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FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 02, 2017 FBO #5762
DOCUMENT

J -- 561-18-1-234-0001|SERVICE:BADGE MONTITORING SERVICE - Attachment

Notice Date

8/31/2017
 

Notice Type

Attachment
 

NAICS

541380 — Testing Laboratories
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 2;James J. Peters VA Medical Center;130 West Kingsbridge Road;Bronx NY 10468-3904
 

ZIP Code

10468-3904
 

Solicitation Number

VA24217N1132
 

Response Due

9/11/2017
 

Archive Date

11/10/2017
 

Point of Contact

Brooks Campbell, Janice
 

E-Mail Address

Janice.Brooks@va.gov
(Janice.Brooks@va.gov)
 

Small Business Set-Aside

N/A
 

Description

Synopsis: Please note that this is NOT a request for quotes or proposals, the Government is seeking information for market research purposes only. Network Contracting Office (NCO) 2 of the Department of Veterans Affairs is currently conducting a market survey for qualified firms capable of providing PERSONNEL RADIATION MONITORING SERVICE for the New Jersey VA Healthcare System East Orange Campus. The North American Industry Classification Systems (NAICS) is 541380. Responses to this notice must be submitting in writing (email or fax) and must be received not later than September 11, 2017 at 10:00AM. Email: Janice.Brooks@va.gov and Fax: 718-741-4722. No telephone inquiries will be accepted. Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, DUNS number and address, point of contact and social-economic. The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business), relative to NAICS 541380. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. STATEMENT OF WORK REQUIREMENTS FOR PERSONNEL RADIATION MONITORING SERVICE VA NEW JERSEY HEALTH CARE SYSTEM EAST ORANGE, NJ 07018 VENDOR REQUIREMENTS The vendor shall be currently accredited by the National Voluntary Laboratory Accreditation Program (NVLAP) of the US Bureau of Standards for Radiation categories I, II, III, VI, V, VI, VII, as described in ANSI 13.11, Criteria for Testing Personal Dosimetry Performance, American National Standards Institute, New York. The vendor shall supply a copy of their NVLAP report describing the scope of their accreditation. The vendor shall also be accredited under category VIII of ANSI N13.11 for measurement of personal exposure to neutron radiation. Vendor shall supply film dosimeters, luxel dosimeters, or NVLAP certified equivalent dosimeters and thermoluminescent dosimeters (TLD) ring dosimeters or equivalent and a sufficient quantity of holders and rings on a monthly basis. Each monthly shipment of film dosimeters and rings (or equivalent) shall be presorted into group assignments (sub-accounts) provided by the Radiation Safety Office. The vendor shall provide quarterly film dosimeters, luxel dosimeters or NVLAP certified equivalent badge and rings on quarterly basis if requested by the Radiation Safety Office. The vendor shall provide the following auxiliary monitoring devices upon request: Wallet TLD cards or equivalent which are NVLAP accredited in Accident categories I and II high and low energy photon and which meet FEMA recommendations; and Groups of TLD chips and or Nano Dots or equivalent that have been custom calibrated according to their response and sealed in individual plastic envelopes for use during instrument calibration, environmental monitoring, and/or experimental procedures. The vendor shall ship dosimeters for new participants within 24 hours of notification. The badge number shall be permanent (not a temporary or spare) for which a running total of the measured exposure shall be recorded. The vendor shall provide emergency service in which the analysis of dosimeters is provided to the RSO within 24 hours of receipt of the monitor by the vendor. The vendor shall provide e-mail/fax reporting of all exposures above a predetermined limit set by the Radiation Safety Office. (Limit is presently 100 mrem) The vendor s bill for personal monitoring services shall include a breakdown describing the cost incurred by each group assignment (sub-accounts) of dosimeters and rings. Vendor shall provide hard copies in triplicate of the above within thirty (30) days of receipt of returned dosimeters. Vendor shall provide bimonthly monitoring services for pregnant women and provide separate exposure reports from monthly exposure reports. DOSIMETER REQUIREMENTS: Film/luxel dosimeters or NVLAP certified equivalent dosimeter should meet the following requirements: Dosimeters or equivalent packets shall be alternately color coded for each monitoring period. Dosimeters or equivalent packets shall be hermetically sealed in a light tight packet to protect against light and environmental conditions. Each dosimeter shall be labeled with the participants name and initial (up to 16 characters), the group number, the participants number, department identity, the start date of the monitoring period, and location on body where badge is to be worn, if more than one badge is issued. Location must be written, not designated by code, in order to facilitate placement. Each badge shall be bar coded with unique identification number in order to expedite processing. The radiation detection capabilities of the films or equivalent