SPECIAL NOTICE
Q -- REFERENCE TESTING - Vanderbilt University INTENT TO SOLE SOURCE
- Notice Date
- 9/9/2010
- Notice Type
- Special Notice
- NAICS
- 621511
— Medical Laboratories
- Contracting Office
- Department of Veterans Affairs;VISN 9 ASC (90C);1639 Medical Center Parkway, Suite 400;Murfreesboro TN 37129
- ZIP Code
- 37129
- Solicitation Number
- VA24910RQ0414
- Archive Date
- 11/8/2010
- Point of Contact
- Christina B. Smith
- E-Mail Address
-
Contract Specialist
(Christina.Smith7@va.gov)
- Small Business Set-Aside
- N/A
- Description
- INTENT TO SOLE SOURCE The VISN 9 Acquisition Service Center has a requirement to contract reference laboratory testing services for the VAMC Nashville, TN. This procurement will be conducted under the authority of 10 U.S.C. 2304(c)(2), Unusual and compelling urgency and FAR Part 6.302 “1. Statement of Work: 1. Services supplied by Vanderbilt University will be provided for both VA TVHS patients and Vanderbilt University patients. No additional fee will be incurred by the VA TVHS or the laboratory for individual patients. These services are considered to be part of the sharing agreement. 2. A VA TVHS laboratory accession number provided by the VA TVHS, must be present on each specimen to be processed, or one must be obtained prior to running the test from the Specimen Processing Section at extension 67358. The VA TVHS will not be responsible for charges for test performed without the laboratory accession number and VA TVHS authorization of the VA TVHS specimen processing laboratory. The VA TVHS laboratory accession number is available 24 hours a day. If the accession number is not present on the specimen when received by Vanderbilt, Vanderbilt will make reasonable efforts to obtain the accession number by calling the extension number listed above. However, if Vanderbilt is unsuccessful in obtaining the accession number, the specimen will be returned to VA TVHS for proper authorization prior to any testing. 3. All B&T specimens (lymph node and bone marrow) sent to Vanderbilt University Immunopathology from VA TVHS will be split and returned to VA TVHS for Flow cytometry studies. Vanderbilt must not perform flow cytometry test unless officially authorized by VA TVHS. The flow cytometry tests will be performed by Vanderbilt University for VA TVHS only when the VA TVHS is closed, (closed Saturdays and Sundays and weekdays after 4:30 p.m.) and the specimen cannot be held, the VA TVHS instrument is down; the Hematopathology attending physician designates so, for example, a one of a kind specimen and insufficient quantity to split. If it becomes necessary to Vanderbilt University to perform flow cytometry for one of the above reasons, the Vanderbilt University Immunopathology Department must contact the VA, or the Specimen Processing Laboratory will obtain an accession number and authorization for the test at extension 873-7358 as soon as possible. Flow cytometry quality control specimens, performed by Vanderbilt with VA TVHS at the request of the Immunopathology Director will be at no charge to the VA TVHS. 4. Stat requests can be submitted in accordance with clinical necessity. 5. Normal routine requests submitted by VA TVHS will be submitted during normal working hours of 8:00 a.m. to 4:00 p.m., seven (7) days a week. The only tests required on holidays are stat tests which are carbon monoxide, ionized calcium, and lactic acid. The contractor will be responsible for holiday pay for its contract employees. 6. (a) Vanderbilt shall provide laboratory services that include pickup and transport of patient specimens, preanalytic, analytic, and post analytic processing of the specimens, and the generation of a formal patient report. Any reporting format shall present the results of analytic testing on the specimen, consultation, or interpretation of analysis, as appropriate, and consultation regarding patient requests, specimen collection and transportation. (b) Vanderbilt shall provide: (1) Requisition forms for services. (2) Current list of available tests, including expected reference ranges and specimen requirements. (3) Copy of current accreditation license by the College of American Pathologists. (4) Provide the VA Laboratory with a means of communication to permit immediate inquiry regarding the status of pending tests, including the names and phone numbers of personnel critical to the communications process. (5) Specimen transport service. (6) Test report turnaround time for all routine type patient requests within 72 hours of specimen receipt, if applicable. (7) Test report turnaround time for all STAT type patient requests within 4 hours of specimen receipt, if applicable. (8) A patient report mechanism that assures timely generation of patient reports. Such mechanism should include direct on-line computer printout at the requesting station, as appropriate. (9) Patient reports that include: patients name VA accession number/authorization number Veterans