This is a combined synopsis/solicitation for commercial supplies prepared in accordance with the format in Subpart 12.6, as supplemented with the additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This is a request for quotes under solicitation number: VA262-17-Q-1952. The Department of Veterans Affairs Greater Los Angeles Healthcare System, Los Angeles, California 90073 has a requirement for DIAGNOSTIC MEDICAL PHYSICS SERVICES for the VA Medical Center. The Contractor shall furnish all materials/service at the Veterans Affairs, 11301 Wilshire Blvd., Los Angeles, California 90073. Request items listed below. The Contractor shall furnish all labor, material, supplies, equipment, and qualified personnel to provide on-site diagnostic medical physics support or services for the Veterans Health Administration (VHA), under the terms and conditions stated herein and must adhere to VHA Handbook 1105.04, Fluoroscopy Safety, dated July 6, 2012, http://vaww./va.gov/vhapublications/ViewPublications.asp?pub_ID=2764. The Contractor shall comply with radiation protection standards in 29 CFR 1910.1096 and 10 CFR Part 20, as applicable; and immediately report any unsafe conditions with the potential to adversely impact the facility radiation workers or patients to the Radiation Safety Officer (RSO). Period of Performance: 6 months from start of award. Statement of Work is attached. 1 WLA: Perform annual radiation safety survey of fixed dental units QUANTITY 11 EA 2 WLA: Perform annual radiation safety survey of portable dental units QUANTITY: 4 EA 3 WLA: Perform annual compliance and radiation safety survey of Novalis TX Exact Tract radiographic unit QUANTITY: 1 EA 4 WLA: Conduct a performance test on LINAC CBCT/kV imager QUANTITY: 1 EA 5 WLA: Peform annual compliance and radiation safety survey of x-ray equipment in Interventional Radiology, EP and Cath labs QUANTITY: 5 EA 6 WLA: Conduct physics testing of the gamma cameras QUANTITY: 2 EA 7 WLA: Perform annual service on DEXA unit QUANTITY: 1 EA 8 WLA: Perform annual MQSA-required compliance survey of mammography unit QUANTITY: 1 EA 9 WLA: Perform annual test of ultrasound units QUANTITY: 18 EA 10 WLA: Perform annual compliance and radiation safety survey of Radiographic/fluoroscopic units QUANTITY: 30 EA 11 WLA: Physics testing of the CT scanners QUANTITY: 4 EA 12 WLA: Perform physics testing of MRI scanner QUANTITY: 2 EA 13 WLA: Physics testing of PET/CT unit QUANTITY: 2 EA 14 SACC: Perform annual radiation safety survey of fixed dental units QUANTITY: 8 EA 15 SACC: Perform annual MQSA survey of mammography unit QUANTITY: 1 EA 16 SACC: Perform annual compliance and radiation safety survey of radiographic/fluoroscopic units QUANTITY: 7 EA 17 SACC: Physics testing of the MRI scanner QUANTITY: 1 EA 18 LAACC: Perform annual radiation safety survey of the fixed dental units QUANTITY: 5 EA 19 LAACC: Perform annual compliance and radiation safety survey of radiographic/fluoroscopic units QUANTITY: 4 EA 20 LAACC: Perform annual radiation safety survey of the portable dental units QUANTITY: 3 EA 21 Santa Maria: Perform annual radiation safety survey of the fixed dental units QUANTITY: 6 EA 22 GLA: Shielding evaluations QUANTITY: 1 EA 23 Testing new x-ray machine installs, repaired units, or relocated equipment QUANTITY 1 EA Statement of Work below. The solicitation will be in accordance with FAR Part 12, 13, and 19, Acquisition of Commercial Items, Simplified Acquisition Procedures, Small Business Programs, and Veteran Affairs Acquisition Regulations as supplemented with additional information in this notice. The North American Industrial Classification System (NAICS) code for this requirement is 541990 size standard 750 employees. The Contractor shall adhere to all federal and state laws and regulations in effect during the term of this contract. The Government intends to award a firm-fixed-price contract. The Contract begins on the date of award. Due to time constraints, responses to the solicitation shall be due on Wednesday, September 13, 2017 at 5 pm. Offerors are advised that it is your responsibility to review and monitor the website frequently to ensure you have the most up to date information, including amendments. Correspondence or questions may be directed to Ryan Singletary, Contracting Officer at [email protected] with "VA262-17-Q-1967" in the subject line within 48 hours of release of this notice. Telephone inquiries will not be honored. Inquiries after the allotted period may not be responded to due to the time constraints of the procurement. All offerors must be registered in www.sam.gov to do business with the Government. Ensure your registration is correct, current and has not expired. Diagnostic Medical Physics Services Statement of Work The Contractor shall furnish all labor, material, supplies, equipment, and qualified personnel to provide on-site diagnostic medical physics support or services for the Veterans Health Administration (VHA), under the terms and conditions stated herein and must adhere to VHA Handbook 1105.04, Fluoroscopy Safety, dated July 6, 2012, http://vaww./va.gov/vhapublications/ViewPublications.asp?pub_ID=2764. The Contractor shall comply with radiation protection standards in 29 CFR 1910.1096 and 10 CFR Part 20, as applicable; and immediately report any unsafe conditions with the potential to adversely impact the facility radiation workers or patients to the Radiation Safety Officer (RSO). General Requirements 1. Performance All work shall be performed by a qualified diagnostic medical physicist. A qualified diagnostic medical physicist is a person who is certified by the American Board of Radiology, American Board of Medical Physics, the Canadian College of Physicists in Medicine, or has state licensure. The contractor shall provide documentation to the RSO for each physicist to demonstrate that the physicist meets the requirements of a qualified diagnostic medical physicist. 