19 PERFORMANCE WORK STATEMENT (PWS) DOSIMETRY SERVICES KANSAS CITY VA MEDICAL CENTER 1. GENERAL: This is a non-personal services contract to provide dosimetry services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. 1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform dosimetry services as defined in this Performance Work Statement (PWS), except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract. 1.2 Background: A dosimetry program is highly regulated by the Nuclear Regulatory Commission (NRC). Maintaining a dosimetry program requires using a reliable dosimetry processor. Failure to maintain an appropriate dosimetry program and provide individual monitoring devices or equipment could result in severe penalties, lawsuits, fines, and/or the revocation of our permit to use byproduct material under the MML issued to the Department of Veterans Affairs by the NRC. Loss of our permit would result in the termination of all Nuclear Medicine Clinic Operations, all other clinical and therapeutic uses of radioactive materials, and the research use of radioactive materials. Penalties and fines could also be levied. A dosimetry program is also required by the Occupational Safety and Health Administration (OSHA) and the Joint Commission for the accreditation of medical facilities. 1.3 Objectives: The Kansas City Veterans Affairs Medical Center (KCVA) is looking for a NVLAP approved company to provide accredited dosimetry services to comply with regulatory requirements. Specifications for personnel monitoring services (dosimetry) for the KCVA are provided herein. The KCVA is desiring to have a 2 tier dosimety program, a standard dosimeter using a TLD or comperable technology plus an electronic dosimeter system that would be use in conjunction with the stardard dosimeter. The standard dosimeters would start January 1, 2020. The projected implementation time frame for the electron dosimeters is estimated to be in the summer of 2020. All dosimetry program costs are to be listed on a single monthly invoice. The Monitoring services are to be provided at the initial setup in the approximate quantities shown below (see 2.1.1A). The cost of the contract should be presented in terms of the total annual cost, and expressed as the cost per badge type (see 1.4), according to the number of each badge type. No additional charges will be incorporated or expected, with the exception of non-returned or damaged badges, holders, rush shipments and emergency readings. Credit or grace period will be given for all fees assessed for lost/late badges for up to 3 months (wear periods) after the end of a wear period. 1.4 Scope: .The Kansas City Veterans Affairs Medical Center is looking for a single price per badge for both the standard and electronic dosimetry programs. All vendor costs for providing the goods and services for the day to day operations of the program is to be part of the cost per badge. Price Per Badge should include: Set up or transfer of an individual; Deletion of an individual; Reactivation of an individual; Series or group separation; Complete computer system capabilities as stated including access time (Medical Center owned or vendor provided equipment); Computer diskette information; Training of personnel to adopt vendor's service; Adjustment of dose record by Radiation Safety Officer (RSO); Computer reports Individual termination summary reports; Exposure reports; ALARA reports as requested; Annual exposure summary reports; Unreturned badge reports; Annual statistical summary for entire account; Individual NRC Form 5 exposure reports or an accepted equivalent. Form 5 reports are to be delivered to the KCVA by the May 1(or approximately 120 day calendar days) after the end of the previous calender year. All transactions regarding the vendor service including, but not limited to, user additions, deletions, changes, inquiries, etc., shall be exclusively between the Government s Radiation Safety Officer or designee and the vendor. Please specify charges for unreturned or damaged standard dosimetry devices. The dosimetry service vendor shall ensure timely response to customer inquiries by assigning a specific representative who shall be accessible during regular working hours through a toll free phone system. A timely response unless otherwise specified by the KCVA RSO, will be expected to be within 1 business day It is understood that the cost of lost dosimeters and emergency processing is not included in the cost per badge that is being requested. Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The period of performance reads as follows. Base Year 1 January 2020 - 31 December 2020 Option Year I 1 January 2021 - 31 December 2021 Option Year II 1 January 2022 - 31 December 2022 Option Year III 1 January 2023 - 31 December 2023 Option Year IV 1 January 2024 - 31 December 2024 1.6 Federal Observed Holidays: The contractor is not required to perform services on holidays. New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Independence Day Christmas Day 1.7 Hours of Operation: The Contractor is responsible for conducting business, between the hours of 8:00 AM and 4:00 PM (CST) Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. 1.8 Place of Performance: The work to be performed under this contract will be performed remotely for Kansas City VA Medical Center Kansas City, MO 64128 1.9 Type of Contract: The Government will award a The Government will award a Firm Fixed Price (FFP) Indefinite Delivery/Indefinite Quantity (IDIQ) contract. 