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Solicitation Number: VA-263-10-RQ-0067
Agency: Department of Veterans Affairs
Office: VA Nebraska Western Iowa Health Care System (Omaha Division)
Location: Department of Veterans Affairs Nebraska Western Iowa Health Care System
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Added: Jan 26, 2010 9:56 am
Solicitation will be released on or about January 26, 2010.



As Radiation Safety Officer, the Contractor shall be responsible for implementing the Radiation Safety Program. The Radiation Safety Program shall be maintained according to VHA Directive 1105.1, NRC, DOT, EPA and FDA applicable requirements and regulations. Implementing the Radiation Safety Program includes, but is not limited to, the following:

The Contractor will investigate overexposures, accidents, spills, losses, thefts, unauthorized receipts, uses, transfers, disposals, medical events and other deviations from approved radiation safety practice and implement corrective actions as necessary.

The Contractor will also communicate the required information to the appropriate authorities for any of the above listed events. The NHPP is the point of contact between VHA facilities and the NRC along with other regulatory authorities.

The Contractor will establish and implement written policy and procedures for:

Authorizing the purchase of byproduct material.

Receiving and processing packages containing byproduct material.

Proper handling and storage of byproduct material.

Maintaining an inventory record of byproduct material.

Taking emergency action if control of byproduct material is lost.

Performing all radiation safety surveys as appropriate.

Calibrating survey instruments and other safety equipment along with performing checks as appropriate.

Disposing of byproduct material as appropriate.

Ensuring that personnel who work in or frequent areas where byproduct material is used or stored are trained as appropriate.

Maintaining all records, reports, procedures, and other documents as required by regulations.

The Contractor will establish and maintain an ALARA (As Low as Is Reasonable Achievable) program. The program will establish personnel exposure investigational levels that, when exceeded, will initiate investigation by the Radiation Safety Officer of the cause of the exposure and a consideration of actions that might be taken to reduce the probability of recurrence.

For medical use at the medical institution, the Contractor will assist the Radiation Safety Committee in the performance of its duties.

The Contractor shall be available to be on-station, as needed, to carry out the functions of Radiation Safety Officer within thirty (30) minutes for emergencies and three (3) hours for non emergency situations when notified by the Chairman of the Radiation Safety Committee (or designee).

The Contractor shall provide technical direction to the Radiation Safety Committee in the development of the N/WIHCS-0 Radiation Safety Manual to ensure it is in compliance with all current regulations.

The Contractor shall review and oversee administrations of unsealed radioactive material requiring a written directive to ensure compliance with all regulatory requirements.

The Contractor is responsible for oversight of the transportation of byproduct material and ensuring it is in compliance with DOT regulations.

The Contractor shall provide the Contracting Officer Technical Representative (COTR) with any information necessary for the COTR to carry out the duties of the COTR.


The Contractor shall perform appropriate surveys of areas of radioactive material use/storage on a monthly basis.

The Contractor shall provide consultations, as requested by the Radiation Safety Committee, relating to problems (exposure, spills and disposal), patient therapy and regulation changes.

The Contractor shall provide technical direction and make recommendations to the Radiation Safety Committee on controls and procedures in regards to byproduct material as requested by investigators and other users at this Medical Center.

The Contractor shall review and handle as appropriate, all forms that are filed with regulatory agencies when byproduct material in involved.

The Contractor shall provide technical guidance in the disposition of all radioactive waste to ensure it is performed according to regulations.

The Contractor shall review licensing specifications in regards to byproduct material on a regular basis with regard to current and new regulations. However, the Contractor is prohibited from direct communication with the NRC on matters of the N/WIHCS-0 licensing and inspection. These communications must be directed to the NHPP headquarters at NLR.

The Contractor will provide oversight of the personnel monitoring program.


The Contractor shall attend, participate in and review minutes for completeness and accuracy of all Radiation Safety Committee meetings. At the quarterly Radiation Safety Committee meetings the Contractor will provide a summary of major activities/tasks performed under this contract, including recommended corrective actions and consultations.

The Contractor will conduct inventories and perform leak tests as appropriate of all sealed sources within the Medical Center.

The Contractor will provide oversight of the quality control of all instruments used in Nuclear Medicine with byproduct material.


The Contractor shall perform an annual review and summary of the radiation safety program involving byproduct material and will present the summary to the Radiation Safety Committee.