2. Mandatory Services to be Performed a. The physicist(s) shall perform imaging equipment (x-ray equipment, nuclear medicine cameras, and ultrasound units) inspections to ensure compliance with the current American College of Radiology (ACR); Mammography Quality Standards Act (MQSA); and The Joint Commission (TJC) requirements, as appropriate. Any deficiencies or non-conformances discovered during the inspection shall be verbally or electronically communicated to the service supervisor or RSO within 72 hours of discovery. Deficiencies or non-conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to the RSO immediately (within 15 minutes) upon discovery. A written report (hard copy) of the results shall be provided to the RSO within 30 calendar days after completion of all inspections. b. The qualified diagnostic medical physicist and staff shall perform, if requested, a follow-up inspection to verify compliance of any necessary corrective action performed to correct deficiencies found. c. The contractor shall supply all necessary labor and specialized equipment for conducting the required tests including, but not limited to phantoms and radiation meters/detectors. d. The equipment to be tested according to SOW: Section M - Equipment Summary per Location. e. The period of performance is to run 6 months from issuance of the purchase order. 3. Equipment Inspections The Contractor shall conduct equipment inspections or quality control surveys of the imaging equipment listed below. The Contractor shall ensure the imaging equipment s compliance with applicable Federal regulations, ACR recommendations, and TJC; and shall include, but not be limited to, monitoring the following basic performance characteristics. A. Radiographic and Fluoroscopic Equipment Physics inspections of radiographic and fluoroscopic equipment shall comply with the ACR Technical Standard for Diagnostic Medical Physics Performance Monitoring of Radiographic and Fluoroscopic Equipment. The performance of each radiographic and fluoroscopic unit must be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). (1) Integrity of unit assembly. (2) Collimation and radiation beam alignment. (3) Fluoroscopic system resolution. (4) Automatic exposure control system performance. (5) Fluoroscopic automatic brightness control performance (high-dose-rate, pulsed modes, field-of-view [FOV] variation). (6) Image artifacts. (7) Fluoroscopic phantom image quality. (8) kVp accuracy and reproducibility. (9) Linearity of exposure versus mA or mAs. (10) Exposure reproducibility. (11) Timer accuracy. (12) Beam quality assessment (half-value layer). (13) Fluoroscopic entrance exposure. Maximum output for all clinically used settings. (14) Image receptor entrance exposure. (15) Equipment radiation safety functions. (16) Patient dose monitoring system calibration. (17) Video and digital monitor performance. (18) Digital image receptor performance. (19) Grids used with portable x-ray units shall be imaged for uniformity. B. Computed Tomography (CT) Scanners The physics inspection shall conform to the 2012 ACR Computed Tomography Quality Control Manual and its most recent revisions or addendums. The performance of each CT scanner shall include, but not be limited to, the following tests (as applicable). (1) Review of Clinical Protocols. (2) Scout Prescription and Alignment Light Accuracy. (3) Image Thickness Axial Mode. (4) Table Travel Accuracy. (5) Radiation Beam Width. (6) Low-Contrast Performance. (7) Spatial Resolution. (8) CT Number Accuracy. (9) Artifact Evaluation. (10) CT Number Uniformity. (11) Dosimetry (the scanner displayed CTDIvol values must be within +/- 20% of the measured CTDIvol values). (12) Gray Level Performance of CT Acquisition Display Monitors. (13) Measure the CTDIvol produced for the adult brain, adult abdomen, and adult chest protocols C. Magnetic Resonance Imaging (MRI) The physics inspection shall conform to the 2004 ACR Magnetic Resonance Imaging Quality Control Manual and its most recent revision and addendums. The performance of each MRI scanner shall include, but not be limited to, the following tests (as applicable). (1) Magnetic field homogeneity. (2) Geometric accuracy. (3) Inter-slice RF interference. (4) Slice position accuracy. (5) High-contrast resolution (6) RF coil performance. (a) Volume coils signal-to-noise ratio (b) Volume coils image uniformity (c) Volume coils ghosting ratio (d) Phased array coils' signal-to-noise ratio (e) Surface coils signal-to-noise ratio (7) Slice thickness accuracy (8) Low-contrast detectability (9) Soft copy displays (10) Technologist s QC program (11) Site phantom inventory (12) Site RF coil inventory D. Mammography The qualified diagnostic medical physicist and/or staff inspecting mammography equipment must meet the qualifications outlined in the MQSA and shall provide the facility with up-to-date documentation demonstrating the qualified diagnostic medical physicist and/or staff is MQSA qualified. Inspections of mammography equipment must comply with the latest requirements posted on the ACR Web site for the manufacturer of the digital mammography unit being inspected. Inspection items may include: (1) Mammographic Unit Assembly Evaluation. (2) Collimation assessment. (3) Artifact evaluation. (4) kVp accuracy and reproducibility. (5) Beam quality assessment HVL measurements. (6) Evaluation of system resolution. (7) Automatic Exposure Control (AEC) function performance . (8) Breast entrance exposure, AEC reproducibility, and average glandular dose. (9) Radiation output rate. (10) Phantom image quality evaluation. (11) Signal to noise ratio and contrast to noise ratio measurements. (12) View box luminance and room illuminance. (13) Review Work Station (RWS) tests. E. Radiation Oncology Equipment The annual physics inspections for the following equipment (diagnostic portion) shall conform to the appropriate TJC, ACR, and AAPM recommendations: (1) Novalis TX Diagnostic portion of the system - Exact Tract X-ray units (2) and CBCT/Kv Imager; (2) TrueBeam Diagnostic portion of the system - CBCT/Kv Imager. F. Positron Emission Tomography (PET) The physics inspection shall conform to the ACR PET Phantom Instructions for Evaluation of PET Image, ACR Nuclear Medicine Accreditation Program PET Module. The performance of each PET scanner shall include, but not be limited to, the following tests (as applicable). (1) Uniformity. (2) Spatial resolution. (3) SUV analysis. G. Dental The physics inspection shall conform to the Conference of Radiation Control Program Directors (CRCPD), Quality Control Recommendations for Diagnostic Radiography Volume 1 Dental Facilities July 2001. The performance of dental x-ray inspections shall be annually or every 2 years. This evaluation should include, but not be limited to, the following tests (as applicable). (1) Collimation. (2) Beam quality (half value layer). (3) Timer Accuracy and Reproducibility. (4) kVp Accuracy and Reproducibility. (5) mA or mAs Linearity. (6) Exposure Reproducibility. (7) Entrance Skin Exposure Evaluation. (8) Technique Chart Evaluation. (9) Image uniformity (artifact evaluation). H. Nuclear Medicine The physics inspection shall conform to the ACR annual performance tests for nuclear medicine cameras. The performance of each nuclear medicine scanner shall be at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). (1) Intrinsic Uniformity (2) System Uniformity (3) Intrinsic or System Spatial Resolution (4) Relative Sensitivity (5) Energy Resolution (6) Count Rate Parameters (7) Formatter/Video Display (8) Overall System Performance for SPECT (9) System Interlocks I. Ultrasound The physics inspection shall conform to the ACR performance tests for ultrasound as described in the most current revision of ACR TECHNICAL STANDARD FOR DIAGNOSTIC MEDICAL PHYSICS PERFORMANCE MONITORING OF REAL TIME ULTRASOUND EQUIPMENT. On an ongoing basis (at least annually), the following tests should be done for each ultrasound unit. Testing should be done using two transducers commonly used with any unit employing more than one transducer. Data should be taken from testing of the transducers which are used for the most frequently occurring examination(s) at the site. It is recommended that these be of different scan formats such as one linear (or curvilinear array), and one sector (mechanical, phased, or vector). Qualitative evaluations of Doppler functionality shall also be conducted. (1) System Sensitivity/Penetration This test should be done with the following settings: maximum transmit power proper receiver gain and TGC that allows echo texture to be visible in the deep region transmit focus at the deepest depth The maximum depth of visualization is determined by comparing the gradually weakening echo texture to electronic noises near the bottom of the image. (2) Image Uniformity Adjust the TGC controls and other sensitivity controls to obtain an image as uniform as possible. vertical or radially oriented streaks? dropouts? reduction of brightness near edges of the scan? brightness transitions between focal zones? (3) Electrical and Mechanical Safety and Cleanliness Are all cords and cables intact (no frays)? Are all transducers intact without cracks or delamination? Are the transducers cleaned after each use? Are the image monitors clean? Are the air filters clean? Are the wheel locks in working condition? Are the wheels fastened securely to the US unit and do the wheels rotate easily? Are all accessories (VCR, cameras, etc.) fastened securely to the US unit? (4) Gray Scale Photography (if applicable) Do either (a), (b), or (c). (a) For Scanners with a Discrete Bar Pattern Count the number of distinct gray bar steps on the viewing monitor. Then count the number of steps visualized in the gray bar on the hard copy image. (b) For Scanners with a Continuous Gray Bar Pattern Use calipers to measure the length of the