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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 25, 2018 FBO #6119
DOCUMENT

Q -- NTX Ref Lab - Attachment

Notice Date: 8/23/2018
Notice Type: Attachment
NAICS: 621511 — Medical Laboratories
Contracting Office: 00504;Department of Veterans Affairs;Contracting Section;7201 I-40 West Suite 100;Amarillo TX 79106
ZIP Code: 79106
Solicitation Number: 36C25718Q9962
Response Due: 8/30/2018
Archive Date: 10/29/2018
Point of Contact: Lula Hill
E-Mail Address: LULA.HILL3@VA.GOV
(lula.hill3@va.gov)
Small Business Set-Aside: N/A
Description: The North Texas VA Health Care System (NTVAHCS) is seeking firms capable of meeting the requirement listed below. The acquisition will be accomplished using commercial item procedures in accordance with FAR Part 13. NOTE: TO QUALIFY SDVOSB AND VOSB VENDORS MUST BE CERTIFIED IN THE VA VENDOR INFORMATION PAGES (VIP) DATABASE. The North American Industry Classification System (NAICS) is 621511. Any firms who wish to identify their interests and capability to provide this service must notify the Contracting Officer no later than NOON PM Central Time, August 30, 2018. Notification shall be e-mailed to Lula Hill, at lula.hill3@va.gov. Provide Cage Code and or DUNS number. DISCLAIMER This Source Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Notice that is marked as proprietary will be handled accordingly. In accordance with the Federal Acquisition Regulation, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Notice. SCOPE: Reference Lab Testing The purpose of this contract is to provide veteran patients quality laboratory services. Contractor is to provide healthcare resources in accordance with Public Law 104.262 and 38 U.S.C. 8153. Contractor agrees to provide the following laboratory procedures/tests in support of the VA North Texas Health Care System (VANTHCS) in Dallas, Texas. Pricing includes all labor, materials, equipment and supplies necessary to perform certain human laboratory procedures/tests. WORK STATEMENT Contractor shall provide laboratory services to the Pathology & Laboratory Medicine Service of the VA North Texas Health Care System, Department of Veterans Affairs Medical Center, located at 4500 S. Lancaster Road, Dallas, Texas. Tests will be performed as prescribed by the VA attending physician. Contractor shall provide laboratory services to include analysis, reporting of analytic results, and consultation regarding selection, collection, transportation and result interpretation. Contractor will consult with VANTHCS laboratory personnel on test results as needed. Contract shall cover a period from October 1, 2016 through September 30, 201. Contract will be renewable for (4) option years. Pricing will be provided for the base year and each option year. Base Period October 1, 2018 through September 30, 2019 Option 1 October 1, 2019 through September 30, 2020 Option 2 October 1, 2020 through September 30, 2021 Option 3 October 1, 2021 through September 30, 2022 Option 4 October 1, 2022 through September 30, 2023 The volumes listed are independent government estimates and VA North Texas Health Care System (VANTHCS) makes no guarantee as to what volume of tests, if any, the contractor may receive. Contractor shall provide all labor, equipment, and materials required to perform procedures/tests as stated herein. These procedures/tests shall be performed to the satisfaction of VA North Texas Health Care System (VANTHCS) Pathology & Laboratory Medicine Service, Chief of Staff, and the Contracting Officer s Representative (COR). Services rendered will be verified by a record keeping system maintained by Pathology & Laboratory Medicine Service and Fiscal Service at VANTHCS, which assures that the VA pays for only those services actually requested, and only for valid patients of VANTHCS. Contractor shall provide to the COR the methodology, ranges, and expected turnaround time for results on any tests that are requested. Security Requirements: VA Protected Health Information is provided to the vendor under this contract. This contract is to enable a HIPAA Covered Entity to provide clinical services on behalf of VA. A patient s consent is not required (1605.1P24). The vendor is required to secure the PHI as required by HIPAA. SECTION B: DESCRIPTION/SPECIFICATIONS DEFINITIONS: LAB ADVISORY COMMITTEE: An individual or group of laboratory directors (Chiefs) or their designees that evaluate the medical/technical/service/quality qualifications of offerors labs. During the life of the contract, this group monitors the quality and service provided by the contractor. SPECIAL HANDLING: Unusual circumstances may dictate the need for a specimen to be picked up specially, run out of sequence or at a special time, or reported within a shorter than usual time. CONTRACTING OFFICER: The Contracting Officer (CO) named below is responsible for the overall administration of this contract. Contractor is advised that only the Contracting Officer, acting within