This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products and/or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise because of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract based on this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice. The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this Sources Sought Notice in accordance with (IAW) FAR Part 15.201(e). The purpose of this Sources Sought Notice announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service- Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the products and/or services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) Company Name; (b) Address; (c) Point of Contact; (d) Phone, Fax, and Email; (e) UEI Number; (f) Cage Code; (g) Tax ID Number; (h) Type of Small Business, e.g., Services Disabled Veteran Owned Small Business, Veteran Owned Small business, 8(a), HUBZone, Women Owned Small Business, Small Disadvantaged Business, or Small Business HUBZone business, etc.; (i) State if your business has an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed below and provide the contract number; and (j) Must provide a capability statement that addresses the organization s qualifications and ability to perform as a contractor for the work described below. Requirements: The VA Heartland Network 15 Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide a physicist service contract for the provision of qualified diagnostic medical physics services. It is the intent of the Government to award a contract to a single contractor for Nuclear Medical Physicist and MRSE (Magnetic Resonance Safety Expert) Services for the Robert J. Dole VA Medical Center located at 5500 E. Kellogg Avenue, Wichita, KS 66622-0001.This is a brand name or equal requirement. Please see the Performance Work Statement for more specific details. The North American Industry Classification System Code (NAICS Code) is 541380 (Radiation Testing Laboratories or Services), size standard $19.0 million. Based on this information, please indicate whether your company would be a Large or Small Business and have a socio-economic designation as a Small Business, VOSB or SDVOSB. Important Information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to an acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service- Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set- aside or full and open may be used. Responses to this notice shall be submitted via email to Erika Kobulnicky at Erika.Kobulnicky@va.gov. Telephone responses will not be accepted. Responses must be received no later than Monday, December 29, 2025, at 10:00AM CST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Performance Work Statement (PWS) Robert J. Dole VA Medical Center Veterans Health Administration INTRODUCTION This solicitation is to provide the Veterans Health Administration, Robert J. Dole VA Medical Center (Wichita VAMC) is requesting the services of a qualified diagnostic medical physicist. A qualified diagnostic medical physicist is a person who is certified by the American Board of Radiology, American Board of Medical Physics, or the Canadian College of Physicists in Medicine. For diagnostic computed tomography (CT), nuclear medicine, PET, or MRI, a qualified diagnostic medical physicist can meet the following requirements in lieu of board certification: A graduate degree in physics, medical physics, biophysics, radiologic physics, medical health physics, or a closely related science or engineering discipline from an accredited college or university Formal graduate-level coursework in the biological sciences with at least one course in biology or radiation biology and one course in anatomy, physiology, or a similar topic related to the practice of medical physics Documented 3 years of clinical experience in CT, nuclear medicine, PET, or MRI. The physicist must document the 3 years of experience for the modality being inspected. The qualified diagnostic medical physicist (hereafter medical physicist) will conduct testing and performance monitoring for imaging equipment to ensure compliance with applicable Federal, State, and JCAHO regulations and guidelines. All tests will be documented in a formal report and submitted within five working days of completion of the work. These tests will be reported to Biomed and the Radiation Safety Officer (RSO). Provides radiological physics support for the Imaging Service activities involving the use of medical radiation in the diagnosis and treatment of disease. Support encompasses the establishment and management of a department radiation protection program and a comprehensive quality assurance program for diagnostic equipment (ultrasound, computed tomography, magnetic resonance imaging, nuclear medicine, angiography, general radiography and fluoroscopy). Must provide MRSE (Magnetic Resonance Safety Expert) services to be performed either in person or virtually and will be responsible for (1) Providing guidance to the VA medical facility Radiology Service Chief on the clinical and