Loren Data's SAM Daily™

FBO DAILY ISSUE OF SEPTEMBER 08, 2012 FBO #3941
DOCUMENT

H -- COST PER TEST HEMATOLOGY - Attachment

Notice Date

9/6/2012
 

Notice Type

Attachment
 

NAICS

334516 — Analytical Laboratory Instrument Manufacturing
 

Contracting Office

Department of Veterans Affairs;W.J.B. Dorn VA Medical Center;6439 Garners Ferry Road;Columbia SC 29209-1639
 

ZIP Code

29209-1639
 

Solicitation Number

VA24712R1151
 

Response Due

9/10/2012
 

Archive Date

10/10/2012
 

Point of Contact

David Thomas
 

E-Mail Address

Purchasing Agent
(david.thomas69e89@va.gov)
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

Synopsis: This announcement constitutes a Sources Sought notice for the Department of Veterans Affairs VISN 7 Network Contracting Activity. The following information is provided to assist the Department of Veteran Affairs VA Medical Center Columbia SC in conducting Market Research of Industry to identify potential business, Service Disabled Veterans Owned Small Business or Veterans Owned Small Business, Small Business, Women Owned Business contractors to provide full laboratory instrumentation, installation, correlation, studies, reagents, maintenance, preventive services, quality program, routine and stat general hematology assay on a Cost per Test (cost per reportable) basis. NAICS code for this requisition is 334516 and size standard 500. The Government does not intend to make an award on the basis of this Sources Sought notice or otherwise pay for the information solicited herein. This notice is for the purpose of identifying potential sources and does not commit the government to make an award and/or issue a solicitation. PERFORMANCE BASED WORK STATEMENT WILLIAM JENNINGS BRYAN DORN VA MEDICAL CENTER HEMATOLOGY EQUIPMENT AND REAGENTS Statement of Work (SOW) 1. GENERAL: The Contractor shall provide to the laboratory full instrumentation, installation, correlation studies, reagents, maintenance and preventative services and a quality control program to provide routine and stat general hematology assays on a cost per test (cost per reportable) basis to the Veterans Health Administration, William Jennings Bryan Dorn Medical Center (WJBDMC) 6439 Garners Ferry Road, Columbia, South Carolina 29209 2. BACKGROUND: The WJBDMC is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is located in Columbia, South Carolina and provides primary, secondary and some tertiary care. Annually, the medical center serves approximately 57,000 patients. Satellite outpatient clinics are located in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina. 3. PERIOD OF PERFRMANCE: One base year with the possibility of four one year option periods. Base Year: October 1, 2012 - September 30, 2013 Option Year 1 October 1, 2013 - September 30, 2014 Option Year 2 October 1, 2014 - September 30, 2015 Option Year 3 October 1, 2015 - September 30, 2016 Option Year 4 October 1, 2016 - September 30, 2017 4. PLACE OF PERFORMANCE: Hematology Section, Pathology & Laboratory (P&LM) (113), Room 1B175, Building 100, Williams Jennings Bryan Dorn VA Medical Center, Columbia, S.C. 5. DAYS AND HOURS OF OPERATION: Monday-Sunday, 24 hours a day including federal holidays. 6. DAYS AND HOURS OF DELIVERY: Monday through Friday, 8:00am - 4:00pm, excluding federal holidays. 7. EQUIPMENT DESCRIPTION: Hematology analyzers to evaluate whole blood and body fluid samples = Model: Cellular analysis system with up to 100 samples/hour throughput (QUANTITY=2) Digital cell morphology system = Model: Automated manual blood cell differential analyzer (QUANTITY=1 with 2 remote systems) 8. PERFORMANCE REQUIREMENTS: **the term vendor and contractor are used interchangeably** The contractor shall provide all instruments, test equipment, reagents, quality control program, and training programs for personnel, repair/replacement service and parts necessary to perform a full range of hematology assays (CBC, automated differential, reticulocyte, body fluid cell counts, and digital cell morphology) to the Hematology Section, P&LM, Bldg 100, WJBDMC. 9. CONFIGURATION AND LAYOUT: A. The vendor must provide 2 identical cellular analysis systems that will fit on the existing cabinetry. B. The vendor must provide a separate digital cell morphology system with 2 remote review. C. The system must conform to NCCLS/industry standards. 10. SOFTWARE: A. The system must have the capacity to connect to the current VA LIS system (VISTA). Interface software will be provided. i. Include bi-directional LIS host query interfacing for both instruments through Data Innovations. The vendor shall provide additional equipment, such as middleware, needed to interface the analyzers. The instrument shall support auto verification and shall be able to retransmit data after instrument downtime. B. System will offer customizable repeat/reflex testing automatically, without operator intervention. C. On-board decision rules can be customized to provide operators with "if, then" statements to standardize action steps for various result scenarios. D. System provides onboard reagent tracking to monitor lot numbers, expiration dates and volumes. E. System provides onboard documentations of quality control results and actions taken for outliers. F. Onboard QC package should include: Levy-Jennings plots and the ability to store records for 2 levels of control in current use and 3 levels of controls for parallel lot number studies. G. User-friendly software. Operators of all skill levels should be able to use efficiently. H. Ability to locate patient results using the patient name, SSN, or unique ID I. Ability to print patient reports in a medical record format that may be sent to providers during LIS downtimes. J. Ability to retransmit results after LIS downtime. K. Software updates (maintaining existing capabilities) shall be provided at no additional charge. L. Hardware upgrades (providing additional functionality) should be supplied at no additional charge. M. Mandatory changes to hardware or software (i.e due to engineering changes or software debugging) should be provided at no charge. 