H258--Medical Physicist for the William S. Middleton Memorial Veterans Hospital, Rockford VA Clinic, and Madison East Clinic

Solicitation / RFP / RFQ

The Department of Veterans Affairs, Great Lakes Acquisition Center (GLAC) is seeking Radiation Compliance Testing and Performance Monitoring Services, specifically Medical Physicist services. These services are required for the William S. Middleton Memorial Veterans Hospital (Madison, WI), Rockford VA Clinic (Rockford, IL), and Madison East Clinic (Madison, WI).

• Provide Medical Physicist services for X-Ray, Fluoroscopy, and Nuclear Medicine.

• Services shall be made available to the VA as needed.

• Contract Type: Firm Fixed Price Purchase Order.

• Period of Performance: Includes a base year and four (4) option years.

• Response Date/Time/Zone: 02-19-2026 18:00 CENTRAL TIME, CHICAGO, USA.

• Set-Aside: SDVOSBC (Service-Disabled Veteran-Owned Small Business).

• Procurement is set aside based on priority established in 38 U.S.C. 8127.

• NAICS Code: 541990.

• Product Service Code (PSC): H258.

• Contracting Office ZIP Code: 53214-1476.

• Contact: Joni Dorr, Contracting Officer (joni.dorr@va.gov).

Solicitation / RFP / RFQ

This solicitation seeks Radiation Compliance Testing and Performance Monitoring services, specifically for Medical Physicists, to be provided at the William S. Middleton Memorial Veterans Hospital, Rockford CBOC, and Madison East CBOC. The services are crucial for ensuring the safe and compliant operation of X-Ray and Nuclear Medicine equipment.

• Perform annual inspections of imaging equipment (X-Ray, Fluoroscopy, SPECT) for compliance with American College of Radiology (ACR) requirements.

• Conduct acceptance testing for new or relocated imaging equipment.

• Inspect imaging equipment after repairs or modifications.

• Provide consultation on radiation safety and compliance.

• Calculate shielding designs for new, replaced, or relocated imaging systems.

• Review annual quality assurance (QA) programs for all modalities.

• Perform follow-up inspections for corrective actions.

• Calculate peak skin dose for specific patient procedures.

• Conduct annual audits of diagnostic imaging programs.

• Perform equipment evaluations and quality control surveys.

• Comply with VHA Directives 1105.04 and 1129, and 29 CFR 1910.1096.

• Contract Type: Firm-fixed price purchase order.

• Period of Performance: Base year from 04/01/2026 to 03/31/2027, with four (4) one-year option periods.

• Ultimate Completion Date: 03/31/2031 (with all options exercised).

• Estimated Value: $19.5 Million.

• Quotes must be submitted via email to joni.dorr@va.gov by the solicitation due date.

• Quotes must be submitted in two volumes: Price Quote and Technical Quote.

• Key deadlines: RFQ Questions due by February 25, 2026, 10:00 am CST.

• Evaluation Factors: Technical Capability, Past Performance, Experience, and Price.

• This requirement is 100% set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Offerors must be registered in SBA and meet small business size standards for NAICS 541990.

• SDVOSB offerors must be verified by the CVE in the SBA Veterans Small Business Certification website.

• The solicitation is issued under FAR Part 12 (Acquisition of Commercial Items) and FAR Part 13 (Simplified Acquisition Procedures).

• Security clearances (Special Agreement Check - SAC) and fingerprints are required for contractor personnel.

• Contractor personnel must adhere to all VA rules and regulations, including those regarding smoking, weapons, and drug-free facilities.

Sources Sought Synopsis

The Department of Veterans Affairs (VA) is conducting market research to identify potential sources for Diagnostic Medical Physicist Services for the William S. Middleton VA Hospital in Madison, WI. This synopsis aims to determine the method of procurement for this requirement.

Providers are expected to offer Diagnostic Medical Physicist services including:

• Inspections of various imaging equipment (Radiographic, Fluoroscopy, Computed Radiography, Digital Radiography, Dental, Nuclear Cardiology (SPECT)) and display monitors.

• Inspections within 48 hours after equipment repairs or modifications.

• Acceptance testing for new or relocated equipment.

• Follow-up inspections to ensure compliance after corrective actions.

• Shielding design and safety training.

• Annual review of Quality Assurance (QA) programs, potentially including technique charts, repeat/reject analysis, exposure index monitoring, display monitor QA, CT QA, and fluoroscopy dose metrics.

• Manual calculation and reporting of peak skin dose for patients receiving 5 Gray (Gy) or more.

• NAICS Code: 541990 – All Other Professional, Scientific, and Technical Services.

• Product Service Code: H258

• Place of Performance: William S. Middleton Memorial Veterans Hospital, Madison, WI.

• Response Date: December 17, 2025, 10:00 AM Central Time.

• Submission Method: Email responses to joni.dorr@va.gov.

• Required Information: Organization name, address, email, website (if applicable), phone number, size, and type of ownership. Tailored capability statements and supporting documentation for organizational and staff capabilities are also required. Information on subcontracting or teaming arrangements should be included if applicable.

• The procurement method (small business set-aside, sole source, or full and open competition) will be determined based on responses to this market research.

• This is a Sources Sought Notice for market research only and is NOT a solicitation. Submission of information is voluntary, and the government will not reimburse costs incurred.

• Telephone inquiries will not be accepted or acknowledged.

• No feedback or evaluations will be provided on submitted responses.