Solicitation
Amendment 0001 Radiation Safety Officer for the Eastern Oklahoma VA Health Care System
Department of Veterans Affairs
AI summaryOnly service-disabled veteran-owned small businesses (SDVOSBs) can bid on solicitation 36C25927R0005 (Amendment 0001), a new requirement from VA Network Contracting Office 19 for an on-site Radiation Safety Officer (RSO) at the Eastern Oklahoma VA Health Care System in Muskogee and Tulsa, OK. The response due date is November 3, 2026, 4:00 PM Mountain. The base year runs December 1, 2026 to November 30, 2027, with four one-year options, and the schedule lists 156 hours of RSO services plus 16 hours of audits and dose calibration per year. More in the summary
AI summary Beta
Only service-disabled veteran-owned small businesses (SDVOSBs) can bid on solicitation 36C25927R0005 (Amendment 0001), a new requirement from VA Network Contracting Office 19 for an on-site Radiation Safety Officer (RSO) at the Eastern Oklahoma VA Health Care System in Muskogee and Tulsa, OK. The response due date is November 3, 2026, 4:00 PM Mountain. The base year runs December 1, 2026 to November 30, 2027, with four one-year options, and the schedule lists 156 hours of RSO services plus 16 hours of audits and dose calibration per year.
Who can bid (6)
- Must be a service-disabled veteran-owned small business (SDVOSB); the solicitation is set aside for SDVOSBs under FAR 19.14
- Signed VA limitations on subcontracting certification returned with the offer; offers without it are not considered
- A proposed RSO who meets the Radiation Safety Officer qualifications in 10 CFR 35.2 (the federal rule for medical use of radioactive materials)
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- RSO with at least two years of experience as an RSO at a facility similar in size and complexity to the Eastern Oklahoma VA Health Care System
- Active SAM (System for Award Management) registration before award, kept current through final payment
- Evidence of general liability insurance with no asbestos exclusion before award; minimum general liability of $500,000 per occurrence
How to submit: Email to Claudia Coria at claudia.coria@va.gov. What to include is under Full summary below. Check the solicitation's instructions on SAM.gov.
Things to watch (10)
From the version posted Oct 21, 2026.
- Serious: Set aside for SDVOSBs only. Only service-disabled veteran-owned small businesses can bid; other firms are not eligible.
- Serious: Limitations on subcontracting certificate required with the offer. An offer without the signed certificate is ineligible, and VA may later ask for invoices or subcontracts to check compliance.
- Serious: Named RSO must already meet strict qualifications. You must offer an RSO who meets 10 CFR 35.2, has two years' experience at a similar facility and can be added to VA's radioactive materials permit; a business without such a person cannot bid.
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- Worth checking: On site at three VA locations, no remote work. Services are on site in Muskogee and Tulsa, and VA's answer to a bidder question says none of the administrative duties may be done remotely.
- Worth checking: On-site response within two hours. The RSO must reach the site within two hours of notice, including nights, weekends and holidays, which affects who you can staff.
- Worth checking: Contractor brings its own test equipment and protective gear. VA will not supply test equipment or phantoms, and lead vests and goggles may not be on site, which adds cost to price.
- Worth checking: Three-volume quote with a redacted copy and many certifications. Missing pieces such as the redacted Volume 1, the key personnel documents or the signed Section D certifications can sink the quote.
- Worth checking: Insurance proof needed before award. VA wants proof of general liability insurance without an asbestos exclusion before award; check your policy.
- Minor: Two-hour and six-hour response times both appear. The work statement also says the contractor must be on site within six hours of scheduled inspections and notifications; Amendment 0001 says the emergency response time is 2 hours.
- Minor: Tight incident reporting standards. Overexposure and dose events need notice within 24 hours and a full report within 10 business days, with a 100% acceptable quality level.
Read from the notice and 6 attachments. Show which files.
