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FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 15, 2015 FBO #4800
DOCUMENT

Q -- Laboratory Services to include pickup and transport of specimens - Attachment

Notice Date

1/13/2015
 

Notice Type

Attachment
 

NAICS

621511 — Medical Laboratories
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 9;1639 Medical Center Parkway;Suite 400;Murfreesboro TN 37129
 

ZIP Code

37129
 

Solicitation Number

VA24915N0228
 

Response Due

1/16/2015
 

Archive Date

3/17/2015
 

Point of Contact

Carlos Suggs
 

Small Business Set-Aside

Total Small Business
 

Description

This is a sources sought notice only; it is not a request for quotations or offers. This sources sought notification is for the Department of Veterans Affairs Network Contracting Office 9 for Veteran Medical Center (VAMC) located at 800 Zorn Avenue, Louisville, Kentucky to determine the availability of Small Business (preferably Service-Disabled Veteran-Owned and/or Veteran-Owned) Entities within the area, relative to NAICS code 621511, with a size standard of $32.5M, and possessing the skills and capabilities necessary to provide laboratory services to include pickup and transport of specimens to its laboratory; pre-analytic processing as defined in its laboratory user manual; analysis, reporting of analytic results, and consultation regarding selection, collection, transportation and result interpretation. Period shall be for a base year, plus four (4) option years beginning February 9, 2015, with options, if exercised, set to expire September 30, 2019. The Contractor shall provide all labor, parts, transportation expenses, expertise and supervision necessary to provide laboratory services, to include pickup and transport of specimens located at VAMC Louisville. The Contracting Officer and/or Contracting Officer Representative (COR) specifically reserve the right to reject any of the potential Contractor's personnel and refuse to grant them permission to work on said contract based upon their credentials provided. Contractor must identify any/all potential subcontractors proposed to work on the subsequent contract in writing prior to the subcontractor's commencement of work. Approval of subcontractor(s) must be approved in writing by the Contracting Officer. Service response to calls from unauthorized personnel may result in non-payment by the government. 1.SERVICES TO BE PROVIDED: A.General: 1)Contractor will provide the necessary manpower and supervision to laboratory services to include pickup and transport of specimens to its laboratory; pre-analytic processing as defined in its laboratory user manual; analysis, reporting of analytic results, and consultation regarding selection, collection, transportation and result interpretation. B.Supplies: 1)Requisition forms including Chain of Custody forms. 2)Special Instructions. 3)Current list of tests with reference ranges and specimen requirements. 4)Special or specific media or tubes for an assay. C.Sample Transport: 1)Specimen transport and shipping will be th responsibility of the requesting facility. 2)Transports shall comply with all local, state and federal regulations D.Test Requirements: a. Result Reporting: 1)Routine test results shall be reported within twenty (24) hours of test completion. 2)Critical Value test results shall be reported immediately to the requesting physician or designee. A report is defined as a printed final copy of laboratory testing results. This report shall be received by remote terminal where applicable. If results are previously telephoned, the report must include the name of the individual notified of the results. Each test report shall at a minimum indicate the following information: -Patient's name and/or identification code (Social Security Number) -Physician's name (if supplied) -Medical record number (if supplied) -Facility Name -Patient's location (clinic/ward), (if supplied) -Date/time specimen received in Reference Lab -Test ordered -Date/time of specimen collection (when available) -Date test completed -Test result -Flag abnormals -Reference range -Toxic and/or therapeutic range where applicable -Testing laboratory specimen number -Name of testing laboratory and address (contractor and/or subcontractor) -Type of specimen -Any additional comments related to test provided by submitting labs -Any other information the laboratory has that may indicate a questionable validity of test 3) Unsatisfactory Test: Specimens shall be reported with regard to its unsuitability for testing within twenty (24) hours of receipt. 4) Repeat Test: The contractor shall perform repeat tests at no charge to the government if the results do not, in the requesting physician's opinion, fit the clinical picture of the patient. When requesting these tests, the facility requesting physician or representative will explain the conditions of the patient or any discrepancies observed. Repeat tests shall be the same test originally ordered. 5) Test Referrals: Tests referred to another laboratory shall be at no additional transfer charge or confir- mation charge to the facility. Any tests requiring referral should occur without VA lab personnel intervention. 