Veterans Affairs

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FedBizOppsSources Sought Notice*******CLASSIFICATION CODESUBJECTCONTRACTING OFFICE'S ZIP-CODESOLICITATION NUMBERRESPONSE DATE (MM-DD-YYYY)ARCHIVE DAYS AFTER THE RESPONSE DATERECOVERY ACT FUNDSSET-ASIDENAICS CODECONTRACTING OFFICE ADDRESSPOINT OF CONTACT(POC Information Automatically Filled from User Profile Unless Entered)DESCRIPTIONSee AttachmentAGENCY'S URLURL DESCRIPTIONAGENCY CONTACT'S EMAIL ADDRESSEMAIL DESCRIPTION ADDRESSPOSTAL CODECOUNTRYADDITIONAL INFORMATIONGENERAL INFORMATIONPLACE OF PERFORMANCE* = Required FieldFedBizOpps Sources Sought NoticeRev. March 2010QVA Maine Lab ServicesSources Sought02301VA241-17-N-071210-03-201760N621511Department of Veterans AffairsVA Boston Healthcare SystemContracting Officer (90C)940 Belmont StreetBrockton MA 02301Gina PetrinoGina.Petrino@VA Maine Healthcare System1 VA CenterAugusta, ME04330Gina PetrinoGina.Petrino@Department of Veterans AffairsVeterans Health AdministrationSources Sought Notice – Emergency (STAT) & Other Select Laboratory Testing Services for VA Maine (Augusta Campus)This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA’s understanding of your company’s offered services and capabilities. The Government will not pay any costs for responses submitted in response to this Sources Sought. This Sources Sought notice provides an opportunity for respondents to submit their notice of ability, and their available services in response to the requirement described below. Vendors are being invited to submit information relative to their potential of fulfilling the requirement below, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. The Veterans Health Administration (VHA) is seeking a vendor to provide emergency (STAT) and other select laboratory testing services for VA Maine (Augusta, ME Campus). Refer to the General Requirements section below for the requested service description. This Sources Sought is to facilitate the Contracting Officer’s review of the market base, for acquisition planning, size determination, and procurement strategy.GENERAL REQUIREMENTS The contractor shall provide the following services:Specification for Work:VA Maine Healthcare System – STAT & Select Lab Testing ServicesPerformance Work Statement (PWS)Definitions:Stat Test- A test required within 60 minutes of receipt by the contractor that is specially handled, tested and reported, within the specified turn-around-time.Routine Test - A test that is usually performed at high volume in which the result is generally required within 24 hours.TAT- The length of elapsed time between receipt of the specimen at the contractor’s laboratory until receipt of the completed printed/faxed/phoned report back at the sending laboratory. Test Result Report - A printed final copy of laboratory testing results.Critical Value- Those test results that require evaluation by a physician or other health care provider as soon as verified. Failure to take appropriate action as a result of critical value might cause harm to a patient. POC- Point of ContactVistA- VA Medical Center computer systemSTAT Tests & Other Select Lab Testing Services – Tests needed are described below, labeled ‘Attachment A – Test Menu.’General: Services are required to perform off-site STAT and other select lab testing services for the VA Maine Healthcare System (HCS), Augusta Campus (hereinafter referred to as VAMEHCS). This contract shall cover STAT and select other lab testing services described below under Attachment A – Test Menu. The services shall be provided in a state-of-the-art civilian medical facility. The standard of services shall be of quality; meeting or exceeding those outlined in the licensing and accreditation section of this PWS. Contactor policies and procedures shall comply with Health Insurance Portability and Accountability Act (HIPAA). Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and other items and services necessary to perform STAT lab testing services as defined in this PWS except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract. Objectives:STAT lab testing services (off-site) Select other lab testing services (see Attachment A – Test Menu below)Scope:The contractor shall provide STAT and other select lab testing services. Contractor shall provide professional and technical services to include materials, supplies, equipment and qualified supervision specified herein. All services shall be performed at the Contractor’s facility. Location:VA Maine HCS located at 1 VA Center, Augusta, Maine 04330Period of Performance: The period of performance shall be for a base year of 12 months and four (4) potential12-month option years. Option years are exercised at the discretion of the Government.General Information:The Contractor Laboratory:Shall provide STAT