1.10 Special Qualification: The selected vendor s dosimetry service shall be currently accredited by the National Voluntary Laboratory Accreditation Program (NVLAP) of the US National Institute of Standards and Technology for all radiation testing categories required by the KCVA. The maintance of NVLAP accreditation is required. The dosimetry vendor must be able to demonstrate the fulfillment of specific requirements listed upon request and provide their required NVLAP certifications with the submittal of their quote/proposal. 1.11 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The CO and Contracting Officer s Representative (COR) shall meet periodically with the contractor to review the contractor's performance. At these meetings the CO will apprise the Contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. 1.12 Contracting Officer s Representative (COR): The COR Management System Tool (eCOR File)- for nomination, tracking, documentation, and management of CORs will be used. The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: Assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. 1.13 Key Personnel: The following personnel are considered key personnel by the Government. The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons. 1.14 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the CO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights. 1.15 Contractor Employees Who Require Specialized Training outlined in VA form 6500.6 All contractor employees that require specialized training; i.e. Privacy, HIPPA must be registered in FAITAS (Federal Acquisition Institute Training Application System at commencement of services, and must successfully complete the required classes and provide the COR and CO a copy of the certificates of completion. The contractor shall contact the NCO 15 training officer to become registered in FAITAS. (The CO will provide that information upon award notification if required). 2. SPECIFIC TASKS/DELIVERABLES: 2.1.1 Provide Dosimetry Devices: 2.1.1A Dosimetry Device Specifications: The standard dosimetry device specifications are described as follows: The selected dosimetry vendor shall supply necessary personnel monitoring devices of a NVLAP certified type or combination of types. At the present time KCVA presently has 13 series divisions with an approximate total of all of the required number of devices needed for initial setup: about 135 individuals with about 200 Monthly Whole Body Devices (Body Badges), 10 Monthly Extremity Devices (Ring Badges) and 10 area monitors. All of these badges presently are for detection of beta, gamma, x-rays and thermal/slow neutrons. Initial set up includes an extra holder for each body badge. Dosimetry devices shall provide obvious, distinct, color coding for easy special purpose identification while being worn. Dosimeter colors shall alternate with each wear period. Badges shall be identified with clearly visible printed word "Collar", Chest or "Waist" or other clear, descriptive nomenclature, to aide in proper wear positioning. The ring badge shall have at least three sizes, be waterproof, have a permanent label, and be capable of withstanding cold sterilization. The ring badges should be color coded for alternate months. Body badges shall be waterproof and have a permanent label. The dosimeters shall not be of a film media. The dosimeters shall have a minimum detectability level of 1 millirem for whole body badges and 30 mrem for the ring badges. The designated wear period for the dosimeters shall be for the entire calendar month, starting the 1st of each month. 2.1.1B The Electronic dosimetry devices Specifications: electonic deices shall be supplied according to the following specifications: Must be able to detect x-rays and gamma rays of a minimum of 5 keV with a capability of detecting photons of up to 6 MeV. The ability to detect neutrons or beta particles is not necessary for the electronic dosimeter. eventually migrate about 40 individuals from our current standard (TLD) type of dosimeter to an electronic dosimeter. An estimate of 8 10 electronic dosimetry readers would be needed. Most of these individuals are currently double badged. These individuals may or may not retain their TLD badge, depending upon the discrestion of the KCVA RSO. Since electronic dosimeters are not exchanged at the end of wear periods, the The KCVA is requesting costs for a NVLAP approved electronic dosimetery program: Of each electronic device per month Of each lost or damaged device Estimated cost of set up which would include any additional hardware, software etc to implement the electronic dosimetry program. Any additional costs that the vendor/contractor would charge to implement this program. Dosimetry vendors must provide their NVLAP certification of their NVLAP electronic device with bid submittal. Minimum photon detectable ability to be 5 mrem or lower The electronic dosimety program is designed to suppliment the current standard TLD dosimetery program, not replacing it. The billing of the electronic dosimetry program is to be incorporated as a separate line item in their invoice. Implementation of the electronic dosimetry program is dependant upon approval of the KCVA OIT Service. 