Inactive

Sources Sought: Phlebotomy and Urine Collection Services Performance Work Statement General: Services are required to perform off-site phlebotomy and specimen collection services for the Department of... Sources Sought: Phlebotomy and Urine Collection Services Performance Work Statement General: Services are required to perform off-site phlebotomy and specimen collection services for the Department of Veterans Affairs Medical Center (VAMC), Middletown Community Based Outpatient Clinic (hereinafter referred to as CBOC). This contract shall cover phlebotomy and specimen collection services. The services would be provided in a state-of-the-art civilian medical facility. The standard of services shall be of quality; meeting or exceeding those outlined in the licensing and accreditation section of this PWS. Contactor policies and procedures shall comply with Health Insurance Portability and Accountability Act (HIPAA). Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and other items and services necessary to perform Specimen Collection Services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract. Objectives: Phlebotomy Services (off-site) for select cases Specimen Collection Services (off-site) for select cases Scope: The contractor shall provide phlebotomy and specimen collection services. Contractor shall provide specimen collection services to include materials, supplies, equipment and qualified supervision specified herein. All specimen collection services shall be performed at the Contractor s facility. Contract Type: Contract type is Firm-Fixed Price, Requirements Contract. No services will be subcontracted. Contractor shall price base and option year (s) the same. Period of Performance: The period of performance shall be for one (1) base year of 12 months and four (4) 12-month option years. Option years are exercised at the discretion of the Government. Locations: The following VISN 1 VA Healthcare Systems plan on utilizing these services. Additional facilities may be added if needed through a bilateral agreement: VA Providence, RI, 830 Chalkstone Ave, Providence, RI 02908 Middletown CBOC, One Corporate Place (West Main Road at Northgate Road), Middletown, RI 02842 General Information: The Contracting Laboratory: 1. The VAMC will provide the contractor with the NCL User s Manual which outlines specimen collection guidelines for specimens to be tested at the VAMC. 2. The Contractor will provide phlebotomy services as well as collection of urine specimens as needed to patients presenting with clinician orders from the VAMC. 3. The Contractor will process specimens to the extent needed to preserve specimen integrity (i.e. centrifugation, pour off). 4. 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. 5. 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 Middletown CBOC for transport to the Providence VAMC. 6. Packaging of specimens will be according to the protocols established between the VAMC and contractor. 7. 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. 8. 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). 9. 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. 10. 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. 11. Contractor shall assign a specific local account representative. Licensing and accreditation Contracting Laboratory: 1. Shall have all licenses, permits, accreditation certificates required by Federal law and State law in the state of Rhode Island. 2. Must comply with the regulatory requirements of the Centers for Medicare and Medicaid Services. 3. Must notify the Contracting Officer immediately, in writing, upon its loss (or any of its subcontractors) of any required certification, accreditation, or licensure. Contract Performance Monitoring Quality Assurance: The Contractor shall comply with all applicable OSHA, Federal and State laws, The Joint Commission and regulations required as required for performing the type of services required. The government shall evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). Federal Holidays: (The contractor does not have to perform on these holidays) New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Independence Day Christmas Day Hours of Operation: The contractor is responsible for conducting business, between the hours of 7:30am 4:30pm EST/EDT Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. All certifications must be kept current with any change of personnel assigned to this contract. Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided to the contracting laboratory. Any specimen that is lost by the contracting laboratory will incur a charge of $100.00 and will be credited to the Government on the monthly invoice. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend a post award conference convened by the contracting activity in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government. Contracting Officer Representative (COR): The COR will be identified by separate letter upon contract award. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. Key Personnel: The follow personnel are considered key personnel by the government: Janet Lane, Program Director, New England Network Consolidated Laboratory Jacqueline Dang, Quality Manager/HSS, New England Network Consolidated Laboratory David McElwee, Program Support Medical Technologist, New England Network Consolidated Laboratory To Be Determined, Lab Manager, VA Providence Christopher Griffin, Laboratory Information Manager & Quality Manager, VA Providence The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30p.m EST/EDT, Monday thru Friday, except Federal holidays or when the government facility is closed for administrative reasons. Identification of Contractor Employees: All contract personnel attending meetings and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor Furnished Items and Responsibilities: 1. The Contractor must have a laboratory within 4 miles of the Middleton CBOC as past practice has shown that there is low compliance for patients that have to travel far to unknown locations for their blood draw and other specimen collection services. 2. The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract. 3. The Contractor will provide phlebotomy and blood collection services between the hours 7:30am and 12 noon Monday-Friday. 4. The Contract will have specimens processed and packaged for transport by 1:30pm Monday- Friday. Business Associate Standard: A hospital laboratory is not required to have a business associate contract to disclose protected health information to a reference laboratory for treatment of the individual. See 45CFR 164.502(e), exceptions to the Business Associate Standard. Invoicing: The following information is required on each certified invoice: 1. A valid certified PO number 2. Vendor s name and remittance address 3. Invoice number or other payment identification that the vendor will designate 4. Date of invoice 5. Description of goods or services purchased, quantity of each item, and unit price of each item. 6. Total dollar amount of invoice 7. Discount terms, if applicable. Payment: Contractor must invoice monthly for services rendered. Payment must be processed thirty days from receipt of proper invoice. Payments must be made via 2237 (certified invoice). Vendor will submit monthly invoices to a third-party vendor named OB10 , who receives the invoice for the VA and submits the invoice to Austin. http://www.ob10.com/us/en/veterans-affairs/ Detailed invoices should be sent to the VISN 1 Network Consolidated Laboratory and include testing for all sites listed in Attachment A. The Department of Veterans Affairs OB10 Number is: Provided at Award OB10 Support: 877-489-6135 Tax ID number Prospective contractors will need to provide the following information in their submission: Company Name/Address DUNS Number Point of Contact Name/Number/E-mail Responses are due on June 30, 2020 at 4:00 p.m. Local time (GMT-4). Responses will only be accepted by email to: Contract Specialists Earl Johnson, EarlCi.Johnson@va.gov