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This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-03.

This solicitation is set-aside for 100% Service-Disabled Veteran-Owned Small Business (SDVOSB)/Veteran Owned Small Business (VOSB), IAW VAAR Subpart 819.70, the VA Veterans First Contracting Program. VAAR 815.101.370(c), Tiered set-aside evaluation. (DEVIATION). VAAR 819.7001(g) provides that Contracting officers shall ensure awards are made using the VA hierarchy of SDVOSB/VOSB preferences in this subpart. Specifically, the contracting officer will consider preferences for eligible SDVOSBs first, then preferences for other eligible VOSBs. In order to minimize delays in the re-solicitation process, Pursuant to the authority of 38 U.S.C. 8127, this solicitation will adhere to the tiered evaluation procedures in VAAR 819.7010(b), Tiered set-aside evaluation.

The associated North American Industrial Classification System (NAICS) code for this procurement is 811210, with a small business size standard of $34.0 Million.
The FSC/PSC is J065.

The VA Greater Los Angeles Healthcare System (VAGLAHCS), West Los Angeles Medical Center (WLA VAMC), 11301 Wilshire Blvd., Los Angeles, CA 90073-1003, is seeking to purchase on-site diagnostic medical physics support or services. 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), under the terms and conditions stated herein and must adhere to the current version of VHA Directive 1105.04, Fluoroscopy Safety.

All interested companies shall provide quotations for the following, using the attached schedule:

Supplies/Services

Line Item
Description
QTY
UNIT
Unit Price
Total Price
0001
West Los Angeles Dental Unit (fixed and panoramic)
11
JB
0002
Dental Unit (hand-held & portable)
2
JB
0003
Rad Onc Exact Tract x-ray (two tubes)
2
JB
0004
Rad Onc CBCT/kV Imager
1
JB
0005
Rad Onc OBI
1
JB
0006
IR/EP/Cath Lab
5
JB
0007
Radiation Protection Garments
500
JB
0008
Gamma Camera
2
JB
0009
SPECT/CT (include diagnostic CT)
1
JB
0010
Physician Viewing Monitors
32
JB
0011
Mammography
1
JB
0012
Ultrasound
18
JB
0013
C-arms
11
JB
0014
Portable Radiographic
9
JB
0015
Fixed Rad/Fluoro
8
JB
0016
Computed Tomography
3
JB
0017
PET/CT
2
JB
0018
MRI
2
JB
0019
Ion Chamber/compensated GMs
10
JB
0020
Sepulveda SACC Dental Unit (fixed and panoramic)
4
JB
0021
Dental Unit (hand-held & portable)
4
JB
0022
Radiation Protection Garments
25
JB
0023
Physician viewing monitors
2
JB
0024
Mammography
1
JB
0025
Rad/Fluoro
5
JB
0026
MRI
1
JB
0027
Computed Tomography
1
JB
0028
Los Angeles Ambulatory Care Center (LAACC) Dental Unit (fixed and panoramic)
9
JB
0029
Radiation Protection Garments
20
JB
0030
Rad/Fluoro
3
JB
0031
Bakersfield Dental Unit (fixed and panoramic)
3
JB
0032
Radiation Protection Garments
2
JB
0033
Santa Maria Dental Unit (fixed and panoramic)
6
JB
0034
Radiation Protection Garments
3
JB
0035
Ventura Dental Unit (fixed and panoramic)
5
JB
0036
Radiation Protection Garments
3
JB
0037
Consulting
37
HR
0038
Room Shielding Integrity Survey
10
JB
Base Year Total
Contract Title

Diagnostic & Nuclear Medical Physics Services.

Background

The VA Greater Los Angeles Healthcare System (VAGLAHCS) requires a contractor to
provide all labor, materials, supplies, tools, equipment, parts, software (needed for the general operation of the equipment), travel, ICRA Barriers, and qualified personnel for 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 the current version of VHA Directive 11.05.04, Fluoroscopy Safety. The services shall comply with this Statement of Work (SOW), all VA, local, state, and Federal policies, and regulations.

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).

Objective

The objective of this service contract is to ensure that the devices used for patient care are readily available for patient use at the right time, are operational, safe, secure and properly configured to meet the needs of our healthcare environment and are used in an effective way consistent with our standards of care.

Scope

Performance.

