RFQ 36C25626Q0476-ONSITE PHLEBOTOMY- REV 5 18.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C25626Q0476-SSN 05-18-2026

Karen Battie 318-990-5970 06-03-2026

2:00PM CDT

36C256

Department of Veterans Affairs

Network Contracting Office 16

1800 Buckner Street Suite C200

Shreveport LA 71101

X 100

X

561320

$34 Million

N/A

X

36C580

Department of Veterans Affairs

Michael E. DeBakey VA Medical Center

2002 Holcombe Boulevard

HOUSTON TX 77030

36C256

Department of Veterans Affairs

Network Contracting Office 16

1800 Buckner Street, Suite C200

Shreveport LA 71101

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp

Invoice Setup Information 1-877-489-6135

Invoice must be submitted electronically

See CONTINUATION Page

Contractor shall provide Onsite Phlebotomy Services in support of Michael E. DeBakey VA Medical Center

(MEDVAMC) in Houston, TX.

See Price/Cost Schedule of Services and Performance Work

Statement (PWS) for details.

NOTIFICATION TO OFFERORS: Required documents and instruction are on listed in - INSTRUCTIONS TO OFFERORS.

This is a Service-Disabled Veteran Owned Small Business

(SDVOSB)set aside. Offerors must be VetCert certified at time of quote submission and at time of award.

Wage determination 2015-5233 REV.32 Dated 12/03/2025 applies to this solicitation.

See CONTINUATION Page

X

X 1(one)

Corey Labbe

Contracting Officer

36C25626Q0476

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT

B.4 IT COMTRACT SECURITY

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (OCT 2025)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.216-18 ORDERING (AUG 2020)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216-22 INDEFINITE QUANTITY (NOV 2025) (DEVIATION)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.8 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.9 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.10 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.11 VAAR 852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL (MAY 2020)

C.12 VAAR 852.204-72 PERSONNEL VETTING AND CREDENTIALING (DEVIATION)

(MAR 2026)

C.13 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.14 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.16 VAAR 852.222-71 COMPLIANCE WITH EXECUTIVE ORDER 13899

(DEVIATION)(APR 2025)

C.17 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.18 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

C.19 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT 2019)

C.20 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.21 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ..59

C.22 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (OCT 2025)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (NOV 2025)

E.5 52.216-1 TYPE OF CONTRACT (APR 1984)

E.6 52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS (NOV 2025)

(DEVIATION)

E.7 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.8 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020) .72

E.9 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.10 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

Authorized person to sign:

Title:

Phone #:

E-mail:

Billing/Invoicing Contact Person:

Phone #:

E-Mail:

Tax ID No.:

SAM UEI:

b. GOVERNMENT:

Corey Labbe, Contracting Officer (NCO16) Department of Veterans Affairs

5075 Westheimer Rd. STE 750 Houston, TX 77056 E-Mail: corey.labbe@va.gov Phone: 713-350-2903

Karen Battie, Contract Specialist (NCO16) Department of Veterans Affairs 1800 Buckner Street Shreveport, LA 71101 Email: Karen.Battie@va.gov

Contracting Officer Representative:

Will be designated and provided at time of award.

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with FAR 52.232-33, Payment by Electronic Funds

Transfer- System for Award Management.

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] monthly mailto:corey.labbe@va.gov mailto:Karen.Battie@va.gov

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted according to Section B.3 PWS Paragraph 6.2. and in accordance with VAAR 852.232-72

Electronic Submission of Payment Requests.

5. Offerors in accordance with FAR clause 52.252-2, Employment Reports on Special Disabled

Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans, which is incorporated in this solicitation by reference (at C.2 52.252-2), and Public Law 105-359, section 1354

(enacted October 31, 1998), the successful offeror must meet the reporting requirement as required by the clause. The contracting officer may require the successful offeror to furnish evidence that it has complied with requirements to file a VETS-4212 Federal Contractor

Report (formerly VETS-100) with the Department of Labor for the preceding fiscal year (30

SEP) until Title 38 Section 4212(d) (weblink http://www.dol.gov/vets/vets4212.htm). For questions and information on filing VETS-4212 reports, contract the VETS-4212 Processing

Center at (866) 237-0275 or visit the Department of Labor’s web site at http://www.dol.gov/vets/contractor/main.htm. and/or for further assistance or questions

VETS4212-customersupport@dol.gov.

6. Offerors in accordance with FAR clause 52.222-54, Employment Eligibility Verification, which is incorporated in this solicitation by reference (at C.2 52.252-2), are required to enroll in and use the Department of Homeland Security (DHS), United States Citizenship and Immigration Services’ (USCIS) electronic employment eligibility verification program (E- Verify). The Federal government has a long-standing policy to only contract with businesses and other entities that abide by the immigration laws of the United States and to employ only individuals who are authorized to work. E-Verify is the best means to electronically confirm identity and employment authorization of employees working under covered Federal contracts, as required by clause 52.222-54. USCIS has enhanced the E- Verify website with resource information and outreach materials to assist with enrollment and use of E-Verify. USCIS routinely hosts free public webinars on E-Verify and has a detailed E-Verify guide specifically for federal contractors available at https://www.e-verify.gov/employers/federal-contractors.

7. Federal Acquisition Regulations require all contractors (to include Joint Ventures) conducting business with the Government be registered in the System Awards Management

System (SAM) online database for the provision of basic information relative to contract awards (see FAR Clause 52.212-4(t)). This may be accomplished at http://www.sam.gov. It is the responsibility of the contractor to renew this registration annually. Offerors are requested to ensure this information is the same as their W-9 filed by the contractor to the

Internal Revenue System (IRS).

