Radiological Dosimetry Badges and Monitoring Services
SOURCES SOUGHT SYNOPSIS
The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support a requirement for Radiation Dosimetry Badges and Monitoring Services for William S Middleton Memorial Veterans Hospital located in Madison, Wi. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 541380 Testing Laboratories.
THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.
Requirements:
Provide Optically-Stimulated Luminescent (OSL) monitoring/dosimetry devices along with providing monthly/quarterly radiation exposure reports for all identified William S Middleton Memorial Veterans Hospital staff who were issued dosimeters. All badges must be capable of detecting beta, gamma and x-rays.
The devices shall be supplied according to the following specifications:
The vendor s dosimetry service must 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 and shall meet all of the Nuclear Regulatory Commission (NRC) requirements.
The vendor must provide, in writing, their definitions for (a) minimum detectable reported dose, (b) energy discrimination capabilities including accuracy, precision and (c) maximum range of reported dose for the various energy ranges concerned as they pertain to their dosimetry devices.
The dosimetry devices shall be delivered to the customer by the 20th calendar day of each month preceding the next exchange date. Exchange dates will be the first day of any month.
The delivery of dosimetry devices is required within 7 calendar dates 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. When a rush shipment is requested, the dosimetry device(s) shall be received within 3 calendar days of record creation.
Shipping containers shall be reusable for return of the devices to the contractor. 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.
Primary sorting and distinction will include unlimited series separation by groups of users. Series coding shall be alphanumeric.
All transactions regarding the vendor service including, but not limited to, user additions, deletions, changes, inquires, etc., shall be exclusively between the Madison VAH Radiation Safety Officer or designee and the contractor.
Shipments shall include individual printed packing lists for each group of users. The individual packing lists shall include the numerical order of the dosimeters.
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 must be identified with clearly visible printed word Collar , Chest , Waist or other clear, descriptive nomenclature, to aid in proper wear positioning.
The ring badge must have at least three (3) sizes, be waterproof, and have a permanent label. The ring badges shall be color coded for alternate months.
Body badges shall be waterproof and have a permanent label.
The contractor must 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
Add lifetime cumulative dose for an individual
Add current year dose 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 (exposure for specified periods)
Access to dosimetry data software dashboard.
If your organization has the potential capacity to perform these contract services, please provide the following information: 1) Organization name, address, email address, Web site address if applicable, telephone number, and size and type of ownership for the organization; and 2) Tailored capability statements addressing the particulars of this effort and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.
The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated.
BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES, SOLE SOURCED OR PROCURED THROUGH FULL AND OPEN COMPETITION. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.
Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 1:00pm EST on Monday, July 22nd. All responses under this Sources Sought Notice must be emailed to joni.dorr@va.gov.
Joni Dorr
Contract Specialist
414-844-4858
joni.dorr@va.gov
