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FBO DAILY - FEDBIZOPPS ISSUE OF NOVEMBER 04, 2015 FBO #5094
DOCUMENT

Q -- VENDOR DAY FOR ALL INTERESTED VENDORS FOR REFERENCE LABS IN NEW ENGLAND REGION - Attachment

Notice Date

11/2/2015
 

Notice Type

Attachment
 

NAICS

621111 — Offices of Physicians (except Mental Health Specialists)
 

Contracting Office

Department of Veterans Affairs;VA Boston Healthcare System;Contracting Officer (90C);940 Belmont Street;Brockton MA 02301
 

ZIP Code

02301
 

Solicitation Number

VA24116N0045
 

Response Due

11/13/2015
 

Archive Date

11/28/2015
 

Point of Contact

Heather L Simpson
 

E-Mail Address

4-2599<br
 

Small Business Set-Aside

N/A
 

Description

VENDOR DAY ALL INTERESTED VENDORS CAPABLE OF PERFORMING REFERENCE LABORATORY SERVICES FOR THE DEPARTMENT OF VETERANS AFFAIRS FOR LOCATIONS IN NEW ENGLAND. Services Required: oPerformance of analytical testing. oReporting of analytical test results. oConsultative services. oPatient Service Centers within VANEHS area for phlebotomy services. oInterface with VA's VistA System with the Contractor's System. oTransportation of clinical laboratory specimens, originating from the VA medical center and satellite outpatient clinic laboratories (SOC) listed at the end of this notice destined to the contracted commercial reference laboratory. oIntraVISN transportation of clinical laboratory specimens originating from the VA medical center and satellite outpatient clinic laboratories (SOC) listed in Attachment A destined to VA West Roxbury or VA West Haven. oTests must be performed and tested entirely upon the premises of the Contractor, or within the Contractor's network of laboratories, or subcontracted to a fully qualified laboratory in accordance with the terms of this contract. Contractor referrals to a secondary (subcontractor) laboratory will be kept to a minimum for control and uniformity purposes. Once a particular test is designated (at contract award) for performance by a particular subcontractor, then all future test performance of that test method must be done by the same subcontractor unless concurrence to change is received, in writing, from the Government. oThe reference laboratory(s) must continuously hold a Certificate of Compliance or Certificate of Accreditation from the Centers for Medicare & Medicaid Services as meeting the requirements of the Clinical Laboratory Improvement Amendments of 1988 or must demonstrate accreditation by regulatory agency(s) with deemed status from the Centers for Medicare & Medicaid Services, e.g. The College of American Pathologists, and/or other state regulatory agencies, as appropriate, and as mandated by federal and state statutes. The reference laboratory must maintain valid certifications during the performance period of this contract. oCopies of all relevant permits/licenses and certification inclusive of any sanctions current or pending throughout the United States of America must be supplied in response to this solicitation. In addition, as these documents are reissued or re-awarded, the awarded Contractor must supply a copy to each of the VANEHS COR. The above documents must also be supplied for each reference laboratory that is a subcontractor of the primary Contractor. The Contractor must notify the VANEHS COR of the expiration or the revocation of any of these licensures. oThe vendor shall make available either through its electronic catalog or upon request the following information: "Requisition form requirements "Alphabetized test name list "Reference lab test number "Specimen collection requirements "Test method used (indicate if testing performed in duplicate) "Test reference intervals "Test critical values, if any "Policy for critical value notification "CPT coding "Test turnaround times (minimum and maximum times indicated); where the turnaround time is defined as the time between receipt of specimen by the Contractor and receipt of results by a VANEHS facility.. "Frequency of test performance (specific days of week indicated) "Location of test performance by test name (i.e. name of primary laboratory, name of separate branch/division of primary lab, name and address of secondary (sub-contracted) laboratory must be cited. oSpecimen Preparation and Storage "The vendor shall supply each VANEHS facilities with its commercial laboratory reference test manual to enable VA to collect and store specimens in accordance with vendor's requirements. "The Contractor shall provide at no additional charge an adequate supply of specimen collection materials for testing and handling as dictated by the commercial reference laboratory's specimen collection requirements, i.e. dry ice, stabilizing tablets, ice packets, etc. "The Contractor shall be responsible for transporting and storing specimens in such a manner to insure the integrity of the specimen. oTransported items will be primarily biological substances (patient specimens). These items are classified as Hazard Materials Class 6, Division 6.2 and are defined in 49 CFR Part 