Q301--Board-Certified Diagnostic Medical Physicist Services for Richard L. Roudebush, VAMC in Indianapolis, IN

Amendment / Modification

This amendment addresses vendor questions for solicitation number 36C25026Q0156.

This amendment does not extend the solicitation's due date. Offers are still due by March 2, 2026, at 3:00 PM (Eastern).

All offerors are required to sign this amendment, acknowledge receipt, and submit it with their quote. Failure to do so may result in rejection of the offer.

Solicitation / RFP / RFQ

This solicitation is for a Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside procurement for Board-Certified Diagnostic Medical Physicist (DMP) services. The services are required for the Richard L. Roudebush VA Medical Center in Indianapolis, IN, and its affiliated community outpatient centers within Indiana. The contractor will provide imaging equipment inspections, CT and fluoroscopy protocol optimization, lead shielding design and reports, lead shielding verification, and assistance to the Radiation Safety Officer (RSO).

• Annual inspections of imaging equipment (CT, Fluoroscopy, MRI, Nuclear Medicine, PET, Diagnostic X-Ray, Dental).

• Inspections after major repairs or new installations.

• CT and Fluoroscopy protocol review for dose optimization.

• Lead shielding design, calculation, and verification reports.

• Assistance to the RSO with radiation exposure calculations, fetal dose estimations, incident reviews, and committee meetings.

• Performance testing of new or relocated imaging equipment.

• Review of facility's quality assurance program.

• 24/7 phone/electronic consultation services.

• All services must comply with NHPP, VHA, Joint Commission, and ACR requirements.

• Contract Type: Firm Fixed Price, Indefinite Delivery, Indefinite Quantity (IDIQ).

• Period of Performance: Five (5) one-year ordering periods, starting April 1, 2026, through March 31, 2031.

• Estimated Value: Not explicitly stated, but a maximum of $19.5 Million is indicated.

• Minimum Guarantee: Applies to the initial fiscal year of award.

• Offer Due Date: March 2, 2026.

• Submission Method: Electronic submission to Michelle.Ford2@va.gov.

• Evaluation Factors: Past Performance, Prior Experience, and Price.

• Key Deadlines: Inquiries due within five (5) calendar days of solicitation issuance.

• This acquisition is a total set-aside for Certified Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• Offerors must be certified and listed in the SBA certification database.

• Travel and lodging will not be paid under this contract.

• The solicitation incorporates numerous FAR and VAAR clauses by reference.

• Key personnel requirements are detailed in the PWS.

• Specific attachments include QASP, Rules of Behavior, Immigration Certification, OCI Statement, and Past Performance Questionnaires.

Solicitation

This solicitation is for Performance Testing Services for diagnostic imaging equipment at the Richard L. Roudebush VA Medical Center in Indianapolis, IN, and its affiliated community outpatient centers. The services are required to ensure compliance with VHA, NHPP, JC, and ACR standards.

• Onsite Board-Certified Diagnostic Medical Physicist (DMP) services.

• Annual inspections of imaging equipment (CT, MRI, Nuclear Medicine, PET, Fluoroscopy, Diagnostic X-Ray, Dental, CBCT).

• Inspections after major repairs or relocation prior to patient use.

• CT and Fluoroscopy protocol optimization for dose reduction.

• Radiation protection shielding design, calculation, and inspection.

• Assistance to the Radiation Safety Officer (RSO) with radiation exposure calculations, incident reviews, and reporting.

• 24/7 phone consulting services.

• Performance testing of new or relocated equipment.

• Review of facility's quality assurance program.

• Written reports for all inspections and services.

• Contract Type: Firm Fixed Price, Indefinite Delivery, Indefinite Quantity (IDIQ).

• Period of Performance: Five (5) one-year ordering periods, from April 1, 2026, through March 31, 2031.

• Estimated Value: $19.5 Million (This appears to be an overall estimate for the acquisition, not a guaranteed amount).

• Minimum Guarantee: 3 diagnostic services in the initial fiscal year.

• Maximum Quantity: 2,600 diagnostic services across all ordering periods.

• Offers must be submitted electronically to Michelle.Ford2@va.gov by the date and time specified in Block 8 of the SF-1449.

• Required submissions include SF 1449 completion, Section B.1, B.2 pricing, proof of insurance, FAR/VAAR provision completions, and signed attachments.

• Evaluation will be based on Past Performance, Prior Experience, and Price.

• This acquisition is set aside exclusively for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Offerors must be certified and listed in the SBA certification database.

• Travel and lodging will not be reimbursed.

• The solicitation references several attachments including a Quality Assurance Surveillance Plan (QASP), VA National Rules of Behavior, Contractor Certification for Immigration, Organizational Conflicts of Interest statement, and Past Performance Questionnaires.

