Solicitation
Radiation Safety Officer for the Eastern Oklahoma VA Health Care System
Department of Veterans Affairs
AI summaryOnly certified service-disabled veteran-owned small businesses (SDVOSBs: firms owned by veterans with service-connected disabilities) can bid on this Department of Veterans Affairs (VA) set-aside. Network Contracting Office 19 wants an on-site Radiation Safety Officer (RSO) for the Eastern Oklahoma VA Health Care System at Muskogee and two Tulsa locations, a new requirement. The base year starts December 1, 2026 and has four one-year options, each year priced at 156 hours of RSO services plus 16 hours of quarterly audits. More in the summary
A newer version of this notice was posted Oct 21, 2026. See the latest version.
AI summary Beta
Summary of the version posted Oct 13, 2026. The notice was amended Oct 21, 2026. Check what else changed on SAM.gov.
Only certified service-disabled veteran-owned small businesses (SDVOSBs: firms owned by veterans with service-connected disabilities) can bid on this Department of Veterans Affairs (VA) set-aside. Network Contracting Office 19 wants an on-site Radiation Safety Officer (RSO) for the Eastern Oklahoma VA Health Care System at Muskogee and two Tulsa locations, a new requirement. The base year starts December 1, 2026 and has four one-year options, each year priced at 156 hours of RSO services plus 16 hours of quarterly audits.
Who can bid (6)
- Certified service-disabled veteran-owned small business (SDVOSB): total set-aside, with the firm designated in the System for Award Management (SAM) as certified by the Small Business Administration
- Active SAM registration before award, kept through final payment
- Proposed RSO has at least two years of experience as an RSO at a facility similar in size and complexity to the Eastern Oklahoma system
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- Proposed RSO meets the RSO qualifications in 10 CFR 35.2 (the Nuclear Regulatory Commission rule for medical use of radioactive material)
- Limits on subcontracting: for services, pay no more than 50% of the amount the Government pays you to firms that are not certified SDVOSBs or veteran-owned small businesses; sign the certificate and return it with the offer
- Insurance: employer's liability of at least $100,000, general liability of $500,000 per occurrence, and automobile liability of $200,000 per person, $500,000 per occurrence and $20,000 property damage; the winner shows general liability proof with no asbestos exclusion before award
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)
- Serious: Only certified SDVOSBs can bid. This is a total set-aside for service-disabled veteran-owned small businesses certified by the Small Business Administration; other firms cannot win it.
- Serious: Named, qualified RSO needed with the offer. You must propose a person with at least two years as an RSO at a similar facility who meets federal and VA rules, and send licenses and certifications with the offer.
- Worth checking: Subcontracting limit certificate due with the offer. At most 50% of what the VA pays you may go to firms that are not certified SDVOSBs or veteran-owned small businesses; offers without the signed certificate are not considered.
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- Worth checking: Many forms and documents due with the offer. Three volumes, four signed certifications, key personnel documents and insurance proof are all required, so a missing item can sink the offer.
- Worth checking: On-site response time: two hours or six hours. One paragraph says the RSO must be on site within two hours of notification of a radiation need; another says within six hours of scheduled inspections and notifications of any issues. Ask the contracting officer which applies.
- Worth checking: You supply test equipment and protective gear. The VA will not provide test equipment or phantoms, and lead vests, goggles and thyroid shielding are not guaranteed, which adds to your cost.
- Worth checking: Insurance proof before award. The winner must show general liability coverage with no asbestos exclusion before award, and proposals must include proof of indemnification and medical liability insurance.
- Minor: Questions were due Oct 19, 2026. Check the amendments for the agency's answers.
- Minor: Price hold: 30 days or 90 days. FAR 52.212-1 says hold prices for 30 calendar days, while the evaluation addendum says 90 calendar days; plan for 90.
- Minor: Subcontracting clause number may not match its title. The submission list names the Supplies and Products certificate but cites 852.219-75, which is the services version (852.219-76 is the supplies version). Ask the contracting officer which to sign.
Read from the notice and 5 attachments. Show which files.
