Q522--Dosimetry Services

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 a 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 541380 (size standard of $19 Million). Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources 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,: MVAHCS is needing a new contract with a NVLAP approved company to provide accredited dosimetry services including dosimetry devices, personnel monitoring services and records retention to comply with regulatory requirements. The selected dosimetry vendor shall have a well-established and demonstratively successful means of providing the goods and services described in these specifications. The dosimetry vendor must be able to demonstrate and provide the licensing and specific requirements listed upon request. The Vendor must be NVLAP certified. Service must encompass Marion IL VA Health Care System and Evansville Health Care Center separated into two (2) delivery locations and seven (7) series divisions including monthly, quarterly, and bi-annual device wear periods. The vendor shall ship dosimetry devices to two locations as indicated in this document. 1. Sub-account series CARDIOLOGY (CAR); DENTAL (DEN); ENGINEERING (ENG); NUCLEAR MEDICINE (NM); RADIOLOGY (RAD); and SURGERY (SUR); EVANSVILLE (EV) 4. PERFORMANCE REQUIREMENTS: I. Service Specifications: The specifications for acceptable services are described as follows: A. The Contractor shall provide documentation: 1. Contractor shall possess and retain certification of National Voluntary Laboratory Accreditation Program (NVLAP) by the U.S. National Institute of Standards and Technology (NIST) for all categories of radiation testing. 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: (1) Less than 100 KeV photons (2) 100 KeV through 250 KeV photons (3) Greater than 250 KeV up to and including Cs-137, Co-60 (4) Beta radiations B. The services provided shall include the following requirements: 1. Minor transactions regarding the vendor service including, but not limited to, user additions, deletions, changes, inquiries, etc., shall be exclusively between the Contracting Officer s Representative (COR) and/or Governments Radiation Safety Officer (RSO) and the vendor. The service shall provide assignment of read-only services to users, upon request. On-line capability for changes, account information, reports, etc., by the COR and/or RSO shall be provided. 2. The dosimetry service vendor shall have internet access capability such that the Government may be able to at a minimum: (a) Add, transfer, or delete participants; (b) Add additional badges to existing participants; (c) Reactivate participants; (d) Assign spare badges; (e) Access list packing, shipment tracking, and unreturned devices; (f) Review exposure histories by account, series, or participant; (g) Review records (wearer, badge type, frequency, dose history, etc.); (h) Summarize results (exposure levels, ALARA, etc.); (i) Download and/or print data files for unreturned badges; (j) Download and/or print data files for badge readings (exposures for specified periods); (k) Add lifetime cumulative dose and/or year-to-date dose for an individual participant. 3. Vendor s on-line system shall be sufficiently easy to use such that is more efficient to use than manually requesting changes by telephone. Training to navigate webpage shall be provided, at the government s request, promptly at initial service setup by the vendor or at modification of web site. 4. 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. 5. The average time of the completed exposure reports shall not exceed seven (7) calendar days after the receipt of the exposed dosimetry devices by the vendor. Email notice of completed reports by second working day post report availability. 6. The creation of a single record shall automatically provide all individual dosimetry devices for the current month and all subsequent months. 7. The vendor shall automatically provide printed reports or email notification of computer updates of records which have had a dose adjustment made by Governments Radiation Safety Officer. 8. The vendor shall provide a method for calculating and reporting Effective Dose Equivalent or Effective Dose automatically for designated badge wearers. 9. The vendor shall, reanalyze the dosimeter if further laboratory analysis is requested by the RSO. 10. The vendor shall provide a means of maintaining current year dose and lifetime cumulative doses for individuals as requested by RSO or designee. Including adding exposure report readings from previous employment or occupational exposure from other facilities. 11. The dosimetry reports shall include a separate fetal dose estimate for all pregnant personnel. Fetal badges shall be on monthly wear period monitoring and be set for notification levels by the RSO. 12. The vendor shall provide individual termination summary reports for each participant removed from the account upon request. 13. The vendor shall provide a means to electronically download exposure data information using the on-line computer system. 14. The dosimetry service vendor shall automatically provide permanent records archiving. 15. The vendor shall ensure timely response to customer inquiries and clinical concerns relating to dosimetry badges by assigning a specific representative who shall be accessible during regular working hours through a toll-free phone system or on-line real time messaging communication system. 16. The dosimetry service 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. In case of emergency situations in which the RSO needs further technical discussions on dosimetry issues, the dosimetry service vendor will have a dosimetry expert available for consultation. 17. The vendor shall automatically provide an NRC Form 5 or equivalent, for a set price, for each monitored participant in each series code, on an annual basis. Form 5 reports are to be delivered to the Marion VAHCS by May 1 (or approximately 120-day calendar days) after the end of the previous calendar year. 18. 