36C24521Q0653 – Sources Sought – Q527–Medical Physics Peer Review of Radiation Therapy Quality Assurance Operations

Jul 21, 2021 | Sources Sought

Veterans Health Administration, Network Contracting Office 5, is issuing this request for
information/sources sought notice in order to identify companies that have the resources and
capabilities to provide Medical Physics Peer Review of Radiation Therapy Quality Assurance Operations for 41 Veterans Health Administration (VHA) Medical Centers.

Scope of Work: Contractor will perform periodic on-site dosimetry and quality assurance (QA) reviews, annual remote audits of treatment machine calibration of both photon and electron beams and credentialing of advanced radiation therapy techniques such as Intensity Modulated Radiation Therapy (IMRT), Image-Guided Radiation Therapy (IGRT), and Stereotactic Body Radiation Therapy (SBRT) and Stereotactic Radiosurgery (SRS) for 41 Veterans Health Administration (VHA) Medical Centers with on-site radiation therapy facilities. Further, it is expected that VHA facilities will offer advanced technology radiotherapy techniques which will require specific attention during the periodic review.

In addition, the Contractor shall provide lung phantom irradiation accounting for the target motion control used by the institution as part of the facility s SBRT credentialing approval. On-site visit by the Contractor shall include validation of Standard Operating Procedure (SOP) for the use of daily image guidance used for SBRT, data indicating reliability of patient alignment must be provided including their residual positioning uncertainty, documentation of acceptance testing and commissioning of the technical and clinical components of the institution s SBRT program, and evidence that the institution s radiotherapy department QA committee deliberation includes SBRT program QA and clinical issues as a continual agenda item.

Background: All on-site Radiation Therapy Programs within the VA system are required to receive accreditation by a nationally recognized external accreditation body to continue providing services to our Veteran population. The accreditation is on-going and all centers must be re-accredited every three years. Surveyors review external medical physics evaluation reports generated by the Contractor after each onsite review. To ensure that the patient safety is adequately addressed at all centers the VHA needs the Contractor to perform these reviews, audits and measurements described in the scope of work. Following each on-site visit, a written report must be sent within 30 days after the completion of the site visit. The comprehensive report will be sent to the Chief, Radiation Oncology Service, with copies provided to the Facility Director, the National Director for Radiation Oncology Program (NROP) and Contracting Officer s Representative (COR). Each report will detail any observed condition which is inconsistent with published QA and dosimetry recommendations regarding the delivery of therapeutic radiation or is believed by the reviewers to violate federal or state regulatory compliance. The report will specifically address the corrective action plan with recommended implementation timelines. Continuing this service contract nationally will provide external verification that all VA Radiation Oncology Centers are compliant with the key elements of the American Association of Physicists in Medicine (AAPM) Guidelines governing the safe and accurate delivery of therapeutic radiation.

Performance Period is for a base plus two option years, firm-fixed-price contract.

VHA Radiation Oncology Services Location
Station Number
Facility
500
Albany
506
Ann Arbor
508
Atlanta
512
Baltimore
516
Bay Pines
523
Boston
526
Bronx
630
Brooklyn
541
Cleveland
549
Dallas
552
Dayton
553
Detroit
558
Durham
561
East Orange
578
Hines
580
Houston
583
Indianapolis
586
Jackson
589
Kansas City
600
Long Beach
691
Los Angeles
607
Madison
614
Memphis
546
Miami
695
Milwaukee
618
Minneapolis
621
Mountain Home, TN
632
Northport
635
Oklahoma City
675
Orlando
642
Philadelphia
646
Pittsburgh
652
Richmond
671
San Antonio
672
San Juan
663
Seattle
667
Shreveport
657
St. Louis
673
Tampa
688
Washington
548
West Palm Beach

Interested & Capable Responses: Network Contracting Office 5 (NCO 5) is seeking responses from companies that are interested in this procurement and consider themselves to have the resources and capabilities necessary to provide these services. Please respond with your:

1. Business name, business type, socio economic status (e.g., Veteran Owned, Woman Owned,
Disadvantaged Small Business, 8(a), etc.), and person of contact (including telephone number & email
address).

2. Capability statement and summary of previous experience providing Medical Physics Peer Review of Radiation Therapy Quality Assurance Operations services for the Veterans Health Administration or other similar healthcare facilities.

3. Ballpark cost estimate of what the VAMC could expect to pay your company to perform the work
described above per year.

Responses must be submitted by 11:00 AM (EST) July 30, 2021. Responses to the information
requested above must be submitted via email to jameel.gordon@va.gov.

This request for information/sources sought notice is for planning purposes ONLY. The results of this
market research will assist in the development of (1) the requirement, and (2) the acquisition strategy
(e.g., small business set aside, full and open competition, etc.). VA assumes no responsibility for any
costs incurred associated with the preparation of responses submitted as a result of this notice.

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