2.0 FTE Medical Technologists
Instruction to Offerors Guidance: This Sources Sought notice is not a Request for Quote (RFQ)/Request for Proposal (RFP) and no solicitation is being issued at this time. This notice shall not be cons... Instruction to Offerors Guidance: This Sources Sought notice is not a Request for Quote (RFQ)/Request for Proposal (RFP) and no solicitation is being issued at this time. This notice shall not be construed as a commitment by the Government to issue a solicitation or to ultimately award a contract, nor does it restrict the government to a specific acquisition approach. Any information provided to the Government as a result of this sources sought notice is strictly voluntary. Responses will not be returned. No entitlement to payment or direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses or the Government’s use of such information. This Sources Sought Notice is for planning purposes only and is intended to identify eligible contractors in any socioeconomic category who can support this requirement. An eligible contractor is a contractor who possesses the qualifications, capability, and relevant experience to meet/exceed the government’s Statement of Objectives for this requirement. Instructions for Submission: Interested contractors shall respond by e-mail only to Brandi Holland, Contract Specialist at Brandi.Holland2@va.gov. Responses are due no later than Thursday, March 25, 2021 by 12:00 p.m. Eastern Standard Time (EST), Columbus, OH. Respondents shall include as part of their submission: Indicate if you can meet/exceed the government’s objective and provide 2.0 FTE Medical Technologists to provide Medical Technologist Services on site. Name of your business, Point of contact name, phone number, email address of point of contact, DUNS Number, Socioeconomic Group (large business, small business, veteran-owned business, etc.) A brief summary of relevant experience, relevant past contracts, and applicable qualifications/capabilities (as it pertains to this requirement) must be included. (It is the government’s expectation that the contractor would be able to provide a detailed, innovative plan and a cost-effective pathway/solution to meet/exceed the objectives that are contained in the document entitled “Performance Work Statement (PWS). See subsequent pages to follow. Performance Work Statement (PWS)Medical Technologist Services The Contractor shall provide 2.0 FTE Medical Technologists to provide Medical Technologist Services on site in accordance with the specifications contained herein to beneficiaries of the Department of Veterans Affairs (VA) and the Aleda E. Lutz VA Medical Center Saginaw, Michigan. Place of Performance: Contractor shall furnish services at the Aleda E. Lutz VAMC located at 1500 Weiss Street Saginaw, Michigan 48602 QUALIFICATIONS: Staff/Facility – The contractor shall provide 2.0 Full Time Equivalency Medical Technologists (FTEEs) – The Medical Technologists will be certified by the American Society of Clinical Pathologists (ASCP) or American Medical Technologists (AMT) or an equivalent MT, MLS, or CLS certification with appropriate training and a minimum of one year of experience. Board Certification: MT’s are not required to be board certified, only certified as a MT, MLS or CLS by the ASCP or AMT. The contractor’s employees and any subcontractors are not required to be Board Certified. They are required to have a Bachelor’s Degree from an accredited college or university in medical laboratory science, medical technology, clinical laboratory or related science. They must also have a completion of medical technology clinical practice program and have all licenses, permits, and certifications as required by law and this contract. All Medical Technologists must have a minimum of one year of experience as a Generalist. A generalist is defined as a Medical Technologist that can perform testing in all areas of the Clinical Laboratory, to include Chemistry, Blood Bank, Hematology, Immunology, and Urinalysis. Additionally, experience in Microbiology is preferred. Credentialing: Contract Medical Technologist(s) fulfilling the conditions of the contract shall be subject to all bylaws, rules and regulations of the VAMC. Each Medical Technologist(s) shall be credentialed prior to providing services and must be found acceptable by the Medical Staff Office at the Saginaw, Michigan VAMC. Credentialing is to be completed in accordance with VHA Handbook 1100.19 referenced above. The ability for an individual Medical Technologist to continue to render services under the contract shall be dependent upon demonstration of clinical competence. If a contract personnel (s) is not credentialed or has credentials suspended or revoked, the Contractor shall furnish an acceptable substitute without any additional cost to the government. Technical Proficiency - Contract personnel (s) shall be technically proficient in the skills necessary to fulfill the government’s requirements, including the ability to speak, understand, read and write English fluently. Contractor shall provide documents upon request of the CO/COR to verify current and ongoing competency, skills, certification and/or licensure related to the provision of care, treatment and/or services performed. Contractor shall provide verifiable evidence of all educational and training experiences including any gaps in educational history for all contract personnel(s) and contract personnel (s) shall be responsible for abiding by the Facility's Medical Staff By-Laws, rules, and regulations (referenced herein) that govern medical staff behavior. Continuing Medical Education (CME)/ Certified Education Unit (CEU) Requirements: Contractor shall provide the COR copies of current CMEs as required or requested by the VAMC. Contract personnel (s) registered or certified by national/medical associations shall continue to meet the minimum standards for CME to remain current. Contractor shall report CME hours to the Medical Staff Office for tracking. These documents are required for both privileging and re-privileging. Failure to provide shall result in loss of privileges for contract personnel (s). 