SAM #36C24226Q0617

VA Seeks Medical Physicist Services for Radiology and Dental Equipment at NY Medical Centers

The Department of Veterans Affairs (VA), Network Contracting Office 2, is seeking contractors to provide medical physicist services for radiology and dental programs at multiple VA medical centers in New York. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 2 (VISN 2 Upstate Medical Centers) - Facilities include Finger Lakes and Albany VA Medical Centers, with work at Bath, Canandaigua, Rochester, and Albany, NY - OEMs and Vendors Mentioned: - Planmeca - Carestream - Gendex - Toshiba - Philips - GE (General Electric) - Shimadzu - Siemens - Products/Services Requested: - Medical physicist services for annual and as-needed quality control testing, acceptance testing, equipment inspections, and consultations - Equipment supported includes: - Advanced imaging devices (CT, PET/CT, Mammography, MRI, Nuclear Medicine) - Radiographic/fluoroscopic/tomographic tubes (X-ray, digital, fluoro, C-arm) - Minor radiographic tubes (dental, DEXA) - Diagnostic monitors - Estimated annual quantities: - 3 advanced imaging devices - 10 radiographic/fluoroscopic/tomographic tubes - 23 minor radiographic tubes - 36 consultations - Specific equipment models and brands include: - Planmeca, Carestream, Gendex, Toshiba dental units - Philips, GE, Shimadzu, Siemens radiology and CT units - Unique or Notable Requirements: - Contractor must provide all labor, materials, equipment, and qualified personnel - Medical physicists must meet strict education and certification standards - Compliance with federal and VA radiation safety regulations is mandatory - Prompt response times and detailed written reporting required - Services may include shielding design calculations and safety training - Work is primarily Monday through Friday, with flexibility for off-hours as needed - Period of Performance: - Base period of one year, with up to four one-year option periods (potential total of five years)