11. TECHNICAL FEATURES: A. Instrumentation shall perform all analyses with precision as defined by current Clinical Laboratory Improvement Amendments (CLIA) and the Clinical and Laboratory Standards Institute (CLSI). B. Operational Features: Instrumentation must be available at the time of proposal submission and be FDA approved. C. Functions as a Hematology Analyzer performing cells counts on whole blood and body fluids,(to include joint fluids) reticulocyte counts and automated differentials. D. CBC profile will include the following reportable tests: WBC, RBC, Hgb, HCT, MCV, MCH, MCHC, RDW, Platelet count, MPV. E. Automated differential must include the absolute and percentage counts for Neutrophil, Lymphocyte, Monocyte, Eosinophil, Basophil and NRBC. F. Reticulocyte count includes absolute and percentage, as well as MRV and IRF. G. Differential criteria may be user established in conjunction with "state of the art" classification of abnormal cell types. Technology will discriminate between mature and immature forms in individual cell types. H. System has on-board algorithms that use flagging criteria to minimize bias. I. System shall provide programmable RBC morphology alerts. J. System can run a complete CBC with automated differential, NRBC and reticulocytes on a very small sample (less than 200 µl). K. Digital bar code technology is used to read the labeled sample tubes with 2 positive identifiers. L. A single aspiration pathway is used for automated and manual sample introduction. M. Linearity limits: i.WBC: 0- >375 x 10^3/ µL ii. RBC: 0- >8.0 x 10^6/ µL iii. Hgb: >23.0 g/dL iv.Plt: 0- >3 x 10^3/ µL N. Precision of MCV will be within 3% unless clinically explainable. O. System will graphically display of histograms and/or scatter plots for white blood cell, red blood cell and platelet parameters. P. Reticulocyte counts shall require no pre treatment. Testing should be automated and all reagents should be in board. Q. Instruments must be capable of precision mixing according to CAP guidelines. R. System shall have detector system for bubbles, clots, and incomplete sample aspirations. Platelet clumps shall be visible on graphics. System should be available for detecting interfering substances. S. Ability to run new and old lot numbers of QC concurrently for parallel testing. T. Ability to export QC data to a commercial quality control program. The QC program should be comprehensive. U. System should allow for electronic archiving and corrective action documentation. V. System should allow for true STAT interrupt. W. System should offer a throughput of at least 100 test per hour X. System should include on-board electronic operating manuals and troubleshooting guide as well as preventive maintenance guide and log Y. Ensure ease of calibration with extended calibration stability and minimal calibration frequency. Z. System shall be calibrated on assayed material compatible with CAP guidelines. Hemoglobin standard must meet ICSH standards. The analyzer shall compile all calculations. Cal factors shall be stored internally and activated internally at the operator's discretion. AA. System shall be totally self-contained excluding waste and not require external water, pressure or vacuum. Vendor shall provide a waste steam analysis for each proposed instrument. 12. SPECIFICATIONS FOR DIGITAL CELL MORPHOLOGY SYSTEM: A. System includes analyzer for automation of manual blood cell counts. B. Software for remote access and networking is provided. C. Competency software is provided for operator competency testing and education. D. Automatic cell location and pre-classification of WBCs and pre-characterization of RBCs reduces subjectivity of cell identification. 13. SYSTEM MAINTENANCE A. User performed system maintenance is minimal, taking less than 5 minutes per day and less than 15 minutes per week. B. System must have a cleansing mechanism for small fibin clots. C. Require minimal start up time from standby mode to operation. D. Vendors should provide a list or otherwise specify all maintenance requirements/tasks to be performed by the analyzer operators as well as the service engineers. 14. SERVICE A. The Contractor will provide on-site service during standard business hours (5 day, 8 hours). B. The Contractor shall respond to all emergency service calls within 2 hours. NOTE: Workload and turnaround times require both instruments to be operational C. The Contractor shall provide a toll-free number for service calls and technical assistance 24 hours a day. (with no limit to number of calls placed to the "hotline") D. A technical representative should be available for troubleshooting needs 24 hours a day. E. The Contractor shall make all repairs as expeditiously as possible so as not to compromise patient care. F. The Contractor shall provide new instruments and equipment, actively marketed and on the GSA contract. G. The Contractor shall provide preventative maintenance inspection, testing and calibration equipment and instruments as deemed necessary by the Laboratory and to ensure all equipment furnished is maintained in excellent working condition. H. All instruments will be supported by a UPS power supply to maintain power in the event of a power outage. I. The Contractor shall maintain service repairs and provide a full report of any repairs to the Contracting Officer's Technical Representative (COTR). J. Ownership