- S02 36C25927R0005_RELEASED FOR SOLICITATION_13OCT.docx (read)
- 36C25927R0005 0001.docx (read)
- D.4 QUALITY ASSURANCE SURVEILLANCE PLAN _QASP.docx (read)
- D.1 IMMIGRATION CERTIFICATION.docx (read)
- D.2 CONTRACTOR ORGANIZATION CONFLICT OF INTEREST CERTIFICATION.docx (read)
- D.3 CONTRACTOR RULES OF BEHAVIOR.docx (read)
Full summary
What they want
- Provide one qualified RSO on site at three VA locations: Jack C Montgomery VA Medical Center (Muskogee), Ernest Childers VA Outpatient Clinic (Tulsa) and James Mountain Inhofe VA Medical Center (Tulsa)
- Oversee radiation safety: set and review procedures, monitor staff exposure badges, and chair the quarterly Radiation Safety Committee
- Monitor protocols and quality checks for CT, MRI, mammography, fluoroscopy and nuclear medicine equipment
- Investigate overexposures and substantial radiation dose events, with an initial notice within 24 hours and a full report within 10 business days
- Do quarterly audits and quarterly hot lab dose calibrations (QTY 16 Hours per year on line item 0002); report audit findings within one week of reviewing badge readings
- Review shielding and room plans before radiation equipment is installed, and be present for radiation inspections
- Be on site within two hours for emergencies; bring your own test equipment and protective gear
- Contract type
- Fixed-price, commercial services; hourly firm-fixed unit pricing, invoiced monthly in arrears
- Period of performance
- Base year December 1, 2026 through November 30, 2027, plus four one-year options (through November 30, 2031)
- Place of performance
- Muskogee, OK and Tulsa, OK: Jack C Montgomery VA Medical Center (1011 Honor Heights Dr., Muskogee), Ernest Childers VA Outpatient Clinic (8921 S Mingo Rd, Tulsa) and James Mountain Inhofe VA Medical Center (440 S Houston Ave, Tulsa)
- Estimated value
- Not stated
- How they'll choose
- Best value to the Government; price is considered with other factors, so the award may go to other than the lowest price. The solicitation lists the factors but does not give their relative importance.
- Offers due
- November 3, 2026, 4:00 PM Mountain
- How to submit
- Email to Claudia Coria at claudia.coria@va.gov
What they'll judge offers on
- Technical Capability: (a) implementation plan, (b) key personnel and qualifications, (c) licensing and certification, (d) contingency plan, (e) quality control plan
- Past Performance: up to three references of the same or similar magnitude from the last three years; CPARS (the government's contractor performance reports) or other sources may also be checked
- Price: checked for fairness and reasonableness against other offers and the Government's cost estimate; base and option prices are added together
What to include when you submit
- Send the quote in three separate, clearly titled volumes: Volume 1 Technical Capability, Volume 2 Past Performance, Volume 3 Price
- Include one extra redacted copy of Volume 1 with company logo, email address, phone numbers and other identifying details removed, titled for example "Volume 1 Technical Capability (REDACTED)"
- Send a signed Standard Form 1449 (SF 1449, the form you sign and return as your offer) and the completed price schedule for every line item in Section B.2; pricing must not be handwritten
- Past performance: give a maximum of three references of the same or similar magnitude, from the last three years, with facility name, point of contact, telephone, email, period of performance and type of contract
- Sign and return the certifications in Section D: D.1 Immigration, D.2 Organizational Conflict of Interest (required for all involved parties), D.3 Contractor Rules of Behavior and D.4 Quality Assurance Surveillance Plan (QASP)
- Sign and return the VA limitations on subcontracting certificate of compliance (VAAR 852.219-75)
- Include a subcontracting plan, or a statement that no subcontracting opportunities exist
- Include VETS 4212 reporting (the annual federal contractor veterans' employment report)
- List key personnel with their qualification documents: resumes and certifications, years and levels of experience, unrestricted state licensure, board certification as applicable, required technologist licenses or certifications, English fluency certification, confirmation they were screened against the OIG exclusion list, and proof of indemnification and medical liability insurance
- Acknowledge Amendment 0001 and any later amendments
- Hold prices firm for 90 calendar days from the date offers are received
After award, you must have
- RSO must be listed on the radioactive materials permit issued by VA's National Health Physics Program (NHPP), with compliance documents accepted by VA before any radiation work starts From S02 36C25927R0005_RELEASED FOR SOLICITATION_13OCT.docx:
The RSO will be required to be listed on the materials permit for radioactive materials use issued by NHPP.
- VA background clearance and fingerprinting for all personnel working at the VA health care system From S02 36C25927R0005_RELEASED FOR SOLICITATION_13OCT.docx:
The RSO is required to have all personnel working at the EOVAHCS undergo a VA background clearance and fingerprinting at the VAMC.