administrative aspects of the safe use of MR equipment; the development of local rules and procedures related to MR safety; nonroutine MR processes, including but not limited to implanted medical devices; and the development and maintenance of MR Safety programs and MR Quality Assurance programs. (2) Providing assistance and consultation to the MRSO and MRMD on the development of MRI protocols to allow the safe imaging of patients with MRI conditional implanted devices. (3) Actively participating in the planning, installation, and acceptance testing for new equipment at the VA medical facility. (4) Serving as the VA medical facility subject matter expert for any FboNotice cause analyses or administrative investigations related to MRI adverse events. BACKGROUND Robert J. Dole VA currently has a service contract (36C25521D0022) for physicist services that expires Jan 31, 2026. A Base +4 contract will be needed to ensure maximum up time and our compliance with NHPP and ACR standards. SCOPE OF WORK Description of Work: The contractor shall provide Inspection services and MRSE (Magnetic Resonance Safety Expert) services Section A: Inspection Services The medical physicist shall perform imaging equipment (x-ray equipment, nuclear medicine cameras, PET/CT cameras, ultrasound units, and MRIs) inspections to ensure compliance with the current American College of Radiology (ACR) requirements. Equipment listed in Appendix A. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO prior to the medical physicist leaving the facility. A written report of the results shall be provided to the service supervisor or RSO within 10 working days after completion of the inspection. Equipment Inspections The medical physicist shall conduct equipment inspections or quality control surveys of the imaging equipment listed below. The medical physicist shall ensure the imaging equipment s compliance with applicable Federal regulations and ACR recommendations, and shall include, but not be limited to, monitoring the following basic performance characteristics. A. Radiographic and Fluoroscopic Equipment Physics inspections of radiographic and fluoroscopic equipment shall comply with the ACR Technical Standard for Diagnostic Medical Physics Performance Monitoring of Radiographic and Fluoroscopic Equipment. The performance of each radiographic and fluoroscopic unit must be evaluated at least annually. This evaluation should include, but not be limited to the following tests (as applicable). Integrity of unit assembly. Collimation and radiation beam alignment. Fluoroscopic system resolution. Automatic exposure control system performance. Fluoroscopic automatic brightness control performance (high-dose-rate, pulsed modes, field-of-view [FOV] variation). Image artifacts. Fluoroscopic phantom image quality. kVp accuracy and reproducibility. Linearity of exposure versus mA or mAs. Exposure reproducibility. Timer accuracy. Beam quality assessment (half-value layer). Fluoroscopic entrance exposure. Maximum output for all clinically used settings. 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. B. Computed Radiography (CR) and Digital Radiography (DR) Physics inspections of CR and DR equipment shall comply with the American Association of Physicist in Medicine (AAPM) Report Number 93, Acceptance Testing and Quality Control of Photostimulable Storage Phosphor Imaging Systems. The performance of CR and DR must be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). Component and Imaging Plate Physical Inspection and Inventory. Imaging Plate Dark Noise and Uniformity. Exposure Indicator Calibration. Linearity and Auto-ranging Response. Laser Beam Function. Limiting Resolution and Resolution Uniformity. Noise and Low-Contrast Resolution. Spatial Accuracy. Erasure Thoroughness. Aliasing/Grid Response. IP Throughput. Positioning and Collimation Errors C. CT Scanners The physics inspection shall conform to the 2012 ACR Computed Tomography Quality Control Manual. The performance of each CT scanner shall be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). Review of Clinical Protocol Scout Prescription and Alignment Light Accuracy. Image Thickness Axial Mode. Table Travel Accuracy. Radiation Beam Width. Low-Contrast Performance. Spatial Resolution. CT Number Accuracy. Artifact Evaluation. CT Number Uniformity. Dosimetry (the scanner displayed CTDIvol values must be within +/- 20% of the measured CTDIvol values). Gray Level Performance of CT Acquisition Display Monitors. D. Dental The physics inspection shall conform to the Conference of Radiation Control Program Directors (CRCPD), Quality Control Recommendations for Diagnostic Radiography Volume 1 Dental Facilities July 2001. The performance of dental x-ray inspections shall be annually or every 2 years, need to be determined by facility. This evaluation should include, but not be limited to, the following tests (as applicable). Collimation. Beam quality (half value layer). Timer Accuracy and Reproducibility. kVp Accuracy and Reproducibility. mA or mAs Linearity. Exposure