Sources Sought Notice – Q– Phlebotomy/Urine/Serum Testing Veterans Affairs Medical Center

Notice Type: Sources Sought Notice

Posted Date: 21-MAY-15

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

Subject: Q-- Phlebotomy/Urine/Serum Testing Veterans Affairs Medical Center

Classification Code: Q - Medical services

Solicitation Number: VA24115N0534

Contact: Heather L SimpsonContract Specialist 508-254-2599 mailto:[email protected]

Description: Department of Veterans Affairs

VA Boston Healthcare System

Department of Veterans Affairs Boston Healthcare System

Department of Veterans AffairsVeterans Health Administration

Sources Sought Notice - Phlebotomy and Specimen Collection Services

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 products 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 phlebotomy and specimen collection services listed in Attachment A with estimated volumes. 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 must provide the following services:

" Provide a consistent turnaround time for all testing, provide this in your capability statement

" VA Site Location: VA Providence, RI, 830 Chalkstone Ave, Providence, RI 02908

" The Contractor will provide phlebotomy services as well as collection of urine specimens as needed to patients from the VA site location.

" The Contractor will process specimens to the extent needed to preserve specimen integrity (i.e. centrifugation, pour off).

" The Contractor will fax a daily record of blood and urine specimens being shipped to the VAMC for tracking purposes. Fax number provided upon award.

" The Contractor will accept and package for pick up by current Government contract courier all routine specimens collected in addition to any PAP, Occult Blood or other specimen collected on site or delivered by Aquidneck CBOC for transport to the Providence VAMC.

" Packaging of specimens will be according to the protocols established between the VAMC and contractor.

" The Contractor will keep a log of patients served and forward a copy of this log to the NCL Program Manager monthly for billing reconciliation.

" Shall perform consultation services entirely upon their premises.

" Shall carry out its functions hereunder in full compliance with all local, state, and federal laws or regulations.

" Provide consultation report that includes the laboratory's name that performed the consultation, laboratory specific accession number, the date and time a specimen was collected, received by the laboratory and completed.

" Provide faxed test results as well as hard copy to the requesting VA laboratory within 48 hours of receipt.

" The contracting 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 VAMC site that would constitute a violation of any applicable provision in standards set forth in the Health Insurance Portability and Accountability Act (HIPAA).

" The contractor shall provide telephone number(s) and contact person(s) to be used by the VA Medical Center to make specimen problem inquiries and problem solving at all times.

" Contractor agrees to maintain the minimum acceptable service, reporting systems. Immediate (within 24 hours) notification must be given to VA upon adverse action by a regulatory agency.

" Contractor shall assign a specific local account representative.

LICENSING AND ACCREDITATION:

1. Shall have all licenses, permits, accreditation certificates required by Federal law and State law in the state of Rhode Island.

2. 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.

3. Must comply with the regulatory requirements of Health and Human Services Healthcare Financing Administration.

4. Shall certify and ensure that all employees, officers, or agents do not use Protected Health Information received from any VISN 1 site that would constitute a violation of any applicable provision in standards set forth in the Health Insurance Portability and Accountability Act (HIPAA).

Quality Control:

To ensure proper handling and test performance, the contractor shall provide the following updated information upon request during the life of the contract:

" The VA Medical Center will maintain an Internal Quality Control Program to monitor the quality of test results received from the contractor. The method used for monitoring is at the discretion of the VA Medical Center and may include, but is not limited to , unidentified split specimens sent periodically to the contractor for testing, split specimen sent to another reference laboratory for comparison, or monitoring of turn-around-time.

" The contractor's facilities, methodologies (defined as the principal of the method and the references), and quality control procedures may be examined by representatives of the VA at any time during the life of the contract.

RESPONSE COMMITMENT

I. NOTES:

A. All questions, comments or concerns should be directed to [email protected]

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).

II. TIMELINE :

A. This request will close on stated date within the FBO site.

III. 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)

3. Company 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 on 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.].

Notes:

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:

Heather Simpson

Contract Specialist

Email: [email protected]

ATTACHMENT A

Testing and estimate usage

The estimated total phlebotomy workload for a twelve month period is 2,500 and 500 urine collections based on last year's his

Link/URL: https://www.fbo.gov/spg/VA/BoVAMC/VAMCCO80220/VA24115N0534/listing.html