36C25919Q0765-001.docx

Combined Synopsis/Solicitation for Commercial Items Lab Sample Collection and Processing Services for Havre CBOC

General Information

Contracting Office Address Network Contracting Office 19 (NCO 19) Rocky Mountain Acquisition Center Department of Veterans Affairs 6162 South Willow Drive, Suite 300 Greenwood Village, CO 80111 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.

This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-101_10-26-18.

The associated North American Industrial Classification System (NAICS) code for this procurement is 621511, with a small business size standard of $32.5M.

The NCO 19 6162 South Willow Drive, Suite 300, Greenwood Village, CO 80111 is seeking for procurement for the laboratory sample collection and processing services for Havre Community Based Outpatient Clinic veteran patients seen at the Contractor’s facility.

All interested companies shall provide quotation for the following:

A. Scope of Work:

1. PURPOSE: The Contractor shall furnish all management, supervision, and labor necessary to perform collection and processing services for Havre Community Based Outpatient Clinic veteran patients seen at the Contractor’s facility. Services requested are 1) Collection and processing of all venous blood samples and urine samples from veteran patients as ordered by VA clinician. 2) Proper labeling of the patient samples using the computerized labels supplied with the printed order. 3) Processing and packaging of those specimens according to provided directions and preparing a daily box for courier pickup (transport charges paid by VA).

2. SCOPE: The Contractor shall collect samples requested by a VA-authorized clinician assigned to the Havre VA Community Based Outpatient Clinic. The Contractor shall provide services within their facility and make samples ready for pickup daily to meet shipping deadline.

a. Laboratory specimens will be collected, processed, prepared for transport, packaged, and forwarded to Fort Harrison VAMC facility for testing according to printed sample and shipping requirements provided by the VA Lab. Shipping costs for lab samples and supplies required will be covered by the VA.

b. Prior to collection and labeling of laboratory samples, strict patient identification procedures will be used to include at least two of the following patient identifiers: Full Name, Full social security number, Date of Birth. Computerized printed labels for placement on all samples will be supplied with each patient fasting status. For therapeutic drug level collection, time of last dose is required. Date and time of collection and initials of the collector will be documented on the supplied order printout.

c. Laboratory testing samples will be packed according to VA instructions and forwarded in the shipping boxes provided by the VA lab for courier pickup.

d. Because we would like to receive the samples in our preferred samples containers, the VA will provide the processing and shipping supplies at no cost which will include:

· Sample Collection tubes, tube holders and needles.

· Serum/plasma sample transport tubes and zip lock bags.

· Urine collection and transport supplies.

· Frozen sample transport supplies (sample tubes and frozen sample shippers).

· Sample transport shipping boxes acceptable to courier service.

· Gel packs used frozen to cool shipments or to surround samples in box so as to buffer freezing temperatures to prevent sample freezing in transit.

e.

3. SPECIMEN CONTRACT REQUIREMENTS: Under the authority of Public Law 104-262 and 38 USC 8153, the Contractor agrees to provide Health Care Resources in accordance with the terms and conditions stated herein, to furnish to and at the Department of Veterans Affairs Medical Center, the services and prices specified in the Section entitled Schedule of Supplies/Services of this contract.

4. SERVICES:

a. The services specified in the Sections entitled Schedule of Supplies/Services and Specimen Contract Requirements may be changed by written modification to this contract. The modification will be prepared by the VA Contracting Officer.

b. Other necessary personnel for the operation of the services contracted for at the VA will be provided by the VA at levels mutually agreed upon which are compatible with the safety of the patient and personal and with quality medical care programming.

c. The services to be performed by the Contractor will be performed in accordance with VA policies and procedures and Joint Commission standards, including strict patient identification procedures utilizing two separate identifiers.

d. This contract is a nonpersonal health care services contract as defined in Federal Acquisition Regulation 37.101 and is as follows “Nonpersonal services contract means a contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.”

5. POINT OF CONTACT: Contractor shall provide a point of contact that shall be responsible for the performance of work. Contractor shall designate this individual, in writing to the Contracting Officer before the contract start date. An alternate may be designated, but the Contractor shall identify those times when the alternate shall be the primary point of contact.

6. WORK HOURS:

a. The services covered by this contract shall be furnished by the Contractor as defined herein. The Contractor will not be required to furnish such services during off-duty hours as described below.

(1) Work hours: Monday through Friday, 7:30 a.m. – 4:30 p.m.

(2) National Holidays observed by the Federal Government: If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S Government agencies. Also included would be any day specifically declared by the President of the United States as a National Holiday.

New Year’s Day Martin Luther King’s Birthday Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas

(3) Off-Duty hours: Friday through Monday, 4:30 p.m. – 7:30 a.m.

7. PERSONNEL POLICY: The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel:

The parties agree that the Contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose.

Additional Requirements:

8. PRIVACY STATEMENT

Patient information and physician orders are highly confidential. The Contractor is responsible for providing reasonable administrative, technical and physical safeguards to assure that confidentiality is maintained at all times. Unauthorized disclosure of information regarding any VA patient information or physician information is prohibited. The Contractor is responsible for providing a comprehensive program for controlling and maintaining the quality of privacy. The Contractor shall comply with all regulations in the HIPAA regulations.

