THIS IS A SOURCES SOUGHT NOTICE (a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited. (b) Although proposal, offeror, contractor, and offeror may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. (c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as proprietary or confidential, intended to restrict distribution will not be distributed outside of the Government, except as required by law. (d) This Sources Sought is issued for the purpose of collecting information about the availability of Services from different sources for the desired equipment and services listed within the Draft-Performance of Work Statement (PWS). (e) Contractors that feel they have an equal product are encouraged to email full information to Latasha Winston at [email protected]. Contractors shall identify the FSC and NAICS code for the product being offered as well as their size status. Contractors shall complete the Price-Cost Schedule for the purpose of market research. PERFORMANCE WORK STATEMENT SCOPE OF WORK Contractor shall provide backup Histopathology services for the VA Sierra Nevada Health Care System, to include pickup and transport of specimens. Provide specimen pick up services as defined in the contract. Provide specimen return as defined in the contract. Transport samples in such a manner as to ensure the integrity of the specimen. Contractor shall supply any special preservatives required for specimen preservation. Billing summaries shall be provided each month. GENERAL DEFINITIONS Frozen Section. A biopsy specimen that is immediately frozen and cut with cryostat; then mounted on a slide, stained, and examined by a pathologist. Frozen sections provide a rapid diagnosis to the physician during surgery. Paraffin Block. A tissue specimen that has been embedded in paraffin wax that the sections can be cut for histologic examination. Slides. Glass surface containing biological material to be analyzed. Specimen. A body fluid or tissue sample removed for medical examination and analytical testing. STAT. A designated category that requires immediate processing to expedite results to physicians handling potentially life-threatening cases. Surgical Specimen. A sample or part of an organ or tissue removed during surgery for medical examination and analytical testing. LICENSING AND ACCREDITATION Staff/Laboratory Licenses/Certifications Laboratory License: The Contractor shall make sure the laboratory has all licenses, permits; accreditation and certificates required by law and specifically maintain current certifications/accreditation through: CAP (College of American Pathologists) CLIA (Clinical Laboratory Improvement Act) All medical facilities providing laboratory services under the contract must possess a valid state license and full accreditation from the College of American Pathologists (CAP). Contractor is to provide evidence of such accreditation to COR within 30 days of contract start date. Any recertification updates will be given to the COR within 30 days of receiving them. CONTRACTOR RESPONSIBILITIES The Contractor shall perform pathology procedures compatible with the participating VA operating capacity and equipment. The Contractor shall not introduce new medical procedures and services for specimens provided by VAs without notice to the COR, or authorized laboratory representative. The Contractor shall ensure that all procedures performed are of current acceptable standard deviation with at least (minimum) daily controls conducted to determine procedure accuracy. The standard deviation and daily control records are to be available for review upon request by the Contracting Officer or contracting officer s technical representative. The Contractor shall provide recuts when the VA Pathologist determines a slide is of poor quality. No charge shall be made to the VA for reprocessing. SPECIMEN PICK-UP AND RETURN TIMES STAT/Emergency- the Contractor shall pick up STAT/emergency specimens within one (1) hour of notification of specimen availability. Routine. The Contractor shall provide routine scheduled specimen pickup at a time mutually agreed upon by the VA COR but not less than once each day, during regular business hours. The Contractor shall return specimens no later than 12 pm the following business day. SLIDES The Contractor shall return representative slides, anatomic, hematologic, etc., for quality control review when requested. Quality control slides shall represent duplicate copies original slides prepared by the Contractor from permanent tissue blocks. The Contractor shall provide quality control slides to the participating VAMC or clinics at the same time the contractor submits the final reports. The Contractor shall prepare additional blocks and slides, in quantities specified by the participating VAMC for review by pathologists. STORAGE OF SPECIMENS Upon request by the VAMC COR or designee, the Contractor shall provide a copy of the regulatory requirements for each participating regulating agency (RA). SERVICE The contractor shall provide telephone number (s) and contact person to be used by the VA facilities to make specimen problem inquiries and problem solving at all times including weekends and holidays. Contractor 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. GOVERNMENT