Reproducibility. Entrance Skin Exposure Evaluation. Technique Chart Evaluation. Image uniformity (artifact evaluation). Dental CBCT Acceptance and Performance Testing Acceptance Testing. Acceptance testing and measurements of air kerma at the isocenter for each kVp station for a range of clinically used mAs settings will performed initially when the CBCT unit is installed, and following any move of the CBCT to another area inside or outside the initial clinical site. This testing is to ensure that the equipment performance is in agreement with the manufacturer s technical specifications. Performance Testing. Each CBCT unit shall undergo periodic quality control tests to insure that the performance of the machine has not significantly deteriorated and is operating within the manufacturer s technical specifications. This performance testing is performed by a qualified expert annually, at intervals not to exceed 14 months, and after repairs to the CBCT unit that may affect the radiation output or image quality. Some manufacturers provide a phantom and procedures to perform machine specific quality assurance (QA) tests. In cases where the manufacturer provides a phantom and procedures to perform specific tests but the tests are not included in this SOW, then the manufacturer s machine-specific QA tests shall be performed in addition to the QA tests in this SOW. Acceptance and Annual physics testing for Dental CBCT Radiation output Repeatability Make four measurements of the air kerma at the isocenter at a clinically used setting. The measurements should be less than +/-5% of the average of the five measurements and the measurements should be less than +/- 5% of the previous year s measurement. Radiation Output Reproducibility Measure the air kerma at the isocenter for each kVp station and a range of clinically used mAs setting. Compare the results to the baseline values established at the initial acceptance testing. The values should be +/-5% of the baseline. kVp Accuracy Measure the kVp at all clinically used settings. The measured kVp should be +/-5% of the selected kVp. kVp Repeatability Make five kVp measurements each for two clinically used kVp settings. All measured values should be +/-5% of the mean kVp. kVp Reproducibility Measure the kVp at all available kVp settings. The measured values should be +/-5% of the baseline. Beam quality Measure the half value layer (HVL) for aluminum. The minimum shall comply with Section F.4.d of the Suggested State Regulations for Control of Radiation, Conference of Radiation Control Program Directors. Radiation field of view (FOV) Measure the width of the radiation field at the isocenter. The width of the beam should be 3 mm or 30% of the total nominal collimated width. Image Quality Image the phantom provided by the manufacturer or another suitable phantom. Assess high contrast spatial resolution, uniformity of transaxial images, and image noise. Imaging uniformity shall be assessed over the entire range of axial images. Accuracy of Linear Measurements Using images of an appropriate phantom, assess the accuracy of distance measurements. Accuracy of Patient Dose Metric Indication Assess the accuracy of the indicated dose metric (typically DAP). Patient Dose Assessment From a scan or scans using the facility s standard techniques, record the dose metric (typically DAP) and compare to achievable levels and diagnostic reference levels (if available) Review of the technical QA program The qualified expert shall review the technical QA program. The review shall include a trend analysis of the QA data. The results of the technical QA program review shall be included in the written report. Any trends that identify problems shall be included in the report along with recommended corrective actions. Display Monitors Perform a visual analysis of the SMPTE test pattern. Display the test pattern on the imaging console. Set the display window width/level to the manufacturer-specified values for the pattern. Do not set the window/level by eye; doing so invalidates the procedure. Examine the pattern to confirm that the gray level display in the imaging console is subjectively correct. Review the line pair patterns in the center and at each of the corners. Review the black-white transition. Look for any evidence of scalloping (loss of bit depth) or geometric distortion. Use a photometer to measure the maximum and minimum monitor brightness (0% and 100% steps) Measure additional steps within the pattern to establish a response curve. Measure the brightness near the center of the monitor and near all 4 corners (or all 4 sides, depending on the test pattern used). Viewing Conditions Assess the viewing conditions for the area in which the monitor used to evaluation the CBCT studies is located. F. MRI The physics inspection shall conform to the 2004 ACR Magnetic Resonance Imaging Quality Control Manual. The performance of each MRI scanner shall be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). Magnetic field homogeneity. Geometric accuracy. Inter-slice