SOURCES SOUGHT
Q -- Technical and Lab testing service Base and Four Option years
- Notice Date
- 1/28/2010
- Notice Type
- Sources Sought
- NAICS
- 621511
— Medical Laboratories
- Contracting Office
- Department of Veterans Affairs;VA Boston Healthcare System;Contracting Officer (90C);940 Belmont Street;Brockton MA 02301
- ZIP Code
- 02301
- Solicitation Number
- VA241-10-RQ-0170
- Response Due
- 1/31/2010
- Archive Date
- 2/5/2010
- Point of Contact
- Audrey WootenContracting Specialist
- E-Mail Address
-
POC email
(Audrey.Wooten@va.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a SOURCES SOUGHT NOTICE. This is NOT a solicitation for proposals or quotes. The purpose of this Notice is to obtain information regarding the availability and capability of qualified laboratories, NAICS 621511, which can provide advice-giving services for various testing and technical components (as outlined below) for VA Medical Centers located in New England. The anticipated contract duration will be a base year and four option years. THIS IS STRICTLY MARKET RESEARCH THAT WILL ASSIST THE DEPARTMENT OF VETERANS AFFAIRS, BOSTON HEALTHCARE SYSTEM PLAN THEIR ACQUISITION STRATEGY. Proposals will not be accepted at this time General Statement of Need Definitions: Test Result Report - A printed final copy of laboratory testing results. Proficiency Testing- An assessment of the accuracy of testing by a laboratory based on the analysis of an unknown specimen analyzed by a large number of other labs. The proficiency survey is conducted by an organization or agency authorized by the Department of Health and Human Services to do so. POC- Point of Contact Description/Specifications/Statement of work The contractor shall provide diagnostic testing services for neurologic disorders on VISN 1 patient specimens. This is a strictly fee for service agreement. The VA Medical Centers listed Attachment A: are participants in this contract. Attachment B is workload from Oct 08 - June 2009. Test mix and volume is estimated and subject to change. 1.CONTRACTING LABORATORY shall perform testing entirely upon their premises. 2.CONTRACTING LABORATORY shall carry out its functions hereunder in full compliance with all local, state, and federal laws or regulations 3.CONTRACTING LABORATORY shall provide individual patient-chartable test result reports meeting CLIA requirements and must be electronically transmitted to each POC for local printing. Printed reports will include: "The name and address of the contract laboratory where each test was performed "The specimen accession number of the contract laboratory "The name of the contract Laboratory Director or Medical Director. "A phone number to contact the contract laboratory concerning the test results. "The contract laboratory's CLIA certification number. "The patient's name. "The patient's SSN. "The patient's age or date of birth. "The patient's sex. "The Medical Center/CBOC specimen identification number. "The specimen collection date. "The Contractor's report date and time. "The test name. "The test result(s). "The unit of measurement for quantitative tests. "The normal or expected range (reference range adjusted for age, sex, or race when appropriate). "The report status (i.e., final or interim). "Other interpretive information appropriate for the test(s). "CPT Code. 4.In cases of malfunction of the Contractor-supplied electronic reporting method lasting more than 24 hours, the Contractor must, without additional charge, provide express overnight shipping or courier delivery of printed reports to each POC until the automated information system is properly functioning. 5.The CONTRACTING LABORATORY must provide running history for lab results by patient when requested. 6.Appropriate requisition forms and unique supplies needed for specialized collection of samples are to be supplied by the CONTRACTING LABORATORY at no additional charge. 7.The CONTRACTING LABORATORY 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). LICENSING AND ACCREDITATION- CONTRACTING LABORATORY 1.Shall have all licenses, permits, accreditation certificates required by law. 2.Shall be accredited by the CLIA or the College of American Pathologists. Copies of all certifications and renewal certifications will be provided upon submission of a proposal to the Contracting Officer and Contracting Officer's Technical Representative (COTR). 3.Medical Director must be licensed Physician with suitable qualifications and experience to direct a laboratory providing testing under this contract according to CLIA and CAP standards. 4.Must submit a copy of the professional certification and/or licensure of the Laboratory Director and/or Medical Director to the COTR with proposal. 5.Must comply with the regulatory requirements of Health and Human Services Health Care Financing Administration. 6.Must notify the Contracting Officer immediately, in writing, upon its loss (or any of its subcontractors) of any required certification, accreditation, or licensure. 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. 1.Proficiency testing data will include challenged/failed, a list of tests outside of the +/- 2SD range for the past (2) years. CONTRACTING LABORATORY shall notify VA of any test outside +/- 2 SD range during contract period. 