Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300 Independence OH 44131

POINT OF CONTACT*

Contracting Officer Courtney Seevers Courtney.Seevers@va.gov

PLACE OF PERFORMANCE

DESCRIPTION

REQUEST FOR INFORMATION

In accordance with FAR Part 10, Market Research, this is a sources sought notice to determine the availability of potential sources/vendors having the skills and capabilities necessary to furnish outpatient clinic laboratory reference testing services. This Request for Information (RFI) is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This RFI is intended strictly for Market Research purposes only. All interested contractors are invited to provide information to contribute to this market survey/sources sought notice.

The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business), relative to NAICS code 621511-Medical Laboratories. A solicitation is not currently available. If a solicitation is issued, it will be announced on the government-wide point of entry business opportunities website http://www.sam.gov, and all interested parties must respond to that solicitation announcement separately from the responses to this RFI.

GENERAL REQUIRMENTS:

The Department of Veterans Affairs, Network Contracting Office 10 is seeking to acquire furnish outpatient clinic laboratory reference testing services for VISN 10 (sites listed below). In general, VISN 10 requires a contractor to provide all labor, equipment, materials, supplies, and supervision to provide reference laboratory testing services to include Microbiology (Blood Cultures), Blood Bank Services (ABO/Rh/Antibody Screens) and backup General Laboratory Testing for STAT testing and testing of specimen samples that are too unstable for long distance transportation in case of instrument failure. The Government anticipates awarding a single, firm-fixed price contract.

MEDICAL FACILITIES:

Battle Creek VAMC 5500 Armstrong Road Battle Creek, MI 49037 Wyoming Community Based Outpatient Clinic (CBOC) 5838 Metro Way SW Wyoming, MI 49519

Interested firms responding to this Request for Information notice must adhere to the following:

(a) Provide a capability statement demonstrating relevant experience, skills, and ability to fulfill the Government's requirements. The capability statement should contain enough sufficient detail for the Government to make an informed decision regarding your capabilities; however, the statement should not exceed 10 pages.

(b) The capability statement must identify the responder's business type and size.

(c) The capability statement must provide company name and address, point of contact, phone/fax/email and NAICS Code(s).

REQUEST FOR INFORMATION / SOURCES SOUGHT for Battle Creek VAMC and Wyoming Community Based Outpatient Clinic Laboratory Reference Testing Services Requirement

1. Company name, address and SAM Unique Entity ID No.

2. Company point of contact name, telephone number and email address.

3. Is your business large or small?

4. Does your firm qualify as a small, emerging business, or small disadvantaged business?

5. If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act.

6. Is your firm a certified Hub zone firm?

7. If your firm is SDVOSB or VOSB?

8. If the company holds a Federal Supply Schedule (FSS) Contract, list the GSA Contract Number and relevant SINS.

9. Does your firm have a website address? Please provide.

10. Does your company have the capability of furnishing laboratory testing services for the BCVAMC & WCBOC Laboratories? The laboratory shall be Clinical Laboratory Improvement Amendments (CLIA) accredited and meet the requirements of the following organizations:

a. College of American Pathologists (CAP)

b. The Joint Commission (JC)

c. AABB, formerly the American Association of Blood Banks

d. Food and Drug Administration (FDA)

e. Occupational Safety and Health Administration (OSHA)

f. Nuclear Regulatory Commission (NRC)

11. Capabilities/Qualifications: A written response providing clear and unambiguous evidence to substantiate the capacity to fulfill this requirement. Description of the capabilities/qualifications/skills your company possesses to perform services described in the scope of work.

12. Do you need to subcontract any portion of work to provide these services stated herein? If so, what size business are you subcontracting to?

13. Experience: Brief summary of the company history relative to similar requirements. Offer may provide the following information on a maximum of three (3) similar projects for which the responder was a prime or subcontractor. Indicate if responder was the prime or subcontractor.

a. The name, address, and value of each project.

b. The Prime Contract Type, Firm Fixed-Price, or Time and Material.

c. The name, telephone, and address of the owner of each project.

d. A description of each project and why it is relevant to this requirement. Include difficulties and successes.

e. Your company’s role and services provided for each project.

16. Provide preliminary pricing information: See Attachment

Telephone and faxed responses will not be accepted or responded to. It is requested that the above information be provided no later than July 7, 2026, 12:00 PM EST. Responses should be emailed to Courtney Seevers, Contract Officer at Courtney.Seevers@va.gov.

