Requests. Section 1008 of the National Defense Authorization Act of Fiscal Year 2001 requires any claims for payment (invoices) under DoD contract to be submitted in electronic form. Wide Area Workflow- Receipt and Acceptance (WAWF-RA) is the DoD system of choice for implementing this statutory requirement. Use of the basic system is at no cost to the contractor. Contractors must complete vendor training, which is also available at no cost at http://www.wawftraining.com. Prior to submitting invoices in the production system, contractors must register for an account at http://wawf.eb.mil/. Contract financing is NOT provided for this acquisition. The Government intends to award one firm fixed price (FFP) contract resulting from this solicitation to the responsible offeror whose quote conforms to the solicitation and will be most advantageous to the Government. The Government intends to award without discussions and the Government reserves the right not to make an award at all. Attachments: 1. CLINS, Provisions and Clauses 2. DFARS 252.209-7992, Representation by Corporations Regarding an Unpaid Delinquent Tax Liability or a Felony Conviction under any Federal Law-Fiscal Year 2015 Appropriations 3. FAR 52.212-3, Paragraph (b), Offeror Representations And Certifications--Commercial Items