2.1.2 Online Service/Accessibility: The on-line system shall be sufficiently easy to use such that it is more efficient to use than manually requesting changes by telephone. Initial and periodic on site training shall be provided, at the Government s request, promptly at service setup by the vendor or at modification of web site. The dosimetry vendor shall have web access capability such that the Government may be able to at a minimum: Add, transfer, or delete personnel Add additional badges to existing personnel Review records (wearer, badge type, frequency, dose history, etc.) Summarize results (exposure levels, ALARA, etc.) Review exposure histories per entire account Review exposure histories for an individual Reactivate wearers and badges Assign spare badges List unreturned badges Download data files for unreturned badges Download data files for badge readings (exposures for specified periods) 2.1.3 Reports: The vendor shall provide a method for calculating and reporting Effective Dose Equivalent or Effective Dose automaticly for designated badge wearers. The Government s Radiation Safety Officer or designee shall be notified by telephone or email of all readings above the levels set by the Government s Radiation Safety Officer within 24 hours from the reading of the dosimeter. The system shall be capable of setting different notification levels for separate series codes within an account. The dosimetry service vendor shall automatically provide permanent records archiving. The dosimetry service vendor shall provide emergency processing of dosimetry devices when requested. This processing shall be completed within 24 hours of receipt of the device by the vendor. The Radiation Safety Officer 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 Radiation Safety Officer needs further technical discussions on dosimetry issues, the dosimetry service vendor will have an dosimetry expert available for consulation. Radiation dose reports, including monthly, quarterly, year to date, and lifetime totals, shall meet the records requirements of the U.S. NRC and OSHA. The vendor shall automatically provide printed and computer updates of records which have had a dose adjustment made by the Government s Radiation Safety Officer. The vendor shall automatically provide an NRC Form 5 or equivalent, at no cost, for each monitored individual in each series code, on an annual basis. The vendor shall provide a means of maintaining current year dose and lifetime cumulative doses for individuals as requested by the Government s Radiation Safety Officer. Complete dosimetry reports shall be routinely provided to the Government s Radiation Safety Office. A second copy of each report, with specified omissions such as sex, social security number, and date of birth, shall be provided upon request and issued for shipment directly to user groups. The dosimetry reports shall include a separate fetal dose entry for all pregnant personnel. For the standard dosimetry devices, the vendor shall automatically provide printed copy wear period, annual summary, and annual statistical summary reports for each account. For the electronic dosimetry devices, an electronic dosimetry summary is adequate. 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: Group or series number; Badge number and type; Annual and lifetime dose; Social security number; Date of birth; Sex; Deep dose and shallow dose for each monitoring period; Extremity dose; Internal dose reported by Radiation Safety Officer; Total Effective Dose Equivalent; Data on all currently issued devices regarding late returns, unreturned, and deleted devices. The vendor shall provide a means to electronically download exposure data information using the on-line computer system. The vendor shall provide individual termination summary reports for each individual removed from an account upon request. The average shipping time of the completed exposure reports shall not exceed 7 calendar days after receipt of the exposed dosimetry devices by the vendor. Radiation exposure and other reports shall be shipped via a carrier which guarantees second working day delivery. 2.1.4 Shipping/Delivery: Dosimetry devices shall be routinely delivered to the customer by the 25th 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 25th calendar day, the vendor shall, at no cost to the Government, ship the devices in a manner to ensure delivery by the 3rd buisness day after notification by the Government. If reshipment of the badges are required, please specify the cost in which the badges would be reshipped. The reshipped badges would need to arrive with in 3 normal business days. The delivery of dosimetry devices is required within 7 calendar days of record creation for additions of new personnel or additional badges for existing personnel, unless a rush shipment is requested. The creation of a single record shall automatically provide all individual dosimetry devices for the current month and all subsequent months. Shipping/Returns are to include, but not limited to: Shipping containers shall be reusable for return of the devices to vendor. Return shipping labels shall be supplied by the vendor. The dosimetry devices, including additions, shall be provided in presorted and individually packaged and labeled containers in accordance with the criteria established by the Government s Radiation Safety Officer at the time of setup. Primary sorting and distinction will include unlimited series separation by groups of users. Series coding shall be alphanumeric. Shipments shall include individual printed packing lists for each group of users. The individual packing lists shall include the numerical order of the dosimeters. Other information provided in the listing shall include, but is not limited to, the following: Personal Social Security Number or some other acceptable form of identifier. Badge control identification. Badge type Preescribed wear period, by date The vendor shall provide a means of tracking all unreturned dosimetry devices, including whole body and ring badges. 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. No presorting of the dosimetry devices by the Government shall be required prior to returning the dosimetry devices to the vendor. 2.1.4A Expedited Shipping The Kansas City Veterans Affairs Medical Center may at times require rush shipments (3 buisness days delivery) of dosimetry devices or emergency shipments (Overnight buisness day delivery) of dosimetry devices.