2.The VA will maintain an Internal Quality Control Program to monitor the quality of test results received from CONTRACTING LABORATORY. SERVICE: 1. CONTRACTING LABORATORY shall provide a Laboratory Manual containing the following information: "Department hours of operation "Accreditation "Technical Staff "Service Departments( Method of contacting, phone numbers, hours of availability) "Quality Assurance Information such as but not limited to specimen labeling and rejection criteria "Billing Procedures & fee schedules for services provided "Procedures and criteria for phoning reports and other important information "Report forms 2.CONTRACTING LABORATORY 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 including weekends and holidays. *NOTE: Also include names and telephone number(s) of technical Directors and Pathologists available for consultation. 3.CONTRACTING LABORATORY agrees to maintain the minimum acceptable service, reporting systems, and quality control as specified herein. Immediate (within 24 hours) notification must be given to VA upon adverse action by a regulatory agency. 4.CONTRACTING LABORATORY shall assign a specific local account representative. 5.CONTRACTING LABORATORY shall advise facility of any changes in methodology, procedure or reference ranges. E. TELECOMMUNICATIONS: 1. The VA Lab shall receive transmissions of test results via fax at the fax numbers listed in Attachment A. F. PAYMENT 1.Payments shall be made via 2237 (certified invoice). VISN 1 Consolidated Monthly invoices to include testing for all sites listed in Attachment A should be sent to: Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin, TX 78714-9975 For inquiries by the vendor, the vendor should call 512-460-5380 or toll free 1-877-353-9791 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. 8. Tax ID Number 2. Contracting Officer's Technical Representative: To be announced 3. Contractor shall invoice monthly for services rendered. Payment shall be processed thirty (30) days from receipt of proper invoice. The Government will: 1.Perform specimen collection (e.g., phlebotomy services) to obtain acceptable specimens from patients unless otherwise specified in which case will be negotiated with the contractor. 2.The Government will provide biologic specimens that have been collected and processed (centrifuged and separated, labeled, and preserved) per the Contractor's published pre-analytical requirements, and in accordance with good laboratory practices (GLP). 3.Order required tests in, VISTA, or other LIS, if available, and provide the Contractor with test requests, lists or work documents with required patient demographics and ordering information. For these automated sites, the Government will not complete additional Contractor's forms, data entry or test requisitions in the Contractor's automated laboratory system. 4.For each test requisition, Government personnel will provide: Patient's full name. Patient's SSN. SA Accession Number. Date of Specimen Collection. Date Specimen Shipped. Test(s) Requested/Code and Name. Ordering Physician's Name. Ordering Remarks/Comments (if clinically appropriate). Patient's Age or Date of Birth. Patient's Sex. Type of Specimen Patient's location (clinic/ward) 8. Ensure timely transportation for delivery to the CONTRACTING LABORATORY. Specimen delivery will be Monday- Friday, exclusive of Federal Holidays. Attachment No: A- Point of Contact List/locations for all VISN 1 VA Medical Centers BEDFORD VAMC (518/113 200 SPRINGS ROAD BEDFORD, MA 01730 NORTHAMPTON VAMC (631/113) 421 NORTH MAIN STREET LEEDS, MA 01060 WEST ROXBURY VAMC (523A4/113) 1400 VFW PARKWAY WEST ROXBURY, MA 02132 TOGUS VAMC (631/113) 1 VA CENTER TOGUS, ME 04330 MANCHESTER VAMC (608/113) 718 SMYTH ROAD MANCHESTER, NH 03104 WHITE RIVE JUNCTION VAMC (405/113) 215 NORTH MAIN STREET WHITE RIVER JUNCTION, VT 05009 PROVIDENCE VAMC (650/113) 830 CHALKSTONE AVENUE PROVIDENCE, RI 02908 WEST HAVEN VAMC (689/113) 950 CAMPBELL AVE WEST HAVEN, CT 06516 LAB CHIEF: GARY STACK, MD NEWINGTON VA (689/A4) CONSOLIDATED WITH WEST HAVEN 555 WILLARD AVE NEWINGTON, CT 06111 The information provided is NOT intended to be a solicitation for proposals but rather for potential small businesses in determining their capability to meet requirements. The exact locations of the equipment and other specifications will be addressed in the solicitation. All qualified and interested businesses should notify this office by email (Audrey.Wooten@va.gov) on or before 4:00p.m. EST on January 27 2010. Responses should include: 1. Identification and verification of the organization to include the DUNS number. 2.A positive statement of your intent to submit a proposal for the solicitation This is NOT a Request for Proposals and does NOT constitute any commitment by the Government. Responses to this Sources Sought Notice will be used by the Government to make appropriate acquisition decisions. All interested sources must respond to future solicitation announcements separately from responses to this Market Research/Sources Sought Notice.
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