Affairs Medical Center, Nashville, as referring facility Physician Name (as available) Date/time specimen received in reference lab Specimen type Date/time specimen collected Test result Date/time test completed Reference ranges Flagged abnormal Critical level results must show name/initials of VA personnel called, date/time called, and name/initials of University personnel initiating call. Toxic and/or therapeutic range as applicable University internal laboratory identification number Name of University laboratory Any comments provided with original specimen Any comments related to specimen testing as deemed important to the validity of and/or interpretation of test results A mechanism to immediately communicate authorized STAT requests, and critical level patient results directly to the VAMC. A mechanism to immediately notify the VAMC of any changes in operational and/or procedural protocols that would directly impact on the medical center. The generation of a billing invoice for services rendered on a monthly basis. (10) The billing invoice must include the following patient data: Date of testing Patient Name VA Accession/Authorization Number Test Name Test Fee Patient Social Security Number CPT Code SERVICES PROVIDED BY DEPARTMENT OF VETERANS AFFAIRS, 1310 24TH AVENUE, SOUTH, NASHVILLE, TN TO VANDERBILT UNIVERSITY, 1313 21ST AVENUE SOUTH AND GARLAND, NASHVILLE, TN. SERVICES WILL BE PERFORMED AT VAMC, NASHVILLE, TN. 7. The VA TVHS will provide laboratory services for Vanderbilt patients that include preanalytic, analytic, and post analytic processing of the specimens, and the generation of a formal patient report. Any reporting format shall present the results of analytic testing on the specimen, consultation or interpretation of analysis, as appropriate, and consultation regarding patient requests, specimen collection and transportation. 8. The VA TVHS will provide: (a) Current list of available test including expected reference ranges and specimen requirements. (b) Copy of current accreditation license by the College of American pathologists. (c) Provide the Vanderbilt University laboratory with a means of communication to permit immediate inquiry regarding the status of pending tests, including the names and phone numbers of personnel critical to the communications process. (d) Test report turnaround time for all routine type patient requests within 72 hours of specimen receipt, if applicable. (e) Test report turnaround time for all STAT type patient requests within 4 hours of specimen receipt, if applicable. (f) A patient report mechanism that assures timely generation of patient reports. Such mechanism should include direct on-line computer printout at the requesting station, as appropriate. (g) Patient reports that include: Patients name Vanderbilt University accession number/authorization number Physician name (as available) Date/time specimen received in reference lab Specimen type Date/time specimen collected Test result Date/time test completed Reference ranges Flagged abnormals Critical level results must show name/initials of VU personnel called, date/time called, and name/initials of VA personnel initiating call. Toxic and/or therapeutic range as applicable VAMC internal laboratory identification number Any comments provided with original specimen Any comments related to specimen testing as deemed important to the validity of and/or interpretation of test results A mechanism to immediately communicate authorized STAT requests, and critical level patient results directly to the Vanderbilt University Medical Center. Contact phone numbers at Vanderbilt University is 322-4844 A mechanism to immediately notify the Vanderbilt University Medical Center of any changes in operational and/or procedural protocols that would directly impact on the medical center The generation of a billing invoice for services rendered on a monthly basis. The billing invoice will include the following patient data: (1) Date of testing (2) Patient Name & Social Security Number (3) VU Accession/authorization number (4) Test Name (5) Test fee 9. General Specifications for transport of patients: (a) If patients are scheduled to Vanderbilt University, the VA TVHS will provide the transportation in accordance with a request by the VA wards or clinics. Non-ambulatory patients must be accompanied by an SPD Patient Transport employee. Medical records in the possession of the patient will be in a locked bag. Patients from critical care units must have a qualified medical person in attendance. (RN-LPN-MD). (b) VUMC will notify SPD patient Transport when a VA patient is ready for return transportation at extension 7005. SPD Patient Transport will arrive in a timely manner and return the patient to his/her assigned ward. Upon return, the charge nurse will be notified of the patient ™s return and of any changes to the patient ™s condition during transport. 