Medical Physicist Services for Accuray Cyber Knife Linear Accelerator(LINAC) Shielding Survey and Commissioning Study
This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Solicitation; quotes are being requested and a written solicitation will not be issued.
Solicitation number 36C25719Q0373_1 is issued as a Request for Quotation (RFQ).
The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular.
SET-ASIDE: This requirement is a Total Small Business Set-Aside, the NAICS is 541690 and the small business size standard is $15 Million. In order to be eligible an offeror must be small for the applicable NAICS code at the time of the quote submission and at the time of award. Only qualified offerors may submit bids.
Introduction: A Firm Fixed Price award will be made to the lowest priced quote which conforms to the requirements within this solicitation and represents the best price to the Government.
Description of Services: The Contractor shall provide all personnel, transportation, equipment (Sun Nuclear 3 D tank) and software (latest version) to provide medical physicist services in support of the Veterans Affairs North Texas Health Care System (VANTHCS) by performing Shielding Evaluation Survey and Accuray Cyber Knife LINAC Commissioning Services. See the Statement of Work for full details.
Place of Performance: Department of Veterans Affairs Medical, North Texas Health Care System, Radiation Oncology, 4500 Lancaster Road, Dallas, Texas, 75216.
Type of Contract: A Firm Fixed Price
Period of Performance: March 31, 2019 - March 30, 2020
The following clauses and provisions apply to this solicitation:
52.209-5, Certification Regarding Responsibility Matters
52.212-3, Offeror Representations and Certifications-Commercial Items
52.212-4, Contract Terms and Conditions-Commercial Items
52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items
52.217-8, Option to Extend Services
The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days.
52.203-17 Contractor Employee Whistleblower Rights and Requirements to Inform Employees of Whistleblower Right
52.203-99 Prohibition of Contracting with Entities That Require Certain Internal Confidentiality Agreements
52.219-14, Limitations on Subcontracting
52.219-6, Notice of Total Small Business Set-Aside (Nov 2011)
52.219-8, Utilization of Small Business Concerns (OCT 2014) (15 U.S.C. 637(d)(2) and (3).
52.222-3, Convict Labor
52.222-41, Service Contract Labor Standards (MAY 2014) (41 U.S.C. chapter 67)
52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67)
52.222-43, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (Multiple Year and Option Contracts) (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67)
52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015)
52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving
52.228-5 Insurance-Work on a Government Installation (JAN 1997)
52.232-33, Payment by Electronic Funds Transfer-System for Award Management
52.237-3 Continuity of Services (JAN 1991)
52.232-39, Unenforceability of Unauthorized Obligations (In the FAR https://www.acquisition.gov/far/html/52_232.html#wp1160005)
52.232-40, Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)
52.233-3, Protest after Award (In the FAR https://www.acquisition.gov/far/html/52_233_240.html)
852.203-70, Commercial Advertising (JAN 2008)
852.232-72, Electronic Submission of Payment Requests
852.237-70, Contractor Responsibilities
52.252-1, Solicitation Provisions Incorporated by Reference:
This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es).
52.252-2, Clauses Incorporated by Reference:
This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es). Full text can be obtained at http://www.acquisition.gov/far/index.html
852.219-74 LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (JUL 2018)
LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE
(a) This solicitation includes far 52.219-6, Notice of Total Small Business Set-Aside.
(b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6, or the limitations on subcontracting requirements in the FAR clause, as applicable. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor's offices where the Contractor's business records or other proprietary data are retained and to review such business records regarding the Contractor's compliance with this requirement.
(c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.
(d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.
(End of clause)
852.219-76 SUBCONTRACTING PLANS MONITORING AND COMPLIANCE. AS PRESCRIBED IN 819.7203(C) INSERT THE FOLLOWING CLAUSE: SUBCONTRACTING PLANS MONITORING AND COMPLIANCE (JUL 2018)
(a) This contract includes FAR 52.219-9, Small Business Subcontracting Plan, and VAAR 852.219-9, VA Small Business Subcontracting Plan Minimum Requirement.