RF interference. Slice position accuracy. High-contrast resolution RF coil performance. Volume coils signal-to-noise ratio Volume coils image uniformity Volume coils ghosting ratio Phased array coils' signal-to-noise ratio Surface coils signal-to-noise ratio Slice thickness accuracy Low-contrast detectability Soft copy displays Technologist s QC program Site phantom inventory Site RF coil inventory G. PET The physics inspection shall conform to the 2012 ACR Computed Tomography Quality Control Manual. The performance of each CT scanner shall be evaluated at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). Review of Clinical Protocols. Scout Prescription and Alignment Light Accuracy. Image Thickness Axial Mode. Table Travel Accuracy. Radiation Beam Width. Low-Contrast Performance. Spatial Resolution. CT Number Accuracy. Artifact Evaluation. CT Number Uniformity. Dosimetry (the scanner displayed CTDIvol values must be within +/- 20% of the measured CTDIvol values). Gray Level Performance of CT Acquisition Display Monitors H. Nuclear Medicine The physics inspection shall conform to the ACR annual performance tests for nuclear medicine cameras. The qualified diagnostic medical physics shall also perform the quarterly testing on all cameras and equipment as outlined by the ACR, NHPP/NRC. The performance of each nuclear medicine scanner shall be at least annually. This evaluation should include, but not be limited to, the following tests (as applicable). Intrinsic Uniformity: fail criteria: > 5.0% System Uniformity: fail criteria: > 5.0% Intrinsic or System Spatial Resolution: fail criteria: > 3.5 mm bars Relative Sensitivity: fail criteria: COV > 2.5% Energy Resolution: fail criteria: > 12% Count Rate Parameters: fail criteria Formatter/Video Display Overall System Performance for SPECT System Interlocks Dose Calibrators (Geometry, Accuracy, Linearity) Thyroid Uptake and Counting Systems Survey Meter calibrations I. Ultrasound The physics inspection shall conform to the ACR performance tests for ultrasound. On an ongoing basis (at least semiannually), the following tests should be done for each ultrasound unit. Testing should be done using two transducers commonly used with any unit employing more than one transducer. Data should be taken from testing of the transducers which are used for the most frequently occurring examination(s) at the site. It is recommended that these be of different scan formats such as one linear (or curvilinear array), and one sector (mechanical, phased, or vector). System Sensitivity/Penetration This test should be done with the following settings: maximum transmit power proper receiver gain and TGC that allows echo texture to be visible in the deep region transmit focus at the deepest depth The maximum depth of visualization is determined by comparing the gradually weakening echo texture to electronic noises near the bottom of the image. Image Uniformity Adjust the TGC controls and other sensitivity controls to obtain an image as uniform as possible. vertical or radially oriented streaks? dropouts? reduction of brightness near edges of the scan? brightness transitions between focal zones? Gray Scale Photography (if applicable) Do either (a), (b), or (c). For Scanners with a Discrete Bar Pattern Count the number of distinct gray bar steps on the viewing monitor. Then count the number of steps visualized in the gray bar on the hard copy image. For Scanners with a Continuous Gray Bar Pattern Use calipers to measure the length of the black-to-white transition of the gray wedge on the viewing monitor. If the relative length of the black-to-white transition on the hard copy image is less, document how much is missing. For Laser Imager (Hard Copy Device) Prior to filming any images, an SMPTE test pattern created by the Society of Motion Picture and Television Engineers (SMPTE), should be printed using the appropriate window width (WW) and window level (WL). If you are unfamiliar with this procedure, you should review Gray et al., Test pattern for video display and hard- copy camera, Radiology 145:519-527 (1985), and then contact your local service engineer for assistance. When printed, the 95% density patch within the 100% square and the 5% density patch within the 0% square should be visible, and there should be no notable distortions or artifacts present. If these criteria are not met, contact your service engineer for laser camera calibration before proceeding with any filming. Hard Copy Output Quality Test (Digital) (if applicable) This test, or a similar test specifically recommended by the hard copy equipment manufacturer. Required Test Equipment Densitometer SMPTE Test Pattern or another similar test pattern or phantom image having a wide range of gray scales. The same test image should be used each time. J. Display Monitors The annual performance evaluation conducted by the medical physicist includes testing of image acquisition display monitors for maximum and minimum luminance, luminance uniformity, resolution, and spatial accuracy. The image acquisition display monitors for nuclear medicine, PET, CT, and MRI units shall be tested. Additional inspections: In addition to annual inspections, the medical physicist may be requested to provide equipment inspections in the following circumstances: Acceptance Testing: The medical physicist shall perform acceptance testing of all new or relocated imaging equipment prior to first clinical use. The acceptance testing shall comply with ACR or MQSA requirements. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO prior to the medical physicist leaving the facility. Deficiencies or non- conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to the RSO immediately upon discovery. A written report of the results shall be provided to the service supervisor or RSO within 10 working days after completion of the inspection. Inspection following repairs or modifications: The medical physicist shall perform a full inspection of imaging equipment after repairs or modifications that may affect the radiation output or image quality. The inspection shall be completed no later than 30 days after the facility contacts the physicist. Any deficiencies or non-conformances discovered during the inspection shall be verbally communicated to the service supervisor or RSO prior to the medical physicist leaving the facility. Deficiencies or non- conformances which represent unsafe conditions with the potential to adversely impact the facility radiation workers or patients shall be reported to the RSO immediately upon discovery. A written report of the results shall be provided to the service supervisor or RSO within 10 working days after performing the inspection. Section B: Support Services Telephone support: The medical physicist should be available by telephone to assist/counsel the RSO/RSC with any radiation safety matters or questions that may arise at the Wichita VAMC, offering support and solutions, in a timely manner not to exceed 48 hours response time, excluding weekends and holidays. The medical physicist may be asked for input on correspondence, machine registration, applications and other written communications with the Food and Drug Administration and the National Health Physics Program. Upon availability, the medical physicist may be asked to attend quarterly RSC/MRI Safety Committee meeting via teleconference to provide input. Annual Review of Protocols and QA program: 1) The medical physicist shall review CT protocols and include dose reduction techniques where applicable.The medical physicist shall review the comprehensive technical quality assurance (QA) program (e.g., technique charts, repeat/reject analysis monitoring, monitoring of exposure indices to radiographic image receptors, QA program for display monitors, QA for CT, monitoring of dose metrics from fluoroscopy studies), which complies with ACR recommendations, for all modalities. The review should also evaluate for conformation to the American College of Radiology technical standard for Diagnostic Medical Physics performance monitoring of radiology equipment. Reviews shall be made annually. A written report of the review results shall be provided to the service supervisor or RSO within 10 working days after performing the review. Shielding design calculations: The medical physicist shall provide shielding design calculations for each new, replaced, or relocated x-ray imaging system. The calculations for each shall comply with the National Council for Radiation Protection and Measurements (NCRP) Report No. 147, and, for dental units, NCRP Report No. 145, and shall be documented in a written report which includes a diagram showing adjacent areas. The medical physicist shall perform a shielding survey to verify the structural shielding was installed per the shielding design report and complies with the design goals. A written report of the shielding survey shall be provided to the RSO within 10 workings days after the shielding survey has been completed. Provides support for planning affecting the use of space or function adjacent to the areas and within areas approved for ionizing radiation use or non-ionizing radiation machine use. Assesses plan for regulatory requirements. Provides support for referral to the Machine Produced Radiation Safety Committee as well as the Radionuclide Radiation Safety Committee for review and approval prior to any alteration of that space. Overexposure support/assistance: If requested, assist in investigation of patient overexposures from machine sources of ionizing radiation, ALARA exceptions, accidents, unauthorized uses, misadministration, and any other deviation from approved radiation safety practice and provide calculations and guidance on corrective actions as necessary. Maintenance of Reports and Records: The medical physicist shall keep copies of all inspection reports, QA and Protocol program reviews, and any other records necessary to meet regulatory requirements and demonstrate the effectiveness of the machine produced ionizing radiation program. Copies of records and reports provided by the VA shall also be maintained and available upon request. 