1. For Patient Testing: A. Daily review of patient results 1) Accuracy 2) method measuring range 3) dilution protocol B. Daily review of Turnaround Time reports C. Daily review of critical Results for proper notification and documentation D. Daily review of incomplete worklist 2. For Instrument Maintenance: Monthly review of Logs 3. For Quality Control: Weekly review of Levey-Jennings charts 4. For Method Calibration: Weekly review 5. For Instrument Troubleshooting: review of instrument troubleshooting sheets and review of Communication Log/Daily 6. Inspections of work through direct observation of competency/ Periodic and Unscheduled 7. For Lot-to Lot: Review of New Reagents put in use and Lot to Lot records/ Monthly 8. For Proficiency Testing (PT): Review of all results utilizing PT provider reports/Monthly PWS - Section 4.6.4.1.02 Technical Knowledge Abides by all procedures and policies set forth by the Laboratory and Chemistry Department. Determines proper collection and timely submission of specimens. Processes specimens in a timely manner, following written guidance in Lab policy for specific turnaround time rates Performs and reports all tests in accordance with established procedures, in an effort to meet specific turn-around-time criteria. Performs quality control procedures on assigned instruments and methods as per Quality Control procedure Analyzes and interprets test and control data. Reports results expediently for stat testing Investigates inconsistent results and initiates corrective actions when warranted. Prepares and loads onto the instrument: reagents, calibrators and quality control materials as needed. Demonstrates knowledge of principles and skills in chemistry. Two valid incidents or less within six months of failing to meet the above standards will be considered fully successful performance 1. For Procedures: Periodic Review in document control system 2. For others: Unscheduled inspections/Periodically 3. For instrument (written) competencies/ Monthly 4. For Proper loading of reagent, calibrators and QC onto instrument/Periodic review of on-board inventories PWS - Section 4.6.4.1.03 Communication/ Customer Service Demonstrates civility by consistently communicating and interacting verbally, by telephone, or in writing with patients, visitors, students, clinicians, co-workers, supervisors, and other health care workers in a courteous, tactful, and helpful manner. Consistently maintains a respectful relationship with co-workers, supervisors, and other health care workers, even during stressful times. Willingly assists, provides instruction, and contributes to the effective operation of the section to visitors, students, clinicians, co-workers, supervisors, and other health care works in a courteous, polite, and competent manner. Performance must demonstrate the ability to adjust to change or work pressure in a pleasant manner, resolve conflict in a professional fashion, follow instructions conscientiously, and to help the group effort when possible. Two valid incidents or less within six months of failing to meet above standard will be considered fully successful performance. Periodic and Unscheduled inspections and competencies/ Quarterly PWS – Section 4.6.4.1.04 Laboratory Safety/ Security Responsible for following all Medical Center safety rules, regulations, and procedures. Promotes a culture of safety within the Pathology and Laboratory Medicine Service and works in a safe manner, following established procedures. Reports all incidences of unauthorized release of information. Confidentiality of all patient sensitive data is maintained, and breeches of confidentiality are documented and disclosed appropriately. Two valid incidents or less within six months of failing to meet above standard will be considered fully successful performance. Periodic and Unscheduled inspections and competencies/ Quarterly PWS - Section 4.6.4.1.05 Organizational Stewardship/ Systems Thinking Employee manages time well, maintains a full workload, and uses time constructively to ensure completion within established time frames. Attends all scheduled meetings/in-service classes, unless excused in advance by supervisor. Acts ethically and with integrity in accordance with the mission and vision of the medical center. Employee completes assignments (TMS requirements, special training assignments, annual customer service training, etc..) by specified deadline. Actively participates in and completes competencies and cross training within the section. Integrates new subject matter into existing operations willingly and accepts accountability for results. Two valid incidents or less within six months of failing to meet above standard will be considered fully successful performance. Periodic and Unscheduled inspections and competencies/ Quarterly PWS - Section 4.6.4.1.06 Training and Competencies Technologist will thoroughly read procedures prior to performing a bench. First refers to policies or procedures before asking a question. Successfully and diligently completes all required training. Learns and retains knowledge obtained during training. Receives satisfactory marks for all competency assessments. Performs duties as assigned and with minimal guidance or supervision. Two valid incidents or less within six months of failing to meet above standard will be considered fully successful performance. Periodic and Unscheduled inspections and competencies/ Quarterly PWS - Section 4.6.4.1.07 Teamwork Clearly demonstrates effective time management to ensure that the sections are always covered. Organizes