(b) Accordingly, any contract resulting from this solicitation will include these clauses, unless the contract is awarded to a small business concern. The Contractor is advised in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) to assist in assessing the Contractor's compliance with the plan, including reviewing the Contractor's accomplishments in achieving the subcontracting goals in the plan. To that end, the support contractor(s) may require access to the Contractor's business records or other proprietary data to review such business records regarding the Contractor's compliance with this requirement.
(c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.
(d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor compliance with the subcontracting plan.
(End of clause)
SUBMISSION OF QUOTE (FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS):
The Offeror shall submit their quote on company letterhead and shall include unit price, overall total price, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov. Complete copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document.
The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract. All quotes received without this documentation will not be considered.
Quotes must be received no later than Friday, March 08, 2019, 08:00 am CST. Email your quote to Victoria.Rone3@va.gov. The subject line must specify 36C25719Q0373_1 Physicist Services (NTX). There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered.
These services are subject to the Service Contract Act and Wage and Determination (WD 15-5227 Rev.-7) which was first posted on www.wdol.gov on 01/01/2019 and can be assessed at https://www.wdol.gov/wdol/scafiles/std/15-5227.txt?v=6.
Quote should be broken down as follows:
PRICE/COST SCHEDULE
ITEM INFORMATION
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001
1.00
YR
$_______
$_____________
Shielding Evaluation Survey Services
0002
1.00
YR
$_______
$______________
Accuray Cyber Knife LINAC Commissioning Services
GRAND TOTAL
$_____________
STATEMENT OF WORK
1. Contract Title: Medical Physicist Services for Accuray Cyber knife Linear Accelerator (LINAC) Shielding Survey and Commissioning Study.
2. Scope of Work. The Contractor shall provide all personnel, transportation, equipment (Sun Nuclear 3 D tank) and software (latest version) to provide medical physicist services in support of the Veterans Affairs North Texas Health Care System (VANTHCS) by performing the following tasks: Shielding Evaluation Survey of LINAC vault.
Task 1: Shielding Evaluation Survey
The shielding evaluation survey must conform to National Council on Radiation
Protection and Measurements (NCRP) Report No. 151, Structural Shielding Design and Evaluation for Megavoltage X- and Gamma-Ray Radiotherapy Facilities, or current document.
This survey includes review of the current shielding design report and make
corrections as needed to confirm to above standards. All work should be on site. No external thumb drives and no remote access is allowed.
Task 2: Accuray Cyber Knife LINAC Commissioning
Linear Accelerator Commissioning Study for one new Accuray
Cyber Knife MK6 LINAC with Precision treatment planning system. In compliance with American association of medical physics reports (AAPM), American college of Radiology recommendations (ACR) and National health physics program (NHPP).
Data Collection Services performed to include single photon energy, includes data for
cones, IRIS and MLCs per all manufacturer Beam data collection requirements guide using step by step scanning /slowest continuous scanning with automatic TPR feature. Will leave the Raw data on site. All work should be on site. No external thumb drives and no remote access is allowed.
Commission Precision Treatment Planning System - Beam modeling completed using acquired data with MonteCarlo, Ray-Tracing and Pencil Beam algorithms.
Perform End to End testing with CK and IROC phantom - Scan CK and IROC phantom(s) using CT scanner and SRS protocol.B Use Dallas VA Medical Center s immobilization system (frame-based or frameless) applied to phantom during the CT scan
Create test plans on Phantom with Cone based, MLC-based and IRIS test plans
Align phantom to machine isocenter using Localization system or CBCT.
Deliver test plans and evaluate dose.B Check absolute point dose measurement and
planar isodose agreement.
Verify geometric accuracy with Winston Lutz test/CK provided system on hidden
target inside phantom.B Align phantom to machine isocenter using Localization system.B Then acquire port films/images with cone/IRIS and MLC aperture larger than target and measure center offset.B Repeat test for minimum of 4 gantry positions (0, 90, 270, and 180) plus 2 couch positions (90 and 270).B Acquire at least one image with collimator rotation of 90 degrees.