- S02 36C25927R0005_RELEASED FOR SOLICITATION_13OCT.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 an on-site RSO at the Jack C Montgomery VA Medical Center (Muskogee), the Ernest Childers VA Outpatient Clinic (Tulsa) and the James Mountain Inhofe VA Medical Center (Tulsa): QTY 156 Hours per year
- Do quarterly audits and radiation dose calibration: QTY 16 Hours per year; give reports and incidental findings within one week of reviewing VA personnel badge readings
- Chair the Radiation Safety Committee (RSC), which meets quarterly, and keep its meeting minutes
- Monitor staff radiation exposure badges, fluoroscopy, CT, MRI, mammography and nuclear medicine protocols, equipment quality assurance and dose records
- Investigate each known or suspected substantial radiation dose event and report overexposures and sentinel events to the Medical Center Director
- Review plans and shielding for rooms that will hold radiation equipment, and run radiation surveys after installation
- Be present at radiation inspections and respond on site to radiation issues
- Bring your own test equipment, imaging phantoms (test objects) and protective gear
- Contract type
- Fixed-price; firm fixed price per hour (billed monthly in arrears by the hours worked)
- Period of performance
- Base year December 1, 2026 through November 30, 2027, plus four one-year options (through November 30, 2031), and up to 6 more months under FAR 52.217-8. About 5.5 years in all.
- Place of performance
- Eastern Oklahoma VA Health Care System: Jack C Montgomery VA Medical Center, 1011 Honor Heights Dr., Muskogee, OK 74401; Ernest Childers VA Outpatient Clinic, 8921 S Mingo Rd, Tulsa, OK 74133; James Mountain Inhofe VA Medical Center, 440 S Houston Ave, Tulsa, OK 74127
- Estimated value
- Not stated
- How they'll choose
- Best value: the Contracting Officer compares offers under a simplified Federal Acquisition Regulation (FAR) Part 12 process (FAR Part 15 source selection is not used) and may pick other than the lowest price. The text does not rank the factors.
- Offers due
- November 3, 2026, 4:00 PM Mountain (from the version posted Oct 13, 2026; amended since)
- 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 for absence or turnover, (e) quality control plan
- Past Performance: up to three references of the same or similar magnitude from the last three years; the VA may also use the Contractor Performance Assessment Reporting System (CPARS: the government's past performance database) or other sources
- Price: checked for fairness and reasonableness against competing offers and the independent Government cost estimate; options are added to the base year price
What to include when you submit
- Send the quote in three separate, labeled volumes: Volume 1 Technical Capability, Volume 2 Past Performance, Volume 3 Price
- Also send one redacted copy of Volume 1 on plain white paper with company logo, email address, pictures and phone numbers removed; title documents clearly, for example Volume 1 Technical Capability (REDACTED)
- Include the signed Standard Form 1449 (SF 1449: the form you sign and return as your offer) and the completed price schedule (Section B.2) for all line items; prices must not be handwritten
- Volume 2: a max of three (3) references with facility name, point of contact, telephone number, email address, period of performance and type of contract; recent and relevant work from the last three years
- Include signed certifications D.1 Immigration and Nationality Act, D.2 Organizational Conflicts of Interest (required for all involved parties), D.3 Contractor Rules of Behavior and D.4 Quality Assurance Surveillance Plan (QASP: how the VA will check your work)
- Include the signed VA limitations on subcontracting certificate (the notice cites 852.219-75), a subcontracting plan or a statement of no subcontracting opportunities, and VETS 4212 reporting (a veterans employment report)
- List key personnel with the required information and send their qualification documents: resumes and certifications, years and levels of relevant experience, unrestricted state licensure, board certification as applicable, technologist licenses or certifications, English fluency certification, confirmation they were screened against the Office of Inspector General (OIG) exclusion list, and proof of indemnification and medical liability insurance
- Hold your prices firm for 90 calendar days from the date offers are due
- Acknowledge each solicitation amendment, which will be posted on SAM.gov
After award, you must have
- RSO fully vetted and appointed under VA's National Health Physics Program (NHPP) and VHA Directives, and listed on the NHPP radioactive materials permit; documents must be accepted by the VA before any radiation-related work starts From S02 36C25927R0005_RELEASED FOR SOLICITATION_13OCT.docx:
…must be submitted to and accepted by the Veterans Affairs (VA) prior to initiation of any radiation-related activities.
- All personnel working at the Eastern Oklahoma system must pass a VA background clearance and fingerprinting and wear a VA-issued ID badge 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
The solicitation says this is a new requirement, so no incumbent is named.
Not in the notice text
- The Government's estimated value is not stated; price is compared with an independent Government cost estimate whose amount is not shown.
- How the 156 hours a year are spread across the three locations and across weeks is not stated.
- The special standards of responsibility for award are mentioned but not listed.
- Page limits for the volumes are not stated.
- The required medical liability insurance amount is not stated.
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 13, 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 0001Due Nov 3, 2026
- Oct 13, 2026 · Solicitation (this version)Due 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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