All work shall be by, or under the general direction of, a qualified medical physicist. A qualified 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, and have state licensure.

Medical physicists that perform testing of nuclear medicine imaging systems must be certified by the American Board of Radiology with the specialty designation of nuclear medical physics (i.e., they must be nuclear medical physicists). Additionally, the nuclear medical physicists handling radioactive material must be specifically named on a radioactive materials license. The radioactive materials license must specifically authorize the testing of nuclear medicine equipment.

All persons conducting equipment testing under the Qualified Medical Physicist s supervision must possess at least a bachelor s degree in a science or engineering field (e.g., physics or engineering) or a field related directly to the equipment being worked on (i.e., nuclear medicine).

The VA Greater Los Angeles Healthcare System Radiation Safety Officer shall approve all persons conducting equipment testing following a review of their documented qualifications, prior to award and as part of submission of quotes.

Period of Performance: Base year April 2024 through March 2025
Option Year 1 April 2025 through March 2026
Option Year 2 April 2026 through March 2027
Option Year 3 April 2027 through March 2028
Option Year 4 April 2028 through March 2029

Mandatory Services to be Performed.

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. Any deficiencies or non-conformances discovered during the inspection shall be verbally 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 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.

The physicist(s) shall perform acceptance testing of all new or relocated imaging equipment prior to first clinical use. The acceptance testing shall comply with TJC and ACR or MQSA requirements. Any deficiencies or non-conformances discovered during the inspection shall be verbally 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 upon discovery. A written report of the results shall be provided to the service supervisor or RSO within 5 working days after completion of the inspection.

The physicist(s) shall perform a full inspection of imaging equipment after repairs or modifications that may affect the radiation output or image quality. The inspection shall be completed as soon as possible in order to minimize the impact on patient care. As such, the contractor shall be able to respond within 4 hours of notification. Any deficiencies or non-conformances discovered during the inspection shall be verbally 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 upon discovery. A written report of the results shall be provided to the service supervisor or RSO within 5 working days after performing of the inspection.

The physicist(s) shall assist in the development of a comprehensive technical quality assurance (QA) program (e.g., technique charts, repeat/reject analysis monitoring, monitoring of exposure indices to radiographic image receptors, QA program for display monitors, QA for CT, monitoring of dose metrics from fluoroscopy studies), which complies with ACR recommendations, for all modalities. The qualified diagnostic medical physicist and staff shall review at least annually the QA program. A written report (hard copy) of the results shall be provided to the RSO within 30 calendar days after performing of the inspection.

The qualified diagnostic/nuclear 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.

The contractor shall supply all necessary labor and specialized equipment for conducting the required tests including, but not limited to phantoms and radiation meters.

Perform and document a radiation area survey in areas adjacent to rooms with x-ray imaging equipment to verify that the areas are below NCRP 147 limits.

Perform x-ray room lead shielding continuity and integrity surveys annually of all x-ray rooms using a contractor-supplied cesium-137 (Cs-137) radioactive source of at least 150 mCi. The contractor is responsible for acquiring and maintaining the required radioactive materials license and filing for reciprocity if needed. The contractor is responsible for acquiring the needed radioactive source and transporting it and securing it from unauthorized access or removal while on-site.

Perform on-site (at the VA West Los Angeles Medical Center) exposure rate (ion chamber or compensated GM) meter calibrations using a Cs-137 radioactive source of at least 150 mCi. Similar to Item h, the contractor is responsible for the radioactive materials license, transport and security of the radioactive source. The radioactive materials license must specifically authorize the calibration of radiation detection instruments at customer/client sites.

The equipment to be tested according to SOW: Section M - Equipment Summary per Location.

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.

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).