STATEMENT OF WORK

Battle Creek VAMC and Wyoming Community Based Outpatient Clinic Laboratory Reference Testing Services

Part I: General Information

A. Introduction

The Battle Creek VA Medical Center (BCVAMC) and Wyoming Community Based Outpatient Clinic (WCBOC) require reference laboratory testing services to include Microbiology (Blood Cultures), Blood Bank Services (ABO/Rh/Antibody Screens) and backup General Laboratory Testing for STAT testing and testing of specimen samples that are too unstable for long distance transportation in case of instrument failure.

B. Background

BCVAMC & WCBOC is minimally staffed with Medical Technologists. Therefore, it is essential to have a relationship with an alternate testing facility to provide Microbiology, Blood Bank and General Laboratory Testing support during times of leave, instrument failure or facility down times and in other types of emergencies when we are not able to perform testing on site of STAT testing and testing of specimen samples that are too unstable for long distance transportation.

1. Locations

Battle Creek VAMC 5500 Armstrong Rd.

Battle Creek, MI 49037

Wyoming CBOC 5838 Metro Way SW Wyoming, MI 49519

2. Counties of Service

1. Service Contract Act applies for the following counties:

i. Calhoun

ii. Kent

iii. Kalamazoo

C. Scope

To establish a relationship with a laboratory capable of furnishing laboratory testing services for the BCVAMC & WCBOC Laboratories. The laboratory shall be Clinical Laboratory Improvement Amendments (CLIA) accredited and meet the requirements of the following organizations:

1. College of American Pathologists (CAP)

2. The Joint Commission (JC)

3. AABB, formerly the American Association of Blood Banks

4. Food and Drug Administration (FDA)

5. Occupational Safety and Health Administration (OSHA)

6. Nuclear Regulatory Commission (NRC)

Part II: Work Requirements

A. Laboratory testing requirements include services for the following specimen types that may be requested on a per specimen basis

1. Serum

2. Plasma

3. Whole Blood

4. Body fluid

5. Blood Bank Services

a. ABO and Rh type

b. Direct antiglobulin

c. Antibody Screen

6. STAT Urine Drug Screen

7. Semen analysis for fertility

8. Microbiology testing to include blood cultures, aerobic & anaerobic cultures, ID & Sensitivities.

B. BCVAMC and WCBOC will provide patient names, full social security number or date of birth, source for culture and collection date and time to ensure the accuracy of all testing samples. Blood Bank specimens will be labeled with full name, full social security number, date and time of collection and initials of collector.

C. Deliverables

1. When courier services are required, the laboratory will place a call to the Contractor for specimen pickup. The Contractor shall be responsible for transporting all samples to the Contractor facility for patient testing via courier daily when services are needed.

2. The Contractor shall begin testing for all specimen types the same day the specimen is sent by the BCVAMC and received by the Contractor.

3. Laboratory Testing

i. The Contractor shall complete testing the same day the specimen is received for all testing ordered as STAT and within two (2) days for all testing ordered as routine for specimen types other than Blood Bank services and Microbiology cultures.

ii. A preliminary result shall be provided for Microbiology cultures within two (2) days, and a final result shall be completed within three (3) days from receiving the specimen for Microbiology testing.

iii. Specimens, other than Microbiology and Blood Bank services may be batched, however results shall be provided within four (4) days from the time the specimen is received. Such type of testing will be known in advance of sending specimens for testing.

iv. The Contractor shall store all specimens for seven (7) days after the final report is provided, in the event repeat or add on testing is requested.

v. Preliminary and final reports shall be faxed to the BCVAMC laboratory at 269-223-5438 until such time computer systems are linked to transmit results electronically. The report shall include the following:

a. Two (2) full patient identifiers

b. CLIA number & account number, name, and address of the testing Laboratory

c. Date & time specimen was collected, type of specimen received for testing and name of provider ordering the test; and

d. Date & time reported, specimen source if applicable and results, units of measurement and reference ranges, and other comments related to the specimen or test or test result.

4. The Contractor shall furnish specimen collection containers and kits, sterile vials, stool containers and request forms required for the collection and transportation of specimens for Laboratory services. The Contractor shall provide an initial inventory of supplies to the Laboratory no later than three (3) business days after the effective date of this contract and shall continue to re-stock these supplies as they are consumed.