Form / Attachment / Pricing Sheet

This document is Attachment D5, a Past Performance Questionnaire, for Solicitation 36C25026Q0156. It is used by the Network 10 Contracting Office to evaluate an offeror's past performance as part of the contract award process. The questionnaire is intended to gather feedback from previous/current purchasers of the offeror's services.

• Information of company to be evaluated: Fields for Company Name/Offeror and Company Address.
• Information of Evaluator: Fields for Evaluator Name and Title, Company Name, Phone Number, and Address.
• Information on contract/service assessed: Fields for Contract Number (if applicable), Scope of work, Type of services provided, Period of performance (From/To), Location(s) where services were provided, Approximate number of medical staffers provided, and Approximate value of services provided.
• Performance Ratings: A scale of "O" (Outstanding), "A" (Above Average), "S" (Satisfactory), "M" (Marginal), and "U" (Unacceptable) with definitions for each.
• Specific Questions: The questionnaire asks for ratings and comments on:
  1. Compliance with contract requirements.
  2. Quality of staffing candidates.
  3. Continuity of staffers and minimization of turnover.
  4. Invoicing accuracy and timeliness.
  5. Ability to resolve performance issues.
  6. Issuance of any notices of subpar performance.
  7. Overall satisfaction with services.
  8. Willingness to award another contract.
• Additional Comments: A section for any further remarks.
• Signature Block: Fields for Signature of Evaluator, Name of Evaluator, and Date.

This document is crucial for potential bidders as it outlines the specific information the government will seek from their past performance references. Bidders should ensure their references are aware of this questionnaire and are prepared to provide detailed and positive feedback. The responses will directly impact the evaluation of their past performance, a key factor in contract award. The submission deadline for this survey is the same as the solicitation closing date, and it must be emailed to Michelle.Ford2@va.gov.

Form / Attachment / Pricing Sheet

This document, Attachment D4, provides the "Organizational Conflicts of Interest (OCI)" clause (VAAR 852.209-70) and requires bidders to provide a statement addressing any potential organizational conflicts of interest related to the solicitation. It also includes Appendix A, the "Contractor Conflict of Interest Certification Statement" form, which bidders must complete.

• VAAR 852.209-70 Clause: Defines organizational conflict of interest and outlines the government's interest in avoiding such situations.
• Offeror Statement Requirement: Bidders must submit a concise statement detailing any past, present, or planned interests (financial, contractual, organizational, or otherwise) that could create an OCI. This statement must also cover consultants and subcontractors.
• Mitigation Information: Offerors can include information on how their organizational or management systems would avoid or mitigate potential OCIs.
• Appendix A - Certification Statement: This form provides two options for bidders:
  1. Certify that individuals listed in Key Personnel and Temporary Emergency Substitutions have no present or planned OCI related to the services.
  2. Provide an attached statement detailing any relevant facts concerning past, present, or planned interests and potential OCIs, along with mitigation strategies.

Bidders must carefully review the OCI clause and complete the certification statement in Appendix A as part of their proposal submission. Failure to disclose or misrepresenting OCIs can lead to contract termination. This document is critical for ensuring compliance and eligibility for award.

Form / Attachment / Pricing Sheet

This document, "Attachment D3 - Contractor Certification for Immigration and Nationality Act," requires contractors to certify their compliance with U.S. immigration and nationality laws when providing services to the Department of Veterans Affairs (VA), particularly concerning non-immigrant foreign nationals.

• Compliance Certification: Contractors must certify compliance with the Immigration and Nationality Act of 1952, as amended, and related regulations enforced by Homeland Security, Immigration and Customs Enforcement, and the U.S. Department of Labor.
• Prohibition on Illegal Aliens: Contractors must not knowingly employ, contract, or subcontract with illegal aliens or foreign nationals violating their visa status.
• E-Verify Requirement: Contractors must comply with "E-Verify" requirements consistent with Executive Order 12989 and applicable Federal Acquisition Regulations.
• Consequences of Non-Compliance: Failure to comply may result in the prohibition of the non-compliant foreign national from working on VA contracts and may serve as grounds for contract termination.
• Subcontractor Certification: Contractors must obtain similar certifications from their subcontractors.
• Certification Fields: The form includes fields for Signature, Date, Typed Name and Title, and Company Name.
• False Certification Warning: Making a false, fictitious, or fraudulent certification may subject the maker to prosecution under 18 U.S.C. 1001.

This attachment is a mandatory certification for all contractors performing services for the VA. Bidders must understand these requirements and be prepared to complete and submit this certification as part of their proposal or contract execution. It highlights the government's emphasis on legal employment practices and compliance with immigration laws.

Form / Attachment / Pricing Sheet

This document, "D2. DEPARTMENT OF VETERANS AFFAIRS (VA) NATIONAL RULES OF BEHAVIOR," outlines the mandatory terms and conditions that individuals must understand, accept, and agree to when accessing or using VA information, information systems, or VA sensitive information. It serves as a critical component for ensuring the security and privacy of VA data.

• General Rules of Behavior: Covers expectations regarding privacy, monitoring, prohibited actions (unauthorized access, modification, misuse), consequences of violations (disciplinary, criminal, civil, administrative), and reporting requirements for security incidents and criminal violations.
• Specific Rules of Behavior: Details specific actions required and prohibited, including procedures for requesting access, using authorized devices and software, securing sensitive information (encryption requirements), proper disposal of information, and restrictions on overriding security controls or altering equipment configurations.
• Remote Access and Personal Devices: Addresses rules for remote access, use of personal devices, and requirements for encryption and security when handling VA sensitive information outside of a protected environment.
• Acknowledgement and Acceptance: Requires individuals to acknowledge receipt and agree to comply with all terms and conditions.

Vendors and their personnel who will be granted access to VA information systems or sensitive information as part of this opportunity must adhere to these National Rules of Behavior. This document is crucial for understanding the security, privacy, and acceptable use policies that will govern their interaction with VA data and systems. Compliance is mandatory and failure to adhere can result in significant consequences.

Form / Attachment / Pricing Sheet

This document is a Quality Assurance Surveillance Plan (QASP) for a contract related to Diagnostic Medical Physicist services. It outlines the systematic method the Government will use to evaluate contractor performance.

• Purpose of QASP: To define what will be monitored, how, by whom, and how results will be documented.
• Government Roles: Defines responsibilities for the Contracting Officer (CO) and Contracting Officer's Representative (COR).
• Contractor Representatives: Identifies the contractor's Program Manager and Alternate Manager.
• Performance Standards: References the Performance Work Statement (PWS) for specific standards and Acceptable Quality Levels (AQLs).
• Methods of QA Surveillance: Details methods such as Direct Observation, Periodic Sampling, and Random Sampling.
• Performance Metrics: Includes a matrix with specific measures, PWS references, performance standards, AQLs, surveillance methods, and whether the AQL was met.
• CPARS Ratings: Defines rating scales (Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory) for contractor performance.
• Documenting Performance: Outlines procedures for documenting acceptable and unacceptable performance, including Contract Discrepancy Reports (CDRs).
• Procedures: Describes COR inspection processes and notification of deficiencies.
• Frequency of Measurement: Specifies quarterly Performance Assessment Meetings and written assessments.
• COR and Contractor Acknowledgement: Section for formal sign-off.
• Contract Discrepancy Report (CDR) Form: A template for documenting and resolving performance issues.

This QASP provides insight into how the Government will measure and evaluate the contractor's performance under the contract. Bidders can use this to understand the expected quality standards, surveillance methods, and performance rating criteria, which can inform their proposal development and operational planning to ensure compliance and high performance.

Solicitation / RFP / RFQ

This solicitation is for on-site Board-Certified Diagnostic Medical Physicist Services for the Department of Veterans Affairs Medical Center, Richard L. Roudebush, VAMC in Indianapolis, IN. The services are needed for imaging equipment inspections (annual, post-major repair, and upon new installation), CT and fluoroscopy protocol review for dose optimization, lead shielding design and reports, lead shielding verification, and assistance to the Radiation Safety Officer (RSO).

• On-site Board-Certified Diagnostic Medical Physicist services.

• Imaging equipment inspections.

• CT and fluoroscopy protocol review for dose optimization.

• Lead shielding design, reports, and verification.

• Assistance to RSO with radiation exposure calculations, fetal dose estimations, hospital personnel instruction, over-exposure reports, incident reviews, and attendance at Machine-Produced Radiation Safety Committee (MPRSC) meetings.

• The resulting contract will have five (5), one (1) year ordering periods.

• Solicitation will be under FAR Part 12 and VAAR 873.

• The response date is March 2, 2026, 12 PM Eastern Time.

• All questions shall be submitted in writing via email to michelle.ford2@va.gov. No phone calls or faxes will be accepted.

• This procurement is a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside.

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

• Size Standard: $19.5 million.

• The solicitation document will be available on or after February 5, 2026.

• Contracting Office Address: Department of Veterans Affairs, Network Contracting Office 10, 24 Frank Lloyd Wright Drive, Ste. M2200, Ann Arbor, MI. 48105.

• Contracting Officer: Michelle C. Ford (michelle.ford2@va.gov, 734-222-7151).