Integrity of unit assembly.
Collimation and radiation beam alignment.
Fluoroscopic system spatial resolution.
Automatic exposure control system performance.
Fluoroscopic automatic brightness control performance (high-dose-rate, pulsed modes, field-of-view [FOV] variation).
Image artifacts.
Fluoroscopic phantom image quality.
kVp accuracy and reproducibility.
Linearity of exposure versus mA or mAs.
Exposure reproducibility.
Timer accuracy.
Beam quality assessment (half-value layer).
Fluoroscopic entrance exposure rate (or air kerma rate). Maximum output and output using a phantom representing a standard size patient for all clinically used settings. [The mode of operation [e.g., magnification mode, frame rate, and any other mode selected) must be documented for each measurement.]
Fluorographic (image recording) entrance exposure rate (or air kerma rate) for cine imaging, if performed and entrance exposure (or air kerma) for spot images (if performed). Maximum output and output using a phantom representing a standard size patient for all clinically used settings. [The mode of operation (e.g., magnification mode, frame rate, etc.) must be documented for each measurement.]
Image receptor entrance exposure.
Equipment radiation safety functions.
Patient dose monitoring system calibration. This includes, for radiographic systems, the metric of dose to the image receptor (IEC Exposure Index or proprietary index) and, for fluoroscopy systems, the displays of cumulative air kerma and, if available, DAP.
Display monitor performance.
Digital image receptor performance.
Grids used with portable x-ray units shall be imaged for uniformity.
For radiographic units, measurement of entrance skin exposure (or air kerma) for a standard size patient for common radiographic projections and comparison to published diagnostic reference levels and achievable doses (e.g., ACR practice parameter.)

Note: The information on entrance exposure rates (or air kerma rates) from fluoroscopy and from fluorography, in Items (13) and (14) above, for each fluoroscope, shall be in a format suitable for providing to the physicians who operate the fluoroscope.

Computed Radiography (CR) and Digital Radiography (DR)

Physics inspections of CR and DR equipment shall comply with the American Association of Physicist in Medicine (AAPM) Report Number 93, Acceptance Testing and Quality Control of Photostimulable Storage Phosphor Imaging Systems. The performance of CR and DR must be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable).

Component and Imaging Plate Physical Inspection and Inventory.
Imaging Plate Dark Noise and Uniformity.
Exposure Indicator Calibration.
Linearity and Auto-ranging Response.
Laser Beam Function.
Limiting Resolution and Resolution Uniformity.
Noise and Low-Contrast Resolution.
Spatial Accuracy.
Erasure Thoroughness.
Aliasing/Grid Response.
IP Throughput.
Positioning and Collimation Errors.

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).

Review of Clinical Protocols.
Scout Prescription and Alignment Light Accuracy.
Image Thickness Axial Mode.
Table Travel Accuracy.
Radiation Beam Width.
Low-Contrast Performance.
Spatial Resolution.
CT Number Accuracy.
Artifact Evaluation.
CT Number Uniformity.
Dosimetry (the scanner displayed CTDIvol values must be within +/- 20% of the measured CTDIvol values).
Gray Level Performance of CT Acquisition Display Monitors.
Measure the CTDIvol produced for the adult brain, adult abdomen, and adult chest protocols.

Magnetic Resonance Imaging (MRI)

The physics inspection shall conform to the 2004 ACR Magnetic Resonance Imaging Quality Control Manual. The performance of each MRI scanner shall include, but not be limited to, the following tests (as applicable).

Magnetic field homogeneity.
Geometric accuracy.
Inter-slice RF interference.
Slice position accuracy.
High-contrast resolution
RF coil performance.
Volume coils signal-to-noise ratio
Volume coils image uniformity
Volume coils ghosting ratio
Phased array coils' signal-to-noise ratio
Surface coils signal-to-noise ratio
Slice thickness accuracy
Low-contrast detectability
Soft copy displays
Technologist s QC program
Site phantom inventory
Site RF coil inventory

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).

Uniformity.
Spatial resolution.
SUV analysis.

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).

Collimation.
Beam quality (half value layer).
Timer Accuracy and Reproducibility.
kVp Accuracy and Reproducibility.
mA or mAs Linearity.
Exposure Reproducibility.
Entrance Skin Exposure Evaluation.
Technique Chart Evaluation.
Image uniformity (artifact evaluation).

Dental CBCT Acceptance and Performance Testing

Acceptance Testing. Acceptance testing and measurements of air kerma at the isocenter for each kVp station for a range of clinically used mAs settings will be performed initially when the CBCT unit is installed and following any move of the CBCT to another area inside or outside the initial clinical site. This testing is to ensure that the equipment performance is in agreement with the manufacturer s technical specifications.
Performance Testing. Each CBCT unit shall undergo periodic quality control tests to ensure that the performance of the machine has not significantly deteriorated and is operating within the manufacturer s technical specifications. This performance testing is performed by a qualified expert annually, at intervals not to exceed 14 months, and after repairs to the CBCT unit that may affect the radiation output or image quality.
Some manufacturers provide a phantom and procedures to perform machine specific quality assurance (QA) tests. In cases where the manufacturer provides a phantom and procedures to perform specific tests, but the tests are not included in this SOW, then the manufacturer s machine-specific QA tests shall be performed in addition to the QA tests in this SOW.