6) Procedure Guidance: The testing methodology and reference ranges for a test must be defined in the labora- tory user manual. The contractor shall provide change notice prior to implementation of any new medical procedure and services. The contractor shall ensure that all procedures performed are of current acceptable standard deviation with at least (minimum) daily controls conducted to determine procedure accuracy. Upon request by the Contracting Officer (CO) or Contracting Officer's Representative (COR), the Contractor will make available quality assurance information on specific testing procedures for review. 7) Retention of Specimens: Upon completion of the testing, the Contractor shall retain all specimens as required by regulatory agencies (RA). Upon request by the participating facility COR or designee, the Contractor shall provide a copy of the regulatory requirements for each participating RA. In the absence of RA requirements, the Contractor shall retain specimens, after all testing has been completed; clinical specimens seven (7) days, surgical specimens six (6) months, cytology and histopathology slides twenty five (25) years; and paraffin blocks for ten (10) years. 8) Monthly Test Summary: The Contractor shall provide to each participating facility the following: (1)Monthly Invoice - To include the following: (a)Patient Name (b)VA Patient Identification Number (c)CPT Code (d)Accession Number (e)Test Name (f)Contractor Test Number (g)Cost (h)Test Report Date (i)Specimen Receipt Date (2)Electronic Monthly and Annual Utilization Report. E. Telephone Consultation/Communication Requirements: 1. The Contractor shall consult with the COR or designated individual(s) by telephone as needed. The Contractor shall immediately telephone the respective COR, requesting Clinician or designee to report Critical Values or test results that may indicate a life threatening condition. 2. The Contractor will provide the facility transmission of the results to a fax machine located at the hospital site. 3. Provide Facility with up to date test catalog, contract price list and discounted price list for all tests offered by the reference laboratory. Any new tests requested by a Facility not on the original contract should be covered under the same discount. All price changes and addition of new laboratory tests must be coordinated through and approved by the Contracting Officer. 4. Contractor will provide to facility their manual containing at a minimum the following information: a. Tests available b. Test methodology c. Specimen requirements/handling/preparation d. Normal &/or Reference ranges e. Test/CPT code f. LOINC "Logical Observation Identifiers Name and Codes" F. License Requirements: Contractor must have the following licensing and accreditation: a. Must have all licenses, permits, accreditation and certification required by law. b. Must be accredited by the College of American Pathologists. c. Accreditation by CDC is required if offeror is engaged in interstate commerce. d. Laboratory Director is licensed physician or other acceptable licensed professional. e. Laboratory must be certified as meeting the requirements of the Department of Health and Human Services Clinical Laboratory Improvement Act of 1988. f. Contractor policies and procedures shall comply with Health Insurance Portability and Accountability Act (HIPPA). g. Must be accredited by FDA and/or AABB for Blood Bank specimens, if applicable. The Contractor shall maintain current accreditation and notify the Contracting Officer of any lapse in state license, CLIA certification, or clinical pathology certification. The Contractor shall provide a copy of all licenses/certificates to the Contracting Officer and to each facility COR initially and upon renewal. G.Customer Service: a. Contractor must provide regular follow-up with customer service representative at no additional cost. b. Contractor must provide training to all applicable laboratory personnel on the new system at no additional cost. H. Service and Maintenance: 1. Service: The contractor shall provide telephone number(s) and contact person to be used by the participating facility to make specimen problem inquires and problem solving at all times including weekends and holidays. The contractor shall include names and telephone numbers of technical directors and pathologists available for consultation in specific areas of expertise. The Contractor agrees to maintain the minimum acceptable service, reporting systems and quality control as specified herein. Immediate (within 24 hours) notification must be given to participating facility upon adverse action by a regulatory agency. Contractor shall assign a specific local account representative to each participating facility. Contractor shall advise facility of any changes in methodology procedure, reference ranges and any new tests introduced. 2. In case of failure of the automated system, the Contractor shall provide an alternate route of transmission (i.e. telephone, or courier service) to the participating ordering facility or clinic. I. Contract Quality Assurance/Quality Control: 1. The Contractor facilities, methodologies (defined as the principal of the method and the references), and quality control procedures may be examined by representatives of the government at any time during the life of the contract. 