H999--Radiation Dosimetry Monitoring Service

Amendment / Modification

• This amendment serves to respond to questions asked during the solicitation process.

• The specific questions and their responses are provided in an attached document titled "Questions and Responses".

• The content of the amendment is detailed in Section 14, "DESCRIPTION OF AMENDMENT/MODIFICATION".

• Bidders are instructed to acknowledge receipt of this amendment prior to the specified hour and date for receipt of offers. Failure to do so may result in offer rejection.

• Offerors may change their submitted offers by letter or electronic communication, provided it references the solicitation and this amendment and is received before the opening hour and date.

Amendment / Modification

• This amendment provides responses to questions asked during the solicitation period.

• Offerors are required to acknowledge this amendment with their offer/response.

• The solicitation response date and time remain unchanged.

• Attached documents include: "Questions and Responses - 36C25726Q0184" and "S06 - 36C25726Q0184 0001".

• The solicitation response date and time have not been extended. Offerors must submit their response by the original deadline of January 23, 2026, 2:00 PM Central Time, Chicago, USA.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the opportunity 36C25726Q0184.

• Incumbent Contract: There is a current contract in place for these services, identified as 36C25725P0140.
• Contract Details: The existing contract for services at VA Dallas is 36C25725P0140, with a contract award amount of $77,950.00.

This Q&A clarifies that the opportunity is not a brand new contract and provides details about the incumbent contract, which may influence bidder strategies and proposal development.

Form / Attachment / Pricing Sheet

This document is VAAR 852.219-75, a "VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction (JAN 2023) (DEVIATION)". It requires offerors to certify their compliance with subcontracting limitations if awarded a contract. This is a mandatory certification for offerors.

• Services: The contractor will not pay more than 50% of the government-paid amount to firms that are not certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) or Veteran-Owned Small Businesses (VOSBs).
• General Construction: The contractor will not pay more than 85% of the government-paid amount to firms that are not certified SDVOSBs or VOSBs.
• Special Trade Construction: The contractor will not pay more than 75% of the government-paid amount to firms that are not certified SDVOSBs or VOSBs.
• Certification Acknowledgement: Offerors acknowledge that false certifications are subject to penalties under Title 18, United States Code, Section 1001.
• Cooperation: Offerors agree to provide documents to VA to demonstrate compliance.
• Formal Certification: The offeror must complete, sign, and return this certification with their bid, quotation, or proposal.

This form is critical for bidders. Failure to provide a completed and signed certification with the offer will result in the offer being deemed ineligible for evaluation and award. Bidders must understand and agree to the subcontracting limitations specific to the contract type (services, general construction, or special trade construction) and ensure their proposed approach complies with these requirements.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for Radiation Dosimetry Monitoring Services for the Department of Veterans Affairs, VA North Texas Health Care System. This announcement is the only solicitation, and a separate written solicitation will not be issued.

• The contractor shall provide dosimetry services.

• Specific requirements, contractor qualifications, and a list of line items, quantities, and units of measure are detailed in the attached Statement of Work (SOW) and Solicitation (SF1449).

• Submittal requirements beyond price are detailed on page 77 of the SF1449 (Addendum to FAR 52.212-1). Failure to provide these may result in a non-compliant offer.

• Anticipated base period of performance: February 1, 2026 – January 31, 2027.

• Place of Performance: VA North Texas Health Care System, 4500 S. Lancaster Rd., Dallas, TX 75216.

• Delivery is f.o.b. destination.

• Offers must be submitted via email to vance.farrell@va.gov by January 23, 2026, 2:00 PM Central Time.

• Email size limit is 12MB; do not send ZIP files. Multiple emails may be used.

• Questions regarding the solicitation must be submitted in writing to vance.farrell@va.gov no later than January 20, 2026.

• Technical Evaluation Criteria are provided in a separate attached document.

• This acquisition is set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) concerns.

• This solicitation incorporates provisions and clauses by reference, accessible at www.acquisition.gov.

• Applicable documents include: SF1449, Statement of Work - Personnel Dosimetry Services, Technical Evaluation Criteria - Dosimetry, Offeror Questionnaire - Dosimetry Services, and VAAR 852.219-75 - VA Notice of Limitations on Subcontracting - Certificate of Compliance.