of analyzers will remain with the Contractor. Analyzer's rental charges are absorbed through cost per test charges. (all items not in use or needed will be the responsibility of the contractor for removal and disposal) K. Contractor shall provide support personnel to correlate existing assays to new methodology and switch to new equipment. L. The Contractor shall train on station VAMC technologists to run and operate cellular analysis and digital cell morphology equipment. M. The Contractor shall provide off-site initial training for at least one key operator per cellular analysis instrument. Costs associated with training including room, board and airfare are the responsibility of the Contractor. N. The Contractor shall provide off-site annual training for at least one operator for each completed year of cellular analysis system contract. Costs associated with training including room, board and airfare are the responsibility of the Contractor. O. The vendor has remote diagnostics capabilities and various service and support options to meet customer needs. P. Installation of, and any recurring charges for, data lines to support modem operations used by the vendor for troubleshooting, maintenance, and data transmission shall be provided by the Contractor at no additional charges. Q. Utility modifications for telephone, water, gas, or electrical systems due to support of modem operations used by the vendor for troubleshooting, maintenance, and data transmission shall be provided by the Contractor at no additional charge. R. The Contractor shall provide delivery and set up of instruments. S. Reagents, equipment, consumable supplies, calibrators, all service, support and controls are supplied as cost per test. 15. CONTRACT PERFORMANCE MONITORING: Unless otherwise directed by the using facility, contractor owned equipment shall be installed by the effective date of the contract. The government reserves the right to monitor services and performance of instruments in accordance with the standards set forth by CLIA, the College of American Pathology and the Joint Commission. The COTR is assigned to manage the contract. The COTR and/or an authorized representative will be the direct point of contact for the contractor. Only the COTR (or his/her authorized representative) has the authority to make requests of the vendor within the scope of the contract during the course of the contract. The vendor will ensure a smooth transition with existing company if needed to provide not interruptions in patient services and reporting of results. Contractor installed equipment shall remain the property of the contractor and shall be removed upon termination of the contract, when directed by the ordering facility and in full cooperation with the succeeding contractor so as to avoid interruption of patient services. 16. INVOICES: Payment will be made upon receipt of items that are listed on a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer's Technical Representative (COTR), and submitted to VA FSC, P.O. BOX 149971, Austin, TX 78714. A properly prepared invoice will contain: oInvoice Number and Date oContractor's Name and Address oAccurate Purchase Order Number oSupply or Service provided oTotal amount due. 17. Records Management Language for Contracts The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. f. The Government Agency owns the rights to all data/records produced as part of this contract. g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. j. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information All work must be in accordance with federal, state, and local environmental laws and regulations. This synopsis is for planning purposes only and does not constitute a solicitation for bids/proposals. Responses will assist the Government in determining whether to set-aside/restrict competition in some way or solicit offers from all responsible sources. The Government does not intend to award a contract on the basis of this notification or otherwise pay for any information or inquiry. This synopsis does not constitute a request for proposal, and is not considered to be a commitment by the Government. All interested parties who believe that they can meet the requirements are invited to submit in writing the complete information describing their capability and qualifications to provide the aforementioned support services. Please include your company name, point of contact, address, telephone number, Duns & Bradstreet Unique Numbering System (DUNS) number, System fo Award Management (SAM), and Commercial and Government Entity (CAGE) code and your firms small business status. Potential offerors must be registered in SAM (to be eligible for contract award or payment from award). Information on registration and annual confirmation requirements may be obtained at https://www.sam.gov/portal/public/SAM/ All respondents that can provide any of the requested shall provide a detailed capabilities statement in writing within three (3) days of this publication. POC: david.thomas69e89@va.gov /Phone: 803-695-7995
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/CSCVAMC/WJBDDVAMC/VA24712R1151/listing.html)
 

Document(s)

Attachment
 

File Name: VA247-12-R-1151 VA247-12-R-1151RSC.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=468459&FileName=VA247-12-R-1151-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=468459&FileName=VA247-12-R-1151-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: WJB Dorn VA Medical Center;6439 Garners Ferry RD;Columbia

Zip Code: 29209
 

Record

SN02871298-W 20120908/120907001211-a148b15ec00cbb056262542b0edfe2ee (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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