workload efficiently to enhance patient care. Ensures that the productivity of the section is maintained by routinely assisting fellow employees as individual workload permits. Routinely supports the team concept by making every effort to be cooperative, supportive, and helpful. Does not participate in gossip, bullying, disrespectful language, or other activities with the intent to degrade or harm co-workers. Two valid incidents or less within six months of failing to meet above standard will be considered fully successful performance. Periodic and Unscheduled inspections and competencies/ Quarterly Measure: Qualifications of Key Personnel Medical Technologists Performance Requirement: All contract MT’s shall have current certification in accordance with the American Society of Clinical Pathologists (ASCP) or American Medical Technologists (AMT) or an equivalent MT, MLS, CLS certification with appropriate training and a minimum of one year of experience. Standard: All MT’s shall be certified and compliant with all certifications Acceptable Quality Level: 100% Surveillance Method: Random Inspection of qualification documents Frequency: Annually Experience and Education Experience. One year of experience in a health care field that demonstrates the applicant's ability to perform the work or provides an understanding of the work such as but not limited to a medical or clinical laboratory assistant (or technician) or health technician. OR, Education Four academic years above high school leading to a bachelor's degree with courses related to the occupation such as biological science or chemistry; or Successful completion of two academic years of study above high school that included at least 24 semester hours in Chemistry and/or in appropriate fields of biological science and successful completion of a 12-month program of education and training in histopathology or cytotechnology. OR, Experience/Education Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable. Examples are listed below: Six months of experience in the health care field and two years of education above high school that included at least six semester hours in health care related courses such as biological science, surgical technician courses or other courses related to the position; or an associate degree in a health care related field. Six months of experience in the health care field and successful completion of a course for health care technicians, hospital corpsmen, medical service specialists, or histopathology technicians given by the U.S. Armed Forces. Measure: Patient Safety Performance Requirement: Patient safety incidents shall be reported using Patient Safety Report. All incidents shall be reported immediately (within 24 hours) Standard: All of patient safety incidents are reported using Patient Safety Report within 24 hours of incident Acceptable Quality Level: 100% Surveillance Method: Direct Observation and periodic inspection Frequency: Quarterly Measure: Maintains certification Performance Requirement: Updated certification shall be provided as they are renewed. Certification information shall be kept current Standard: All certification(s) for contract personnel (s) shall be provided as they are renewed, and information shall be kept current Acceptable Quality Level: 100% Surveillance Method: Periodic Sampling and Random Sampling Frequency: Annually Measure: Mandatory Training, Privacy, Confidentiality and HIPAA Performance Requirement: Contractor personnel (s) shall complete all required training on time per VAMC policy. Contractor personnel (s) is aware of all laws, regulations, policies and procedures relating to Privacy, Confidentiality, and HIPAA and complies with all standards Zero breaches of privacy or confidentiality. Standard: All contractor personnel (s) shall comply with all laws, regulations, policies and procedures relating to Privacy, Confidentiality, and HIPAA. Acceptable Quality Level:100% Surveillance Method: Periodic inspection. Contractor personnel (s) shall provide evidence of annual training required by VAMC, reports violations per VA Directive 6500.6. Frequency: Annually Measure: Documentation/Timesheet Performance Requirement: Time Sheet Documentation to be completed weekly and turned in to Section Chief for concurrence Standard: Every Monday for the previous week, the Contractor will submit a complete timesheet. Acceptable Quality Level: 100% Surveillance Method: Periodic inspection Frequency: Weekly Registration with Contractor Performance Assessment Reporting System As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed the Simplified Acquisition Threshold and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, Virginia. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for contractor responsibility determination information. Each Contractor whose contract award is estimated to exceed the Simplified Acquisition Threshold requires a CPARS evaluation. A government Focal Point will register your contract within thirty days after contract award and, at that time, you will receive an email message with a User ID (to be used when reviewing evaluations). Additional information regarding the evaluation process can be found at www.cpars.gov or if you have any questions, you may contact the Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690. For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer. Failure to have a current registration in the CPARS database, or to re-assign the report to the VA contracting officer within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the contractor failed to respond. GOVERNMENT RESPONSIBILITIES: VA Support Personnel, Services or Equipment: VA owned equipment list: (Knowledge/Ability to Perform – Proficiently): The expectation is that the Contractor’s staff is knowledgeable and proficient in the following: LABORATORY EQUIPMENT Chemistry