Radiation Oncology Cyber Knife Shielding Study Services for the North Texas Health Care System
This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources, small and other than small businesses, to perform a potential requirement. Respondents are required to be registered and in good standing in The System for Award Management (SAM) https://www.sam.gov/SAM/
Purpose and Objectives: Your responses to the information requested shall assist the Government in determining the appropriate acquisition method.
NAICS code: 541690 and Size Standard is $15 Million
NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and CVE verified in VetBiz Registry https://www.vip.vetbiz.va.gov/
Project requirements: To provide Medical Physicist Services for Cyber Knife Linear Accelerator (LINAC) Shielding Survey
Anticipated period of performance: TBD
Information sought: Response to this announcement shall not exceed 10 pages and should include the following information:
(1) A tailored capability statement indicating the firm s ability to provide the services required in the Draft Statement of Work. Include any certifications/qualifications current and past contract information that will support your capability statement. See the Draft Statement of Work (SOW),
(2) The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, small, etc.,) pursuant to the applicable NAICS code;
(3) Information should be provided electronically in a Microsoft Word or Adobe PDF format.
Please e-mail your response with the above information to Victoria.Rone3@va.gov
with the subject line "Sources Sought, Medical Physicist Services for Cyber Knife Linear Accelerator (LINAC) Shielding Survey/your company name" by 8:00 AM CST on Wednesday, February 20, 2019
Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice shall not be considered adequate responses to a solicitation.
Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).
DRAFT STATEMENT OF WORK
CONTRACT TITLE: Medical Physicist Services for Accuray Cyber Knife Linear Accelerator (LINAC) Shielding Survey.
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.
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.
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.
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 this Statement of Work.
PERIOD OF PERFORMANCE: TBD
PLACE OF PERFORMANCE:
North Texas Health Care System
Radiation Oncology
4500 Lancaster Road
Dallas, Texas, 75216.
DELIVERY SCHEDULE: TBD
HOURS OF PERFORMANCE: Services shall be carried out Monday Friday during normal duty hours of 8:00am to 4:30pm
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.
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.
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.
POSITION RISK/SENSITIVITY:
For all positions required under this contract, the position risk/sensitivity has been designated as: Low Risk/Non-Sensitive
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.
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.
The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the contract person from consideration of working under the contract.
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.
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
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.Rone@va.gov