RESPONSIBILITIES Specimen Preparation and Packaging: Each VA facility will provide laboratory specimens prepared according to the contractor's laboratory user s manual, identified, and labeled for testing. The contractor shall provide an adequate supply of requisition forms, specimen containers, special instructions, and a current list of tests with reference ranges and specimen requirements. Contract Administration/Performance Monitoring: After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to: CO Durell Salaz, [email protected] CS Latasha Winston, [email protected] Contracting Officer 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 the following when mutually agree upon: 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 for this contract is: Julie Brennan, [email protected]. 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: enter data that may be collected. The COR will maintain a record-keeping system of services by keeping and maintaining monthly a Running Balance Excel spreadsheet of services rendered and invoices paid. The COR will review this data monthly when invoices are received and certify all invoices for payment by comparing the hours documented on the VA record-keeping system and those on the invoices. Any evidence of the Contractor's non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer. 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. CONTRACTOR PERSONNEL The Contractor shall make sure employees have current and valid professional certifications before starting work under this contract. Technologist, medical technicians, and cytotechnologist shall meet personnel qualifications required by Clinical Laboratory Improvement Act (CLIA) '88 Guidelines. Pathologists must have graduated from an approved school of medicine or osteopathy and completed a residency or fellowship in pathology acceptable to the United States Surgeons General must possess a valid license to practice clinical reference laboratory services from a United States (U.S.) jurisdiction; and shall have provided pathology services a minimum of 24 months within the past 36 months and pathology consultation services a minimum of 36 months within the past 48 months. The Contractor shall provide evidence of reapplication to the VA COR of any state license, CLIA certification, or clinical pathology certification 60 days before expiration license. The Contractor shall provide a copy of the renewed licenses/certificates to the VA COR before expiration. The Contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Federal Government, either military or civilian, unless such -person seeks and receives approval according to DOD 5500.7-R, the Joint Ethics Regulation (JER). This policy is available to the Contractor upon request. PERFORMANCE STANDARDS QUALITY ASSUARANCE (QA) AND QUALITY IMPROVEMENT (QI) Quality Management/Quality Assurance Surveillance: Contract personnel shall be subject to Quality Management measures, timely completion of services, and maintaining required certifications. Methods of Surveillance: Periodic inspection and monitoring of customer comments/complaints. Contractor performance will be monitored by the government using the standards as outlined in this Performance Work Statement (PWS) and methods of surveillance detailed in the Quality Assurance Surveillance Plan (QASP). The QASP shall be attached to the resultant contract and shall define the methods and frequency of surveillance conducted. Laboratory Manager Complaints: The CO will resolve complaints concerning Contractor relations with the Government employees or patients. The COR will assist with communication between CO and Contractor. The CO is final authority on validating complaints. HOURS OF OPERATION Normal Hours of Operation. Work days will be based on a mutually agreeable schedule. Federal Holidays. The following holidays are observed by the Department of Veteran Affairs: New Year s Day President s Day Martin Luther King s Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Any day specifically declared by the President of the United States to be a national holiday. JOINT COMMISSION ON ACCREDITATION OF HEALTHCARE ORGANIZATIONS (JCAHO) All medical facilities providing laboratory services under the contract must possess a valid state license and full accreditation from the College of American Pathologists (CAP). Offeror is to provide evidence of such accreditation. MALPRACTICE LIABILITY INSURANCE Professional liability insurance shall be by a commercial insurance company in the business of providing the required insurance coverage. The Contractor shall provide a copy of the Insurance Certificate before award of the contract. Notwithstanding the foregoing or anything to the contrary contained herein, Contractor utilize a self-insurance for all or any portion of the minimum limits of insurance required to be carried. MALPRACTICE CLAIMS The Contractor shall notify the contracting officer in writing of any malpractice investigation or licensure or certification suspension which concerns the Contractor or any employees, within 24 hours of notification of an, investigation or suspension. END OF CONTRACT PERFORMANCE At the end of the period of contract performance, the participating