NWIHCS will provide the following at VA expense:

Appropriate office space including desk, phone, file cabinets, computer and printer as needed to run the program effectively.

An individual capable of performing routine duties of the Radiation Safety Office in the absence of the Radiation Safety Officer due to illness or vacation. This individual will be trained in these duties by the Contractor. The Contractor will provide backup in the absence of the Radiation Safety Officer in an emergency situation.


The Contractor is to provide an individual who is qualified to be licensed as Radiation Safety Officer under 10CFR35 with the appropriate agency. After the contract is initiated, the Contractor will be required to initiate measures to be added to NWIHCS Materials Permit as Radiation Safety Officer within a reasonable time period. This individual is then responsible for training and supervising any individuals who will be assisting in the carrying out of the duties of the Radiation Safety Office.


The services specified may be changed by written modification to this contract. The modification will be prepared by the VA Contracting Officer and prior to becoming effective, shall be signed by the VA Contracting Officer.

The services to be performed by the Contractor will be performed within the VA policies and procedures and the regulation of the medical staff by-laws of the VA facility.

The services to be performed by the contractor will be under the direction of the Chairman of the

Radiation Safety Committee or designee, Department of Veterans Affairs Medical Center, 4101 Woolworth Avenue, Omaha, Nebraska 68105.


This contract is effective from date of contract award, plus four option years, to be exercised at the discretion of the government. The contract is subject to the availability of VA funds. If the contractor needs to terminate the contract they must give the VA at least six months notice so that the VA has time to recruit to fill the position.


The Contractor as defined herein shall furnish the services covered by this contract. The Contractor will be required to respond to after-hour emergencies. The Contractor will not be required, except in case of any emergency, to furnish such services on a national holiday or during nonworking hours as described below:

Workday Monday through Friday, 7:00 a.m. to 3:30 p.m. The actual times will be at the discretion of the Chairman of the Radiation Safety Committee.

Non working hours Monday through Friday, 3:30 p.m. to 7:00 a.m., outside the hours of Workday and all Saturdays and Sundays.

National Holiday The 10 holidays observed by the Federal Government (New Years Day, Presidents Day, Martin Luther Kings Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas Day and any other day specifically declared by the President of the United States to be a National Holiday.

The vendor will be responsible for any holiday pay to their employees.


The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel:

Worker's Compensation.

Professional Liability Insurance.

Health Examinations.

Income Tax Withholding.

Social Security Payments

The parties agree that the Contractor employees shall not be considered as VA employees for any purpose.


All contractor employees who require access to the Department of Veterans Affairs computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for the VA.

Position Sensitivity. The position sensitivity has been designated as low risk.

Background Investigation. The level of background investigation commensurate with the required level of access is minimum background investigation, if required.


The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the contractor shall reimburse VA within 30 days.

The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language.

The contractor shall submit or have their employees submit the following forms to the VA Office of Security and Law Enforcement within 30 days of receipt:

Standard Form 85P, Questionnaire for Public Trust Positions.

Standard Form 85P-S, Supplemental Questionnaire for Selected Positions.

FD 258, US Department of Justice Finger print Applicant Chart.

VA Form 0710, Authority for Release of Information Form

Optional Form 306, Declaration for Federal Employment

Optional Form 612, Optional Application for Federal Employment.

The contractor, when notified of an unfavorable determination by the Government shall

withdraw the employee from consideration from working under the contract.

Failure to comply with the contractor personnel security requirements may result in

termination of the contract for default.


The VA Office of Security and Law Enforcement will provide the necessary forms to the contractor or to the contractor's employees after receiving a list of names and addresses.

Upon receipt, the VA Office of Security and Law Enforcement will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation.

The VA facility will pay for investigations conducted by the Office of Personnel Management (OPM) in advance. In these instances, the contractor will reimburse the VA facility within 30 days.

The VA Office of Security and Law Enforcement will notify the Contracting Officer and contractor after adjudicating the results of the background investigations received from OPM.

The Contracting Officer will ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested.
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Solicitation 1

Posted Date:
January 27, 2010
Department of Veterans Affairs;VA Nebraska Western-Iowa HCS;Omaha Division;4101 Woolworth Ave.;Omaha NE 68105
William ClausenContract Specialist
402-346-8800 X4505

Contract Specialist