Form / Attachment / Pricing Sheet

This document is an Offeror Questionnaire designed to collect specific information from potential bidders regarding their technical capabilities and compliance for dosimetry services. It serves as a checklist to ensure all necessary details are provided within the offeror's quote.

• Licensing and Accreditation: Requires copies of licenses and proof of NVLAP accreditation (or equivalent).
• Experience and Capability: Asks for demonstration of radiation monitoring services experience.
• Dosimetry Products and Monitoring Services: Requires description of dosimeter types offered and confirmation of capabilities for monthly/quarterly processing, ring dosimetry, and neutron/fetal monitoring.
• Reporting and Data Management: Requests sample reports (monthly/quarterly dosimetry, ALARA, annual statistical), description of electronic reporting, secure online access, and paperless reporting options.
• Incident and Emergency Processing: Requires description of procedures for emergency processing, incident investigation, and dose reconstruction, including timeliness of reporting.
• Quality Assurance and Customer Support: Asks for description of quality control measures and identification of a primary point of contact.
• Points of Contact (POCs): Requires contact information for up to three POCs.
• FAR and VAAR Clauses: Inquiries regarding completion/certification of FAR 52.222-49 and VAAR 852.219-75.

This questionnaire directly guides bidders on the specific technical information and documentation that must be included in their quote to be considered compliant. Failure to provide all requested information may result in the offer being deemed non-compliant.

Form / Attachment / Pricing Sheet

This document outlines the technical evaluation criteria for the Personnel Dosimetry Services opportunity. It details the specific requirements offerors must meet to demonstrate their technical capability to provide radiation dosimetry services as described in the Statement of Work (SOW).

Offerors will be evaluated based on the following minimum technical requirements:

• A. Licensing and Accreditation: Submission of required state/federal licenses and proof of current NVLAP accreditation (or equivalent).
• B. Experience and Capability: Demonstrated experience providing personnel radiation monitoring to healthcare facilities (preferably federal/VA) supporting 100+ participants with monthly/quarterly cycles.
• C. Dosimetry Products and Monitoring Services: Identification of dosimeter types offered (whole body, ring, neutron, fetal) and confirmation of capability for monthly/quarterly processing, ring dosimetry, and neutron/fetal monitoring.
• D. Reporting and Data Management: Provision of sample reports (monthly/quarterly, ALARA, annual statistical) and description of electronic reporting capabilities (secure online access, paperless options).
• E. Incident and Emergency Processing: Description of procedures for emergency processing, incident investigation, dose reconstruction, and reporting timeliness.
• F. Quality Assurance and Customer Support: Description of quality control measures for accuracy and reliability, and identification of a primary point of contact and customer support process.

This document is critical for potential bidders as it clearly defines the technical qualifications and capabilities that will be assessed during the evaluation process. Bidders must ensure their proposals directly address each of these criteria to demonstrate their suitability for performing the personnel dosimetry services.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide comprehensive personnel dosimetry services for the VA North Texas Health Care System (VANTHCS), ensuring compliance with all applicable regulations and standards for radiation protection.

• Provide and manage personnel dosimetry services, including the supply, processing, and reporting of dosimeter data.

• Services must adhere to USNRC Title 10 CFR Part 20 and US Department of Labor 29 CFR Part 1910 standards.

• The contractor must be NVLAP accredited for all required radiation testing categories and provide proof of accreditation.

• The contractor must be able to calculate, provide, and store various dose equivalents (Deep Dose Equivalent, Eye Dose Equivalent, Shallow Dose Equivalent, Committed Effective Dose Equivalent, Committed Dose Equivalent, Total Organ Dose Equivalent, Total Effective Dose Equivalent) and Intake Quantity and Radionuclide.

• Dosimeters must meet specific dose measurement ranges for X-ray, Gamma, Beta, and Neutron radiation.

• Reports of radiation exposures must be made on NRC Form 4 and NRC Form 5 or equivalents.

• The contractor must provide web access to a database for government interaction with dosimetry records, enabling functions such as adding/deleting personnel, reviewing records, and downloading data.

• The contractor must be able to automatically compute estimated doses for missing dosimeters and provide emergency consultation within 24 hours.

• Dosimeters require permanent waterproof ID labels and color coding for alternate months. Finger dosimeters require specific sizing.

• Master controls must be provided for all dosimeter types.

• Absent badge reports and emergency dosimeter processing services are required within specified timeframes.