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 notifications levels for separate series codes within an account. 19. The Marion IL Veterans Affairs Health Care System shall not be charged for the following: (a) Set up, transfer, deletion, or reactivations of a 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. 20. 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) Date of birth; (f) Gender; (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. II. Device Specifications: The standard dosimetry device specifications are described as follows: A. The selected vendor shall furnish requested personnel monitoring devices of a NVLAP certified design. Currently Marion IL VA Health Care System has six series and Evansville Health Care Center is categorized into one series. At the time of submission of this document the contractual needs for a dosimetry program are one hundred and ten (110) individual participants with Marion Medical Center facility utilizing seventy-three (73) Quarterly Whole-Body Devices; ten (10) Monthly Whole-Body Devices; three (3) Monthly Extremity Devices and Evansville Health Care Center facility requiring twenty-seven (27) Quarterly Whole-Body Devices. Initial device set up includes extra holder for each badge. During a contract year, 1-10 area monitors are also normally utilized on a monthly basis. B. The dosimetry devices shall be supplied according to the following specifications: 1. The dosimetry devices shall be optically stimulated luminescence (OSL), thermoluminescence dosimeters (TLDs) or equivalent technology. Dosimeters of film media are not acceptable. 2. The devices shall have at a minimum, a photon sensitivity level of 1 milli-roentgen equivalent man (mrem) for whole body dosimeter and a minimal sensitivity of 40 mrem for the ring dosimeter. 3. Devices and service will be available for monthly, quarterly, or bi-annually wear period. 4. Devices shall be delivered to the location specified herein. C. Dosimetry parcel 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. D. 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 an expedited shipment is requested. When a rush shipment is requested, the dosimetry device(s) shall be received within 3 business days of record creation. E. Shipping containers shall be reusable for return of the devices to vendor. Return shipping labels shall be supplied by the vendor. F. The dosimetry devices, including additions, shall be provided in presorted and individually packaged and labeled containers in accordance with the series established by the Government s Radiation Safety Officer or designee at the time of setup. G. Shipments shall include individual printed packing lists for each series. This list shall include, but is not limited to, the following: identification number of the dosimeters; participants name and participants identification number; device control identification number; date of wear period; and dosimeter type. H. Dosimetry devices shall provide clearly distinguishable wear period date and/or color coding for easy special purpose identification while being worn. Dosimeter colors shall alternate with each wear period. I. Whole body dosimeters shall be waterproof and have a permanent label which identifies with clearly visible printed word "Collar", Chest or "Waist" or other clear, descriptive nomenclature, to aide in proper wear positioning. Above and below apron badges will be color coded for easy identification. J. Extremity dosimeters shall have at least three sizes, be waterproof, have a permanent label, and be capable of withstanding cold sterilization. The ring badges will have printed wear period or color coded for alternate months. III. Other: A. Costs for providing the goods and services for the day-to-day operation of the program is to be part of the cost per badge. It is understood that the cost of lost dosimeters and emergency processing is not included in the cost per badge that is being requested. B. No presorting of the dosimetry devices by the Government shall be required prior to returning the dosimetry devices to the vendor. C. The vendor shall provide a means of tracking all unreturned dosimetry devices, including whole body and ring badges. The periodic (monthly, quarterly, bi-annual) reports must list all individuals on the series, where appropriate, any monitors which were issued but not worn or not returned for the period of the report. This information shall 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. D. The Marion Veterans Affairs Health Care System 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. E. Vendor must be able to submit invoices and receive payment through the VA payment center in Austin, Texas. F. 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 customers references, with dosimetry needs similar to those of Marion VAHCS. The information identified above are intended to be descriptive, not restrictive, and to indicate the quality of the supplies/services that will be satisfactory. 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 required specifications. 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, an authorized distributor, or an equivalent solution to the items being referenced above? If an authorized distributor must provide proof. If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, are you providing the equipment from a small business manufacturer? Do you alter, assemble, or 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. Where is the product manufactured? 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 UEI number. Responses to this notice shall be submitted via email to Tracie Raggs at contact@example.gov. Telephone responses shall not be accepted. Responses must be received no later than Wednesday, September 11, 2024, at 2300 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 sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.