dosimeters at minimum shall be as follows: 10 millrems to 500 rems for high energy gamma and x-rays; 10 millirems to 60 rems for the low energy gamma and x-rays (or to 500 rem when the energy is specified); and 10 millirems to 1,000 rems for beta radiation greater than 1 MeV and an option to provide a beta correlated exposure report for beta energies down to 500 keV; or Even better minimum detectable ranges. Dosimeters will be adaptable to permit neutron monitoring TLD rings shall meet the following requirements: Rings shall be alternately color coded for each monitoring period. Rings shall be available in a variety of sizes (at least three sizes) Rings shall be labeled in such a way that the user identification information cannot be washed or rubbed off during the monitoring period, and shall be sufficiently rugged to perform in all environments; and Ring dosimeters shall be available in custom calibrated groups to measure exposure to low energy radiation. Badge holder requirements: Badge holders shall be sufficiently rugged to preclude hinge damage resulting in accidental opening and loss of badge packet. Badge holder shall be able to accept different dosimeter materials (Film/luxel, TLD, neutron detector, etc.) without modification. Badges holders are needed to be supplied as requested by the Radiation Safety with no charge. Estimated Quantity of Dosimeters: Monthly Whole Body Dosimeters (Whole body badges): 280 Approximate Monthly Ring Dosimeters ( Ring Badges): 25 Approximate Quarterly Whole Body Dosimeters: 25 Approximate RADIATION DOSIMETRY REPORT REQUIREMENTS: The vendor shall provide the capability to interact with VANJHCS s account information utilizing an interactive computer program providing the ability to display, copy, and/or interact with the following: A participant s exposure history. Absentee dosimeters by subaccount and month Participant doses above a preset ALARA level Ability to browse for participants by name, participant number or series; Summarize and report account action involved by date and Radiation Safety Office; and Ability to audit returned dosimeters and unreturned dosimeters. Two hard copy reports shall be supplied for each monitoring period. The report shall contain the following information: Complete identification of report including date, or number, or title, and identification of monitoring period Notes on unusual items which effect exposure reports. Identification of each participant by name and ID number Separate listing for deep, shallow, beta, and neutron, and extremity doses for each participant Cumulative totals of dose for the current quarter for deep and shallow exposure for each participant Permanent total for deep, shallow, and extremity exposures for each participant There shall be separate breakouts for each person s deep, lens of the eyes, and shallow dose received. The vendor shall make available a complete summary report (based on NRC Form 5) at the end of the fourth quarter of each year or at the termination of a participant s employment. This report shall consist of a list of a participant s badge readings reported over the calendar year, as shown on the hard copy report furnished for each monitoring period. Each control badge reading greater than 50 mrem shall be reported along with the value of the control badge. Vendor shall make available access to its computer data base covering dosimeter result and provide the capability of generating dosimetry reports, Level I and II radiation exposure investigation reports, and missing film badge reports. Report the results of monitoring as required by 10 CFR Part 20.2106, to NRC pursuant to 10 CFR 20.2206 either by submitting copies of NRC Form 5 or by transmitting the required information to NRC through electronic media. This report is filed annually on or before April 30 of each year. Other reports of occupational radiation exposure data are provided as required by NRC Regulatory Guide 8.7 and NRC Consolidated Guidance about Materila Licenses. The vendor shall provide Multiple Employer Total Exposure Report as required by the USNRC and NHPP regulations. Vendor shall accept internal dose and provide confirmation report. Data, which shall be accepted, include the radionuclide, quantity, intake mode, lung clearance class; organs affected, CDE-organ, and CEDE total. Standard exposure reports shall track the TEDE, TODE, and CDE to the maximally exposed organ and CEDE for active participants. PACKING LIST REQUIREMENTS: Each packaging list shall include an alphabetical listing of all participants and controls included in a shipment. The packing list shall be used for additions or deletions of participants. Additions and deletions may also be done over the telephone or through direct communication with the VANJHCS s account on the vendor s computer. The vendor shall provide a master list by series code/subaccounts/department. 