Q522--36C25523Q0096 | Dosimetry Badges | STL | John Cochran

THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this RFI In Accordance With (IAW) FAR Part 15.201(e). SOURCES SOUGHT DESCRIPTION This is NOT a solicitation announcement. This is an RFI/sources sought only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 334519. Responses to this source sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this source sought, a solicitation announcement may be published. Responses to this source sought synopsis are not considered adequate responses for a solicitation announcement. The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following: The Department of Veterans Affairs, Network Contracting Office (NCO) 15, has a requirement to obtain Dosimetry Radiology Badges for the Saint Louis VA Medical Center, John Cochran Division located at 915 North Grand Blvd, St Louis, MO 63106. It is anticipated that a firm-fixed-price base one (1) year contract with up to four (4) one (1) year option years will be awarded. NAICS 334519 Other Measuring and Controlling Device Manufacturing, and small business size standard $500m are applicable to the required services. SERVICES TO BE PROVIDED: This is to establish a new contract to an ongoing requirement for accredited dosimetry services to comply with regulatory requirements and for personnel monitoring services (dosimetry) at the John Cochran VA Medical Center Division. The dosimetry services shall supply necessary personnel monitoring devices of a National Voluntary Laboratory Accreditation Program (NVLAP) of the US National Institute of Standards and Technology for all radiation testing categories required by the John Cochran VA Medical Center. The contractor shall continue to provide required dosimetry services as required necessary to maintain operating specifications of the dosimetry services. The Contractor will, at no additional charge, provide all required licenses, and documentation of performance. Due to proprietary equipment and re-read capability, only Statement of Work A dosimetry program is highly regulated by the Nuclear Regulatory Commission (NRC). Failure to maintain an appropriate dosimetry program and provide individual monitoring devices or equipment could result in regulatory non-compliance with the possibility of fines, lawsuits, and/or the revocation of our permit to use byproduct material under the 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. Specifications for personnel monitoring services for the St. Louis Veterans Affairs Medical Center (SLVA) are provided herein. Monitoring services are to be provided at the initial setup in the approximate quantities shown below. The contract shall be for a period of one year, with renewal optional for four years. The cost of the contract should be presented in terms of the total annual cost, and expressed as the cost per badge type, according to the number of each badge type. No additional charges will be incorporated or expected, with the exception of non-returned or damaged badges and holders, and emergency readings. Credit will be given for all fees assessed for lost/late badges, upon return of same. If personnel monitoring services do not meet specifications, the contract may be terminated by the government. The selected dosimetry vendor service company shall have a well-established and demonstratively successful means of providing the goods and services described in these specifications. This document contains specifications for both the dosimetry devices and the dosimetry service. The dosimetry vendor must be able to demonstrate and provide the licensing and specific requirements listed upon request. The Vendor must be NVLAP certified. I. Dosimetry Device Specifications: The dosimetry device specifications are described as follows: A. The selected vendor shall supply necessary personnel monitoring devices of a NVLAP certified type or combination of types. At the present time SLVA utilizes 6-10 series, with an approximate total of all of the required number of devices needed for initial setup: 165 monthly Whole Body devices (Body Badges), including above and below aporn devices; 100 quarterly Whole Body devices; 10 monthly Extremity devices (Ring Badges). All of these badges presently are for detection of beta, gamma and x-rays. Initial set up includes a holder for each body badge, and approximately 50 spare holders. During a contract year, 1-20 area monitors are also normally utilized on a monthly basis. B. The devices shall be supplied according to the following specifications: 1. The vendor's dosimetry service shall be currently accredited by the National Voluntary Laboratory Accreditation Program (NVLAP) of the US National Institute of Standards and Technology for all radiation testing categories. 2. Written specifications shall be provided, prior to bid evaluation, on dosimetry devices defining: (a) Minimum detectable reported dose; (b) Energy discrimination capabilities including accuracy, precision, and (c ) Maximum range of reported dose for the various energy ranges concerned, primarily: a. Less than 100 KeV photons b. 100 KeV through 250 KeV photons c. Greater than 250 KeV up to and including Cs 137, Co 60 d. Photons from a 6/18 MeV external beam linear accelerator e. Beta radiations 3. Dosimetry devices shall be routinely delivered to the customer by the 20th calendar day of each month preceding the next exchange date. Exchange dates are the first day of any month. If the devices are not received by the 20th calendar day, the vendor shall, at no cost to the Government, ship the devices in a manner to ensure delivery by the 3rd business day after notification by the Government. 