the scope of his/her duties and responsibilities, has the authority to make changes to the contract, which affect contract prices, terms and conditions of this contract: VA North Texas Health Care System Contracting Officer 4500 S. Lancaster Road Dallas, Texas 75216 CONTRACTING OFFICER REPRESENTATIVE: A Representative of the Contracting Officer (COR) will be designated to represent the Contracting Officer in furnishing technical guidance and advice under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to Contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of the Contracting Officer and shall not be delegated. LAB REPORTS: All lab reports shall contain at a minimum the following information: Patient s full name Physician name Type of specimen Patient s Social Security Number Patient Date of Birth Requesting Facility REPORTING OF LAB REPORTS RESULTS: All lab reports shall be reported electronically through the contractor s secured on-line website. If electronic retrieval of lab reports is unavailable for an extended period, results may be sent by secured fax. CONTRACTOR POINT OF CONTACT: Contractor shall provide the following point (s) of contact when immediate inquiry regarding the status of a pending test (s) is required: A) Person (s) name (s): ____________________________________________________ B) Telephone number: ____________________________________________________ C) Fax number: _________________________________________________________ PAYMENT: The VA shall not be responsible for payment for services which were not requested in accordance with contract. TRANSPORTATION OF SPECIMENS: Contractor shall transport specimens in such a manner as to ensure the integrity of the specimen. Frozen specimens shall be shipped on dry ice, provided by contractor. Contractor is also responsible for completing hazardous goods forms and proper labeling. Contractor will arrange for daily pickup by a national carrier Monday through Friday excluding National holidays from the Laboratory at Dallas VA Medical Center, 4500 S. Lancaster Rd., Dallas, TX 75216. Change in frequency of routine pickups will be negotiated between contractor and VANTHCS. LICENSING AND ACCREDITATION: Contractor shall have all licenses, permits, accreditation and certificates required by law. Personnel assigned by the contractor to perform these services covered under this contract shall be licensed in a State, Territory or Commonwealth of the United States or the District of Columbia. The lab must be accredited by the College of American Pathologist (CAP) or have Joint Commission and Clinical Laboratory Improvement Amendments (CLIA) (Public Law 100-578) certifications or CLIA waiver. Contractor must submit proof of Joint Commission and CLIA certifications/waiver along with their offer. Laboratory Director shall be a licensed pathologist, physician, or biologist. QUALITY CONTROLS: By the end of each month following the end of the quarter, the contractor shall provide to the Laboratory Manager and COR a cumulative (year-to-date) summary report by test. The report shall include at minimum the following Number of tests performed Number of test rejections with reason for rejection TAT for each test order during that quarter The VA shall have access to inspect the contractor s facilities, equipment and records. The results of these inspections shall be published and given to the contractor. Contractor shall immediately advise the Laboratory Manager and COR of any changes in methodology, procedure, reference ranges and any new test introduced, including CPT code. Contractor shall provide the following information annually during the life of the contract: Indication of average monthly volume of specified tests listed in this contract. Provide address of processing sites under contract, including subcontracted testing location sites. Proficiency testing data shall include a list of tests outside of the -+2SD range for the past two (2) years. Contractor shall notify lab of any test falling outside -+2SD range during contract period. Contractor agrees to maintain the satisfactory service, reporting systems and quality control as specified herein. Acceptable performance will be determined annually by the criteria listed below. Scoring Average score value per category: Exceptional 4 Very Good 3 Satisfactory 2 Marginal 1 Unsatisfactory <1 Standard Task ID (CPARS) Indicator Acceptable Quality Level Method of Surveillance Incentive Minimal unsuccessful performance due to instrument or reagent issues. Quality Assurance 1.1 Successful peer group comparison 90% satisfactory performance to peer group. Exceptional: 100% Very Good: 95-99% Satisfactory: 90-94% Marginal: 85-89% Unsatisfactory: <85% CAP survey reports Exercise of Option Period Result delays are minimal. 1.2 Turn around time 90% within established turn around time annually. Exceptional: 100% Very Good: 95-99% Satisfactory: 90-94% Marginal: 85-89% Unsatisfactory: <85% Problem records Sendout records TAT reports Telephone Support is responsive. 