Veterans Health Administration, Network Contracting Office 5 (NCO 5) is issuing this source sought notice (Only) pursuant to the Federal Acquisition Regulations (FAR) Part 10, Market Research.
Contractor will provide all resources necessary to perform calibrations on these types of radiation survey instruments in accordance to the statement of work. Contractor will also provide instrument repair services as needed. Contractor will be responsible for return shipment of instruments back to MERRT members who are geographically dispersed throughout the U.S.
The purpose of the sources sought is to gain knowledge of potential qualified sources and their size classifications relative to NAICS 541380. It will also be used to identify qualified and responsible small business vendors (e.g. Service Disabled/Veteran-Owned Small Business (SDVOSB/VOSB), Historically Underutilized Business Zone (HUBZone), 8(a), small disadvantaged, women-owned small business).
Interested & Capable Respondents in this procurement and consider themselves to have the resources, capabilities and qualifications necessary to provide this service, please respond with your:
Business name, address, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, Women Owned Small Business, 8(a), Large Business, etc.), and person of contact (including telephone number & email address) and point of contact information.
Provide your Unique Entity Identifier (UEI) number.
Is your company considered small under the NAICS code identified under this source sought?
Capability statement and summary of previous experience providing radiation survey instrument calibration and repair services for the Veterans Health Administration or other Federal agencies. Be sure to include information pertaining to your company s licensing by regulatory authorities, industry/ISO certifications obtained, and other pertinent information.
Whether you hold GSA Federal Supply Schedule contract and contract number.
General estimated pricing for your product/services. Pricing will be used for the purpose of market research only.
Responses must be submitted by 3:00 PM (EDT) July 31, 2026. All information regarding Capabilities Statements or any other proprietary information relative to this sources sought shall be submitted via email to Charles.willis@va.gov.
This request for 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.). Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice. All information received in response to this source sought that is marked Proprietary will be handled accordingly.
statement of work
MERRT Radiation Survey Instrument Calibration and Repair
Purpose. VHA Office of Emergency Management (OEM), will contract for radiation safety instrument calibration services required to support the VHA Medical Emergency Radiological Response Team (MERRT).
Background. The MERRT, as established by VHA Directive 0320.05, is a specialized team of healthcare professionals with radiological expertise that can be rapidly deployed to a VHA or off-site medical provider to render patient treatment and technical advice during a radiological emergency.
Objectives. The contract, once established, will provide a mechanism for MERRT members, who are geographically dispersed throughout the United States, to have MERRT radiation safety instruments calibrated annually. Four option years are required.
Scope. The Contractor shall provide annual calibration of all MERRT radiation survey equipment. The Contractor will provide instrument repair service as needed and specified in the contract. Four option years are required.
Contractor Requirements. The contractor shall be able to meet the following requirements:
Factor #1: Ability to calibrate radiation detection instruments listed below, in-house.
Factor #2: Ability to repair radiation detection instruments listed below.
Factor #3: Must have alpha and beta emitting radiation sources for alpha/beta probe calibrations
Factor #4: Must have a high energy gamma ray emitting source for standard instrument calibration.
Factor #5: Must meet ANSI N323 compliance standard for portable radiological instruments.
Factor #6: Ability to calibrate instruments within a 15 day turn-around time.
Factors 1-5 are equally important; these are mandatory in order to be able to perform the services. Factor #6 is less important than the other factors but should not go over 30 days.
Mandatory Tasks and Deliverables. The contractor shall provide annual calibration of all MERRT radiation survey equipment. Shipping costs for instrument return to the customer and shipment for repair are the responsibility of the contractor. The contractor will provide instrument repair service as needed and specified in the contract. If for any reason, any deliverable cannot be delivered on time according to the below schedule, the contractor shall provide a written explanation three days prior to the due date to the Contracting Officer Representative (COR). This written transmittal shall include a firm commitment of when the work shall be completed. This transmittal to the COR shall cite reasons for the delay, and the impact on the overall project. The COR will review collaboratively with the program office and facts and issue a response in accordance with the contract terms and conditions. Unless otherwise specified an electronic copy shall be placed in the designated CBO SharePoint site or other CBO-designated site. Specifically, the contractor shall:
6.1 Task One. The contractor shall calibrate, using NIST traceable sources and methods approved in ANSI N323 series of documents for radiation survey instruments, the following radiation survey equipment:
Deliverable 6.1.1. Calibrate 20 ea. Ludlum Model 2241-3 or 3001-3 survey kit. Each kit requires calibration of meter and 3 included probes.
Deliverable 6.1.2. Calibrate 10 ea. Ludlum Model 2224-1 survey kit. Each kit requires calibration of meter and 2 included probes.
Deliverable 6.1.3. Calibrate 10 ea. Ludlum Model 2401P or other model Geiger-Mueller survey meter.
Deliverable 6.1.4 Calibrate 4 ea. Ludlum Model 52-5-1 Portable Portal Monitor.
Deliverable 6.1.5 Calibrate 30 ea Polimaster PM1703-1.
6.2 Task Two. Radiation survey equipment repair and COR responsibility/authority
Deliverable 6.2.1. Contractor will inspect instruments when received for calibration. If repairs are required, or are requested by the COR, the contractor will contact the COR with an estimate of the repair cost and an estimated completion date. Contractor will repair instruments with COR authorization up to, but not in excess of, the Not to Exceed (NTE) amount of the contract. Expenditures authorized by the COR or incurred by the contractor in excess of the NTE amount will be disallowed unless approved in advance, in writing, in the form of an amendment to the contract raising the NTE, by the Contracting Officer. Additionally, the COR shall not obligate the government to any expenditures not specifically covered in the contract.
6.3 Schedule for Mandatory Deliverables.
6.3.1 Table of Base Period Mandatory Deliverables Due Dates
REFERENCE
DELIVERABLE
DUE DATE
6.1.1
Calibrate 20 ea. Ludlum Model 2241-3 or 3001-3 survey kit.
Within 15 days of receipt of equipment by contractor.
6.1.2
Calibrate 10 ea. Ludlum Model 2224-1 survey kit
Within 15 days of receipt of equipment by contractor.
6.1.3
Calibrate 10 ea. Ludlum Model 2401P or other model Geiger-Mueller survey meter.
Within 15 days of receipt of equipment by contractor.
6.1.4
Calibrate 4 ea. Ludlum Model 52-5-1 Portable Portal Monitor.
Within 15 days of receipt of equipment by contractor.
6.1.5
Calibrate 30 ea Polimaster PM1703-1
Within 15 days of receipt of equipment by contractor.
6.2.1
Contractor will inspect and repair instruments when received for calibration.
Within 30 days of receipt of equipment by contractor