Perform Model validations comparing Treatment Planning System and Cyber Knife
output. Complete point dose calculations for comparison to measured point doses.
Commissioning review with in house physicist
Review of data collected and data book in detail.
Review of TPS configuration and preference settings
Demonstration of QA results
Absolute Dose Calibration Check
Absolute dose calibration check using the AAPM TG51 protocol.
TG51 calibration and verification by TLD (either RPC or RDS service of M.D.
Anderson).
All written reports shall be submitted to the VANTHCS Radiation Oncology Service for review and approval subsequent to the completion of all testing, calibration and surveys of the equipment, facilities and procedures. The reports shall identify all items of noncompliance and include general and specific recommendations for correcting any items of noncompliance. All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System (VANTXHCS) and must be returned to VANTXHCS at the end of the contract or destroyed in accordance to the VHA Record Control Schedule (RCS) 10-1.
3. Qualifications. Prior to commencing work, all contractor employees shall meet certain criteria to perform work under this contract as a Medical Physicist. The contractor should have done at least five cyber knife shielding calculations within the last 5 years and surveyed the same. Qualification documents must be submitted as part of the bid to the Contracting Officer and be approved by the Chief Physicist Radiation Oncology. The final selection is made by the VA national physics office in Virginia. All qualifications are subject to review by the VANTHCS Chief of Staff and approval by the VANTHCS Facility Director. VANTHCS requires a copy of qualifications documents for each individual who will perform work at a VANTHCS facility, and VANTHCS must give approval that the individual meets the qualifications before VANTHCS will allow that individual to perform work on the linear accelerator and associated equipment at VANTHCS.
The Medical Physicist who performs the work at VANTHCS shall meet the following
education, certification, and qualification standards:
Hold current Board Certification by the American Board of Radiology (ABR).
Appropriate subfield is Therapeutic Medical Physics for ABR certification.
Meet all ACR and FDA requirements for a qualified medical physicist.
The Medical Physicist shall have current knowledge, understanding, and recent experience
in the following:
Principles of therapeutic radiation physics and of radiation protection.
Current standards on linear accelerators and commissioning studies.
Current recommendations of the NCRP and AAMP, including those on radiotherapy
facility design and shielding.
The function, clinical uses, and performance specifications of the linear accelerator.
Current techniques for the testing of linear accelerators, including the limitations of the
instruments used for testing performance.
These proficiencies shall be maintained by participation in continuing education
programs of sufficient frequency to ensure familiarity with current concepts, equipment, and procedures.
Contractor employees providing services under the supervision of a Medical Physicist is
NOT acceptable (e.g., X-ray technologist) and is NOT permitted per VA contract. A physicist in training or a physicist under a temporary license shall be accompanied by and directly supervised by a Medical Physicist meeting the qualifications stated in Section 2.1.1.
4. Period of Performance
The contract will be awarded on an as needed basis and will consist of one (1) year March 31, 2019 through March 30, 2020. The Vendor must begin communications for upgrade within 30 days of contract award. Upgrade must not take longer than 90 days from contract award.
5. Hours of Performance
Services shall be carried out Monday Friday during normal duty hours of 8:00am to 4:30pm. The Vendor will perform duties during these hours. No work will be performed during Federal Holidays.
FEDERAL HOLIDAYS Federal Holidays: The 10 holidays observed by the Federal Government are:
New Year s Day January 1
Martin Luther King s Birthday 3rd Monday in January
Presidents Day 3rd Monday in February
Memorial Day Last Monday in May
Independence Day July 4
Labor Day 1st Monday in September
Columbus Day 2 Monday in October
Veterans Day November 11
Thanksgiving Day 4th Thursday in November
Christmas Day December 25
The President of the United States of America may declare additional days as a Federal holiday, and if so, this holiday will automatically be added to the list above. When a holiday falls on a Sunday, the following Monday shall be observed as a Federal holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.