and other select lab testing services (off-site)Contractor shall perform STAT analytical testing for VAMEHCS patients for the tests defined on the STAT listed in the Test Menu. Shall perform testing services entirely upon their premises.The Contractor is required to provide a report of analytical test results and consultative services as required assimilating the full scope of its laboratory operations. Reporting of Results:All STAT test results shall be called to the VAMEHCS Laboratory Staff within 60 minutes of specimen receipt by the contractor. Critical Test Results shall be called with 15 minutes of the result being deemed acceptable by the contractor. Contractor shall submit all VA tests results to VAMEHCS Laboratory Staff via facsimile (207) 621-4878 (Chemistry/Sendout Section)In addition, test result reports shall be mailed to the VAMEHCS for entry into the patient’s chart: VA Maine HCS Laboratory, 1 VA Center, MDP 113, ATTN: Sendouts, Augusta, Maine 04330Contractor must be located within a 10 mile radius of VA Maine HCS, based on TAT requirement for STAT testing services.The contractor shall provide a Laboratory Manual to include testing methodology and contain the following information for testing services:Department hours of operationAccreditation: CAP & CLIATechnical StaffService Departments( Method of contacting, phone numbers, hours of availability)Quality Assurance InformationBilling Procedures & fee schedules for services providedProcedures and criteria for phoning reports and other important informationReport formsThe contractor shall provide telephone number(s) and contact person(s) to be used by the VAMEHCS to make specimen problem inquiries and problem solving at all times including weekends and holidays. Must include names and telephone number(s) of Technical Directors and Pathologists available for consultation.Contractor agrees to maintain the minimum acceptable service, reporting systems, and quality control as specified herein. Immediate (within 24 hours) notification shall be given to VA upon adverse action by a regulatory agency.Contractor shall assign a specific local account representative.Contractor shall advise facility of any changes in methodology, procedure or reference ranges at least 14 days prior to the changes. In the event that two week notification is not possible due to emergency, contractor shall notify VAMEHCS as soon as possible.Shall perform testing as needed 24 hours per day/7 days per week including holidays.Contractor shall consult VA Maine HCS on test results by telephone as needed (207-623-8411, x4877).The Contractor shall carry out its functions hereunder in full compliance with all local, state, and federal laws or regulations.Hard copy results and consultative reports shall provide individual patient-chartable test result reports meeting Clinical Laboratory Improvement Act of 1988 (CLIA) requirements. Faxed/Printed reports shall include: The name and address of the contract laboratory where each test was performedThe specimen accession number of the contract laboratoryThe name of the contract Laboratory Director or Medical DirectorThe date and time a specimen was collected at the VAMEHCSThe date and time a specimen was received by the laboratory and completedThe pathologist or technologist signature, as appropriateA phone number to contact the Contract Laboratory concerning the test resultsThe patient’s nameThe patient’s SSNThe patient’s age or date of birthThe patient’s sexThe VAMEHCS specimen accession/identification numberThe Contractor’s report date and timeThe test nameThe test result(s)The unit of measurement for quantitative testsThe normal or expected range (reference range adjusted for age, sex, or race when appropriate).The report status (i.e., final or interim, as appropriate)Other interpretive information appropriate for the test(s)CPT code and any other information the laboratory has that may indicate questionable validity of test results,Unsatisfactory specimen shall be reported with regard to its unsuitability for testing.The contractor laboratory shall not release patient’s records that include test results, without the specific written consent to release such information as provided by the patient, to any person other than the ordering healthcare provider or designee. All member records shall be treated as confidential so as to comply with all state and federal laws regarding the confidentiality of patient’s records. This provision shall survive termination of the resulting contract award. Shall certify and ensure that all employees, officers, or agents do not use Protected Health Information received from any VAMEHCS site that would constitute a violation of any applicable provision in standards set forth in the Health Insurance Portability and Accountability Act (HIPAA).Licensing and accreditation – Contractor Laboratory:Shall have all licenses, permits, accreditation certificates required by Federal and State law in Maine.Shall be accredited by the Department of Health and Human Services Clinical Laboratory Improvement Act of 1988 (CLIA) or the College of American Pathologists (CAP). Copies of all professional certifications, licensures and renewal certifications shall be provided and updated as needed to the Contracting Officer’s Representative (COR) to include the contractor laboratory’s Laboratory Director and/or Medical Director.Medical Director shall have suitable qualifications and experience to direct a laboratory providing consultation services under this contract according to CLIA and CAP standards. Contractor Personnel assigned by the Contractor to perform the services covered by this contract shall be eligible to provide the services of this contract and licensed in a State, Territory, or Commonwealth of the United States or the District of Columbia. All licenses held by Contractor personnel working on this contract shall be full and unrestricted licenses. Contractor Personnel assigned by the Contractor to work under this contract shall be licensed by the governing or cognizant licensing board. Must comply with the regulatory requirements of Health and Human Services Health Care Financing Administration, Centers for Medicare and Medicaid (CMS).Must notify the Contracting Officer immediately, in writing, upon its loss (or any of its subcontractors) of any required certification, accreditation, or licensure.Shall maintain safety and health standards consistent with the requirements set forth by the Occupational, Health, and Safety Administration (OSHA), and the Center for Disease Control (CDC) and Prevention.Contract Performance MonitoringEvaluation Factors:STAT test results shall be called to the VAMEHCS Laboratory Staff within 60 minutes of specimen receipt by the contractor. Critical Test Results shall be called with 15 minutes of the result being deemed acceptable by the contractor.Contractor shall provide written laboratory reports to the authorizing VAMEHCSContractor shall maintain CLIA or CAP and AABB accreditationQuality Control/Assurance (QC) :): The contractor must operate a successful quality control program as required by CAP or CLIA and AABB certified. Services are to be performed in accordance with this PWS. The quality control program must include procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which the contractor laboratory assures that work complies with the requirements of the contract. A Quality Assurance Surveillance Plan (QASP) shall be submitted as part of an offer and put into place upon final contract award. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to this Quality Assurance system. The Contractor shall comply with all applicable OSHA, Federal and State laws, the Joint Commission and regulations required as required for performing the type of services required. The government shall evaluate the contractor’s performance under this contract in accordance with the QASP. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). Federal Holidays: (The contractor shall need to perform on these holidays and any other days specifically declared by the President of the United States to be a national holiday.New Year’s DayLabor DayMartin Luther King Jr.’s BirthdayColumbus DayPresident’s DayVeteran’s DayMemorial DayThanksgiving DayIndependence DayChristmas DayHours of Operation: The contractor is responsible for providing services 24 hours per day/ 7 days per week, including the holidays referenced above. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. All certifications must be kept current with any change of personnel assigned to this contract.Physical Security:The contractor shall be responsible for safeguarding all government equipment, information and property provided to the contractor laboratory. Any specimen that is lost by the contractor laboratory will incur a charge of $100.00 and will be credited to the Government on the monthly invoice.Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend a post award conference convened by the contracting activity in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the Contracting Officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government. Key Personnel: The follow VA personnel are considered key personnel by the government: Mary-Ann Bridgwood, Program Manager, VISN 1 Network Consolidated LaboratoryJanet Lane, Quality Manager, VISN 1 Network Consolidated LaboratoryMary Goulart, Program Support Medical Technologists, Network Consolidated LaboratoryDennis Arbour, Lab Manager, VA Maine Healthcare SystemThe contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the Contracting Officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 7:30 a.m. to 4:00p.m EST/EDT, Monday thru Friday, except Federal holidays or when the government facility is closed for administrative reasons. Identification of Contractor Employees: All contract personnel attending meetings, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor Furnished Items and Responsibilities:The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract. RESPONSE COMMITMENT:A.All questions, comments or concerns shall be directed to Gina.Petrino@.B.Submittals furnished will not be returned to the sender. No debriefs will be conducted. Eligibility in participating in a future acquisition does not depend upon a response to this notice.C.Proprietary information is neither requested nor desired. If such information is submitted, it must clearly be marked "proprietary" on every sheet containing such information, and the proprietary information must be segregated to the maximum extent practicable from other portions of the response (e.g., use an attachment or exhibit). I.TIMELINE : A.This request will close on stated date within the FBO site. II.Requested information:Interested parties shall provide the following information in addition to your capability response:A.Format:1.MS Word or pdf format (please ensure email is under 5 mb)2.Page limit – 2-4 pages (please make the response as brief and concise as possible)pany name and Sources Sought number listed on each page B.Specifics: 1.In your response, please provide the following information based on the requirement.a.Your company’s capability of fulfilling this requirement as it is described.2.Please also provide name of company, company address, a contact person’s name, telephone number, fax number and email address. 3.DUNS number, and indicate if actively registered in the System for Award Management (SAM) 4.Contractual vehicles the company holds, such as NAC or GSA schedules.5.Socio-economic Status & NAICS Code: State the size of your company [e.g., 8(a) (including graduation date), HUBZone-certified small business, Service-Disabled Veteran-Owned small business, small business, large business, etc.]. Note:1. This Sources Sought is for planning purposes only, and does not constitute a commitment, implied or otherwise, that a procurement action will follow. The Department of Veterans Affairs will use the information submitted in response to this notice at its discretion and will not provide comments to any submission; however, the Department of Veterans Affairs reserves the right to contact any respondent to this notice for the sole purpose of enhancing the Department of Veteran Affairs understanding of the notice submission. 2. The content of any responses to this notice may be reflected in any subsequent solicitation, except for content marked or designated as business confidential or proprietary which will be fully protected from release outside the government.The Department of Veteran Affairs Contracting Office Point of Contact:Gina PetrinoContract SpecialistEmail: Gina.Petrino@Attachment A – Test Menu*Tests are not expected to exceed 100 per year. LINK Excel.Sheet.12 "C:\\Users\\vhabrkgoulam\\AppData\\Local\\Microsoft\\Windows\\Temporary Internet Files\\Content.Outlook\\6RBXLLDT\\IGCE Maine General updated 8 1 2017.xlsx" "Sheet1!R4C2:R63C3" \a \f 4 \h \* MERGEFORMAT Description/Part Number*Est. Qty. ABGs_828031ACETAMINOPHEN_803291ALBUMIN_820401ALCOHOL, ETOH_(G0480)1ALK PHOS_840751ALT_844601AMMONIA_821401AMYLASE_821501AST_844501BASIC METABOLIC PANEL_800481BETA, HCG (PREGNANCY TEST)_810251B-TYPE NATRIURETIC PEPTIDE_838801BUN_845201CALCIUM, TOTAL_823101CARBAMAZEPINE_801561CBC, COMPLETE BLOOD COUNT & AUTO DIFF_850251CELL COUNT, CSF_890501CLOSTRIDIUM DIFFICLE, AMPLIFIED PROBE NAT_874931COMPREHENSIVE METABOLIC_800531CREATINE KINASE, MB FRACTION ONLY_825531CREATINE KINASE, TOTAL_825501CREATININE_825651CRP_861401CRP HS_861401D-DIMER_853791DIC PANEL1DIGOXIN; TOTAL_801621DNA FLU AMP PROBE MULTI BEYOND 2_875031DRUGS OF ABUSE SCREEN (6 PANEL), URINE_803071ELECTROLYTES_800511FIBRINOGEN, ACTIVITY_853841GENTAMICIN_801701GLUCOSE, SERUM_82947, CSF_82945 1HIV-1 & HIV-2, ANTIBODY ID, SINGLE RESULT_867031INFECTIOUS MONO_863081KETONE BODY, QUALITATIVE, SERUM_820101LACTATE DEHYDROGENASE (LDH)_836151LACTIC ACID_836051LIPASE_836901LITHIUM_801781MAGNESIUM_837351OSMOLARITY, URINE_839351PHENYTOIN_801851PHOSPHORUS_841001PLT_850491POTASSIUM 841321PROTHROMBIN TIME_856101RAPID STREP_878801SALICYLATE, SERUM/PLASMA_803291SED RATE, ERYTHROCYTE, AUTOMATED_856521SMEAR WITH GRAM STAIN_872051THEOPHYLLINE_801981THROMBOPLASTIN TIME, PARTIAL, WB/PLASMA_857301THYROID STIMULATING HORMONE (TSH)_844431TOTAL BILIRUBIN_822471TOTAL PROTEIN CSF_841571TROPONIN, QUANT_844841URIC ACID_845501VANCOMYCIN_802021 ................
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