Current contractor
No incumbent is named. The solicitation states this is a new requirement. Amendment 0001 says a separate physicist contract covers equipment testing, and that the RSO and physicist work were one contract a few years ago.
Not in the notice text
- Government estimate or total contract value is not stated
- Part of the solicitation file's contract clauses section (about 35,000 characters, including the personnel vetting and security clauses) was left out of the text that was read
- Amendment 0001 says the radioactive materials permit is VHA Permit Number 35-13184-01 and a copy will be attached, but no copy was in the files read
- Amendment 0001's last answer (Question 15) is cut short: it does not say what the RSO covers for research, lab studies or therapeutic procedures, and the dose calibration tasks are described only in Answer 7
- The work statement says the contractor must bring test equipment and phantoms, while the answers say a separate physicist contract tests the equipment; ask the contracting officer what equipment the RSO needs
- No site visit is mentioned
Eligibility and how to respond
- Only service-disabled veteran-owned small businesses (SDVOSBs) certified through SBA's VetCert can bid as the prime contractor. Not certified through VetCert yet? Apply on VetCert (SBA), or start with the SDVOSB guide. More open service-disabled veteran-owned set-asides under NAICS 541380
- How to submit, from the AI summary: Email to Claudia Coria at claudia.coria@va.gov. Check it in the notice before you send anything.
- Service contracts usually set minimum pay rates (the Service Contract Act). Price the labor with the SCA price calculator.
Notice details
- Posted
- Oct 21, 2026
- Notice type
- Solicitation
- Office
- Network Contract Office 19 (36C259), Greenwood Village, CO
- Product/service code
- H999 · Other QC/Test/Inspect – Miscellaneous
- Business type
- Engineering, architecture & research (FedReady's grouping, from NAICS 541380)
- Versions
2 versions have been posted, newest first.
- Oct 21, 2026 · Amendment 0001 (this version)Due Nov 3, 2026
- Oct 13, 2026 · SolicitationDue Nov 3, 2026
- Attachments
Past awards and competition
Who has won work like this before, the likely incumbent, and what similar contracts paid, from USAspending.gov.
Before you respond
- How to respond to a solicitation (8 steps)
- How to read a government solicitation
- How to price a government contract
- Open SDVOSB set-aside contracts
Terms on this notice: Solicitation, SDVOSB (service-disabled veteran-owned small business), Set-aside
Full notice text from SAM.gov
The Contractor shall furnish key personnel to provide services necessary to perform onsite Radiation Safety Officer (RSO) duties for the Eastern Oklahoma Veteran Affairs Health Care System (EOVAHCS). The RSO will oversee the daily operations for the facility, performing all duties associated with that role. The RSO position is a director-appointed position and answers directly to the Chief of Staff (COS) or designee. The RSO is responsible for all radiation-related issues that are associated with the Eastern Oklahoma Veteran Affairs Health Care System (EOVAHCS). The RSO will establish and implement radiation safety procedures commensurate with the use of fluoroscopy and reviewing them periodically to ensure their conformity with Federal Radiation Safety Regulations VHA directive 1105.02. Ensuring regulatory standards for radiation safety and medical physics practices are followed throughout the facility in accordance with: VHA-Directive-1105.02-Nuclear-Medicine-and-Radiation-Safety-Services.aspx D 1105 Management of Radioactive Materials for SharePoint_20251126.pdf VHA 1129 Directive.pdf and 10 CFR 35.2 (see RSO definition: experienced RSO) or 10 CFR 35.50 and 35.59 (for a new RSO) NUREG-1556, Vol. 9, Rev. 35 CFR § 731.106 https://www.ecfr.gov/current/title-5/chapter-I/subchapter-B/part-731/subpart-A/section-731.106. Place of Performance: Services shall be provided onsite at the following Eastern Oklahoma Veteran Affairs (VA) Health Care System (EOVAHCS) locations: Jack C Montgomery Veteran Affairs Medical Center, located at 1011 Honor Heights Dr., Muskogee, OK 74401 Ernest Childers Veteran Affairs Outpatient Clinic, located at 8921 S Mingo Rd Tulsa, OK, 74133 James Mountain Inhofe Veteran Affairs Medical Center, located at 440 S Houston Ave, Tulsa OK, 74127
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