medical treatment facility (VAMC) will notify the Contractor of the quantity of unused supplies and arrange a pick-up time. All Contractors provided equipment shall be disconnected by the Contractor from the VAMC, upon contract expiration and removed within five working days. BILLING Invoice requirements and supporting documentation: Supporting documentation and invoice must be submitted no later than the 20th workday of the month. Subsequent changes or corrections shall be submitted by separate invoice. In addition to information required for submission of a proper invoice in accordance with FAR 52.212-4 (g), all invoices must include: Name and Address of Contractor Invoice Date and Invoice Number Contract Number and Purchase/Task Order Number Date of Service Total price Vendor Electronic Invoice Submission Methods: Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below: Invoices will be electronically submitted to the Tungsten website at http://www.tungstennetwork.com/uk/en/ Tungsten direct vendor support number is 877-489-6135 for VA contracts.  The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Tax Payer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. In order to successfully submit an invoice to VA-FSC please review How to Create an Invoice within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. For additional information, please contact: Tungsten Support Phone: 1-877-489-6135 Website: http://www.tungsten-network.com/uk/en/ NOTE: This is a Fixed Unit Price Contract and the Contractor will only be reimbursed for actual quantities provided and accepted by the Government BASE YEAR: PERIOD OF PERFORMANCE: October 1, 2019 September 30, 2020 CLIN Sub-CLIN Description QTY. Total Price 0001 None Histopathology Courier Services   DO NOT PRICE           None 0001a H&E stained slide 400   None 0001b Autopsy slide 16   None 0001c Cell Block 4   None 0001d Group I stain 3   None 0001e Group II stain 16   None 0001f IHC stain/1 antibody 14   None 0001g IHC stain/2 antibodies 14   None 0001h IHC stain/3 antibodies 1   None 0001i IHC stain/4 antibodies 4   None 0001j ERA 1   None 0001k PRA 1   None 0001l Bone Marrow slide 6   None 0001m Recuts/Levels 8   None 0001n STAT Pick-up 50   None 0001o Urgent specimen processing Same day turn around 10   TOTAL FOR ORDERING PERIOD 1:   OPTION YEAR ONE: PERIOD OF PERFORMANCE: October 1, 2020 September 30, 2021 CLIN Sub-CLIN Description QTY. Total Price 1001 None Histopathology Courier Services   DO NOT PRICE           None 1001a H&E stained slide 400   None 1001b Autopsy slide 16   None 1001c Cell Block 4   None 1001d Group I stain 3   None 1001e Group II stain 16   None 1001f IHC stain/1 antibody 14   None 1001g IHC stain/2 antibodies 14   None 1001h IHC stain/3 antibodies 1   None 1001i IHC stain/4 antibodies 4   None 1001j ERA 1   None 1001k PRA 1   None 1001l Bone Marrow slide 6   None 1001m Recuts/Levels 8   None 1001n STAT Pick-up 50   None 1001o Urgent specimen processing Same day turn around 10   TOTAL FOR ORDERING PERIOD 2   OPTION YEAR TWO: PERIOD OF PERFORMANCE: October 1, 2021 September 30, 2022 CLIN Sub-CLIN Description QTY. Total Price 2001 None Histopathology Courier Services   DO NOT PRICE           None 2001a H&E stained slide 400   None 2001b Autopsy slide 16   None 2001c Cell Block 4   None 2001d Group I stain 3   None 2001e Group II stain 16   None 2001f IHC stain/1 antibody 14   None 2001g IHC stain/2 antibodies 14   None 2001h IHC stain/3 antibodies 1   None 2001i IHC stain/4 antibodies 4   None 2001j ERA 1   None 2001k PRA 1   None 2001l Bone Marrow slide 6   None 2001m Recuts/Levels 8   None 2001n STAT Pick-up 50   None 2001o Urgent specimen processing Same day turn around 10   TOTAL FOR ORDERING PERIOD 3:   OPTION YEAR TWO: PERIOD OF PERFORMANCE: October 1, 2022 September 30, 2023 CLIN Sub-CLIN Description QTY. Total Price 3001 None Histopathology Courier Services   DO NOT PRICE           None 3001a H&E stained slide 400   None 3001b Autopsy slide 16   None 3001c Cell Block 4   None 3001d Group I stain 3   None 3001e Group II stain 16   None 3001f IHC stain/1 antibody 14   None 3001g IHC stain/2 antibodies 14   None 3001h IHC stain/3 antibodies 1   None 3001i IHC stain/4 antibodies 4   None 3001j ERA 1   None 3001k PRA 1   None 3001l Bone Marrow slide 6   None 3001m Recuts/Levels 8   None 3001n STAT Pick-up 50   None 3001o Urgent specimen processing Same day turn around 10   TOTAL FOR ORDERING PERIOD 4:   OPTION YEAR TWO: PERIOD OF PERFORMANCE: October 1, 2023 September 30, 2024 CLIN Sub-CLIN Description QTY. Total Price 4001 None Histopathology Courier Services   DO NOT PRICE           None 4001a H&E stained slide 400   None 4001b Autopsy slide 16   None 4001c Cell Block 4   None 4001d Group I stain 3   None 4001e Group II stain 16   None 4001f IHC stain/1 antibody 14   None 4001g IHC stain/2 antibodies 14   None 4001h IHC stain/3 antibodies 1   None 4001i IHC stain/4 antibodies 4   None 4001j ERA 1   None 4001k PRA 1   None 4001l Bone Marrow slide 6   None 4001m Recuts/Levels 8   None 4001n STAT Pick-up 50   None 4001o Urgent specimen processing Same day turn around 10   TOTAL FOR ORDERING PERIOD 5:   GRAND TOTAL FOR ALL ORDERING PERIODS  

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