Solicitation
HCR- Medical Physicist Contract for Radiology and Dental (VA-26-00023708) Base Contract year 11/01/2026-10/31/2027 VA Finger Lakes
Department of Veterans Affairs · Sol. 36C24226Q0905
Due in 7 daysSDVOSB
AI summary Beta
The VA's Network Contracting Office 2 (Buffalo, NY) wants certified medical physicists to do radiation safety and diagnostic x-ray, CT, dental and display-monitor testing for the VA Finger Lakes Health System. Work is on site at Bath, Canandaigua and Henrietta (Rochester), NY. It is a 100% SDVOSB set-aside with a 1-year base period starting 11/01/2026 plus four 1-year options.
Watch out for
- Strict SDVOSB and SAM verification. Only certified SDVOSBs verified in the Small Business Dynamic Search can be considered, and that status must hold on the quote date and again at award.
Contractor must be a certified SDVOSB at the time
- Scarce credentialed staff required up front. You must name a primary and at least two alternate board-certified physicists with the quote, and the VA can refuse personnel and limits substitutions in the first 90 days, so staffing has to be lined up before you bid.
Contractor is to submit a list of key personnel with the offer.
- Incomplete pricing disqualifies the quote. Every line in the base year and all four option years must be priced, and a quote with blanks is removed from consideration.
Quotes that do not include pricing for all line items in all
- Question deadline already passed. The deadline to ask the contracting office about the conflicting items below was October 5, 2026, before the quote is due, so unresolved errors must be handled in your own quote.
received NLT Monday October 5th, 2026 by 3:00pm EST.
- Price schedule looks inconsistent or incomplete. Option 2 lists 'Certified Radiation Safety Services' at 0.00 where the radiographic and CR/DR lines should be, option 4 shows quantity 1 where the other years show 5, and the order-limit clause has blank 'IDIQ Maximum' placeholders, so the true workload and ordering limits are unclear.
4001AA 1.00 ea
- No guaranteed minimum work. Quantities are estimates only, so revenue is not guaranteed even though you must price and staff for the full scope.
The Government is not obligated to purchase any specified amount of services
- Travel and multi-site costs built into unit prices. Three sites in western New York must be covered, and all transportation and lodging is your cost inside fixed unit prices with no billing for time in transit.
All travel related costs, including lodging or any other miscellaneous
- Documents disagree on workload and deadlines. The PWS says about 5 to 10 hours a month while listing many equipment inspections, and it gives both a 21-day and a 30-working-day report deadline; the QASP attachment is written for radiologists (OPPE, board certification of physicians), so scope and measures are unclear.
The contractor will be needed approximately five to ten hours
- Fast response and 24-hour availability. You need to answer phones around the clock, return emergency calls within one hour and be on site within 24 hours if asked, plus on site within 5 business days for routine issues.
The contractor shall be on site within five (5) business days for
- Contractor pays for background investigations. The firm bears the cost of VA background checks (the PWS cites $382 per OPM investigation, or $32 if an earlier one can be reused) and must submit packets within 5 business days of award.
The contractor shall bear the expense of obtaining
- Long price hold and extra paperwork. Prices must stay firm for 180 days, two copies of the technical volume are needed (one redacted), and your past-performance references must send their questionnaires directly to the VA by the deadline.
must be a redacted copy removing
Read from the notice and 6 attachments.
- 36C24226Q0905 Medical Physicist Finger Lakes SAM.Gov.pdf
- D.4 INFORMATION SECURITY Medical Physicist Finger Lakes 36C24226Q0905.pdf
- D.3 ORGANIZATIONAL CONFLICT OF INTEREST CERTIFICATION Medical Physicist Finger Lakes 36C24226Q0905.pdf
- D.2 CONTRACTOR CERTIFICATION IMMIGRATION AND NATIONALITY ACT Medical Physicist Finger Lakes 36C24226Q0905.pdf
- D.1 QUALITY ASSURANCE SURVEILLANCE PLAN Medical Physicist 36C24226Q0905.pdf
- D.5 PAST PERFORMANCE QUESTIONNAIRE Finger Lakes 36C24226Q0905.pdf
Full brief
What they want
- Provide 1 primary and at least 2 alternate certified medical/health physicists as key personnel
- Initial, annual and emergent physics inspections of radiographic and fluoroscopic equipment, CR/DR systems, CT scanners, dental x-ray units and display monitors
- Shielding design calculations and shielding surveys for each new, replacement or relocated x-ray system
- Help build and run a technical quality assurance (QA) program and follow up on past inspection findings
- Assist the Radiation Safety Officer: policy reviews, quarterly Radiation Safety Committee meetings, incident reviews, staff training (including 4-hour fluoroscopy training)
- Be on call by phone 24 hours a day, on site within 5 business days for routine issues and within 24 hours for emergencies if asked
- Written test and survey reports to the VA on a set schedule
- Supply your own test equipment and software and cover all travel costs inside your unit prices
- Contract type
- Firm-fixed-price, indefinite-quantity (IDIQ); quantities in the price schedule are estimates only
- Period of performance
- 1 base year (11/01/2026 to 10/31/2027) + 4 one-year options; option to extend services up to 6 months
- Place of performance
- On site at Bath VA Center (Bath, NY), Canandaigua VA Center (Canandaigua, NY) and Rochester Outpatient Center (Henrietta, NY)
- How they'll choose
- Best value (price and other factors); technical factors are significantly more important than price. The Government may compare quotes against each other.