4. The delivery of dosimetry devices is required within 7 calendar days 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. 5. Shipping containers shall be reusable for return of the devices to vendor. Return shipping labels shall be supplied by the vendor. 6. The dosimetry devices, including additions, shall be provided in presorted and individually packaged and labeled containers in accordance with the criteria ( account or series ) established by the Government s Radiation Safety Officer ( RSO ) at the time of setup. 7. Primary sorting and distinction will include unlimited series separation by groups of users. Series coding shall be alphanumeric. 8. Minor transactions regarding the vendor service including, but not limited to, user additions, deletions, changes, inquiries, etc., shall be exclusively between the Government s RSO or designee and the vendor. On-line capability for changes, account information, reports, etc., by the RSO shall be provided. 9. Shipments shall include individual printed packing lists for each group of users. The individual packing lists shall include the numerical order of the dosimeters. Other information provided in the listing shall include, but is not limited to, the following: a. Social security number, if requested b. Badge control identification Badge type Prescribed wear period, by date Dosimetry devices shall provide obvious, distinct, color coding for easy special purpose identification while being worn. Dosimeter colors shall alternate with each wear period. Above and below apron badges will also be color coded for easy identification. 11. The vendor shall provide a method for calculating and reporting Effective Dose Equivalent or Effective Dose automatically for designated badge wearers. 12. Badges shall be identified with clearly visible printed word "Collar", Chest or "Waist" or other clear, descriptive nomenclature, to aide in proper wear positioning. 13. The ring badge shall have at least three sizes, be waterproof, have a permanent label, and be capable of withstanding cold sterilization. The ring badges shall be color coded for alternate months. 14. Body badges shall be waterproof and have a permanent label. C. The vendor shall have internet access capability such that the Government may be able to at a minimum 1. Add, transfer, or delete personnel 2. Add additional badges to existing personnel 3. Review records (wearer, badge type, frequency, dose history, etc.) 4. Summarize results (exposure levels, ALARA, etc.) 5. Review exposure histories per entire account 6. Review exposure histories for an individual 7. Add lifetime cumulative dose for an individual 8. Add current year dose for an individual 9. Reactivate wearers and badges 10. Assign spare badges 11. List unreturned badges 12. Download data files for unreturned badges 13. Download data files for badge readings (exposures for specified periods) The on-line system shall be sufficiently easy to use such that it is more efficient to use than manually requesting changes by telephone. Initial and periodic on site training shall be provided, at the Government s request, promptly at service setup by the vendor or at modification of web site. D. The RSO or designee shall be notified by telephone or email of all readings above the levels set by the RSO within 24 hours from the reading of the dosimeter. The system shall be capable of setting different notification levels for separate series codes within an account. E. The vendor shall automatically provide permanent records archiving. F. The vendor 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. G. The vendor 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 RSO or designee shall be notified of the processing results by telephone or email within 24 hours of receipt of the device by the vendor. H. Charges for unreturned or damaged dosimetry devices shall be: a. No more than $7.00 per Whole Body Device b. No more than $7.00 per Extremity Device I. The St. Louis Veterans Affairs Medical Center shall not be charged for shipping costs associated with the following activities: (a) Duplicate shipments of dosimetry devices; (b) Rush shipments of dosimetry devices (2nd day delivery) associated with but not limited to, personnel additions, transfers, or provision of additional spare badges; (c ) Priority shipments of dosimetry devices when devices are not received as specified. The St. Louis Veterans Affairs Medical Center shall not be charged for the following: (a) Set up, transfer, deletion, or reactivation of an monitored individual; (b) Series or group separation (i.e., new series or account); (c) Complete computer system capabilities as stated including access time (Medical Center owned or vendor provided equipment); (d) Training of personnel to adopt vendor's service, if necessary; (e) Adjustment of dose record by Radiation Safety Officer; (f) up to 50 extra holders per year, if requested. II. Other: No presorting of the dosimetry devices by the Government shall be required prior to returning the dosimetry devices to the vendor. B. The vendor shall provide a means of tracking all unreturned dosimetry devices, including whole body and ring badges. The periodic (monthly, quarterly) reports shall list all individuals on the account or series, whether or not the monitor was worn or returned, and indicating, where appropriate, any monitors which were issued but not worn or not returned for the period of the report. This information shall also