Manufacturer Alinity Abbott Architect Abbott Tosoh G8 Tosoh Radiometer ABL 800 blood gas analyzer ABL Beckman Ultrafuge Beckman Hematology Manufacturer XN2000 Sysmex Cellavision Sysmex ACL Top 350 IL Urinalysis Manufacturer Occult Blood –OC 80 Polymedco IRIS System IRIS Clinitek Advantus Siemens Microbiology Must have prior experience in microbiology (minimum 1 year) Manufacturer GeneXpert Cepheid Biomerieux Vitek 2 Biomerieux Vitek MS Biomerieux BacTAlert Biomerieux The Medical Technologists and Histology Technician is also responsible for coordinating scheduled periodic preventative maintenance and repair calls for VA owned equipment and maintain record as such. Contract Administration/Performance Monitoring: After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to: CO: COR(s): Darcy G. Cox, MBA, MT(ASCP) Aleda E. Lutz VA Medical Center 1500 Weiss Street Saginaw, Michigan 48602 Email: darcy.cox@va.gov Telephone: 989.497.2500 ext. 11604 Alternate COR: Andrew Pike, MS, MLS(ASCP) Aleda E. Lutz VA Medical Center 1500 Weiss Street Saginaw, Michigan 48602 Email: Andrew.pike@va.gov Telephone: 989.497.2500 ext. 11609 CO RESPONSIBILITIES: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity or quality of performance of this contract. The Contracting Officer shall resolve complaints concerning Contractor relations with the Government employees or patients. The Contracting Officer is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof. In the event that contracted services do not meet quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan; increased monitoring of the contracted services; consultation or training for Contractor personnel to be provided by the VA; replacement of the contract personnel and/or renegotiation of the contract terms or termination of the contract. COR RESPONSIBILITIES: The COR shall be the VA official responsible for verifying contract compliance. After contract award, any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer. The COR will be responsible for monitoring the Contractor’s performance to ensure all specifications and requirements are fulfilled. Quality Improvement data that will be collected for ongoing monitoring includes but is not limited to the requirements listed in the QASP. The COR will review and certify monthly invoices for payment. If in the event the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference. All contract administration functions will be retained by the VA. Monitoring/Reporting Procedures - The service to be performed by the contractor will be under the direction of the Chief, Surgical Services of the VA Medical Center. Contract monitoring of authorized procedures shall be accomplished through records reviewed by the Chief, Pathology and Laboratory Medicine Services (P&LMS) who will be responsible for monitoring the professional components of the contract. The contractor shall submit monthly reports to the Contracting Officer’s Representative (COR) summarizing services rendered to include a time sheet for all contract employees. The COR shall determine the report format and contents with concurrence from the provider and the Chief, P&LMS. The report shall be submitted no later than the 10th calendar day of each month. Reports shall verify: Dates and times the contractor was performing work within the facility Contract Employee’s Name Patient’s Name Patient’s identification Number The contractor shall provide a written statement quarterly to the Chief, Pathology and Laboratory Service regarding a summary of performance. The report shall be submitted directly to the Contracting Officer’s Representative who shall distribute to the appropriate parties. The report shall be submitted no later than the 10th calendar day of each month. Contractor’s employees shall also be monitored utilizing signed procedure notes. The Government will evaluate the quality of 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). SPECIAL CONTRACT REQUIREMENTS 6.1 Reports/Deliverables: The Contractor shall be responsible for complying with all reporting requirements established by the Contract. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor shall comply with contract requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required. 6.1.1. The following are brief descriptions of required documents that must be submitted by Contractor: upon quotation; award; weekly; monthly; quarterly’; annually, etc. identified throughout the PWS and is provided here as a guide for Contractor convenience. If an item is within the PWS and not listed here, the Contractor remains responsible for the delivery of the item. What Submit as noted Submit To Quality Control Plan: Description and reporting reflecting the contractor’s plan for meeting of contract requirements and performance standards Upon quotation and as frequently as indicated in the performance standards. Contracting Officer Copy of Sub-Contracting Plan (as required) or Copy of Contractor Certification Statement if non-subcontracting possibilities exist. Upon quotation and as updated Contracting Officer COR Copies of any and all certifications, i.e., ASCP, to include primary source verification of all certified staff Upon quotation and upon renewal of certification and upon renewal of option periods or change of key personnel. Contracting Officer COR Certification that staff list has been compared to OIG list Upon quotation and upon new hires. Contracting Officer Proof of Indemnification and Medical Liability Insurance Upon quotation and upon renewals. Contracting Officer Certificates of Completion for Cyber Security and Patient Privacy Training Courses Before receiving an account on VA Network and annual training and new hires. Contracting Officer Contingency plan Upon quotation and as updated Contracting Officer COR
Data sourced from SAM.gov.
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