- Offers due
- October 15, 2026, 3:00 PM Eastern (notice lists 15:00 -04:00; the solicitation text says 3:00pm EST). Questions were due October 5, 2026.
- How to submit
- Email a PDF quotation to Contracting Specialist Meaghan Gallagher at Meaghan.Gallagher@va.gov. Max 10 MB per email; faxed offers are not accepted.
What they'll judge offers on
- Factor 1: Technical Capability (approach, organization and key-personnel experience, education, licensure and certifications)
- Factor 2: Past Performance (recent, relevant contracts; VA medical center experience rated more favorably)
- Factor 3: Price (base plus all options plus half of the final option year price for the 6-month extension)
What to include when you submit
- Part I (Factor 1 Technical): submit two copies, one redacted with all company-identifying information removed and one regular copy
- Part I should cover technical approach, communication plan with the VA, key personnel qualifications (including the manager), organization chart and quality assurance approach
- Part I also needs a list of key personnel with their education, certification and licensure
- Part II (Factor 2 Past Performance): three references for similar contracts that are ongoing or finished in the last 3 years, using Attachment D.5; your references must email the completed questionnaire to the VA by the deadline
- Part III (Factor 3 Price): complete SF 1449 blocks 17a, 17b and 30a-c, Section B.1 (including the amendments acknowledgement) and the full B.2 price schedule for the base year and all four option years; no line may be left blank
- Also submit completed Attachments D.1 (QASP), D.2 (Immigration and Nationality Act certification), D.3 (Organizational Conflict of Interest certification) and D.4 (Information Security Rules of Behavior)
- Include copies of required insurance certificates
- Include a copy of your HHS OIG exclusion list search covering you and the proposed providers
- Include a conflict-of-interest statement, plus the names of any employees or family members who also work for the VA
- If you use subcontractors, get a similar D.2 citizenship certification from each
- Prices must be held firm for 180 calendar days from the offer due date
- If a file is split, add File X of X to the file name; if you send several emails, send a summary email stating the total count
You must have
- Must be a certified SDVOSB at the time of quote submission and at the time of award (100% SDVOSB set-aside)
Contractor must be a certified SDVOSB at the time
- Must be registered in SAM and verified in the Small Business Dynamic Search at submission and at award
Contractors must be currently registered in SAM and verified in the Small Business Dynamic Search at the
- All personnel must be certified medical physicists / medical health physicists (American Board of Health Physics or American Board of Radiology); key personnel need a Master's degree in medical physics, health physics or related field and current board certification in Diagnostic Radiological Physics. Certifications must be full and unrestricted and are reviewed by the VA before award.
Hold current Board Certification in Diagnostic Radiological Physics
- Must provide 1 primary and at least 2 alternate certified (medical) health physicists
Contractor shall provide 1 Primary Certified Health Physicists and at
- VA background checks are required for contractor personnel, and the contractor pays for them
Background Check: Required
- Must certify compliance with the Immigration and Nationality Act (U.S. citizens, nationals or lawful permanent residents), use E-Verify, and get the same certification from subcontractors
Citizenship-related requirements: Each affected contractor employee as described in paragraph
- Must show that you and the proposed providers are not on the HHS OIG List of Excluded Individuals/Entities
By submitting a copy of this search with the quote, the contractor
- Must carry or certify workers compensation and professional liability insurance for staff, and submit insurance certificates with the quote
e) Copies of required insurance certificates.
- Must sign the VA Information Security Rules of Behavior and complete VA privacy training; contractor will not have access to VA systems
Contractor shall not have the authority to access VA systems
- Limitations on subcontracting clauses apply to this SDVOSB set-aside, so a share of the work has to be performed by your own firm
52.219-14 LIMITATIONS ON SUBCONTRACTING (DEVIATION) NOV 2025
Not in the notice text
- Estimated contract value and the IDIQ minimum and maximum order amounts are not stated (the order-limitation clause has blank placeholders)
- Who the current provider is, or whether this is a recompete, is not stated
- How Past Performance ranks against Technical Capability, and the relative weight of each factor, is not stated beyond technical being significantly more important than price
- About 3,300 characters in the middle of the main solicitation file (end of PWS section 6 on security/background checks and the start of Section C ordering clauses) were not provided, so some requirements there may be missing
- The page limit for the technical volume is not stated
- The solicitation gives the deadline as '3:00pm EST' while the notice and SF 1449 say EDT/-04:00; confirm with the contracting officer
- Names of the COR and contracting officer vary between documents (PWS lists Meaghan Gallagher as contracting officer, the SF 1449 lists Donna Richardson)
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Key facts
- Response due
- Oct 15, 2026, 7:00 PM UTC
- Posted
- Sep 29, 2026
- Notice type
- Solicitation
- Solicitation
- 36C24226Q0905
- Agency
- Department of Veterans Affairs
- Office
- 242-Network Contract Office 02 (36C242)
- Set-aside
- Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- NAICS
- 541990
- Product/service code
- Q201
- Business type
- Consulting & professional services
- Place of performance
- Bath, NY, 14810
- Contracting contact
- Meaghan GallagherMeaghan.Gallagher@va.gov
- Versions
- 2 (amended since first posted)
Full notice text from SAM.gov
The Contractor shall furnish all labor, material, supplies, equipment, transportation, software and qualified personnel to provide on-site diagnostic medical physics support services in support of the Finger Lakes Health VA Radiation Safety Program. Radiology departments are located in Rochester, Canandaigua, and Bath. Contractor shall offer a diverse, multi-modality experienced team of qualified Medical Physics professionals.
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