Solicitation
Imaging Testing and Inspection Services - Medical Physicist
Department of Veterans Affairs · Sol. 36C26127Q0074
Due in 15 days
Track this notice by email. We'll email you if it's amended or awarded, and a week and two days before responses are due.
AI summary Beta
The VA's Network Contracting Office 21 wants a qualified medical physicist to test and report on X-ray, CT, MRI, nuclear medicine, PET and dental imaging equipment, and to check lead aprons and other protective gear, at the San Francisco VA Health Care System and its clinics in Santa Rosa, Eureka and Oakland, California. It is a firm-fixed-price commercial services deal with a one-year base period starting 12/10/2026 plus two one-year options. Award is by best-value comparison of quotes.
Watch out for
- Unclear set-aside status. SAM.gov lists no set-aside, but the solicitation includes an SDVOSB total set-aside clause, a small business set-aside notice and an SDVOSB evaluation preference, so confirm with the contracting officer whether non-SDVOSBs can win.
Any award resulting from this solicitation shall be made to a certified SDVOSB listed in the SBA certification database
- Pass/fail on physicist credentials. Every listed qualification must be current and documented, or the quote is not considered qualified, and a board-certified diagnostic medical physicist with PET/CT, SPECT/CT and MRI experience is a narrow talent pool.
If ANY listed elements are expired, missing, or do not meet the criteria the contractor will not be considered qualified.
- Local vendors favored for emergency response. The VA says it prefers vendors near the Bay Area because emergency visits must happen in person within 24 hours, which hurts out-of-area bidders.
Highest consideration will be given for contractors who are local compared to remote vendors.
- Contractor pays all travel and supplies all test equipment. Travel to four sites, lodging, phantoms and all test equipment come out of your fixed price.
All travel related costs, including lodging or any other miscellaneous costs, shall be the sole responsibility of the contractor
- Strict limits on subcontracting. No more than 50% of the payments can go to non-SDVOSB firms, and a signed certificate must come with the quote or the quote may be ineligible.
Failure to submit VAAR 852.219-75 with the RFQ may render the quotation ineligible for award.
- Confusing or copied-over solicitation text. The evaluation section mentions door repairs, calls the deal both firm-fixed-price and IDIQ, and the SOW talks about hourly rates while the price schedule is annual lump sums, so ask questions before pricing.
All work, regardless of when performed, shall be paid for at the same hourly rates specified in Schedule.
- Short question window and tight turnaround. Questions are due 10-20-2026 and quotes 10-26-2026, only a few days after posting, and work starts 12/10/2026.
- No pay for standby or travel time. The VA only pays for time physically on site, with no on-call service, so wait time and transit are your cost.
This contract does not include on-call services.
- Qualification wording differs between documents. The SOW requires board certification plus a Master's degree, while Appendix 3 allows a graduate degree with 3 years of experience in place of board certification for CT, nuclear medicine, PET and MRI, so confirm which standard applies.
All work shall be performed by a medical physicist.
- VA data security and breach penalties. The contract carries VA information-security rules and liquidated damages of $37.50 per person affected by a data breach.
Read from the notice and 4 attachments. 1 not read in full.
- 36C26127Q0074.docx
- Appendix 3 Medical Physicist Services - Technical Description of Services.pdf
- Appendix 2 VA Facilities.pdf
- Appendix 1 List of Medical Equipment.pdf
- QASP for Medical Physicist Services.doc: .doc files aren't read yet
Full brief
What they want
- Annual (and, for PET, nuclear medicine and ultrasound, more frequent) physics surveys of about 50 listed imaging systems: radiographic/fluoro, CT, MRI, nuclear medicine, PET, DEXA and dental
- Acceptance testing of new or relocated imaging equipment (the VA expects about three new pieces a year) and re-testing after repairs
- Shielding design calculations and shielding surveys for new, replaced or relocated X-ray systems
- Review of CT protocols and patient doses, and help building and reviewing the technical quality assurance program
- Annual inspection of about 900 lead aprons, thyroid shields, gloves and other protective equipment (PPE)
- Written reports to the VA Radiation Safety Officer within 5 working days of each inspection, with problems reported verbally before leaving the site
- Emergency on-site service within 24 hours, plus consultation with the Radiation Safety Committee and safety training as needed
- Supply all test equipment, phantoms, travel and transportation
- Contract type
- Firm-fixed-price commercial services contract with annual line items (the evaluation section also calls it an indefinite delivery indefinite quantity contract)
- Period of performance
- Base year 12/10/2026 to 12/09/2027, Option 1 12/10/2027 to 12/09/2028, Option 2 12/10/2028 to 12/09/2029 (plus a possible extension of up to 6 months under FAR 52.217-8)
- Place of performance
- San Francisco VA Health Care System (4150 Clement St, San Francisco, CA), plus VA outpatient clinics in Santa Rosa, Eureka and Oakland, CA
- How they'll choose
- Best value comparative evaluation under FAR Part 12 (price and other factors considered)
- Offers due
- 10-26-2026 at 10:00 AM Pacific (PDT); questions due 10-20-2026 at 10:00 AM PDT by email only
- How to submit
- Email to gary.christensen@va.gov with the solicitation number 36C26127Q0074 in the subject line
What they'll judge offers on
- Technical Capability (proof of the physicist qualifications in SOW 2.1.1.1, verifiable experience in SOW 2.1.1.2, and a plan to meet the emergency response requirements in sections 4.1 and 4.2)
- SDVOSB/VOSB evaluation preference / SDVOSB compliance (signed VAAR 852.219-75 certificate)
- Past Performance (recent, relevant work at VA or other government facilities; CPARS rated satisfactory or better rated more favorably)
- Price (all years including options; unbalanced option pricing can make an offer unacceptable)
What to include when you submit
- Send four separate PDF volumes: Volume One Technical, Volume Two Past Performance, Volume Three SDVOSB Compliance, Volume Four Price
- Keep each email under 5 MB; larger emails may not be delivered
- Include a title page naming the vendor, the solicitation number and the contents
- Complete SF 1449 block 17a (address and SAM UEI) and blocks 30a through 30c (signature, name/title, date) and fill in the Section B.2 price schedule
- Complete and sign VAAR 852.219-75 (limitations on subcontracting certificate) and return it with the quote
- Quotes stay valid for 18 calendar days
- Must be registered in SAM.gov with a UEI
- Quotes missing a factor or lacking enough information for a meaningful review may be eliminated without further evaluation
You must have
- Certified SDVOSB listed in the SBA certification database at the time of offer and award, if the SDVOSB clause (VAAR 852.219-73) applies as written
Offers received from entities that are not certified SDVOSBs and listed in the SBA certification database at the time of offer shall not be considered.