Acceptance and Annual physics testing for Dental CBCT

Radiation output Repeatability

Make four measurements of the air kerma at the isocenter at a clinically used setting. The measurements should be less than +/-5% of the average of the five measurements and the measurements should be less than +/- 5% of the previous year s measurement.

Radiation Output Reproducibility

Measure the air kerma at the isocenter for each kVp station and a range of clinically used mAs setting. Compare the results to the baseline values established at the initial acceptance testing. The values should be +/-5% of the baseline.

kVp Accuracy

Measure the kVp at all clinically used settings. The measured kVp should be +/-5% of the selected kVp.

kVp Repeatability

Make five kVp measurements each for two clinically used kVp settings. All measured values should be +/-5% of the mean kVp.

kVp Reproducibility

Measure the kVp at all available kVp settings. The measured values should be +/-5% of the baseline.

Beam quality

Measure the half value layer (HVL) for aluminum. The minimum shall comply with Section F.4.d of the Suggested State Regulations for Control of Radiation,
Conference of Radiation Control Program Directors.

Radiation field of view (FOV)

Measure the width of the radiation field at the isocenter. The width of the beam should be 3 mm or 30% of the total nominal collimated width.

Image Quality

Image the phantom provided by the manufacturer or another suitable phantom. Assess high contrast spatial resolution, uniformity of transaxially images, and image noise. Imaging uniformity shall be assessed over the entire range of axial images.

Accuracy of Linear Measurements

Using images of an appropriate phantom, assess the accuracy of distance measurements.

Accuracy of Patient Dose Metric Indication

Assess the accuracy of the indicated dose metric (typically DAP).

Patient Dose Assessment

From a scan or scans using the facility s standard techniques, record the dose metric (typically DAP) and compare to achievable levels and diagnostic reference levels (if available).

Review of the technical QA program

The qualified expert shall review the technical QA program. The review shall include a trend analysis of the QA data. The results of the technical QA program review shall be included in the written report. Any trends that identify problems shall be included in the report along with recommended corrective actions.

Display Monitors

Perform a visual analysis of the SMPTE test pattern.

Display the test pattern on the imaging console. Set the display window width/level to the manufacturer-specified values for the pattern. Do not set the window/level by eye; doing so invalidates the procedure.
Examine the pattern to confirm that the gray level display in the imaging console is subjectively correct.
Review the line pair patterns in the center and at each of the corners.
Review the black-white transition.
Look for any evidence of scalloping (loss of bit depth) or geometric distortion.
Use a photometer to measure the maximum and minimum monitor brightness (0% and 100% steps)
Measure additional steps within the pattern to establish a response curve.
Measure the brightness near the center of the monitor and near all 4 corners (or all 4 sides, depending on the test pattern used).

Viewing Conditions

Assess the viewing conditions for the area in which the monitor used to evaluation the CBCT studies is located.

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:

Mammographic Unit Assembly Evaluation.
Collimation assessment.
Artifact evaluation.
kVp accuracy and reproducibility.
Beam quality assessment HVL measurements.
Evaluation of system resolution.
Automatic Exposure Control (AEC) function performance .
Breast entrance exposure, AEC reproducibility, and average glandular dose.
Radiation output rate.
Phantom image quality evaluation.
Signal to noise ratio and contrast to noise ratio measurements.
View box luminance and room illuminance.
Review Work Station (RWS) tests.

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).

Intrinsic Uniformity
System Uniformity
Intrinsic or System Spatial Resolution
Relative Sensitivity
Energy Resolution
Count Rate Parameters
Formatter/Video Display
Overall System Performance for SPECT
System Interlocks

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.

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.

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?

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?

Gray Scale Photography (if applicable) Do either (a), (b), or (c).

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.

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.

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.

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.