173.134 as those materials that contain or could contain etiologic agents. Microbiology cultures, stocks and regulated medical waste that are also in Division 6.2 will be transported. oRoutine transportation services shall occur once per day, with pick-up occurring between 4:00PM and 7 pm, local time, unless a different time is mutually agreed upon the by VANEHS facility and the Contractor, Monday- Friday excluding Federal Holidays. oEmergency transportation services shall be available 24 hours per day, seven days per week including Government holidays. Response time for emergency transportation services shall be within 3 hours after notification by any VANHEHS facility. oSpecimen loss due to breakage, spillage, insufficient dry ice, misplacement, mishandling or any other Contractor-related problem(s) will be considered unacceptable if more than 1.0% specimens per facility per billing period are compromised. Repeated problems with compromised specimens may be grounds for termination of the contract by default. oAny specimens that have been broken, leaked, or been otherwise compromised during transit must be reported to the appropriate VANHEHS facility immediately upon unpacking at the Contractor's laboratory. The Contractor is required to pick-up the new specimen at no additional cost to the Government. The pick-up of the new specimen must be made during the routine courier pick-up times, unless emergency pick-up is requested. oThe Contractor shall provide timely and appropriate testing of patient specimens as requested by VANEHS facilities. A list of tests is located in Attachment B. oContractor shall provide Emergency testing services for all procedures VA deems necessary. The test results will be reported within four (4) hours from the time the specimen is received in the Contractor's reference laboratory. oSpecimens must be stored by the Contractor for at least seven (7) days after the reporting of the results. In selected cases, and upon request by a site, the Contractor must store specimens for up to thirty (30) days at no additional cost. The VA may request repeat determinations or add-on tests by telephone during this 7- or extended 30-day period. Repeat determinations will be requested by sites when test results do not fit the clinical picture of the patient, and must be performed at no cost to the Government. Specimen retention applies to blood, serum, CSF, urine, and other body fluids. In no case will the contractor or subcontractor retain specimens for less than the minimum required by CLIA or the state in which the testing is performed. oAll anatomic pathology specimen(s) (e.g., blocks, slides or other diagnostic material) must be returned by courier or expedited shipping methods to the submitting facility within seven (7) days after final diagnosis. a.A report of laboratory testing results is defined either as a printed final copy or host to host electronic transmission of test results. The Contractor shall deliver these reports by messenger delivery and/or electronic report transmission via computer interface. Specifications outlining the requirements of this computer interface including computer hardware, maintenance and supply requirements are defined in Section I, Telecommunication Requirements below. Unsatisfactory specimen shall be reported with documentation supporting its unsuitability for testing. Each test report shall, at minimum, include the following information: i.Patient's name and/or identification number ii.Physician's name (if supplied) iii.VANEHS medical record number or laboratory accession number(if supplied) iv.VANEHS submitting facility name v.Patient's location (clinic/ward) (if supplied) vi. Test ordered vii.Date/time of specimen collection (when available) viii.Date of specimen receipt ix. Date/time test completed x. Test result xi.Reference intervals xii. Toxic and therapeutic ranges, if applicable xiii. Flagged abnormals xiv.Reference laboratory specimen number xv.Name of testing laboratory if other than contractor. xvi.Any other information the laboratory has that may indicate a questionable validity of test results. oThe test results must be received by each VANEHS facility in accordance with the test set- up schedule submitted with the offer and made a part of this contract. Electronically transmitted test results will be received by the VANEHS facility within 1 hour or less of test completion. Preliminary reports will be delivered for those tests requiring such, as specified by the test schedule. oCritical test results as defined by the Contractor's commercial reference test manual shall be communicated by telephone to a designated VA contact person(s) at the originating VA laboratory facility upon verification of the critical test result. The VA laboratory will provide the contractor with point of contact information for critical test results at each site. Each VA laboratory is responsible for communicating critical test results received from the contracted commercial reference laboratory to the ordering clinician or designee. oThe