The Contractor will be liable for any breach of privacy.

9. SECURITY REQUIREMENTS FOR CONTRACTOR EMPLOYEES:

a. Contractor shall insure the confidentiality of all patient and employee information and shall be held liable in the event of breach of confidentiality.

b. System of Records: The Veterans Administration system(s) of records to which the Contractor personnel will have access in order to maintain patient medical records.

10. Contractor Responsibilities Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default. Current volumes are estimated based on prior year actual volumes and are not a guaranteed minimum. The Government shall only be obligated to the extent of authorized purchases actually made.

11. GOVERNMENT RESPONSIBILITIES

The Government shall be responsible for transport and delivery of properly collected, labeled and protected samples/specimens accompanied by appropriate VA MT documentation.

12. DEFINITIONS: The following terms when used in this Contract shall be defined as follows:

Contracting Officer-Contracting officers are responsible for ensuring performance of all necessary actions for effective contracting, ensuring compliance with the terms of the contract, and safeguarding the interests of the United States in its contractual relationships. A detailed description of contracting officer authority and responsibilities is provided in FAR 1.602.

COR-Contracting Officer’s Representative-The Contracting Officer may delegate one or more VA Montana Healthcare System employees who are responsible for monitoring the performance of the Contractor. A copy of the delegation shall be provided to the Contractor after award is made.

Non-Contract Provider-Any person, organization, agency, or entity that is not directly or indirectly employed by the Contractor or any of its subcontractors.

Price List

Estimated Total Cost

*NOTE: The quantities are estimated and are not guaranteed Veteran patient assigned location:

Award shall be made to the quoter whose quotation offers the best value to the Government, considering technical capability, past performance, and price. The Government will evaluate information based on the following evaluation criteria: (1) technical capability factor "meeting or exceeding the requirement” and (2) price. Past performance will be reviewed for responsibility determination.

Factor 1: Technical capability. a) Provide evidence of a current Clinical Laboratory Improvement Act (CLIA) license issued by CMS accrediting your site where sample collection duties are performed. b) Show that your site where sample collection duties are performed is within 3 miles of Havre CBOC located at 130 13th Street, Suite 1 Havre, MT 59501

Factor 2: Price. Complete Bid Schedule. Prices will be reviewed for reasonableness.

Past Performance: Send Past Performance Questionnaire attachment to previous customers to complete and email directly to Bai.Perney@va.gov.

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Items” (Oct 2018)

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items” (Oct 2018)

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.204-9, “Personal Identity Verification of Contractor Personnel” (Jan 2011)

· FAR 52.203-99 Prohibition on Contracting with Entities That Require Certain Internal Confidentiality Agreements (Deviation) (Feb 2015)

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” (Oct 2018)

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” (Oct 2019)

The following subparagraphs of FAR 52.212-5 are applicable:

Subparagraph (b)(1), (b)(2), (b)(4), (b)(6), (b)(7), (b)(8), (b)(9), (b)(25), (b)(27), (b)(28), (b)(29), (b)(30),(b)(31), (b)(32), (b)(33), (b)(34), (b)(35), (b)(42), (b)(48), (b)(54), (b)(57), (c)(1), (c)(2), (c)(4), (c)(8).

· 52.217-8, “Option to Extend Services” (Nov 1999)

· 52.222-54, “Employment Eligibility Verification” (Oct 2015)

· FAR 52.224-1, “Privacy Act Notification” (Apr 1984)

· FAR 52.224-2, “Privacy Act” (Apr 1984)

· FAR 52.228-5, “Insurance – Work on a Government Installation” (Jan 1997)

· FAR 52.232-19, “Availability of Funds for the Next Fiscal Year” (Apr 1984)

· FAR 52.237-3, “Continuity of Services” (Jan 1991)

· VAAR 852.203-70, “Commercial Advertising” (Jan 2008)

· VAAR 852.215-71, “Evaluation Factor Commitments” (Dec 2009)

· VAAR 852.203-70, “Commercial Advertising” (Jan 2008)

· VAAR 852.219-10, “VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside” (Jul 2016) (Deviation)

· VAAR 852.232-72, “Electronic Submission of Payment Requests” (Nov 2012)

· VAAR 852.237-7, “Indemnification and Medical Liability Insurance” (Jan 2008)

· VAAR 852.237-70, “Contactor Responsibilities” (Apr 1984)

· VAAR 852.271-70, “Nondiscrimination in Services Provided to Beneficiaries” (Jan 2008)

This is an open-market combined synopsis/solicitation for products as defined herein. The Government intends to award a Blanket Purchase Agreement (BPA) as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoter shall list exception(s) and rationale for the exception(s).

(1) Submission shall be received not later than September 27 at 2:00 PM Mountain Standard Time (MST) to Bai.Perney@va.gov . All submission shall be 5MB or less. If the email is going to be more than 5MB, then please submit in multiple emails labeling 1 of XX, 2 of XX, etc. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

(2) Questions shall be submitted in writing via email no later than September 24, 2019 by 1:00 PM, MST to Bai Perney, Bai.Perney@va.gov.

VHAPM Part 813.106-1/2 SAP: Soliciting Competition & Evaluation of Quotations/Offers Page 1 of 4 Original Date: 10/12/17 Revision 01 Date: 01/08/18