- Limits on subcontracting for services: the prime may not pay more than 50% of the amount paid by the government to firms that are not certified SDVOSBs; signed certificate required with the quote
the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not certified SDVOSBs
- Physicist holds current board certification in diagnostic radiological physics (American Board of Radiology or American Board of Medical Physics); the SOW also lists a Master's degree in a physical science or engineering field
Hold current Board Certification in Diagnostic Radiological Physics by the American Board of Radiology (ABR) or American Board of Medical Physics
- Physicist meets ACR/FDA qualifications for a mammography medical physicist, and holds accreditations for PET and CT equipment (16 and 64 slice) and for SPECT/CT, PET/CT and D-SPECT
Meet American College of Radiology (ACR)/ Food and Drug Administration (FDA) qualifications for mammography medical physicist
- Recent experience as a radiation safety officer or consultant for NRC- and California-licensed facilities, certifying PET/CT, SPECT/CT, D-SPECT and MRI scanners, and reviewing lead shielding
- Staff pass a National Agency Check with Written Inquiries (NACI) background investigation; forms due within 5 business days of award; all personnel must read, write and speak English
Background Investigation is National Agency Check with Written Inquiries (NACI).
- Proof of continuing medical physics education given to the Radiation Safety Office every year; VA privacy and cyber security training and signed Rules of Behavior for each employee within 1 week of start
Not in the notice text
- Estimated contract value or budget (not stated)
- Exact set-aside status: the SF 1449 set-aside boxes were not readable, and SAM.gov says none while the clauses point to SDVOSB
- The Quality Assurance Surveillance Plan (QASP), which was attached but could not be read
- Part of the main solicitation document (some contract clauses in the middle) was left out of the text provided
- Who the current provider is (no incumbent is named)
- Whether a site visit is offered (none mentioned)
Is this a fit for your business?
Create a free accountFedReady checks notices like this against your business profile, tracks deadlines, and alerts you to new matches. Creating an account is free.
Key facts
- Response due
- Oct 26, 2026, 5:00 PM UTC
- Posted
- Oct 9, 2026
- Notice type
- Solicitation
- Solicitation
- 36C26127Q0074
- Agency
- Department of Veterans Affairs
- Office
- 261-Network Contract Office 21 (36C261)
- NAICS
- 541380
- Product/service code
- H265
- Business type
- Engineering, architecture & research
- Contracting contact
- Gary W ChristensenGary.Christensen@va.gov
- Versions
- 2 (amended since first posted)
What similar contracts paid
53 contracts at this agency for the same NAICS and product/service codes had activity in the last 5 years, according to USAspending.gov. Small businesses won 44% of the dollars in this market over the last 3 fiscal years.
Typical contract$26.7KMiddle half: $10.8K to $83.2K
Typical per year$25.5KValue divided by years of performance
Before you respond
Full notice text from SAM.gov
See Statement of Work and Attachments
Similar open opportunities
- CJD National Pollutant Discharge Elimination System (NPDES) Laboratory Services - Base plus 4 Option YearsThe Army Corps of Engineers (Seattle District) wants an accredited water testing lab to analyze monthly oil and grease samples from the Chief Joseph Dam in Bridgeport, WA, to…
- Calibration and Temperature MappingThe Army's Food Analysis and Diagnostic Laboratory at Fort Sam Houston (San Antonio), TX wants an ISO 17025-accredited calibration company to calibrate and temperature-map…
- Routine and Surge Heterotrophic Plate Count (HPC) Testing Services. (Biloxi_ Pensacola_ Panama City Beach)The VA Gulf Coast Veterans Health Care System wants an accredited lab to test drinking-water samples for bacteria (heterotrophic plate count, or HPC) from its Biloxi, MS medical…
- Ultrasonic Testing (UT) for Land Cranes (LC42 & LC43) rails at Dry Dock 6, Yokosuka JapanNAVFAC Far East wants a contractor to do ultrasonic testing (UT) on the rails of two land cranes (LC42 and LC43) at Dry Dock 6, Commander Fleet Activities Yokosuka, Japan.
- METAGENOMICS & TRANSCRIPTOMIC SERVICESThe U.S. Geological Survey (USGS) Denver acquisition office wants a single vendor for a 5-year Blanket Purchase Agreement (BPA) for DNA/RNA sequencing lab services: shotgun…