DOCUMENT
J -- Radiation Instrument Calibration - Attachment
- Notice Date
- 7/5/2018
- Notice Type
- Attachment
- NAICS
- 541380
— Testing Laboratories
- Contracting Office
- Department of Veterans Affairs;NCO 16 (90C/NLR);Central Arkansas Veterans HCS;2200 Fort Roots Drive, Bldg 41, Room 221;North Little Rock AR 72114 1706
- Solicitation Number
- 36C25618Q9398
- Response Due
- 7/9/2018
- Archive Date
- 9/7/2018
- Point of Contact
- Jacqueline Simpson
- E-Mail Address
-
7-1039<br
- Small Business Set-Aside
- N/A
- Description
- This is not a solicitation announcement. This is a sources sought synopsis only. The purpose of this is to gain knowledge of potential qualified sources and their size relative to NAICS 541380, Standard Size $15.0 Million. Responses will be used by the Government to make appropriate acquisition decisions. Responses are not considered responses to any potential solicitation announcement. Scope of Work The Michael E. Debakey Medical Center located at 2002 Holcombe Blvd., Houston, TX 77030, requires a requires a contract for radiation safety instrument calibration services required to support radiation safety activities at the medical center. The Radiation Safety Office guides the safe use, storage, and disposal of radioactive materials and the safe use of machines that produce ionizing radiation throughout the medical center. All interested firms shall provide the following information: company name, address, point of contact, phone number, email address, capability statement, and business size pursuant to the NAICS Code 541380 Standard Size $15.0 Million. Responses to this notice shall be e-mailed to Jacqueline.Simpson3@va.gov. Telephone responses will not be accepted. Responses must be received in writing no later than Monday, July 09, 2018 at 10am, CST. This notice is to assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Responses are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Statement of Work (SOW) Radiation Safety Survey Instrument Calibration and Repair Background: Michael E DeBakey VA Medical Center, requires a contract for radiation safety instrument calibration services required to support radiation safety activities at the medical center. The Radiation Safety Office guides the safe use, storage, and disposal of radioactive materials and the safe use of machines that produce ionizing radiation throughout the medical center. Scope: The contractor shall provide a mechanism for the Radiation Safety Office to have radiation safety instruments calibrated annually and repaired on an as needed basis and as specified in the contract. Period of Performance: The period of performance shall be from the date of award for a base period. Work will be performed at the contractor s facility with all instruments being shipped to the contractor at VHA expense. Base Year: August 13, 2018 August 12, 2019 Option Year 1: August 13, 2019 August 12, 2020 Option Year 2: August 13, 2020 August 12, 2021 Option Year 1: August 13, 2021 August 12, 2022 Option Year 2: August 13, 2022 August 12, 2023 Place of Performance: The Contractor shall perform the work at the contractor s facilities. Type of Contract: A Firm- Fixed Price Contractor Requirements: The contractor shall be able to meet the following requirements: Factor #1: Ability to calibrate radiation detection instruments listed below, in-house. Factor #2: Ability to repair radiation detection instruments listed below, in-house. Factor #3: Must have a high energy gamma ray emitting source for standard instrument calibration. Factor #4: Must meet ANSI N323 compliance standard for portable radiological instruments. Factor #5: Ability to calibrate instruments within a 15-day turn-around time. Factor #6: For radiation survey meters, ion chambers and pocket dosimeters, be able to provide pickup/drop off service at the medical center. Factor #7: Three of the monitoring systems are in fixed positions at the facility and require on-site calibration. Factors 1-4, & 7 are equally important; these are mandatory in order to be able to perform the services. Factor 5 is less important than the other factors but should not go over 30 days. Factor 6 is less important than the other factors but is highly desirable. Mandatory Tasks and Deliverables. The contractor shall provide annual calibration of all Radiation Safety survey equipment. The contractor will provide instrument repair service as needed and specified in the contract. If for any reason, any deliverable cannot be delivered on time according to the below schedule, the contractor shall provide a written explanation three-days prior to the due date to the Contracting Officer Representative (COR). This written transmittal shall include a firm commitment of when the work shall be completed. This transmittal to the COR shall cite reasons for the delay, and the impact on the overall project. The COR will review collaboratively with the program office and facts and issue a response in accordance with the contract terms and conditions. Unless otherwise specified an electronic copy shall be placed in the designated Central Business Office (CBO) SharePoint site or any other CBO-designated site. Specifically, the contractor shall: Task One. The contractor shall calibrate, using NIST traceable sources and methods approved in ANSI N323 series of documents for radiation survey instruments, the following radiation survey equipment: Deliverable 5.1.1. Calibrate 2 ea. Portable Ion Chambers. Deliverable 5.1.2. Calibrate 11 ea. Geiger Mueller Survey Meters. Deliverable 5.1.3 Calibrate 1 ea. Ludlum Model 52-5-1 Portable Portal Monitor. Deliverable 5.1.4 Calibrate 10 ea. Electronic Dosimeters Deliverable 5.1.5 Calibrate 9 ea. Pocket Ion Chambers Deliverable 5.1.6 Calibrate 3 ea. Ludlum model 375 fixed portal monitors. 5.2 Task Two. Radiation survey equipment repair. 