Display Monitors

The physics inspection shall conform to the AAPM On-line Report No. 03, Assessment of Display Perform for Medical Imaging Systems. The performance of each display monitor shall be evaluated initially, acceptance testing, and at least annually thereafter. This evaluation should include, but not be limited to, the following tests (as applicable).

Acceptance testing (Table 7 from AAPM On-line Report No. 03)

Geometric distortions
Reflection
Luminance response
Luminance dependencies
Resolution
Noise
Veiling glare
Chromaticity

Annual testing (Table 8c from AAPM On-line Report No. 03)

Geometric distortions
Reflection
Luminance response
Luminance dependencies
Resolution
Noise
Veiling glare
Chromaticity

Radiation Oncology Equipment

The annual physics inspections for the following equipment (diagnostic portion) shall conform to the appropriate TJC, ACR, and AAPM recommendations:

Novalis TX Diagnostic portion of the system - Exact Tract X-ray units (2) and CBCT/Kv Imager;
TrueBeam Diagnostic portion of the system - CBCT/Kv Imager.

Radiation Protection Garments

The vendor will both visually and through fluoroscopically guided imagery evaluate the condition of approximately 550 pieces of radiation protection garments. A report documenting the condition of each piece shall be generated within 60 calendar days. Any pieces that do not pass the acceptance criteria shall be immediately removed from service by the vendor and set aside for disposition by GLA.

Equipment Summary

The current inventory of machines to be tested is summarized in this section. The numbers may slightly increase or decrease during the performance period.

West Los Angeles (WLA) Medical Center, 11301 Wilshire Blvd, Los Angeles, CA 90073
Type of Equipment
Quantity
Dental Unit (fixed and panoramic)
11
Dental Unit (hand-held & portable)
2
Radiation Oncology Equipment

         Exact Tract X-ray Unit (2 tubes)
2
         CBCT/Kv Imager
1
         OBI
1
IR/EP/Cath Lab
5
Radiation Protection Garments
500
Gamma Cameras
2
SPECT/CT (include diagnostic CT)
1
Physician Viewing Monitors
32
Mammography
1
Ultrasound
18
C-arms
11
Portable Radiographic
9
Fixed Rad/Fluoro
8
Computed Tomography (CT)
3
PET/CT
2
MRI
2
Ion chamber/compensated GMs
10
Sepulveda Ambulatory Care Center (SACC), 16111 Plummer Ave, North Hills, CA 91343
Type of Equipment
Quantity
Dental Unit (fixed and panoramic):
4
Dental Unit (hand-held & portable)
4
Radiation Protection Garments
25
Physician Viewing Monitors:
2
Mammography
1
Radiographic/Fluoroscopy
5
MRI
1
Computed Tomography (CT)
1
Los Angeles Ambulatory Care Center (LAACC), 351 E Temple St, Los Angeles, CA 90012
Type of Equipment
Quantity
Dental Unit (fixed and panoramic):
9
Radiation Protection Garments
20
Radiographic/Fluoroscopy
3
Bakersfield CBOC, 1801 Westwind Dr., Bakersfield, CA 93301
Type of Equipment
Quantity
Dental Unit (fixed and panoramic):
3
Radiation Protection Garments
2
Santa Maria CBOC, 1550 East Main St., Santa Maria CA 93454
Type of Equipment
Quantity
Dental Unit (fixed and panoramic):
6
Radiation Protection Garments
3
Ventura CBOC, 5250 Ralston St., Ventura CA 93003
Type of Equipment
Quantity
Dental Unit (fixed and panoramic):
5
Radiation Protection Garments
3

In addition to the equipment, 75 hours of consulting support services are to be provided within the fields of diagnostic medical physics and medical health physics as determined by the GLA RSO.

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 mark.sitek@va.gov) 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.

Security Requirements

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). 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.

Period of Performance

Work Hours

Normal hours of operation are Monday through Friday from 8:00 am to 4:30 pm Pacific time. All work is expected to be performed generally during normal hours of coverage unless requested or approved by the COR or his/her designee. However, after hours work may be necessary when clinical demands for the equipment are present during normal business hours. Fluoroscopic testing of the radiation protection garments will be performed from approximately 5 pm to 7 am due to the high number to be tested and limited availability of the testing equipment. The contractor is required to be on-site to complete testing on machines on an emergent basis within four (4) hours of being contacted.