• Exposure reports must be supplied within 10 days of receipt of dosimeters.

• A separate fetal dosimetry monitoring program is required for declared pregnant women.

• ALARA notifications and termination report summaries are required.

• Dosimeters must be supplied 10 days prior to the wear period.

• Shipments must include individual printed packing lists.

• The contractor must supply dosimeters for additions within 5 days of notification.

• The contractor must provide summing of exposures across all in-house facilities and monthly reports.

• The contractor must be able to provide exposure reports electronically.

• Subcontracting plans must be provided, and subcontractors must meet all SOW requirements.

• The contractor's software must integrate with the University of Texas Southwestern Medical Center's systems for record transfer and maintenance.

• Data, including SSN and DOB, will be used for identification per NRC regulations.

• The service period includes one (1) Year Base and four (4) Option Years.

• Compliance with USNRC and DOL regulations.

• NVLAP accreditation.

• Timely provision of dosimeters and reports (e.g., 10 days for exposure reports, 24 hours for emergency consultation).

• Accurate calculation and storage of dose data.

• Availability of web access for government interaction.

• Adherence to ALARA notification and reporting requirements.

• Maintenance of records in perpetuity.

• Period of Performance: One (1) Year Base and four (4) Option Years, beginning upon notice of award.

• Place of Performance: VA North Texas Health Care System.

• NVLAP accreditation in ANSI N13.11 categories IA, IIA, IIIA, IV, and V.

• Personnel dosimeters must be NVLAP certified and have neutron exposure detection capabilities.

• Approximately 615 personnel dosimeters (~7380 annual) to be processed.

• Contractor software must integrate with UT Southwestern Medical Center systems.

• Data recording, tracking, and reporting system cannot be dependent on IT infrastructure (Wi-Fi).

• Compliance with VA information security, privacy, and records management requirements (including NARA regulations and data breach protocols).

• Contractor employees must complete mandatory training on VA information security and privacy.

• No access to VA Desktop computers or online government resources.

• No access to protected Patient Health Information (PHI); any storage devices remain in VA control.

• All research data for contractor analysis is de-identified.

• Liquidated damages apply for data breaches.

Solicitation / RFP / RFQ

This document is a solicitation (Solicitation Number: 36C25726Q0184) for commercial products and services. The Department of Veterans Affairs, Network Contracting Office 17, is issuing this solicitation. The acquisition is set aside for Small Business.

The solicitation details various dosimetry services, including:

• Whole Body Badges

• TLD + CR39 Badge Services

• Ring Badge Services

• Spare Badges (Whole Body, TLD + CR39, Ring Dosimeter)

• Lost/Damaged Badge Services (Whole Body, Ring, TLD + CR39)

• Individual Form 5 Report Service

• Form 5 on CD Service

• ALARA Reports (Base Fee, Per Memo)

• Statistical Base Fee

• Statistical Person Service Fee

• Fetal Monitoring Report Service

• Badge Trak & Scanner Service

• Emergency Processing Incident Charge Service

• Emergency Processing - Dosimeter Charge Service

• Badge Board Services (Small, Medium, Large)

• The contract type is a firm-fixed price contract.

• The period of performance includes a base period and four option periods.

• Base Period: 02-01-2026 to 01-31-2027

• Option Period 1: 02-01-2027 to 01-31-2028

• Option Period 2: 02-01-2028 to 01-31-2029

• Option Period 3: 02-01-2029 to 01-31-2030

• Option Period 4: 02-01-2030 to 01-31-2031

• Offer Due Date: 01-23-2026 at 2:00 PM CST.

• Proposals must be submitted via email to vance.farrell@va.gov.

• Email size limit is 12MB; ZIP files are not accepted.

• Evaluation factors include Technical Capability, Past Performance, and Price. Technical and Past Performance are more important than Price.

• This acquisition is a Small Business set-aside.

• NAICS Code: 541380

• Size Standard: $19 Million

• The solicitation incorporates FAR clauses by reference, including those related to commercial products and services, small business concerns, and subcontracting limitations.

• Payment will be made via Electronic Funds Transfer (EFT).

• Invoices must be submitted electronically via the Tungsten Network or FSC website.

• The solicitation includes provisions regarding security prohibitions and exclusions, and basic safeguarding of covered contractor information systems.