10. RESOURCES (a) The resources specified above may be changed by written modification to this contract. The modification will be prepared by VA Contracting Officer. (b) The resources specified in the specifications shall be furnished by VA and Vanderbilt University when requested by means of an individual written request which has been authorized by Kaye Tschop for VA TVHS Laboratory Service, 873-7464 and Contracting Officer of Vanderbilt University or his/her authorized designees. 11. TERM OF CONTRACT (a) This contract is effective for one year with two (2) additional option years, from October 1, 2010 or date of award whichever is later. The contract is subject to the available of VA funds. No service shall be performed by the contractor after September 30, 2013 until the Contracting Officer authorizes such services in writing. 12. PAYMENT/MONITORING PROCEDURES (a) Each party hereto agrees to reimburse the other on a unit basis for resources furnished at the prices specified above. (b) Payment of sums due each party will be paid monthly upon submission and receipt of a properly prepared invoice by Vanderbilt University or an Optional Form 1114, Bill of Collection, submitted to the contractor by the VA TVHS. (c) Billings rendered by Vanderbilt University to VA for services furnished a VA beneficiary under the terms of this contract shall be billings in full. Neither the beneficiary, or his/her insurer nor any other third party shall be billed. (d) The invoice received from Vanderbilt University will include the date of testing, patient name, VA accession/authorization number, test name, and test fee. Kaye Tschop, laboratory Service, (113) will verify contract compliance by reviewing the computer generated reports with the invoiced laboratory accession number. The invoice will then be issued for payment by mailing invoice to Department of Veterans Affairs “ Financial Services Center PO Box 149971 Austin Texas 78714-8971. 13. QUALIFICATIONS (a) Personnel assigned by the contractor to perform the services covered by this contract shall be licensed in a State, Territory, or Commonwealth of the United States or the District of Columbia. The qualifications of such personnel shall also be subject to review by the VA Chief of Staff and approval by VA Facility Director. 14. USE OF VA FACILITIES (a) To preclude the possibility of denying or delaying the care and treatment of an eligible veteran, this VA TVHS will not be obligated to provide the resources listed above, at those times when service to VA patients will consequently be reduced. VA facilities will be shared only to the extent that there will be no reduction in service to the veteran patient. 15. EXCHANGE OF DATA: (a) In accordance with applicable confidentiality laws, copies of clinical or other medical records pertaining to the patients shall be exchanged. 16. PERSONNEL POLICY: (a) The contractor shall be responsible for providing: workers ™ compensation professional liability insurance health screenings income tax withholding, and social security payments. The parties agree that such personnel shall not be considered VA employees for any purpose and shall be considered employees of the contractor. 17. For clarification purposes: The only items required on a holiday are stat tests which are carbon monoxide, ionized calcium, and lactic acid. The contractor will be responsible for holiday pay. For report turn around in regard to stat testing, the reports are required within eight (8) hours or as established for standard STAT response protocols of the contractor. The affiliate, Vanderbilt University is the only responsible source to meet the STAT turn-around time as required because of their close proximity. The NAICS code associated with this requirement is 621511 with a size standard of $13.5 million. This Notice of Intent is not a request for Expressions of Interest (EOI), proposals, or quotations. No solicitation document exists and no telephone inquiries will be accepted. No contract award will be made on the basis of EOIs, proposals, or quotations received in response to this notice. This notice of intent is not a request for competition. However, any company that feels they can meet the requirements may give written notification to the contracting officer 10 days from the date of publication of this notice. Interested persons should furnish detailed data concerning their capabilities to provide services sought, including pricing data and technical data sufficient enough to determine that a comparable source to the government is available. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Information may be sent to Christina.Smith7@va.gov or via fax to (615)225-5432. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement is solely within the discretion of the Government. If no responses are received, the Department of Veterans Affairs will proceed with a sole source award for the requirement to Vanderbilt University, Nashville, TN.
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