4. The vendor shall provide a packing list for each subaccount/series code, in the subaccount package. SERVICE REQUIREMENTS: A local sales representative shall be available for personal visits on site. In house customer service representatives shall be available to accept orders, answer questions and work on a customer account by phone, fax, or mail. Means of accessing vendor by phone shall be available 24 hours a day. Periods of exchanging dosimeters shall accommodate at a minimum: One time only shipments Weekly Biweekly Monthly Bimonthly Quarterly Semiannual Annual Early notification of exposures- Vendor shall alert the Radiation Safety Office within 24 hours of evaluation of any individual who exceeds preset limits on either a one time or cumulative basis. Levels will be set against regulatory limits, and vendor must be capable of setting different limits down to to the individual level. Emergency processing of dosimeters shall be accommodated, with 24-hour turnaround time. Shipments of dosimeters shall arrive at least five days prior to the exchange period. Control dosimeters shall be provided with each shipment at no charge. Dosimeters shall be able to be broken out and tracked by department or other such administrative series. Vendor shall provide preaddressed shipping containers for the return of dosimeters. Each shipment shall contain a packing list of all dosimeters shipped and shall provide full identification of each badge in the shipment. Educational and explanatory material shall be available, and shall include, but not be restricted to product literature and brochures clear badge holders and sample output. COMPUTER SERVICES Vendor shall have the ability to download exposure report data to the Radiation safety Office computer. On line computer capabilities shall be available to the customer as follows: System shall be a menu based and easy to learn On site set up and training shall be available All hardware and software shall be provided as appropriate Training manuals, help screens and personal assistance shall be available Capabilities shall include, but not restricted to, the following: Browse exposure histories Review participant data Assign spare dosimeters Order dosimeters and holders Send electronic mail Browse ALARA excursions and prepare memos List of returned and unreturned dosimeters Review and download unreturned dosimeters Track fetal dose DELIVERY ADDRESS: Radiation Safety Officer Building 1 - Room 5-245 385 Tremont Avenue East Orange, NJ 07018 Period of Performance: Base period plus four option years renewals Base period: October 1, 2017 September 30, 2018 Option Year One: October 1, 2018 September 30, 2019 Option Year Two: October 1, 2019 September 30, 2020 Option Year Three: October 1, 2020 September 30, 2021 Option Year Four: October 1, 2021 September 30, 2022 Note: The government has the option not to exercise the option years. SECURITY a. A prohibition on unauthorized disclosure: 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. See VA handbook 6500.6, Appendix C, paragraph 3.a b. A requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COTR, the designated ISO, and Privacy Officer for the contract. 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. See VA Handbook 6500.6, Appendix C, paragraph 6.a c. A requirement to pay liquidated damages in the event of a data breach: In the event of a data breach or privacy incident involving SPI the contractor processes or maintains under this contract, the contractor shall be liable to VA for liquidated damages for a specified amount per affected individual to cover the cost or providing credit protection services to those individuals. See VA handbook 6500.6, Appendix C, paragraph 7.a., 7d. d. A requirement for annual security/privacy awareness training: 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 wither: (i) the VA security/privacy awareness training (contains VA security/privacy requirements) 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 the contractor. If the contractor provides their own training that conforms to VA s requirements, they will provide the COTR or CO, 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, See VA Handbook 6500.6, Appendix C, paragraph9 e. A Requirement to sign VA s Rules of Behavior: Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shal sign on annual basis an acknowledgement that they have read understand, and agree to abide by VA s Contractor Rules of Behavior which is attached to this contract. See VA Handbook 6500.6, Appendix C, paragraph 9, Appendix D. Note: If medical device vendor anticipates that the services under this contract will be performed by 10 or more individuals, the Contractor Rules of Behavior may be signed by the vendor s designated representative. The contract must reflect by signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individuals review and understand the Contractor Rules of Behavior when accessing VA s information and information systems.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BroVANAP/VAMD/VA24217N1132/listing.html)
 

Document(s)

Attachment
 

File Name: VA242-17-N-1132 VA242-17-N-1132.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3769654&FileName=VA242-17-N-1132-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3769654&FileName=VA242-17-N-1132-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: VA New Jersey HealthCare System;385 Tremont Avenue;East Orange, NJ

Zip Code: 07018
 

Record

SN04657445-W 20170902/170831233844-8ddc4fb58d18d387d073ea1671abf7c3 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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