Contractor shall provide an integrated system approach to facilitate and streamline all aspects of specimen ordering, testing and reporting. As such, the Contractor shall provide and program an interface system to electronically transmit orders, specimen status and test results between the Contractor's host computer system and the VA's host computer system (VistA). oVistA supports a Universal Interface (UI) and a Generic Interface Manager (GIM). The GIM is a commercial hardware and software product that provides electronic connection between the Contractor's host computer and the VistA host computer. The configuration provides the required security of the VA host computer system. The actual electronic connection between the GIM and the Contractor' host system is of the Contractor's choosing. The expense of the electronic message connectivity is born by the Contractor. oAll electronic messaging between the two (Contractor and VistA) computer systems using the GIM shall conform to VistA Health Level Seven (HL7) V1.6 and Laboratory's HL7 V1.0 technical specifications. Health Level 7 (HL7) is a registered trademark of Health Level Seven, Inc, is a Standards Developing Organization accredited by the American National Standards Institute to author consensus-based standards. Information regarding HL7 transmission protocols may be accessed through the Health Level Seven, Inc web-site, www.HL7.org. oData connectivity between the Contractor and the VA will be expected to comply with Business Partner Gateway Standards. The Information Security Office will coordinate the requirements with the Contracting Officer Representative (COR) and the Contracting Organization POC for the supporting contract. Typical connections are by Client VPN or Site to Site VPN. Business Partners may access designated internal VA servers if they are granted a Client VPN account. A Client VPN requires signing of VA National Rules of Behavior and VPN Rules of Behavior by each approved user of the connection. However if there is a large number of Business Partner users that are approved for this, it may be more efficient to build a Site to Site (STS) VPN with the Business Partner. oEach type of connection (Client or STS) requires that all contractors must have Background Investigations completed (required by FIPS 201) and must participate in the VA Information Security Awareness and VA Privacy training programs. oA Site to Site VPN enables a VA Business Partner to securely access specific resources on the VA WAN. It does this by establishing a Virtual Private Network (VPN) connection between the Business Partner network and one of the One-VA Internet Gateways. Traffic that may pass over this connection is limited, so only specific VA and Business Partner systems may communicate with each other. A STS is used only if business needs cannot be met with a Client VPN connection. The Business Partner must support 3DES or AES IPSec encryption. The Business Partner must sign a legal agreement with the VA (MOU/ISA) for a STS. Communication must be limited to explicit VA and Business Partner systems, using a limited set of protocols. A STS requires an Interconnection Security Agreement, used to support a Memorandum of Understanding/Agreement (MOU/A) that establishes the requirements for data exchange between two organizations. The MOU/A is used to document the business and legal requirements necessary to support the business relations between the two organizations. oEach of the VA gateways has two Cisco Adaptive Security Appliance (ASA) 5540 devices used for Site to Site VPN connections. They use IP Security (IPSec) with Triple Digital Encryption Standard (3DES) or Advanced Encryption Standard (AES) for encryption and ISAKMP for authentication and integrity. The devices are FIPS-140-2 compliant. This capability establishes a secure, end-to-end encrypted tunnel that protects the VPN data flows from the Gateway VPN components to all VPN-enabled sites. The Gateway VPNs are configured to allow only IPSec protected data flows, and only when originated from and sent to authorized peers. The Business Partner must use a FIPS 140-2 compliant solution for their end of the Site to Site VPN. If they do not already have a VPN solution in place, the following specifications are provided as recommendations. The VA is not responsible for problems with equipment owned by the Business Partner. The Business Partner will limit the volume of data exchanged with the VA to a pre-defined and agreed upon volume. oRecommended hardware for a Site to Site VPN for the Business Partner is as follows. CISCO2801 - Cisco Integrated Services router (2) 10/100 Ethernet ports (4) Interface card slots, AIM-VPN bundle S28AISK9 - Cisco 2800 Advanced IP Services K9 WIC-1DSU-T1-V2 - T1/Frac T1 card with integrated DSU To be used for the connection to the VA WAN Network Connection - A T1 or fractional T1 leased line connection to the internet using a Static IP address. oAfter contract award, the commercial reference laboratory vendor shall provide to the VA all