Radiation Safety Officer
This is a PRESCOLICITATION NOTICE only. No proposals are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS OR PRICING AND NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs (VA).
The solicitation will be posted on the Federal Business Opportunities (FBO) website on approximately July 18, 2017. Applicable NAICS code is 541990.
Contracting Office Address:
VA Black Hills Health Care System, 113 Comanche Road, Ft. Meade, SD, 57741.
Point of Contact:
Pamela Phillips, Contract Specialist; Pamela.phillips@va.gov
The Department of Veterans Affairs, Black Hills VA Health Care Center has a requirement for qualified firms capable of providing Radiation Safety Officer Services per the following statement of work:
Performance Work Statement
Radiation Safety Officer (RSO)
General Requirements
The majority of work shall be performed during the BHHCS regular administrative working hours of 7:30 AM through 4:00 PM, Monday through Friday excluding Federal Holidays. However, there may be times when the Contractor could be needed after regular working hours. Federal Holidays:B The 10 holidays observed by the Federal Government are:
B B B B B B New Year s DayB B B B B B B Martin Luther King Jr s Birthday
B B B B B B B President s DayB B B B B B B Memorial Day
B B B B B B B Independence DayB B B B B B B Labor Day
B B B B B B B Columbus Day Veterans Day
B B B B B B B Thanksgiving B B B B B B B Christmas
Additionally, any other day specifically declared by the President of the United States to be a Federal Holiday.
When a holiday falls on 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.
The Radiation Safety Officer will be available by telephone 24 hours a day, 7 days a week. Provision of 24 hour on-call services of the RSO. The RSO will respond to emergency situations within one (1) hour by phone and on-site within twelve 12 hours, if requested.
The Radiation Safety Officer's physical presence is required for all scheduled Radiation Safety Committee Meetings that occur.
RSO will attend any routine and/or unannounced inspections by the NRC, the VHA-NHPP, OIG, JC, and the VISN. S/he will ensure timely response to all action items resulting from these surveys and inspections.
Serve as a point of contact for investigating and evaluating incidents and/or timely reporting of incidents, medical events, sentinel events, or misadministration of ionizing radiation in consultation with the Radiation Safety Committee.
RSO visits, audits, and review results will be followed with a written report submitted within seven (7) workdays of the review.
Knowledge of VHA s directives and handbooks related to MRI, Nuclear Medicine, and Imaging, as they relate to the Radiation Safety Program.
Qualifications
The Contractor is to provide an individual who must, as a minimum, meet the qualification requirements in Title 10, Part 35, of the Code of Federal Regulations (10 CFR 35). The RSO must also be approved by a permit amendment from the VHA National Health Physics Program (NHPP).
Scope of Work
The incumbent serves as the RSO for the organization and is responsible for the comprehensive Radiation Safety Program for the Black Hills VA Health Care System. The BHVAHCS makes extensive use of ionizing radiation in both diagnosis and treatment of disease in the veteran population. Minimum requirements for the safe and effective use of these modalities are established by the Nuclear Regulatory Commission (NRC) (e.g., 10 CFR 19, 20, 30, and 35, among others), Occupational Health and Safety Administration (OSHA), Food and Drug Administration (FDA), Environmental Protection Agency (EPA), Department of Transportation (DOT), Veterans Health Administration (VHA), Joint Commission, and other agencies.
The RSO functions as the operational component of the radiation safety program to assure that radiation safety program requirements are followed and policy is executed. Ionizing radiation is employed in the acquisition of medical images and for the diagnosis and treatment of disease. Principles of physics are fundamental to ensure proper use of these modalities and design of quality control programs to assure proper equipment function utilizing highly sophisticated instruments. The RSO must have knowledge of the nature and effects of ionizing radiation, principles and techniques of measurement, evaluation of hazards, principles and techniques employed in medical imaging quality control, knowledge of standards, and the administrative organization required to effectively conduct programs for radiation safety and medical imaging quality control.
The RSO advises the Health Care System and provides expertise and knowledge on program and policy issues which affect the Radiation Safety Program. The RSO will maintain a working knowledge of all regulatory agencies requirements as they pertain to radiation safety. Independently provides expert, comprehensive radiation safety oversight to the radiation safety program. Serves as the subject matter expert on ionizing radiation safety and safety aspects of the operating radiation producing equipment; advising HCS staff about methods to reduce radiation exposures to workers, the public, patient s releases of radioactive materials to the environment; and working with HCS staff to resolve problems related to radiation safety.
Local guidelines and policies for the safe and effective use of these modalities are established by the Health Care System s Radiation Safety Committee and the RSO. Although there is not currently the need to establish Radioactive Drug Research committee with BHHCS, the RSO must be knowledgeable as interaction with the research committee may be necessary.
