SPECIFICATIONS
ENVIRONMENTAL DOSIMETRY SERVICES
I. SCOPE OF WORK:
The Department of Environmental Protection (DEP), Bureau of Radiation Protection, requires a contractor to provide environmental dosimetry service, including results of dosimeter and control/transit readings.
Any questions concerning the technical aspects of the Specifications shall be directed to Tonda Lewis at 717-346-8246. Any questions concerning contracting or bidding procedures shall be directed to Quiana Brown at 717-783-0486.
II. CONTRACT TASKS:
A. General –
Contractor shall provide environmental dosimetry service, which includes providing dosimeters and control/transits to the DEP, processing dosimeters and control/transits and providing reports, for the following facilities on a quarterly basis. The DEP shall place the dosimeters and control/transits (provided by the Contractor) at the following facilities:
Beaver Valley Power Station 30 dosimeters 1 control/transits
Limerick Generating Station 30 dosimeters 1 control/transits
Peach Bottom Atomic Power Station 36 dosimeters 1 control/transits
Susquehanna Steam Electric Station 30 dosimeters 1 control/transits
Three Mile Island Nuclear Station 31 dosimeters 1 control/transits
The Contractor shall provide for dosimeter exchanges on a quarterly basis for these 157monitoring stations (around five (5) facilities).
In addition, the DEP reserves the right to increase or decrease the number of facilities/sites, if necessary, at any time.
B. Hardware Requirements –
Each dosimeter shall be packaged in a holder with polypropylene plastic in a sealed vinyl pouch for protection from exposure. The LiBO element must be protected from moisture. Dosimeters shall have identification that will not smear or fade. They shall be affixed with a label of exposure period, location code and site name. The following is an example of how the label shall read:
1st Quarter, 2016
BVPS 15A1
Midland Substation
Labels shall be color-coded to distinguish dosimeters from consecutive wear periods. The DEP shall provide the Contractor with a listing that identifies each facility, location codes and site names.
Each dosimeter shall meet the following specifications:
1. Dosimeter badges by Panasonic consisting of four (4) elements:
a. 1 lithium borate element Filtration - Plastic
b. 3 calcium sulfate elements Filtration - Lead/Plastic
i. Lowest Level Detectable must be <5mR/month <10mR/qtr
ii. Useful dose range of 5 mR – 500 mR
iii. Energy response Photon: 180 keV – 6 MeV
2. Fully meet ANSI N545 performance, testing and procedural specifications.
C. Billing, Shipping, Receiving and Transportation Requirements –
Contractor shall use the following addresses for dosimeter and control/transit shipments, billing and dosimeter and control/transit reports:
USPS/Federal Express Shipping Address U.S. Mail Address
Dosimeters and Control/Transits Dosimeters
Bureau of Radiation Protection Bureau of Radiation Protection
Attn.: Tonda Lewis Attn.: Tonda Lewis
2575 Interstate Drive P.O. Box 1467
Harrisburg, PA 17110-9332 Harrisburg, PA 17105-1467
U.S. Mail Address U.S. Mail Address
Billings: Copies of invoices Report/Results
must be submitted to following:
Bureau of Radiation Protection Bureau of Radiation Protection
Attn.: Robin Moose Attn.: Tonda Lewis
13th Floor, RCSOB P.O. Box 1467
400 Market Street Harrisburg, PA 17105-1467
Harrisburg, PA 17101-2301
Commonwealth of PA PO INVOICE
P.O. Box 69180
Harrisburg, PA 17106
The Contractor shall ensure that the DEP receives each shipment of dosimeter and control/transits one (1) week prior to the beginning of each calendar quarter. Dosimeters shall be annealed and fully ready for field exchange. The DEP shall place the dosimeters at the sites located within each nuclear power facility.
The Contractor shall provide return shipping packaging to the DEP for exchange of dosimeters and control/transit to the Contractor.