necessary laboratory test parameters to insure accurate test result transmission between the VA and the vendor's database. Required test parameters include: a.Ordering code b.LOINC code c.CPT code d.Interface code e.Test cost f. Reference ranges g.Units of measurement h.Test result interpretation or interpretive remarks, if appropriate i. Testing site (if not performed at the vendor's main laboratory facility) j. Test methodology k.Specimen types l. Specimen collection and handling requirements m.Whether test is a panel or profile test, list of tests included (NOTE: above parameters are required for each test contained in a panel) oThe parameters for all tests in the Contractor's database shall be kept current and be available to the VA sites throughout the performance period of the contract. Updates to the test parameter information must be provided to VA sites prior to any testing changes in the following situations: new tests are developed and introduced into the Contractor's test menu; testing parameters have changes; or when tests are discontinued or replaced by other tests. The contractor shall provide information to VA sites no less than 2 weeks prior to the implementation of the test change. In an effort to maintain accurate and timely test information, the Contractor shall provide telephone access to a Contractor's technical representative to respond to any question(s) regarding the laboratory test parameter information. oThe commercial reference laboratory vendor shall provide all required hardware, software and related consumable supplies to support the transmission of electronic data to sites referred to in Section I.1. This may include, but is not limited to: a.Generic Interface Manager for host to host connectivity b.Shipping list printers c.Bar-code printers d.Back-up result printers connected directly to Vendor's computer system e.Any required communication lines f.Software to receive and send orders, display status of and/or test results g.Consumable supplies to maintain the operation of the equipment listed above, e.g. toner, etc. o VistA Laboratory Electronic Data Interchange (LEDI) identifies VA-specific content and encoding tables to be used with HL7 message protocol conventions. The LEDI specification follows very closely the HL7 V2.3.1 standard. LEDI identifies encoding tables and HL7 message protocol conventions. o VistA LEDI identifies to the commercial reference laboratory vendor shipping lists containing required specimen demographics and requested tests to be performed. This list will be provided in printed format during the implementation period. This information is also available in electronic HL7 format if required. o VistA LEDI software will provide a HL7 acknowledgement for the receipt of tests results from the vendor. In the event that electronic communication is disrupted, the vendor shall provide hard copy of specimen results upon demand. The hard copy must contain VA's assigned specimen identification where specimen identification is defined as a unique VA-assigned 10 digit number that is associated with each specimen. This specimen identification number will appear on the test order form, on the specimen label and on the shipping manifest. o The Contractor shall provide VA with specimen status in response to electronic and verbal query. Upon testing completion, a formatted HL7 message containing specimen results with VA's assigned specimen identification shall be returned to the requesting medical center. o The Contractor shall conduct preventive maintenance and repair of contractor furnished hardware, software and associated communication lines. In addition, throughout the performance period of the contract, the Contractor shall repair or replace any malfunctioning hardware or software. o The Contractor shall provide in-service training required for the routine loading and care of printers and other hardware located on-site. The training will ensure that VA is capable of performing routine servicing of hardware. o The Generic Instrument Manager will be located in a VA secured area. The Contractor shall coordinate with the VA Information Technology Department to access the GIM. o The Contractor shall install, and if necessary remove of all telecommunication equipment and associated hardware. o Contractor shall address within two hours of initial inquiry, interface questions where information is required to update, maintain and support the services of the host-to-host linkage between the VA and the Contractor. o Contractor shall begin implementation of the telecommunications requirements described in this solicitation no later than 90 calendar days after the award of the contract. Failure to provide timely implementation is grounds for termination of the contract. o Data Management System - The Contractor shall provide a data management system that meets the following requirements: "Test ordering must be accomplished through a menu that is intuitive, has minimal options and uses a mouse or touch screen. Upon selection of the test, the