2. The Contractor shall comply with all applicable OSHA, Federal, State and Local laws and regulations as required for performing the type of services required. This request for information (RFI) is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this RFI will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission or responses to this announcement or the Government use of such information. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs, Network Contracting Office located in Murfreesboro, Tennessee as a requirement necessary to provide provide laboratory services, to include pickup and transport of specimens in developing its acquisition strategy and statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this RFI or to otherwise pay for the information submitted in response to this RFI. No phone calls will be accepted. Interested parties should respond to the Contract Specialist, Carlos Suggs via e-mail at Carlos.Suggs@va.gov, not later than (NLT) January 16, 2015 at 2:00 PM Central Standard Time (CST). All interested parties should include the following information: 1. A company profile, including name of business, DUNS number, and other pertinent information. 2. A description of capabilities. 3. The business size and business socioeconomic category. Please note, all SDVOSB and VOSB must be verified by the office of Small Disadvantaged Business Utilization Center for Veterans Enterprise (CVE) prior to receiving any award. ATTACHMENT A GENERAL DEFINITIONS FOR LABORATORY SERVICES 1.Critical Value - A test result that requires evaluation by a physician or other health care provider as soon as verified. Failure to take appropriate action as a result of a critical value might cause harm or undue suffering for a patient. 2.Esoteric Test - A test that is similar to specialized tests, except they can only be done in a few laboratories throughout the country. 3.Frozen Section - A biopsy specimen that is immediately frozen and cut with cryostat; then mounted on a slide, stained, and examined by a pathologist. Frozen sections provide a rapid diagnosis to the physician during surgery. 4.Overflow - A test usually performed in the ordering activity lab, which might be referred to the contractor's laboratory in case of instrument breakdown or other circumstances interfering with the ordering facility's ability to analyze the specimens. 5.Paraffin Block - A tissue specimen that has been embedded in paraffin wax that the sections can be cut for histologic examination. 6.Proficiency Testing - An assessment of the accuracy of testing by a laboratory based on the analysis of an unknown specimen analyzed by a large number of other labs. The proficiency survey is conducted by an organization or agency authorized by the Department of Health and Human Services to do so. 7.Reference or Referral Laboratory - The contract laboratory that provides testing, and examination of specimens provided by the medical treatment facility. 8.Reference Value - A range of test values expected for a designated normal population of individuals. 9.Routine Test - A test that is usually performed at high volume in which the result is required in 24 hours generally. 10.Slides. Glass surface containing biological material to be analyzed. 11.Specimen - A body fluid or tissue sample removed for medical examination and analytical testing. 12.Special handling - Unusual circumstances may dictate the need for a specimen to be picked up specially, run out of sequence at a special time, or reported within a shorter than usual time. 13.Specialized Test - A test that is performed in low volume but the technology, expense, or time-consuming nature of each test, is such that some delay is expected. The delay usually occurs to allow tests received from different centers to be batched to make the operation cost-effected. 14.STAT - A designated category of tests that requires immediate processing to expedite results to physicians handling potentially life-threatening cases. 15.Surgical Specimen - A sample or part of an organ or tissue removed during Surgery for medical examination and analytical testing. 16.Tests - Diagnostic assays to evaluate a patient's physiological condition. 17.Turnaround Time (TAT) - The length of elapsed time between pick-up or dispatch of specimen from the contractor's laboratory until the receipt of the completed printed report back in the lab. Exception: For STAT tests, the TAT shall begin at the time of notification by the ordering activity laboratory to the contractor. These definitions apply whether the contractor or a subcontractor performs the test.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/NaVAMC/VAMCCO80220/VA24915N0228/listing.html)
 

Document(s)

Attachment
 

File Name: VA249-15-N-0228 VA249-15-N-0228.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1811241&FileName=VA249-15-N-0228-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1811241&FileName=VA249-15-N-0228-000.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: VAMC Louisville;800 Zorn Avenue;Louisville, Kentucky

Zip Code: 40206
 

Record

SN03615385-W 20150115/150113235141-29e6690a3f7398dd6b05a4c0f2c0c69a (fbodaily.com)
 

Source

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

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