Before commencement of work, the Contractor shall confer with the VA COR and Contracting Office to agree on a sequence of procedures; means of access to premises and building. All work performed, to include delivery of materials and equipment, shall be made with minimal interference to Government operations and personnel.

Work performed outside the normal hours of coverage must be approved by the COR or his/her designee.

All time shall be approved in advance by the Contracting Officer s Representative (COR). Allow 5-days for approval of any alternate working hours needed.

Federal Holidays

New Year s Day
January 01
Martin Luther King s Birthday
Third Monday in January
President s Day
Third Monday in February
Memorial Day
Last Monday in May
Juneteenth
June 19
Independence Day
July 04
Labor Day
First Monday in September
Columbus Day
Second Monday in October
Veterans Day
November 11
Thanksgiving Day
Fourth Thursday in November
Christmas Day
December 25

If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America.

Identification, Check-in, Parking, and Smoking Regulations

Identification

The vendor's employees shall wear visible identification at all times while on VAGLAHCS premises. Contractor employees shall report to VA Police upon entry to the VAGLAHCS facility to get a visitor badge. Contractor employees are required to be escorted by the COR or designee s office once on campus prior to commencement of work. During emergencies contractor personnel shall check in with VAGLAHCS Police if the VAGLAHCS COR or designee is not available.

Parking

It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations.

Smoking

Veterans Health Administration (VHA) Directive 1085, dated March 5, 2019, provides a comprehensive smoke-free policy for patients, visitors, contractors, volunteers, and vendors, at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) health care facilities. This updated VHA directive implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities, as defined in this directive, based on scientific evidence regarding the adverse health effects of secondhand and thirdhand smoke exposures.

The Assistant Deputy Under Secretary for Health for Administrative Operations (10NA) and the Assistant Deputy Under Secretary for Health for Clinical Operations (10NC) are responsible for the contents of this directive. Questions may be referred to VHA Smoke Free: vhasmokefree@va.gov.

This VHA directive is scheduled for recertification on or before the last working day of March 2024. This VHA directive will continue to serve as national VHA policy until it is recertified or rescinded.

Weapons and Contraband

Possession of weapons or contraband is prohibited and shall be subject to arrest and termination from future performance under this contract. Enclosed containers, including tool kits, shall be subject to search. Violations of VAGLAHCS regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

Safety

All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on VAGLAHCS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract.

Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property.

Contractor shall comply with all applicable Federal, State, and local requirements regarding workers health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137.

Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely.

Contractor Personnel

Contractor s Program Manager

The Contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor s Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

Contractor s Employees

The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC).

Contractor Qualifications & Other Responsibilities

Documents submitted with quotes SHALL include proof of the following:

State licensure is also required in Nuclear Medical Physics.
Testing is performed by physicists Board Certified in Diagnostic Medical Physics.
Nuclear medicine equipment testing is performed by physicists Board Certified in Nuclear Medical Physics.
Vendor has an active Radioactive Materials License which authorizes QC testing of nuclear medicine equipment.
The Board Certified Nuclear Medical Physicist is named on the vendor's Radioactive Materials License as an Authorized User.
Vendor's Radioactive Materials License authorizes the on-site calibration of radiation detection instruments as a customer service.
Vendor's Radioactive Materials License authorizes the transport and use of a Cesium-137 source of at least 150 mCi for on-site calibration of radiation detection instruments.
Vendor's Radioactive Materials License authorizes the possession and use of a Cesium-137 source of at least 150 mCi for taking measurements for conducting lead shielding evaluation and analyses.
A Board Certified Diagnostic Medical Physicist is able to be on-site within 4 hours of being notified of an emergent requirement.
A Board Certified Nuclear Medical Physicist is able be on-site within 4 hours of being notified of an emergent requirement.

Contractor shall obtain all necessary licenses required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government.

The Government reserves the right to accept or reject Contractor s employee for the rendering of services. Complaints concerning Contract Personnel s performance or conduct will be dealt with by the Contractor and COR with the final decision being made by the Contracting Officer.

Insurance Coverage

The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract.

The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract.

Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer.

Contractor is required to provide copies of proof of Workers Compensation and Employee Public Liability Insurance within fifteen (15) calendar days after notification of contract award.

Invoicing and Payment

Overtime & Holiday Pay

Any overtime and/or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for availability or on-call services unless otherwise provided herein.

