Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

Please see attached Solicitation 36C25723Q0319. Questions due: 12 April 2023 at 14:00pm cst Quotes due: 24 April 2023 at 14:00pm cst

Inactive

The North Texas Veteran Affairs Health Care System (NTVAHCS) ) is seeking Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), or Small Business sources capable... The North Texas Veteran Affairs Health Care System (NTVAHCS) ) is seeking Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), or Small Business sources capable of meeting the requirement listed below. The acquisition will be accomplished using commercial item procedures in accordance with FAR Part 12. NOTE: TO QUALIFY SDVOSB AND VOSB VENDORS MUST BE CERTIFIED IN THE VA VENDOR INFORMATION PAGES (VIP) DATABASE. The North American Industry Classification System (NAICS) is 325413 - In Vitro Diagnostic Substance Manufacturing. Any SDVOSB, VOSB, or Small Business firms who wish to identify their interests and capability to provide this product must provide product specifications, performance, and delivery information by notifying the Contract Specialist no later than 1400 PM Central Time, 6 March 2023. Notification shall be e-mailed to Alison Schuman at alison.schuman@va.gov. Any vendor who responds to this Notice must provide credentials to perform the requirement as outlined in the below scope. DISCLAIMER This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Notice that is marked as proprietary will be handled accordingly. In accordance with the Federal Acquisition Regulation, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Notice. STATEMENT OF WORK 1.0 PURPOSE The purpose of this SOW is to request procurement of reagents used in daily histological tissue processing. Request provides consistent delivery of consumables used in everyday processes that are integral in providing care. 2.0 SCOPE Vendor will provide delivery of staining kits, paraffin wax, and any suitable alternatives during supply shortage as necessary. 3.0 LOCATION Reagents will be utilized in the Histology section of Pathology and Laboratory Service at the VANTHCS, 4500 S. Lancaster Rd, Dallas, TX 75216. 4.0 PERFORMANCE A. Reagent Performance 1. All reagents and consumables received must perform according to manufacturer specifications. Deviations from the performance specifications shall be corrected by the Contractor at no cost to the government. 2. Reagent performance will be evaluated onsite daily through quality control. Contractor agrees to assist with quality control issues due to reagent performance as needed. 3. Contractor agrees to replace all consumables that fail to operate according to manufacturer specifications at no cost to the government including, but not limited to shipping or delivery. B. Supply Shortage 1. In the event Contractor fails to deliver reagents due to supply shortages of any type, the Contractor shall provide a reasonable alternative and any assistance associated with implementation of reagent alternatives at no cost to the government. C. Safety 1. The Contractor shall immediately notify VANTHCS of any changes in reagent kit composition, procedure modification, recall notification, or any changes that will affect the performance of the consumable according to FDA regulations. 5.0 PERIOD OF PERFORMANCE Purchase agreement for consumables will be in effect from April 1, 2023 through March 31, 2028. Base period: April 1, 2023- March 31, 2024 Option Year 1: April 1, 2024- March 31, 2025 Option Year 2: April 1, 2025- March 31, 2026 Option Year 3: April 1, 2026- March 31, 2027 Option Year 4: April 1, 2027- March 31, 2028 6.0 DELIVERABLES/SUPPLIES Reagents and supplies will be purchased under the terms of the reagent purchase agreement. A. The Contractor shall deliver all supplies necessary for test performance at no Government cost. B. The Contractor shall provide supplies: reagents and consumables for test menu. C. In the event that requested supplies are on back-order, Contractor is to provide information as to the estimated time of availability. D. The Contractor shall deliver all invoices for review according to the established contract at the end of each billing cycle. E. All items not contracted shall be specifically detailed on the invoice including description, quantity acquired, and government cost. F. Any changes in reagents or equipment modifications shall be immediately disclosed by the Contractor electronically as well as by postal mail with supporting documentation of the change, and detailed guidance for implementation within twenty-four hours of its application. G. Additional charges incurred by the government to provide the continuity of contracted tests to patients and not limited to outsourcing, transportation, and or any other additional cost shall be covered by the Contractor at no additional charge to the government. 