Personal Dosimetry Service and Environmental Radiation dose Monitoring Services.

The Specification sets out the requirements for the Personal Dosimetry Service to be delivered under contract to the Authority. The service encompasses the supply, distribution, collection, processing, and reporting of personal dosimeters worn by classified radiation workers across the Authority’s site.

The Authority is required under the Ionising Radiations Regulations 2017 (IRR17) requires GHNHSFT as a radiation employer to risk assess all work with ionising radiation and potential radiation exposure to staff during their work and identify whether staff require personal dose monitoring or SHOULD be designated as classified persons. Personal dose monitoring is used to demonstrate that doses are as low as Reasonably practicable (ALARP) & compliant with regards to the Dose limits (Schedule 3 of the Ionising Radiations Regulations 2017.

It is an offense under IRR17 to exceed the dose limits. Employers are responsible for dose assessment & recording (reg 22).

Prompt investigation of overexposure where a dose to a worker exceeds dose limits is required (Reg 26), review of staff dose monitoring records enables investigations to be carried out when lower local dose investigation levels are exceeded to ensure learning and other actions are taken before the individual exceeds the statutory dose limits. For all workers designated as Classified Persons (Reg 36) the radiation employer (GHNHSFT) MUST employ an Approved Dosimetry Service (Reg 22) which has HSE approval for dose assessment, co-ordination, record keeping and sharing of dose information with the HSE’s central index of Dose information (CIDI).

The current contract for the provision of HSE Approved Dosimetry Services is held with the Radiation physics and Protection Services (RRPPS) ADS at University Hospitals Birmingham. Tender reference RFT43347 which was commenced on 01/08/2021, for an initial period of 3 years with and extension clause of up to 2 years and therefore the contract is due for renewal & retender in August 2026.

The purpose of this scope is to define the requirements for the provision of a comprehensive, compliant, and reliable personal dosimetry and environmental radiation dose monitoring service to support radiation protection, regulatory compliance, and occupational safety for staff, patients, the public, and the environment. Gloucestershire Hospitals NHS Foundation Trust is seeking a suitably qualified and approved provider of Radiation Dosimetry Services to support the Trust in meeting its statutory obligations under the Ionising Radiations Regulations.

The appointed supplier will be required to deliver reliable, compliant, and high‑quality dosimetry monitoring and reporting services across all relevant clinical and non‑clinical areas, ensuring the safety of staff and adherence to regulatory standards. The Personal Dosimetry Service and Environmental Radiation Dose Monitoring functions currently provide comprehensive ionising radiation exposure monitoring and compliance support for all Trust staff working across both hospital sites.

The scope of this service is to define the requirements for the provision of a comprehensive, compliant, and reliable personal dosimetry and environmental radiation dose monitoring service. The service shall support effective radiation protection, regulatory compliance, and occupational safety for staff, patients, the public, and the environment.

The Contractor shall deliver a complete personal radiation monitoring service for both classified and non‑classified radiation workers. This shall include a range of dosimetry solutions such as whole‑body personal dosimeters, extremity dosimeters (ring or wrist), eye lens dosimeters where applicable, and area‑ or task‑specific personal dosimeters as required.

The service shall include the provision and management of suitable dosimeters in adequate quantities. Each dosimeter shall have a unique identification and be correctly assigned to individual workers.

The Contractor shall manage regular exchange cycles, such as monthly or quarterly as agreed, and provide replacement dosimeters for those that are lost or damaged. Clear instructions shall be issued to users on the correct use and care of dosimeters.

Dose measurement and analysis shall be carried out through accredited laboratory processing and evaluation. The service shall measure external radiation doses and calculate personal dose equivalents.

Any abnormal, high, or unexpected dose readings shall be investigated and reported, with dose trend analysis made available upon request. Reporting shall include the provision of individual dose reports within agreed turnaround times, cumulative dose records for each worker, and summary reports for the employer.

The Contractor shall provide immediate notification of any dose exceedances or levels requiring investigation. Secure electronic access to dose data and reports shall be available.

The Contractor shall ensure secure storage and maintenance of lifetime dose records. Dose records shall be transferable upon request or at contract termination, with full compliance with data protection and confidentiality requirements.

In addition, the Contractor shall provide environmental radiation dose monitoring services to assess radiation levels within and around facilities. This shall include the supply of calibrated environmental dosimeters or detectors for both indoor and outdoor use, along with advice on installation and siting in accordance with best practice.

Environmental monitoring activities shall consist of routine dose measurements at agreed locations, periodic collection and replacement of dosimeters, and evaluation of ambient radiation levels and trends. Where required, additional monitoring shall be undertaken following incidents or operational changes.

The Contractor shall produce regular environmental monitoring reports, including comparisons against background radiation and historical data. Results shall be interpreted clearly, with abnormal readings identified.

Immediate notification shall be provided if predefined action or investigation levels are exceeded. The Contractor shall hold appropriate accreditation for dosimetry and radiation monitoring services and comply with all applicable radiation protection legislation and guidance.

A documented quality management system shall be in place, and all equipment calibration shall be traceable to recognised national or international standards. Service levels shall include defined turnaround times for dosimeter processing and report delivery, named technical and customer support contacts, and access to helpdesk or advisory support for radiation protection queries.

Clear procedures shall be established for incident escalation and response. All personal and environmental data shall be handled in compliance with applicable data protection legislation.

Data shall be stored securely, with access restricted to authorised users only. The Contractor shall provide user guidance on dosimeter responsibilities and correct use, support radiation protection audits and inspections, and offer technical advice relating to dose results and regulatory compliance.

Unless otherwise agreed, the scope of service shall exclude radiation protection supervision or advisory services, risk assessments or controlled area designation, the supply of fixed radiation monitoring systems beyond passive environmental dosimeters, and remedial actions arising from dose exceedance investigations. The service shall be subject to periodic review, including performance reporting against agreed key performance indicators. The Contractor shall demonstrate a commitment to continuous improvement in service delivery and reporting.