6. Place of Performance
North Texas Health Care System, Radiation Oncology, 4500 Lancaster Road, Dallas, Texas, 75216.
7. Delivery Schedule
The contractor will provide Medical Physicist to VANTHCS within five (5) business days after contract award.
8. Subcontracting
All subcontracting plans shall be submitted as part of the proposal. The contractor shall ensure that the subcontractor meets all the requirements specified in this Statement of Work and all other applicable federal/state regulations and requirements.
9. Contractor Personnel Security Requirements - Information Systems Access
Upon contract award, all key personnel shall be subject to the appropriate type of background investigation or screening per VA/VHA policy as delineated below and must receive a favorable adjudication from the local VA facility or VA Security and Investigations Center (SIC) depending on the type of investigation/screening required. This requirement is also applicable to all subcontract personnel. B If the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA.
Contract personnel who previously received a favorable adjudication as a result of a Government background investigation or screening may be exempt from this contract requirement provided that they can provide documentation to support the previous adjudication. Proof of previous adjudication must be submitted by the Contractor to VA Contracting Officer. Proof of previous adjudication is subject to verification. Some positions maybe subject to periodic re-investigation/screening.
10. Position Risk/Sensitivity. For all positions required under this contract, the position risk/sensitivity has been designated as: Low Risk/Non-Sensitive
11. Prior to completing the required forms, contract personnel should review the attachments entitled Common Errors on NACI Security Questionnaires, Example_SF85, Example_OF306, and General Questions and Answers about OPM background Investigations (see item 3.2 of this contract for these attachments) in order to ensure the forms are properly completed. B Please note that incomplete forms will be rejected and could result in a delay of work under the contract.
12. Once the items requested are received, VA will pre-screen these items for completeness, and forward them to the appropriate party(s) in order to initiate the required background investigation(s) or screening(s) within fourteen (14) calendar days of appointment. Only after the VA Contracting Officer notifies the Contractor that the background investigation(s) or screening(s) was initiated shall the Contractor be authorized to provide services under the contract. As previously stated, if the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA.
13. The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the contract person from consideration of working under the contract.
14. Failure to comply with these Contractor personnel security requirements may result in termination of the contract for default.
Note: Contractor will coordinate all work with the Radiation Oncology Service which will grant access to equipment and spaces as necessary IAW established VA work schedule and with the approval of the Radiation Oncology Service Chief.
15. Information Security
The medical physicist working with the contractor may have access to sensitive patient information displayed on the control panel of systems associated with the linear accelerator. However, contractor owned IT devices (such as laptop computer) shall not interface with any VA internet trusted (i.e., non-public) network. Therefore, the certification and accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required. Contractor shall not print or copy any sensitive patient information. Because the Vendor is chaperoned the vendor does not need to take VA Privacy or Information Security training.B A background investigation is not required.B The Vendor and all VA employees are required to immediately report any security violations to the Information Security Officer
16. Records Management
All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System (VANTXHCS) and must be returned to VANTXHCS at the end of the contract or destroyed in accordance to the VHA Record Control Schedule (RCS)10-1.
Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21 , 29,
31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.
Contractor shall treat all deliverables under the contract as the property of the U.S.
Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.
Contractor shall not create or maintain any records that are not specifically tied to or
authorized by the contract using Government IT equipment and/or Government records.
Contractor shall not retain, use, sell, or disseminate copies of any deliverable that
contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.
Contractor shall not create or maintain any records containing any Government
Agency records that are not specifically tied to or authorized by the contract or identified in the RCS 10-1.
The Government Agency owns the rights to all data/records produced as part of this
contract.
The Government Agency owns the rights to all electronic information (electronic
data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.
Contractor agrees to comply with Federal and Agency records management policies,
including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].
No disposition of documents will be allowed without the prior written consent of the
Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.
Contractor is required to obtain the Contracting Officer's approval prior to engaging
in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
Victoria Rone, Contracting Officer
Victoria.Rone3@va.gov
Victoria.Rone@va.gov