1.3 Telephone inquiries 100% Issues resolved Exceptional: 100% Very Good: 98-99% Satisfactory: 95-97% Marginal: 85-89% Unsatisfactory: <85% Problem records Exercise of Option Period Invoices are submitted monthly. Cost Control 3.1 Invoice Accountability 100% Invoices received through OLCS via Austin, Texas Invoice records Exercise of Option Period Invoices are itemized by service or product received. 3.2 Invoice Verification 80% Invoices contain all necessary information for proper processing. Excellent: 95-100% Very Good: 90-94% Satisfactory: 85-89% Marginal: 80-84% Unsatisfactory: <80% Invoice records Exercise of Option Period Contractor will provide proactive notification of changes. 3.3 Notification of significant changes in reagent and equipment modifications 100% Proactive notifications. Quality Bulletins Customer Letters Customer Contact Exercise of Option Period Timely recall notification of reagent and supplies. 3.4 Recall Notification 100% Recall notifications within 1 month of issuance. Quality Bulletins Customer Letters Customer Contact Exercise of Option Period Works with customer to resolve complaints. Customer Satisfaction 7.1 Substantiated complaints No unresolved substantiated customer complaints per year Order records Invoice records Customer communications Problem records Troubleshooting records Exercise of Option Period Timely follow-up on complaints. 7.2 Complaint Handling 90% Complaint follow-up within 24 hours of initial complaint or within agreed upon timeframe. Exceptional: 100% Very Good: 95-99% Satisfactory: 90-94% Marginal: 85-89% Unsatisfactory: <85% Order records Invoice records Customer communications Problem records Troubleshooting records Exercise of Option Period The contractor must also include names and telephone numbers of technical directors and pathologists available for consultation. Contractor shall assign a specific account representative to each facility. The Government may evaluate the quality of the professional and administrative services provided, but retains no control over the medical professional aspects of services rendered (e.g. professional judgments, diagnosis for specific medical treatment). CANCELLATION: The government may terminate this contract at any time upon at least 30 days written notice by the contracting officer to the contractor. The contractor, with written consent of the contracting officer, may terminate this contract upon at least 30 days written notice to the contracting officer. INVOICING: Invoices must contain at a minimum the following information. Contractor shall provide this information on one original invoice: Invoice number Contract number Proper CPT and LOINC Code Unit Cost Total Cost Date of Service GOVERNING LAW: This contract shall be governed, construed and enforced in accordance with Federal Law. MARKETING: Contractor shall not advertise or use any marketing material, logos, trade names, service marks, or other material belonging to the VANTHCS without the VANTHCS consent. ORDER OF PRECEDENCE: The terms, conditions, and attachments referenced herein, including any formal written modifications thereto, constitute the complete agreement between the parties and take precedence over any other language, oral or written. RECORDS MANAGEMENT All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System (VANTHCS) and must be returned to VANTHCS at the end of the contract. NARA RM Language Clause to be included in contracts, as necessary: 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 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. 2. 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. 3. 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. 4. 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. 5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract or identified in the RCS 10-1. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. 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. 8. 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.]. 9. 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. 10. 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. References: VHA Directive 6300 VA Handbook 6300.1 North Texas VA Medical Center Policy VA Directive 6500 36 CFR Part 1222.32 (b) 653-26-05 5-8
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAHCS/VAAHCS/36C25718Q9962/listing.html)
Document(s): Attachment; File Name: 36C25718Q9962 36C25718Q9962_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4558280&FileName=36C25718Q9962-000.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4558280&FileName=36C25718Q9962-000.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: Department of Veterans Affairs;North Texas VA Hospital;4500 S Lancaster Rd;Dallas, TX; Zip Code: 75216
Record: SN05052371-W 20180825/180823231232-7fc58f4fd11bf1c595f763ee03409d90 (fbodaily.com)
Source: FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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Q -- NTX Ref Lab - Attachment