black-to-white transition of the gray wedge on the viewing monitor. If the relative length of the black-to-white transition on the hard copy image is less, document how much is missing. (c) For Laser Imager (Hard Copy Device) Prior to filming any images, an SMPTE test pattern created by the Society of Motion Picture and Television Engineers (SMPTE), should be printed using the appropriate window width (WW) and window level (WL). If you are unfamiliar with this procedure, you should review Gray et al., Test pattern for video display and hard-copy camera, Radiology 145:519-527 (1985), and then contact your local service engineer for assistance. When printed, the 95% density patch within the 100% square and the 5% density patch within the 0% square should be visible, and there should be no notable distortions or artifacts present. If these criteria are not met, contact your service engineer for laser camera calibration before proceeding with any filming. (5) Hard Copy Output Quality Test (Digital) (if applicable) This test, or a similar test specifically recommended by the hard copy equipment manufacturer. Required Test Equipment Densitometer SMPTE Test Pattern or another similar test pattern or phantom image having a wide range of gray scales. The same test image should be used each time. J. Equipment Summary The current inventory of machines to be tested is summarized in this section. The number of units required to be tested may not include all listed in this section. Some types of machines may not be tested at all or additional units added. The Radiation Safety Officer will determine which types of machines are to be tested and how many of each type. The equipment is located at: West Los Angeles (WLA) Medical Center, 11301 Wilshire Blvd, Los Angeles, CA 90073 Fixed dental: 11 Portable dental: 4 Radiation Oncology x-ray: 3 Under table fluoroscopy: 5 Gamma cameras: 2 DEXA: 1 Digital Mammography: 1 Ultrasound: 18 Fixed/portable; radiographic/fluoroscopic: 30 PET/CT: 2 CT: 4 MRI: 2 Sepulveda Ambulatory Care Center (SACC), 16111 Plummer Ave, North Hills, CA 91343 Fixed dental: 8 Digital mammography: 1 Radiographic/fluoroscopic: 7 MRI: 1 Los Angeles Ambulatory Care Center (LAACC), 351 East Temple St., Los Angeles, CA 90012 Fixed dental: 5 Radiographic/fluoroscopic: 4 Bakersfield CBOC, 1801 Westwind Dr., Bakersfield, CA 93301 Fixed dental: 3 Santa Maria CBOC, 1550 East Main St., Santa Maria, CA 93454 Fixed dental: 6 K. Sensitive Personal Information (SPI) Security (Data Security) The contractor will have access to systems and equipment that contain VA SPI. As a result, the following requirements must be followed: (1) Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. (2) Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in systems to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately notify the Radiation Safety Officer (Mark Sitek at [email protected]). The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. (3) In the event of a data breach or privacy incident involving any SPI the contractor processes or maintains under the contact, the contractor shall be liable to VA for liquidated damages for a specified amount per affected individual to cover the cost of providing credit protection services to those individuals. (4) Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall complete on an annual basis either: (i) the VA security/privacy awareness training within 1 week of the initiation of the contract, or (ii) security awareness training provided or arranged by the contractor that conforms to VA s security/privacy requirements as delineated in the hard copy of the VA security awareness training provided to contractor. If the contractor provides their own training that conforms to VA s requirements, they will provide the contracting officer, a yearly report (due annually on the date of the contract initiation) stating that all applicable employees involved in the VA s contract have received their annual security/privacy training that meets VA s requirements and the total number of employees trained. (5) Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall sign on an annual basis an acknowledgement that they have read, understand, and agree to abide by VA s Contractor Rules of Behavior which is attached to the contract. L. Contract Administration Communication Points: Day to day communication between both contract parties occurs between the VA Contracting Officer s Representative (Mark Sitek, 310-268-3993 or [email protected]) and the contractor's primary or alternate designated contacts. Problems unresolved at this level will be referred to the VA contracting officer and the contractor's designated corporate officer. Payments: The contractor shall submit invoices of completed work only after having submitted the required reports documenting the results of the applicable testing. Scheduling: Generally, work will be performed during normal business hours (8 am to 4:30 pm). However, after hours work may be necessary when clinical demands for the equipment are present during normal business hours. The contracting officer reserves the right to reject any of the contractor s personnel and refuse them permission to perform work under the contract.

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