The RSO s oversight includes but not limited to:
The HCS s inventory of radioactive material, survey meters, and fixed/portable diagnostic & therapeutic x-ray devices, and ensures that quality controls are implemented including periodic surveys for exposure, calibration, linearity studies, sealed source leak testing, safety equipment, storage, and timely removal of contamination.
Coordination with the BHHCS contracted radiation physics group to assure annual hazard testing, and newly installed equipment and shielding acceptance testing is performed. This includes review of testing results and implementation of any corrections and/or recommendations.
Ongoing communication with the HCS s ACOS for Imaging, Imaging Supervisor, and RSO Assistant, to provide coordination of the Radiation Safety Program.
Management of U.S. Nuclear Regulatory (NRC)/VHA Materials Permit as amended for receipt, location, possession, use, storage, and transfer of radioactive material. Preparing Permit applications, amendments, correspondence, and timely responses for signature to NRC and VHA-NHPP as needed, in accordance with all regulations.
Provide oversight of the HCS s dosimetry program from a National Voluntary Laboratory Accreditation Program (NVLAP) certified vendor for occupational exposure to ionizing radiation including monthly additions, collection, evaluation, reporting, distribution, and deletion of personal monitoring devices. Provides oversight of the personnel monitoring program and eliminating/reducing or controlling exposure to radiation hazards.
Policies and procedures for the safe use of radioactive material in restricted areas including baseline, equipment, training, surveys, and close-out of restricted areas in Medical Research, Nuclear Medicine, and Nursing Services for use of therapeutic administration of radiopharmaceuticals requiring a written directive.
Incumbent provides instruction and consultation to personnel in Nuclear Medicine, Imaging, and support services who work or frequent nearby restricted areas where ionizing radiation, radiopharmaceuticals, or use of radioactive materials is authorized.
Managing the radiation safety program for the HCS to include but not limited to:
Ensuring the safe use of radiation by developing and updating policies and procedures for the protection of patients, personnel, and visitors, and the handling of radioactive materials in accordance with the As Low As Reasonably Achievable (ALARA).
Developing, implementing and overseeing radiation emergency procedures for the HCS.
Ensuring that the types and amounts of radioactivity are secure from unauthorized user or misappropriation and can be readily accounted for.
Selecting, evaluating, and maintaining radiation measurement and analysis equipment; ensuring periodic calibration is accomplished, recommending replacement or repair.
Participating in, conducting, or assuming other leadership role in the HCS s Radiation Safety Committee duties; ensuring that appropriate documentation is executed and available. RSO will provide a summary of major activities/tasks performed, including recommended corrective actions and consultations.
Investigate overexposures, accidents, spills, losses, thefts, unauthorized receipts, uses, transfers, disposals, medical events and other deviations from approved radiation safety practice, report event to the appropriate authorities, and implement corrective actions as necessary.
Annual Safety Program Management:
Review and update of the EPA s National Emission Standards for Hazardous Air Pollutants (NESHAPs), if required.
Review and update of the Fluoroscopy Safety Program including ALARA, shielding surveys, inventories, and equipment, calibration, and performance testing.
Review and update of the Radiation Safety Program including ALARA, the Quality Management Program, policies and procedures, and written directives.
The sealed source inventory greater than 1 millicurie for usage, storage, or recycling; status is reported to the VHA-NHPP under password protected code; incumbent updates annually the Approved Radiopharmaceutical Doses for Diagnostic Imaging and Therapeutic Procedures.
Radiation safety training for staff and personnel commensurate with risk of exposure to ionizing radiation from use of fluoroscopy, radioactive material, or x-rays.
Review and summary of the radiation safety program and presentation of summary to the Radiation Safety Committee.
Quality Control
Work performed under this contract shall be subject to evaluation by BHHCS for Imaging, Imaging Supervisor, and RSO assistant, in accordance with the contract terms and conditions.
Assessment measures may include:
Billing is accurate and timely
Timeliness of meeting appointments
Passing of NHPP, Joint Commission, and NRC inspections
Action items acted upon in a timely manner
Accurate timely response to requests
Delivery
Contractor shall furnish all labor, material, supplies, equipment and qualified personnel to provide on-site Radiation Safety Officer (RSO) duties for the Department of Veterans Affairs (VA), Black Hills Health Care System (BHHCS) at Fort Meade and Hot Springs, SD, in accordance with the terms and conditions stated herein.
Pamela P Phillips
Contract Specialist
605-720-7020
pamela.phillips@va.gov