6.MRSE (Magnetic Resonance Safety Expert) Services: The physicist shall provide MRSE services for the Wichita VA which will be listed below Provide guidance to the VA medical facility Radiology Service Chief on the clinical and administrative aspects of the safe use of MR equipment; the development of local rules and procedures related to MR safety; nonroutine MR processes, including but not limited to implanted medical devices; and the development and maintenance of MR Safety programs and MR Quality Assurance programs. Provide assistance and consultation to the MRSO and MRMD on the development of MRI protocols to allow the safe imaging of patients with MRI conditional implanted devices. Actively participating in the planning, installation, and acceptance testing for new equipment at the VA medical facility. Serving as the VA medical facility subject matter expert for any FboNotice cause analyses or administrative investigations related to MRI adverse events. Hours and Scheduling: The regular work hours for this facility are Monday through Friday, from 8:00 am to 4:30 pm (Central Time), excluding Federal Holidays. All maintenance shall be provided during the regular business hours of this facility. Any work during off-duty hours is permitted if prior approval is granted by both the Facility and contractor would be of no additional cost to the contract. Labor for off-duty hours is covered by the contractor. All work must be scheduled and coordinated with the COR or designee at 316-682-2221 ext. 53204 at a minimum of 5 business days in advance of the planned visit. The Robert J. Dole shall receive priority scheduling for service calls. Work may be combined upon approval of the COR if doing so will not cause significant downtime. Response Time: The contractor must respond to all phone calls within 4 hours. Reports and Documentation: The Contractor must document all work and provide a legible signed service report directly to HTM within 7 calendar days of work completion or by the end of the month of service (whichever occurs first), following the completion of each job. At a minimum, service reports must include company name, name of service tech, equipment serial numbers, EE numbers, equipment make and model, date and time of work, list of calibrated test equipment, results of inspections and/or calibrations, and a description of work completed, and service tech or other company employee s signature All service reports shall be emailed to vhawicbiomed@va.gov and the Biomedical Equipment Support Specialist coordinating the work. Delivery Address: Delivery of parts, tools, manuals, supplies, etc. can be shipped to: ATTN: HTM/Biomed Robert J. Dole VA Medical Center Building 34 Dock 5500 East Kellogg Wichita, Kansas 67218 Service Quality: To service the equipment, the contractor must be the OEM/OEM-certified. All maintenance must be done in accordance with OEM recommendation and The Joint Commission requirements. All services provided in this contract must meet manufacturers performance and technical specifications. Additionally the contractor must comply with all Federal, VA, OSHA, and NFPA regulations. Contractor employees shall be competent and have at least 3 years of experience. Contractor Conduct: There shall be no smoking or vaping on Dole VA premises at any time. Eating and drinking are not allowed inside the hospital, except for in the Canteen Dining area. Vendor staff shall always be professional and shall take all necessary precautions to maintain a safe environment for the occupants. This includes, as necessary, coordinating access and closures for sensitive areas of the Medical Center. Vendor shall be responsible for cleaning all work areas after completion of tasks. This includes, but is not limited to, removal of packaging and a clean sweep/mop of the area as required by work type. Vendor shall protect all items from damage. The Vendor shall take precaution against damage to the building(s), grounds, and furnishings. The Vendor shall repair or replace any items related to building(s) or grounds damaged accidentally or on purpose due to actions by the Vendor. Vendor staff shall minimize noise as much as possible while working in all buildings. The Vendor shall be responsible for security of the areas in which the work is being performed prior to completion. Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer. All other work requirements: Labor and travel expenses for scheduled inspections are covered by this contract and shall not be additional cost to the VA. For any services performed on site, the technical service representative must check in with HTM before performing any warranty, repairs and/or maintenance services. Contractor personnel can call and meet staff in the entrance of Building 1 (located under the white dome) or come directly to the HTM shop in Building 2, Room 017. Contractor is responsible for providing any personal protective equipment (PPE) to their employees to complete work. Per the local Inspection Sticker Standard Operating Procedure (SOP), the Contractor shall place VA-provided inspection stickers with the date and due date of the work performed on all the equipment that a PM was performed. The VA is responsible for providing access to any rooms or equipment where Contractor needs to perform work. Contractor must immediately notify the COR or designee if contract performance is jeopardized for any reason. EQUIPMENT LIST* *Maintained equipment list is subject to change as equipment is added or removed from service, in response to facility needs. We will be having multiple changes of equipment over the next 3 years and will need to be able to adjust the equipment list as the changes take place through a mutually agreed upon modification. Description MFG/MODEL NO SERIAL NO. ETNRY# Location Radiographic System Philips Healthcare Digital Diagnost 16000053 179477 153B Bldg 1 Radiographic System Philips Healthcare Digital Diagnost 16000192 181406 153 Bldg 1 Radiographic System Philips Healthcare Digital Diagnost 16000238 181431 153f Bldg 1 Bone Densitometer Horizon A 303836m 230011 113 Bldg 1B C-ARM Philips Zenition 50 1644 278036 247 Bldg 26 C-ARM Philips Zenition 50 1645 278038 153d Bldg 1 C-ARM Philips Zenition 70 3805 278042 269 Bldg 34 C-ARM Philips Zenition 70 3804 278040 268 Bldg 34 C-ARM Philips Zenition 70 3803 279064 269 Bldg 34 RADIATION SURVEY METER Ludlum Model 3 121171 271669 104 Bldg 19 Mobile Radiographic System MobileDiagnost wDR 21410293 253688 163 Bldg 1A Mobile Radiographic System MobileDiagnost wDR 21410291 253690 219 Bldg 34 Mobile Radiographic System MobileDiagnost wDR 0410157 230185 012 Bldg 62 MRI Magnetom Sola 183283 259886 107 Bldg 1B PET/CT Siemens Biograph MCT-S 64 60005 188657 110 Bldg 1C CT Aquilion One Genesis 30093429 283709 115 Bldg 1C Fluro Siemens Luminos Agile Max 63282 215950 153D Bldg 1 Ultrasound Ge Logiq E10 530925US8 246105 102 Bldg 19 Ultrasound Ge Logiq E10 530926US8 246106 012 Bldg 62 Ultrasound Ge Logiq E10 503323US7 217732 Ultrasound Ge Logiq E10 510272US9 265570 104 Bldg 1C Ultrasound Ge Logiq E10 510269US9 265571 122 Bldg 1C Cardiac Ultrasound Vivid E95 AU81854 265461 100A Bldg 2 Cardiac Ultrasound Vivid E95 AU22091 265460 148 Bldg 1 Gamma Camera GE NM 530 C UFCY19351 211014 129 Bldg 19 Dental wall unit Unknown Currently in the process of being replaced ****** ****** Dental wall unit Unknown Currently in the process of being replaced ****** ****** Dental wall unit Unknown Currently in the process of being replaced ****** ****** Dental wall unit Unknown Currently in the process of being replaced ****** ****** Dental wall unit Unknown Currently in the process of being replaced ****** ****** Dental wall unit Unknown Currently in the process of being replaced ****** ****** Dental wall unit Unknown Currently in the process of being replaced ****** ****** Dental wall unit Unknown Currently in the process of being replaced ****** ****** Dental Panoramic CS 9600 TBNC224622 296110 SPECT/CT NM 850 SPECT/CT Unknown will be installed endo of 2025 Unknown will be installed endo of 2025 Cathlab GE Innova IGS 530 67142BU0 182207 218 Bldg 2 Cathlab GE innova IGS 540 672708BU5 181412 216 Bldg 2 Ionization Chamber Biodex 3532102 57420 108 Bldg 19 Calibrator Capintec CRC-55TW 560653 188611 105 Bldg 1C Calibrator Capintec CRC-55TW 561880H 266914 104 Bldg 19 SPEC/CT Scanner Unkown currently in the process of being replaced ******* ******* INVOICES Contractor shall not bill/invoice the VA more frequent than monthly. All work occurring within the month (or less frequent billing period) shall be included on the same invoice. COR/designee may reject invoices if separated by occurrence, device, etc. Contractor must not bill the VA before work is performed and completed. At a minimum, invoices must include the correct billing address, contact from company with phone number and email address, billing period (not to be confused with period of performance), PO number, model and serial number of equipment, and description of work corresponding to the invoice. Contractor must bill so that the remaining balance of the PO is $0.00 at the conclusion of the base/option year. When billing by time (ex. monthly), it is preferred that the amount be evenly divisible by the billing frequency. For example, if the VA will be billed quarterly, the full amount must be divisible by 4 with no remainder. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS Apollo Anesthesia Units are connected to the VA network. Firmware or software updates must be on thumb drive, approved, and scanned by HTM before installation. The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as "Systems"), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than days. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within days. All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g. for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology. INFORMATION SECURITY The C&A requirements do not apply, and a Security Accreditation Package is not required.