be obtainable through data file downloads from the on-line computer system. The information shall be available for downloading on at least a monthly basis and shall be capable of tracking unreturned devices for the past 18 calendar months. C. Radiation dose reports, including monthly, quarterly, year to date, lifetime totals, and termination reports shall meet the records requirements of the U.S. NRC and OSHA. The vendor shall automatically provide printed and computer updates of records which have had a dose adjustment made by the RSO. The vendor shall automatically provide an NRC Form 5 or equivalent, at no cost, for each monitored individual in each series code, on an annual basis. E. The vendor shall provide a means of maintaining current year dose and lifetime cumulative doses for individuals as requested by the RSO. F. Complete dosimetry reports shall be routinely provided to the RSO. A second copy of each report, with any specified omissions such as sex, social security number, and date of birth, shall be provided upon request and issued, if requested, for shipment directly to user groups. G. The dosimetry reports shall include a separate fetal dose estimate for all identified pregnant personnel. H. The average shipping time of the completed exposure reports shall not exceed 7 calendar days after receipt of the exposed dosimetry devices by the vendor. Radiation exposure and other reports shall be shipped via a carrier which guarantees second working day delivery. I. The vendor shall automatically provide printed copy wear period, annual summary, and annual statistical summary reports for each account. These summaries shall include a listing by user groups, of every person badged at any time during the year. Other information provided for each listing shall include, but not be limited to, the following: (a) Group or series number; (b) Badge number and type; (c ) Annual and lifetime dose; (d) Social security number; (e) Date of birth; (f) Sex; (g) Deep dose and shallow dose for each monitoring period; (h) Extremity dose; (i) Internal dose reported by Radiation Safety Officer; (j) Total Effective Dose Equivalent; (k) Data on all currently issued devices regarding late returns, unreturned, and deleted devices. J. The vendor shall provide a means to electronically download exposure data information using the on-line computer system. K. The vendor shall provide individual termination summary reports for each individual removed from an account upon request. L. The St. Louis Veterans Affairs Medical Center shall not be charged for any reports or summaries, written or electronic, including but not limited to the following: (a) Individual termination summary reports; (b) Exposure reports; (c) ALARA reports as requested; (d) Annual exposure summary reports; (e) Unreturned badge reports; (f) Annual statistical summary for entire account; (g) Individual NRC Form 5 exposure reports or an accepted equivalent. Form 5 reports are to be delivered to the SLVA by the May 1(or approximately 120-day calendar days) after the end of the previous calendar year. III. Service Documentation: A. The vendor shall provide documentation verifying its ability to fulfill the commitments set forth within this document. This documentation shall be provided prior to any contractual agreement and shall include the following: (a) Representative samples of reports and summaries as previously specified; (b) Samples of computer-generated data in the same format as previously specified; (c) A list of medical centers and hospital customer references, with dosimetry needs similar to those of the St. Louis Veterans Affairs Medical Center. If, at any time during the contract period, the vendor fails to meet any contract specification, the contract may be canceled by the Medical Center with a sixty-day letter of notification of cancellation of service. IV. Other Features or Services: The vendor is requested to provide information and costs for any specialty items (such as MicroStar or InstaDose), services or web features that have not been included above which the vendor would like to offer. SPECIFIC RESPONSE INSTRUCTIONS: Please submit your response (capability statement) in accordance with the following: Please provide a name, email address and phone number of the appropriate representative of your company; A short description of your company s capability of furnishing the services listed above; Indicate whether your company, subcontractors, teaming partners, joint ventures have a Federal Socio-Economic status, e.g., Small Business, Service-Disabled Veteran Owned Small Business, Veteran Owned Small Business, Woman-Owned Small Business, Disadvantaged Small Business, and Hub Zone. MUST BE AN AUTHORIZED DEALER and PROVIDE LETTER from MFR. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the brand name. If you are interested and are capable of providing the sought-out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.)? Is your company considered small under the NAICS code identified under this RFI? Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number. Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described in the attached SOW. Please provide your DUNS number. Responses to this notice shall be submitted via email to: Lisa Fischer @ contact@example.gov. Telephone responses shall not be accepted. Responses must be received no later than Friday January 6th, 2023 by 3:00pm CST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this source sought. Responses to this source sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation