H265--FY27: Medical Physics Inspection Services

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

To provide on-site diagnostic medical physics support and services for the Veterans Health Administration (VHA) at James A. Haley VA Hospital and Clinics and its affiliated outpatient clinics.

• Provide one quarterly visit (minimum six hours per visit) to conduct necessary audits, reviews, spot surveys, and equipment testing.

• Prepare quarterly reports for the James A. Haley VA Hospital and Clinics (JAHVA) Radiation Safety Committee meeting.

• Furnish all labor, material, supplies, equipment, and qualified personnel for on-site diagnostic medical physics support.

• Adhere to Joint Commission requirements, American College of Radiology guidelines, and relevant VHA Directives and Handbooks.

• Perform annual quality assurance testing and certification of all diagnostic x-ray and imaging equipment, including MRI systems.

• Perform recertification of equipment after repair or modification.

• Provide written reports of testing, including identified deficiencies.

• Report deficiencies or non-conformances representing unsafe conditions immediately to the Radiation Safety Officer (RSO).

• Conduct dose rate surveys in unrestricted areas.

• Provide a patient exposure chart for each inspected unit.

• Provide shielding design approvals and surveys for new construction, renovations, and equipment replacement.

• Perform annual quality assurance testing of mammography equipment.

• Attend JAHVA committee meetings as a member.

• Provide consultation and final reports for dose estimates and sentinel event investigations.

• Respond to emergency equipment issues within 2 hours.

• Perform acceptance testing of new or relocated imaging equipment.

• Perform structural shielding design calculations and surveys.

• Assist in the development of a comprehensive technical quality assurance program.

• Perform follow-up inspections for corrective actions.

• Provide medical physicist peer review for radiation oncology service.

• Perform annual fluoroscopy inspection of lead protective garments and devices, and evaluate operator barrier protection.

• Conduct inspections/quality control surveys of imaging equipment listed in Appendix A.

• Perform physics inspections of CR, DR, CT scanners, and dental x-ray equipment.

• Perform annual calibration of specific equipment (e.g., Captus 3000 Thyroid Uptake and Well Counter Systems).

• Monitor and review records pertaining to radioactive waste preparation, shipment, area surveys, wipe testing, receipt, storage, and disposal.

• Assist with consultation license renewals and amendments.

• Perform PET/CT scanner evaluations.

• Perform nuclear medicine camera performance tests.

• Ensure contractor personnel meet security requirements, including background investigations.

• Locations: James A. Haley VA Hospital, Tampa, FL; Hidden River Primary Care Annex, Tampa, FL; Sabal Park Location, Tampa, FL; Lakeland Outpatient Clinic, Lakeland, FL; New Port Richey Outpatient Clinic, New Port Richey, FL; South Hillsborough Outpatient, Riverview, FL.

• Period of Performance: Base: 10/1/2026 through 9/30/2027; Option Year 1: 10/1/2027 through 9/30/2028; Option Year 2: 10/1/2028 through 9/30/2029; Option Year 3: 10/1/2029 through 9/30/2030; Option Year 4: 10/1/2030 through 9/30/2031.

• Contractor personnel must be qualified diagnostic medical physicists.

• Compliance with radiation protection standards (29 CFR 1910.1096).

• Adherence to VHA Directives and Handbooks.

• Personnel must meet specific qualifications and experience requirements.

• Contractor must provide all necessary equipment and supplies.

• Contractor personnel must undergo background investigations and receive favorable adjudication.

• Contractor must comply with information security and privacy requirements.

• Contractor must maintain records in accordance with Federal law and NARA policies.

Sources Sought Announcement

This is a Sources Sought announcement (not a solicitation) to gather information on potential sources for Medical Physics Inspection Services for the Department of Veterans Affairs, James A. Haley Veterans’ Hospital (JAHVH) in Tampa, FL. The government is seeking to understand the capabilities of potential contractors, including their size classification (Large Business, Small Business, Service Disabled Owned, Veteran Owned Small Business, Hub Zone, 8(a), Small Disadvantaged, Women Owned Small Business) relative to NAICS code 541990 (All Other Professional, Scientific and Technical Services, with a $19.5 Million size standard).

The contractor shall provide on-site diagnostic medical physics support and services, including all necessary labor, materials, supplies, equipment, and qualified personnel. Services must adhere to Joint Commission requirements and standards for medical imaging as outlined in the DRAFT Performance Work Statement (PWS).

Interested parties should submit the following:

• Company Name

• Address

• Point of Contact

• Unique Entity Identifier (UEI) Number

• Business size classification (Small, Emerging, Small Disadvantaged, SDVOSB, VOSB, WOSB, etc.)

• Confirmation of location in Hillsborough County (if applicable)

• Indication if the business is a non-profit organization

• A summary of the company's capabilities to provide Medical Physics Inspection Services.

• Deadline: Monday, June 1, 2026, no later than 12:00 PM EST.

• Submission Method: Electronic transmission to Jose.Ortiz-Velez@va.gov.

• This announcement is for informational and planning purposes only and does not constitute a solicitation.

• No contract will be awarded based on this announcement.

• Responses are not requests to be added to a prospective bidders list or to receive a solicitation.

• If a solicitation is issued, it will be announced separately on www.SAM.gov.

• No reimbursement will be provided for costs associated with responding to this announcement.

• A DRAFT PWS for Medical Physics Inspection Services is attached.