Description

THIS IS NOT A SOLICITATION. This is a Request for Information (RFI)/ Sources Sought Notice only and is issued in accordance with Federal Acquisition Regulation (FAR) Part 10 Market Research, in order to conduct market research. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This RFI is issued solely for information and planning purposes and does not constitute a guarantee to issue a solicitation in the future. This RFI does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this RFI does not preclude participation in any future solicitation, if issued. Determination by the Government not to compete this proposed contract action based on responses to this notice is solely within the discretion of the Government. This announcement is based on the best information available at this time and is subject to future modification. The purpose of this announcement is to gain knowledge of current market capabilities in relation to the North American Industry Classification System (NAICS) Code 541990 with a Size Standard $19.5 Million. The Product Service Code (PSC) is Q201- Medical- Managed Healthcare. Network Contracting Office (NCO 2) of the Department of Veterans Affairs on behalf of the VISN 2 Upstate Medical Centers (Albany & Finger Lakes VA Medical Center) is seeking a contractor(s) to assist with medical physicist services. The Contractor shall provide all labor, material, supplies, equipment, transportation, software and qualified personnel, to provide medical physicist services in support of the Finger Lakes & Albany Health VA Radiation Safety Program. Radiology departments are located in Rochester, Canandaigua, Bath and Albany. All work is performed on site at the VA facilities listed below. A working day shall be considered Monday through Friday, not counting Federal Holidays, unless agreed upon with the RSO. Work may be performed during normal off hours with adequate coordination with the Finger Lakes Health VA. There will be no extra charge for working during normal off hours, such as early evening hours or weekends when the patient workload is less and equipment is more readily available. The Finger Lakes Health VA is looking for pricing for 1 year plus 4 possible 1-year extensions. The VA has the option of not exercising an extension and also the option to terminate the contract due to lack of performance. Prior to commencing work, all contractor employees shall meet certain criteria to perform work under this contract as a Medical Physicist. All qualifications are subject to review by the VA Finger Lakes/Albany Health System Chief of Staff and approval by the VA Finger Lakes Health Director. 1. Medical Physicists shall meet the following education, certification, and qualification standards: Hold a Master’s Degree in Medical Physics, Health Physics or a related field. Hold current Board Certification in Diagnostic Radiological Physics by the American Board of Radiology and/or American Board of Medical Physics. Medical physicist should have experience in: CT Optimization Calibration and testing of diagnostic x-ray equipment. 2. Medical Physicist duties shall not be reassigned to a Technologist or any other individual without written approval by the VA Radiation Safety Officer or his/her designee. 3. Medical Physicist must adhere to VHA Handbook 1105.04, Fluoroscopy Safety, dated June 21, 2018. Contractor shall comply with radiation protection standards 29 CFR 1910.1096 and immediately report any unsafe conditions to the Radiation Safety Officer (RSO). General Requirements Contractor shall perform Annual QC Testing on existing Diagnostic x-ray equipment (Radiographic, Fluoroscopic, CT, DR, Digital Radiographic plates, and MRI safety check) to meet the requirements of the VA Finger Lakes Health System Radiation Safety Program. Reference Appendix 1 for a list of equipment to be tested. Additional testing is also required as follows: Acceptance testing of new devices, usually 1 per year. Full inspection of repaired or adjusted equipment that may affect the radiation output or image quality Testing of each replacement X-ray tube prior to patient use. Testing of diagnostic monitors used by Radiologists and Technologists for patient imaging. Contractor is to provide written reports of surveys and test results in a timely manner. Contractor will respond promptly to any discrepancies found from external inspections and provide written responses to outside agencies when applicable. The qualified medical physicist shall provide consultation for additional services as needed, such as safety training and medical events involving radiation exposure. The physicist shall review all Radiation Safety Policies and Procedures for compliance with regulations of NHPP and JCAHO. Contractor is to submit a list of key personnel with the offer, including each individual’s education, certification, and licensure. Scheduling and Response Times All annual tests will be scheduled in advance. All testing on new devices or repaired or adjusted equipment requires a one business day response time. A written report of the results shall be provided to the service supervisor or RSO within thirty (30) working days after completion of the inspection. Equipment Performance Evaluation and Quality Control Test The Contractor shall conduct equipment inspections or quality control surveys of the listed imaging equipment, ensuring compliance with applicable federal regulations and ACR recommendations, monitoring basic performance characteristics. 1. Equipment Inspections The inspections shall include, but are not limited to, tests such as: Integrity of unit assembly. Collimation and radiation beam alignment. Fluoroscopic system resolution. Automatic exposure control system performance. Image artifacts. kVp accuracy and reproducibility. Linearity of exposure versus mA or mAs. Exposure reproducibility. Timer accuracy. Beam quality assessment (half-value-layer). Image receptor entrance exposure. Equipment radiation safety functions. Patient dose monitoring system calibration. Video and digital monitor performance. Digital image receptor performance. Grids used with portable x-ray units shall be imaged for uniformity. 2. Computed Radiography (CR) and Digital Radiography (DR) Inspections shall comply with AAPM Report Number 93, and evaluations should include tests such as component and imaging plate inspection, dark noise, exposure indicator calibration, and others as applicable. 3. CT Scanners Inspections shall conform to the 2012 ACR CT Quality Control Manual, including tests like review of clinical protocols, CT optimization, image quality, dosimetry, and more. 4. Dental Inspections shall conform to CRCPD recommendations, including collimation, beam quality, timer accuracy, and image uniformity. 5. Display Monitors Inspections shall conform to AAPM standards, including tests for geometric distortions, luminance, resolution, noise, and glare. Equipment Government Furnished Equipment and Software: The Government will provide CT image quality phantoms. Contractor Furnished Equipment and Software: The contractor shall provide all other necessary equipment and software. Miscellaneous Evaluations The qualified medical physicist shall provide shielding design calculations, perform shielding surveys, and assist in developing a comprehensive QA program for all modalities, ensuring compliance with ACR recommendations and following up on discrepancies. Travel/Transportation The Contractor shall provide all transportation necessary to perform the requirements of this contract, if included in services. All travel-related costs, including lodging or other miscellaneous costs, shall be the sole responsibility of the contractor and included in the fixed unit price. The Contractor shall not charge the hourly rate for services while in transit to any of the sites. Equipment List Dental Radiology units: Planmeca, Carestream, Gendex, Toshiba Digital Radiology units: Philips, GE, Carestream, Shimadzu Computed Tomography: Siemens models Response Submission Responses to this Sources Sought Notice must include: Company Name Address Contact Person Name Contact Person Phone Number Contact Person Email Address Company SAM Unique Entity Identifier (UEI) Company website Type of business (e.g., small business, SDVOSB, VOSB, large business) If applicable, provide details of relevant experience, including contract number, location, number of cases, total award amount, and Contracting Officer’s name. Indicate if your company has ever submitted an offer for a VA medical physicist service contract and whether your company will be a joint venture. Responses should be emailed only to Meaghan Gallagher at Meaghan.Gallagher@va.gov. No telephone or fax responses are accepted. Do not submit capability statements. Responses are due no later than 12:00PM ET June 25th, 2026. Additional Links: Honoring and Serving Our Veterans

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