6.2 Task Two. Radiation survey equipment repair and COR responsibility/authority Deliverable 5.2.1. Contractor will inspect instruments when received for calibration. If repairs are required, or are requested by the COR, the contractor will contact the COR with an estimate of the repair cost and an estimated completion date. Contractor will repair instruments with COR authorization up to, but not in excess of, the Not to Exceed (NTE) amount of the contract. Expenditures authorized by the COR or incurred by the contractor in excess of the NTE amount will be disallowed unless approved in advance, in writing, in the form of an amendment to the contract raising the NTE, by the Contracting Officer. Additionally, the COR shall not obligate the government to any expenditures not specifically covered in the contract. 6.3 Schedule for Mandatory Deliverables. 6.3.1 Table of Base Period Mandatory Deliverables Due Dates REFERENCE DELIVERABLE DUE DATE 5.1.1 Calibrate 2 ea. Portable Ion Chambers. Within 15 days of receipt of equipment by contractor. 5.1.2 Calibrate 11 ea. Geiger Mueller Survey Meters. Within 15 days of receipt of equipment by contractor. 5.1.3 Calibrate 1 ea. Ludlum Model 52-5-1 Portable Portal Monitor. Within 15 days of receipt of equipment by contractor. 5.1.4 Calibrate 10 ea. Electronic Dosimeters Within 15 days of receipt of equipment by contractor. 5.1.5 Calibrate 9 ea. Pocket Ion Chambers Within 15 days of receipt of equipment by contractor. 5.1.6 Calibrate 3 ea. Ludlum model 375 fixed portal monitors. Within 15 days of receipt of equipment by contractor. 5.2.1 Contractor will inspect and repair instruments when received for calibration. Within 30 days of receipt of equipment by contractor **Return shipping cost will be the responsibility of the contractor. There are ten (10) Federal holidays set by law (U.S.C. Title 5 Section 6103): Under current definitions, four are set by date: New Year s Day January 1 Independence Day July 4 Veteran s Day November 11 Christmas Day December 25 If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six are set by a day of the week and month: Martin Luther King Day Third Monday in January Washington s Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November Performance Measures: a. ACCEPTABLE PERFORMANCE The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action. b. UNACCEPTABLE PERFORMANCE When unacceptable performance occurs, the COR shall inform the Contractor and the CO. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file. When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the Contractor's POC. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor has to present this corrective action plan to the COR. The Government shall review the Contractor's corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO. Changes to the SOW: Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor. Inherently Governmental Functions Contractor shall not perform any Inherently Governmental functions in accordance with FAR Part 7.5. Quality Assurance: Contractors shall conform to quality assurance standards in accordance with best commercial practices, unless otherwise specified. The COR shall meet with the Contractor at least, Quarterly to assess performance and shall provide a written assessment. Quality Assurance Surveillance Plan - Rating Sheet Task ID Standard Acceptable Quality Level Method of Surveillance Incentive Rating To provide instrument calibration and repair service 1 Contractor shall provide annual calibration and repairs, per the Statement of Work (SOW). 100% Direct Observation Exercise of Option Period and Past Performance. Contractor Requirements 2 The contractor shall meet specific requirement, per the SOW. 100% Direct Observation Exercise of Option Period and Past Performance. Mandatory Tasks and Deliverables 3 The contractor shall inspect and provide instrument repair service, per the SOW. 100% Direct Observation Exercise of Option Period and Past Performance. Performance Measures 4 Acceptable and Unacceptable Performance, per the SOW. 100% Direct Observation Exercise of Option Period and Past Performance. Contract Administration Performance Monitoring 5 The COR and Program Manager will monitor the contractor performance, per SOW. 100% Direct Observation Exercise of Option Period and Past Performance. Contract Administration and Performance Monitoring Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The COR and Program Manager will assist by monitoring contractor performance and reporting the findings to the CO. The COR will communicate at least monthly with the Lead Principal Investigator. The COR shall be designated on the authority of the CO at the time of contract award to monitor all technical aspects of the contract. In no event is the COR empowered to change any of the terms and conditions of the contract. Changes in any section of this contract shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify both the Contractor and the Contracting Officer of any deficiencies observed. A memorandum of designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract award setting forth in full the responsibilities and limitations of the COR. PRIVACY/SECURITY The contractor will not have electronic connectivity to the devices and will not have access to patient databases or receive screenshots with Protected Health Information (PHI) present. Any electronic or magnetic data storage devices such as hard drives, etc. shall be turned into the ISO. Electronic or magnetic data storage devices are not to be removed from VA property. PARTS (a) Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable. (b) Contractor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions. (c) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items. (End of Statement of Work)
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VACAHCS598/VACAHCS598/36C25618Q9398/listing.html)
- Document(s)
- Attachment
- File Name: 36C25618Q9398 36C25618Q9398.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4461092&FileName=36C25618Q9398-000.docx)
- Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4461092&FileName=36C25618Q9398-000.docx
- Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
- File Name: 36C25618Q9398 36C25618Q9398.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4461092&FileName=36C25618Q9398-000.docx)
- Record
- SN04980508-W 20180707/180705230555-19bd62f54ee9400e198ad9a3add6d0af (fbodaily.com)
- Source
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