D. Processing and Reporting Requirements –
Upon receipt of the exchange dosimeters and control/transits, the Contractor shall analyze the results, including gross exposure and net exposure of each device with a 95% Confidence Limit and the minimum detectable exposure for each batch. Contractor shall provide the results to the DEP within twelve (12) business days of receipt of the exchange dosimeters and control/transits. A hard copy of the dosimetry reports (after each processing evolution) for each badge processed, shall have the following information:
1. Period of exposure (start date to end date), dosimeter badge number, location code and site name.
2. Gross exposure and net exposure of each device with 95% Confidence Limit
3. Minimum detectable exposure for each batch
4. Results of control badge exposures
5. All exposure shall be in milliRoentgen
The Contractor shall also provide the above information in a mailed hard copy report and Microsoft Excel format through electronic transmission. The information shall be formatted as follows:
1. Badges shall be grouped by facility (first 4 characters of location code) and in numerical order of next characters of the location code.
2. All values shall be right justified with their column and be padded with zeroes. Each value in exposure and standard deviation shall be listed in separate cells as shown in the example below.
E. Non routine/Emergency -
In the event of a non-routine/emergency situation, and at the DEP’s request, the Contractor shall provide additional dosimeters and/or control/transits. These dosimeters and control/transits could be utilized at new facilities or facilities that are already a part of the quarterly exchange program.
Under an emergency situation, the Contractor shall process dosimeters and provide the results within thirty-two (32) hours (or greater than thirty-two (32)hours, but less than eight (8) days, as requested by the DEP) from the time the Contractor receives a shipment of badges.
F. Notification Requirements -
Contractor shall provide the following notifications to the DEP:
1. Provide a written evaluation report within fourteen (14) business days, at the request of the DEP, when a dosimeter shows a 50% higher reading than the previous quarter.
2. When any dosimeter total exposure is in excess of (60) sixty milliroentgen, the Contractor shall notify Tonda Lewis at 717-346-8246, or Bryan Werner at 717-783-8979 via telephone, on the day of processing,
3. Provide immediate notification of receipt of dosimeters and control/transits from the DEP and notification within twenty-four (24) hours of dosimeter shipment to DEP.
4. Provide written documentation of any changes to equipment or the exposure-calculation methodology employed within (30) thirty days of a change.
5. Notify the DEP within fifteen (15) business days if the Contractor fails to meet any NVLAP standards.
III. CONTRACTOR QUALIFICATIONS:
Contractor must be NVLAP accredited. The Environmental Dosimetry System used in this service must be qualified to meet the NRC Regulatory Guide. After bid opening and prior to award, the DEP shall request proof that the Contractor and equipment meet the ANSI N545 performance, testing and procedural specifications. In addition, Contractor shall provide three (3) references from clients for which they have performed similar services.
During the term of this contract, the Nuclear Regulatory Commission (NRC) may require accreditation for laboratories performing dosimeter readouts. If this program is implemented, Contractor shall provide proof of accreditation.
IV. CONTRACT TERM:
The contract shall commence January 1, 2016 or upon execution, whichever is later and terminate January 31, 2020. Further, the parties hereto may agree to renew this contract for up to four (4) additional consecutive annual terms with a final termination date of January31, 2020, upon the same terms and conditions as set forth in the original contract. The Department will give the Contractor at least ninety (90) days written notice of its desire to renew for an additional term. If the Contractor does not wish to renew, they must notify the Department in writing no later than ten (10) days after receipt of the Department’s notice of desire to renew. If either party chooses not to renew the contract, notification must be given to the other party at least four (4) months prior to expiration of contract.
The Contractor may increase the contract unit prices by a maximum of three percent (3%) of the unit price in effect at the time of the renewal term. The Contractor shall submit all requested increases at the time of renewal.
V. PAYMENT TERMS:
Payment shall be on a reimbursement basis for actual services performed. Contractor shall submit invoices quarterly upon DEP receipt of dosimeter results.
VI. BID AWARD:
Bid shall be awarded to the lowest responsive and responsible bidder in accordance with Attachment A, Bid Award. Contractor must bid on all line items and shall complete Attachment A, Bid Award and electronically attach to the bid submission via www.emarketplace.state.pa.us.
5