Q522--RADIATION SAFETY SUPPORT

This is a SOURCES SOUGHT announcement only. It is neither a solicitation announcement nor a request for proposal or quote and does not obligate the Government to award a contract. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research, to make appropriate acquisition decisions, and to gain knowledge of potential qualified businesses capable of providing the following: Radiation Safety Training and Support Services for Wichita VAMC *** See Statement of Work below for details *** If this is within your capability, please respond with the information below: Company Name Address Point of Contact Phone, Fax, and Email UEI number GSA Contract (as applicable) Capability Statement that clearly and convincingly identifies your ability to fulfill this requirement. Brochures of product being offered to include specifications. Interested firms are reminded that in accordance with FAR 4.12, prospective contractors shall complete electronic annual representations and certifications to be considered for award. In addition, FAR 4.11 states that prospective contractors shall be registered in the System for Award Management (www.SAM.gov) database. All Service-Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) shall be verified in VetCert at https://veterans.certify.sba.gov Point of Contact for this Sources Sought is: contact@example.gov Department of Veterans Affairs Network Contracting Office -15 3450 S. 4th Street Trafficway Leavenworth, KS. 66048 STATEMENT OF WORK (SOW) FOR RADIOACTIVE MATERIAL RADIATION SAFETY SERVICES VETERANS HEALTH ADMINISTRATION 1. INTRODUCTION The Veterans Health Administration, Robert J. Dole VA has a requirement for Radioactive Material Radiation Safety Officer (RSO) services. The RSO serves as the subject matter expert on radioactive materials as well as regulatory requirements for the Robert J. Dole VA Medical Center. The RSO is tasked with the following applicable Nuclear Regulatory Commission (NRC) regulations: (10 CFR 19, 10 CFR 20, 10 CFR 35), the National Health Physics Program (NHPP) permit requirements listed the permit as well as VA Directives 1105 and 1105.02. 2. SCOPE OF WORK The contractor will serve as the subject matter expert on radioactive materials and regulatory requirements for the Robert J. Dole VA Medical Center. The RSO will comply with all applicable NRC regulations 10 CFR 19, 10 CFR 20, 10 CFR 35, NHPP permit requirements, and the VA Directives 1105 and 1105.02. The RSO will provide training to the diagnostic radiology RSO during the RSO coverage. The RSO shall comply with the following requirements. 3. TECHNICAL REQUIREMENTS Be a qualified Medical Physicist. Serves as statutory Radioactive Material Licensed Radiation Safety Officer (RSO) for Wichita VA. RSO must be qualified to be listed as a RSO on the medical center s VHA Master Materials License (MML) Permit per VHA National Health Physics Program (NHPP) guidance and NUREG-1556 documents for a limited scope permit. Provides 24/7/365 support, fulfilling technical and regulatory requirements that support Wichita VA Radiation Safety Program. Monitor the facility s Radiation Safety Office. Update the Wichita VA Chief of Radiology, Chief of Staff or designee on Nuclear Medicine s Radiation Safety Program. Review and manage the radioisotope usage continually per VA, NRC, and FDA requirements. Monitor the Wichita VA Radiation Safety Training Program, updating and reporting deficiencies to the facility s Chief of Staff or designee. Ensure the As Low as Reasonable Achievable Program (ALARA) compliance. Draft reviews to the Chief of Staff and/or designee. Ensure the current inventory of radioisotopes and sealed sources are maintained and recorded per NRC 10 CFR 35.24 requirements. Prepare for and participate in the quarterly Radiation Safety Committee (RSC) meetings. Prepares minutes per NRC/National Health Physics Program (NHPP) requirements. The minutes will need to be signed by the director within 45 days and sent to Quality and Patient Safety Council. Recommend the corrective actions that improve efficiency and safety using X-ray and radioactive materials without patient identifiers. Perform periodic audits. Trains and mentor s staff on periodic audit and RSO programs. Audits shall inspect or review the following: Dosimetry results. The linearity, accuracy, constancy, and geometry of dose calibrators Weekly surveys and wipe tests