5. BCVAMC or WCBOC may cancel test orders by providing notice of cancelation of such tests prior to the start of specimen processing and shall not be charged.

6. If a specimen cannot be analyzed because of improper collection or degradation in transit, the testing Contractor shall promptly notify BCVAMC Laboratory via phone @ 269-966-5600 X31252 and shall not be charged for the canceled test.

7. Critical, life threating and STAT, same day results shall be called to the BCVAMC Laboratory @ 269-966-5600 X31252, within one (1) hour from the time the result is determined during the hours of 0700 and 1200 midnight, Monday through Friday and 0700 and 2300 Saturday, Sunday and Federal Holidays. From Midnight to 0700, Monday through Friday and from 2300 Saturday, Sunday and Federal Holidays results shall be called to the Battle Creek ordering provider, Medical Officer of the Day, MOD extension 33231, MOD has a different extension than the NOD, or Nurse of the Day (NOD) at (269) 966-5600 x 35338 or 34772.

8. The Contractor shall return calls and/or emails from the BCVAMC and WCBOC Laboratories within 24 hours concerning specimens and test results.

9. Testing Laboratory shall bill BCVAMC monthly through the Tungsten system and include an itemized listing of the testing services performed for each patient.

PART III: Other Work-Related Administrative Items

A. Tests Not Listed in BPA

1. This is an estimated quantity BPA contract and pricing shall include all labor, materials, maintenance, technical support, project management and supervision, travel and expenses, training, software, software licenses, software updates and support that are necessary to furnish the required services listed herein.

2. Tests not listed in this BPA shall not be billed through this BPA contract, task orders, or purchase orders until they are added via bilateral modification.

3. Until tests not listed on this BPA are added; all will be procured and paid for via government purchase card or separate contract purchase order prior to testing being authorized.

B. Conformance Process

1. Contractor shall maintain full compliance with applicable Federal and State regulations. All services provided under this contract shall be performance in conformance with the National Fire Protection Agency (NFPA) 99- Health Care Facility Code, Occupational Safety and Health Administration (OSHA), HIPAA, and other applicable national, state, and local regulatory agencies. Contractor shall maintain Clinical Laboratory Improvement Act (CLIA) certificate of accreditation, and The Joint Commission (JC) and the College of American Pathology (CAP, if required) accreditations. A copy of the CLIA certificate shall be provided to the participating Facility when asked.

2. Contractor’s Laboratory Director shall be a licensed American Board of Pathology certified pathologist. The Contractor shall make sure employees have current and valid professional certifications before starting work under this contract. All contractor personnel shall meet the performance characteristics for accuracy and precision as defined by the 1988 Clinical Laboratory Improvement Act (CLIA) and the Clinical and Laboratory Standards Institute (CLSI) and maintain required licenses. The Contractor shall maintain current licenses and certificates and provide copies of such to VA upon reasonable written request.

3. All applicable VA and VHA policies, procedures and directives shall be followed by the Contractor. The Contractor shall continuously meet or exceed all Joint Commission Hospital standards and provide oversight of care, treatment and services provided through contractual agreement standard LD.04.03.09. The patient population treated within the covered areas consists of veterans with varying physical, psychiatric, and psychological needs. Their conditions are in many cases, directly related to the individual’s service to this country. Contract personnel shall provide compassionate care with respect for the special needs of the veteran population served.

Part IV: Other Administrative Information A. Contracting Responsibilities

1. The designated Contracting Officer (CO) is the only person authorized to approve changes or modify any of the requirements of this contract.

2. Contractor shall communicate with the CO on all matter pertaining to contract administration.

3. Only the CO is authorized to make commitments or issue any modification to include, but not limited to:

i. Terms affecting price, or

ii. Terms affecting the quality or quantity of the services listed in this contract.

4. The CO is the final authority on validating complaints.

5. In the event that the Contractor effects any such change at the direction of any other person other than the CO without prior authority, no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

6. In the event that the procured services on this contract do not meet the VA’s quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited improvement plan, increased monitoring of the contracted services, consultation or training for Contractor personnel to be provided by the VA; replacement of personnel and/or renegotiation of the contract terms or termination of the contract.

B. Non-Personal Services

1. Government and Contractor agrees that the Contractor and all of its personnel shall not be considered VA employees for any purpose. In the event of an emergency, services shall continue being offered by the Contractor unless instructed otherwise by the CO.

Sources Sought Notice