Invoices

Payment of services rendered under this contract shall be made in arrears upon satisfactory completion of each service and receipt of a properly prepared invoice and submitted by the Contractor to the payment address specified by Contracting. Invoices shall reference the Contract Number and Purchase Order Number, Manifest Number(s), provide a complete and accurate description of services/ supplies delivered/ rendered, including dates of performance, amounts, unit prices, extended totals and any other data relevant for payment purposes.

The Government shall not authorize payment until such time that the VAGLAHCS COR all properly executed and signed documentation.

No advance payments shall be authorized. Payment shall be made on a monthly arrears for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i). Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract.

Payment of invoices may be delayed if the appropriate invoices as specified in the contract are not completed and submitted as required.

The contract period of performance is 04/01/2024 - 03/31/2029, with an FOP of destination.

Place of Performance/Place of Delivery
Address:
VA Greater Los Angeles Healthcare System (VAGLAHCS)

West Los Angeles Medical Center (WLA VAMC)
11301 Wilshire Blvd
Los Angeles, CA 90073-1003

Sepulveda VA Medical Center (SACC)
16111 Plummer St
Sepulveda, CA 91343-2036

Los Angeles VA Clinic (LAACC)
351 E Temple St
Los Angeles, CA 90012-3328

Bakersfield VA Clinic (BACC)
1801 Westwind Dr
Bakersfield, CA 93301-3028

Santa Maria VA Clinic (SM CBOC)
1550 E Main St
Santa Maria, CA 93454-4819

Captain Rosemary Bryant Mariner Outpatient Clinic (VCBOC)
5250 Ralston St
Ventura, CA 93003-7318

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services
FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (Dec 2022).
ADDENDUM to FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services applies to and is included with this acquisition.
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (Sep 2023).

The following subparagraphs of FAR 52.212-5 are applicable:

The following subparagraphs of FAR 52.212-5 are applicable: (b)(1), (4), (5), (7), (9), (12), (20), (23), (26), (31), (33), (34), (35), (36), (37), (38), (39), (40), (48), (55), (62), (c)(1), (2), (3), (7), and (8).

VAAR 852.219-73, VA Notice Of Total set-Aside For Verified Service-Disabled Veteran-Owned Small Businesses (NOV 2022).
852.219-74, VA Notice of Total Set-Aside for Verified Veteran-Owned Small Businesses (NOV 2022).
852.219-75, VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction (NOV 2022).
852.219-76, VA Notice of Limitations on Subcontracting - Certificate of Compliance for Supplies and Products (NOV 2022).

All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. This is accomplished through the Tungsten Network located at: http://www.fsc.va.gov/einvoice.asp. This is mandatory and the sole method for submitting invoices.

All quoters shall submit the following: All information required by FAR 52.212-1(b) Submission of Offers.

All quotes shall be sent to the Network Contracting Office (NCO) Norman.Napper-Rogers@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

Options will be evaluated at time of award.

The following are the decision factors: Price, and past performance, with price more important.

Past performance will be based on CPARS and FAPIIS ratings. No rating in CPARS is equal to a neutral rating.

The award will be made to the response most advantageous to the Government.
Responses should contain your best terms, conditions.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."
OR
"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Questions shall be received no later than 03/26/2024, 10:00 PDT at Norman.Napper-Rogers@va.gov only. Subject line should include RESPONSE TO RFQ 36C26224Q0828.

Final submission of your response shall be received not later than 04/05/2024, 10:00 PDT at Norman.Napper-Rogers@va.gov only. Subject line should include RESPONSE TO RFQ 36C26224Q0828.

Submissions shall include your quote using the attached schedule as well as a capabilities statement with qualifications proving all certifications and education required for the work being conducted in the SOW, as this is highly scientific and regulated. Submissions not meeting all requirements of the SOW will be considered ineligible for award. Priority is established in VAAR 819.7010, Tiered set-aside evaluation, pursuant to the authority of 38 U.S.C. 8127 and under limited circumstances as set forth in this section.

Quotes should be based on the information provided as no discussions will be allowed. This solicitation is being made under FAR 13.106-2(b)(3) using Simplified Acquisition Procedures.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

All quotes regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact
Norman Napper-Rogers, Contracting Officer, Norman.Napper-Rogers@va.gov.

Attachments/Links