7.0 VENDOR SECURITY CONTRACT REQUIREMENTS C&A requirements do not apply. No Security Accreditation Package is required. NO VA DATA OF ANY TYPE SHALL BE TRANSFERRED FROM THE VA. 8.0 RECORDS MANAGEMENT All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System (VANTHCS) and must be returned to VANTHCS at the end of the contract. 9.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) AND ITS PERFORMANCE ARE AS FOLLOWS: Standard Task Indicator Acceptable Quality Level Method of Surveillance Incentive Repeat runs are minimal due to reagent or instrument issues. Schedule Successful staining of slides No more than 2 instances of repeat runs due to a single reagent or instrument issue per quarter. Exceptional: 0 Very Good: 1 Satisfactory: 2 Marginal: 3 Unsatisfactory: >3 Troubleshooting records Service records Exercise of Option Period Minimal unsuccessful performance due to instrument or reagent issues. Successful staining of slides 90% satisfactory performance to peer group. Exceptional: 100% Very Good: 95-99% Satisfactory: 90-94% Marginal: 85-89% Unsatisfactory: <85% Troubleshooting records Service records Exercise of Option Period Telephone Support is responsive. Trouble-shooting via phone 95% Issues resolved within 3 calls or elevated to service. Exceptional: 100% Very Good: 98-99% Satisfactory: 95-97% Marginal: 85-89% Unsatisfactory: <85% Troubleshooting records Problem records Service records Exercise of Option Period Invoices are submitted monthly. Cost Control Invoice Accountability 100% Invoices received through OLCS via Austin, Texas Invoice records Exercise of Option Period Invoices are itemized by service or product received. Invoice Verification 80% Invoices contain all necessary information for proper processing. Excellent: 95-100% Very Good: 90-94% Satisfactory: 85-89% Marginal: 80-84% Unsatisfactory: <80% Invoice records Exercise of Option Period Backordered reagents and supplies are minimal. Backorders <5% Backorders per year. Excellent: 0% Very Good: 1-2% Satisfactory: 3-4% Marginal: 5% Unsatisfactory: >5% Order records Invoice records Customer communications Exercise of Option Period Provides timely follow-up for backorders. Management Backorder Notification 90% timely follow up for backorders Exceptional: 100% Very Good: 95-99% Satisfactory: 90-94% Marginal: 85-89% Unsatisfactory: <85% Order records Invoice records Customer communications Exercise of Option Period Contractor will provide proactive notification of changes. Notification of changes in reagent and equipment modifications 100% Proactive notifications. Quality Bulletins Customer Letters Customer Contact Exercise of Option Period Timely recall notification of reagent and supplies. Regulatory Recall Notification 100% Recall notifications within 1 month of issuance. Quality Bulletins Customer Letters Customer Contact Exercise of Option Period Works with customer to resolve complaints. Customer service Substantiated complaints No unresolved substantiated customer complaints per year Order records Invoice records Customer communications Problem records Troubleshooting records Exercise of Option Period Timely follow-up on complaints. Complaint Handling 90% Complaint follow-up within 24 hours of initial complaint or within agreed upon timeframe. Exceptional: 100% Very Good: 95-99% Satisfactory: 90-94% Marginal: 85-89% Unsatisfactory: <85% Order records Invoice records Customer communications Problem records Troubleshooting records Exercise of Option Period NARA Records Management Language for Contracts (May 2017) 1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. VA North Texas Health Care System and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA North Texas Health Care System or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA North Texas Health Care System. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA North Texas Health Care System control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA North Texas Health Care System guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA North Texas Health Care System policy. 8. The Contractor shall not create or maintain any records containing any non-public VA North Texas Health Care System information that are not specifically tied to or authorized by the contract. 9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. 10. The VA North Texas Health Care System owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA North Texas Health Care System shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. 11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.