Old-sealed source inventories Procedures requiring written directives. Radioactive material inventories and leak testing of radioactive sources Review regulatory requirements and educates staff on safe radioisotopes and X-ray procedures. Prepare all Radioactive Materials (RAM) License Applications, Amendments, and Renewals. Participate in all VA, State, and NRC Regulatory Inspections. Draft all required VA, State, or NRC Notice of Violation Responses for Wichita VA Chief of Staff or Designee. Review and report to the Wichita VA Chief of Staff or designee, VA, NRC, and FDA status of all VA, State, and NRC Technical or Regulatory Inquiries or Requests. Draft Quarterly Dosimetry Review for NHPP office and Wichita VA Chief of Staff or designee. Review Fetal Dose Calculations, reporting and providing recommendations to the RSC and Wichita VA Chief of Staff or designee. No patient identifiers or VA sensitive information used. Review and recommend updates concerning Radiation Safety Policies and Procedures to RSC and Wichita VA Chief of Staff or designee. Provide on-line or in-person Radiation Safety Training for staff directly or indirectly involved in Wichita VA Radiation Safety Program. Training will not include sensitive information. Online training will be provided through a conferencing platform. Annually perform Regulatory and Technical Audit of Wichita VA Radiation and Safety Program. Reports findings and recommends corrective action to Chief of Staff, designee and clinical staff affected by the audits. Ensures all State and Federal radioactive material regulations are met, and that personnel are compliant with all responsibilities and tasks. Leak-test all sealed sources at the required frequency. Ensures Wichita VA leak-testing service meets all VA, NHPP, NRC and FDA requirements. Provide dose calibrator accuracy testing. Performs tests on station once a quarter. Results presented to RSC. Assist in all technologist quality control (QC) testing Provides training on more frequent QC test procedures, such as linearity and constancy tests, area and wipe surveys, etc. Performs dose linearity calculations for clinical staff. Ensures clinical staff has ample opportunity to ask questions and discuss all issues of concern. Prepare supporting documentation and service level agreements (Concerning radiation safety), State license applications, amendments, and renewals. Prepare for a deep dive quarterly audit on any special emphasis item identified by Wichita VA Chief of Staff, designee, and any Radiation Safety or Radiation Safety Officer Program finding from VA, NHPP, NRC and FDA reviews. RSO shall provide at least two on station visits per year at Wichita VA to ensure that day-to-day radiation safety is assured. Contractor will not need access to VA network or sensitive information. RSO contractor shall provide online and onsite days training curriculum to the Dole VA Ionizing Radiation RSO. Training will not include sensitive information. Online training will be provided through a conferencing platform. RSO shall provide a task report and submittal to the Wichita VA Chief of Staff or designee. RSO will make sure survey meters are calibrated, and records maintained. Follow VHA Directives 1105 and 1105.02. Prepare the annual National Emission Standards for Hazardous Air Pollutants (NESHAPS) report for the Environmental Protection Agency (EPA) to protect public health and preparing xenon room calculations for xenon clearance times. 4. DELIVERY & LOCATION INFORMATION Services will be provided to: Robert J. Dole Medical Facility Building 34 NX Warehouse 5500 East Kellogg Wichita Kansas, 67218 5. SECURITY REQUIREMENTS: Contractor will not have access to VA network or patient sensitive information. Contractor will not store, generate, transmit, or exchange VA sensitive information. All VA sensitive information will be stored, generated, transmitted at the Wichita VA. The C&A requirements do not apply, and a Security Accreditation Package is not required. 6. PERIOD OF PERFORMANCE Base year: 6/1/25-5/30/26 Option year 1: 6/1/26-5/30/27 Option year 2: 6/1/27-5/30/28 7. WORK HOURS: Decided by Radiology Program and RSO contractor 8. ROBERT J. DOLE POINT OF CONTACT: Will be provided at time of award 9. INSTALLATION AND CLEANUP NA 10. TRAINING: RSO training to RSO for ionizing radiation to include remote service and two onsite visits. 11. WARRANTY AND MAINTENANCE SERVICE NA