computer shall alert (flag) the user to the type of specimen required and the storage conditions. It must also alert the user to the location of the laboratory that will be performing the test. "Test definition, test information and test requirements must be complete, available and easily accessible. "Shipping manifest must be generated that identifies the specimens sent to the commercial reference laboratory, transportation conditions, and testing ordered. "The status and the results of testing must be available within published timeframes and easily retrievable by the use of varying options. At a minimum the options must include: Sort by patient name; sort by date; sort by test; sort by incomplete test. Incomplete tests must have an indication of the pending time until completion. Alert messages must be generated when testing is delayed beyond published timeframes, when specimens require additional testing (reflex), or specimens are cancelled due to unacceptability. Capable Vendors: Must submit a capability statement in response to the services required. Valid DUNS number. All capability statements must be emailed directly to the Contracting Officer listed below. All interested vendors will be contacted. RESPONSES DUE BY FRIDAY, NOVEMBER 13, 2015 BY 4PM EST. This Vendor Day 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 all interested vendors on an exact date and time to provide an overview of the vendor's capability in the form of a PowerPoint Presentation. Not to discuss or provide any pricing. This Vendor Day is to solely to provide technical capability based on this notice. Location: Vendor Day will take place at the Brockton VA Medical Center, 940 Belmont Street, Brockton, MA 02301. Exact date/time to be decided upon receipt of all interested vendors, vendors must provide their own travel. No travel will be provided or paid for by the Department of Veterans Affairs. Please respond in email form and state in the SUBJECT LINE: VENDOR DAY REFERENCE LABS, so your capability statement stands out from all other emails. The Department of Veteran Affairs Contracting Office POC: Heather Simpson, Contracting Officer Email: Heather.Simpson@va.gov Attachment A Facilities: VA Maine HCS1 VA Center, Augusta, ME 04330 VA Bedford Medical Center200 Springs Road, Bedford, MA 01730 VA Boston HCS, West Roxbury Campus1400 VFW Parkway, West Roxbury 02132 VA Boston HCS, Brockton Campus940 Belmont Street, Brockton, MA 02301 VA Boston HCS, Jamaica Plain Campus150 S Huntington Avenue, Boston, MA 02130 VA Manchester Medical Center781 Smyth Road, Manchester, NH 03104 VA Providence Medical Center830 Chalkstone Ave, Providence, RI 02908 VA Connecticut HCS, West Haven Campus950 Campbell Avenue, West Haven, CT 06516 VA Connecticut HCS, Newington Campus555 Willard Avenue, Newington, CT 06111 VA Central Western Mass HCS421 North Main Street, Leeds, MA 01053 VA White River Junction Medical Center215 North Main St, White River Junction, VT 05009 VA Outpatient Clinic, Worcester605 Lincoln Street, Worcester, MA 01605 VA Outpatient Clinic, Lowell130 Marshall Road, Lowell, MA 01852 VA Outpatient Clinic, Springfield25 Bond Street, Springfield, MA 01104 VA Outpatient Clinic, Pittsfield73 Eagle Street, Pittsfield, MA 01201 VA Outpatient Clinic, Boston251 Causeway Street, Boston, MA 02114 VA Outpatient Clinic, Framingham61 Lincoln St, Suite 112, Framingham, MA 01702 VA Outpatient Clinic, Plymouth116 Long Pond Rd, Suite 4, Plymouth, MA 02360 VA Outpatient Clinic, Quincy110 West Squantum St., North Quincy, MA 02171 VA Outpatient Clinic, Waterbury95 Scovill St., Waterbury, CT 06706 VA Outpatient Clinic, Danbury7 Germantown Rd, Suite 2B, Danbury, CT 06810 VA Outpatient Clinic, Stamford1275 Summer St., Suite 102, Stamford, CT 06905 VA Outpatient Clinic, New London4 Shaw's Cove, Suite 101, New London, CT 06320 VA Outpatient Clinic, Willimantic1320 Main St., Willimantic, CT 06226 VA Outpatient Clinic, WinstedWinsted Health Center, 115 Spencer St., Winsted, CT 06098 VA Outpatient Clinic, Hyannis233 Stevens St., Hyannis, MA 02601 VA Outpatient Clinic, New Bedford175 Elm St., New Bedford, MA 02740 Attachment B Test Codes Complete List of Test Codes are attached in Excel.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BoVAMC/VAMCCO80220/VA24116N0045/listing.html)
 

Document(s)

Attachment
 

File Name: VA241-16-N-0045 VA241-16-N-0045.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2398018&FileName=VA241-16-N-0045-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2398018&FileName=VA241-16-N-0045-000.docx

 

File Name: VA241-16-N-0045 Attachment B Test.xlsx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2398019&FileName=VA241-16-N-0045-001.xlsx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2398019&FileName=VA241-16-N-0045-001.xlsx

 

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

Record

SN03936064-W 20151104/151102234532-0e20b4ebe7c45b688e215e341b5ba520 (fbodaily.com)
 

Source

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

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