System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action

Compliance, and paragraph (d) of 52.212-3, Offeror Representations and

Certifications—Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.

https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.dol.gov%2Fvets%2Fvets4212.htm&data=05%7C01%7C%7Cf77b9e64942848b4597a08dbe07d0072%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638350599721869128%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=kR7UPfoDy9DARLsPqQUDjIKEptTj0C%2B5FTTa2T0ca10%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.dol.gov%2Fvets%2Fcontractor%2Fmain.htm&data=05%7C01%7C%7Cf77b9e64942848b4597a08dbe07d0072%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638350599721869128%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=NbyloxCiAVd8wIhH1xq3WoEF62%2BuHoXbAcSVGhKeKWo%3D&reserved=0 mailto:VETS4212-customersupport@dol.gov https://www.e-verify.gov/calendar-field_date_and_time/month/201910 https://www.e-verify.gov/employers/federal-contractors https://www.e-verify.gov/employers/federal-contractors https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.sam.gov%2F&data=05%7C01%7C%7Cf77b9e64942848b4597a08dbe07d0072%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638350599721869128%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=n1319MrvISbVWBrIBxuPryxZmSXvOC9%2BpTVo2Eu4wto%3D&reserved=0

8. REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT

REPORTING SYSTEM (CPARS)

As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of

Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed the simplified acquisition threshold (SAT) as defined in FAR 2.101 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Sea Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval

System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system

(FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for contractor responsibility determination information.

Each contractor whose contract award is estimated to exceed the SAT is required to register with CPARS database at the following web address: https://www.cpars.gov/. Help in registering can be obtained by contacting customer support desk @ DSN: 684-1690 or

COMM: 207-438-1690. Registration should occur no later than thirty calendar days after contract award and shall be kept current should there be any change to the contractor’s registered representative.

For contracts with a period of one year or less, the CO will perform a single evaluation when the contract is complete. For contracts exceeding one year, the CO will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in

CPARS to the contractor’s designated representative for comment. The contractor representative will have thirty calendar days to submit any comments and re-assign the report to the VA CO.

Failure to have a current registration with the CPARS database, or to re-assign the report to the VA CO within those thirty calendar days, will result in the Government’s evaluation being placed on file in the database with a statement that the contractor failed to respond.

The resultant contract is a nonpersonal services contract in accordance with RFO

37.6.

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B.2 PRICE/COST SCHEDULE

Contractor is required to provide Onsite Phlebotomy services, in accordance with the terms and conditions stated herein and at the pricing stated below for the period of performance included below:

Contract Guaranteed Minimum and Contract Maximum

The fixed-price indefinite-delivery indefinite-quantity (IDIQ) contract will have a five (5) year period of performance with Five (5) one year Ordering Periods (FAR 52.217-8 is included). All quantities are estimated. The total guaranteed minimum quantity of services that the

Government will acquire under this indefinite delivery, indefinite quantity (IDIQ) contract is

$1,000.00, which also represents a bona fide need of the current fiscal year. The guaranteed minimum award amount is for the entire contract duration. The Contract maximum amount for the entire contract effort is $6,950,000.00.

Ordering Procedures:

Task orders within scope of the IDIQ contract will be issued unilaterally in accordance with the IDIQ Contract terms and conditions and bilaterally when change in terms and conditions is negotiated in accordance with contract clauses FAR 52.212-4 (c), FAR 52.216-18, FAR 52.216- 19 and FAR 52.216-22.

NOTE: Pricing from last order will apply to any extensions pursuant to FAR 52.217-8.

FAR 52.217-8 Option to Extend Services allows the CO to obtain additional services within the limits and at the rates specified in the contract for a period up to six months if the award of a follow-on contract is delayed due to circumstances beyond the control of the CO. Examples of circumstances causing such delays are bid protests and alleged mistakes in bid.

For purposes of award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be those rates in effect under the contract each time an option is exercised under this clause. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the

Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

ITEM INFORMATION

ITEM

NUMB

ER

DESCRIPTION OF

SUPPLIES/SERVICE

S

ESTIMATED

QUANTITY UNIT UNIT PRICE

ESTIMATED

AMOUNT

33,280 HR $__________ $___________

Phlebotomy Staffing Services to be performed onsite at MEDVAMC.

Invoicing and payment is limited to quantity of hours for services rendered.

Contract Period: Ordering Period 1

POP Begin: from date of award POP End: 12 months from date of award

NAICS CODE: 561320- Temporary Help Services

PSC CODE: Q515- Pathology

2001 33,280 HR $___________

Contract Period: Ordering Period 2

3001 33,280 HR $____________

rendered.

Contract Period: Ordering Period 3

POP Begin: from date of award

4001 33,280 HR $______________

Contract Period: Ordering Period 4

5001 33,280 HR $_______________

Contract Period: Ordering Period 5

ESTIMATED

GRAND TOTAL

B.3 PERFORMANCE WORK STATEMENT

1. PURPOSE

1.1 The contractor shall provide, but not be limited to, 33,280 phlebotomist hours per year with the option to increase by an additional 11,050 hours by contract modification as location needs demand for health care services listed in the contract for Veteran beneficiaries of the Department of Veterans Affairs, located at the Michael E. DeBakey VA Medical Center (MEDVAMC), 2002 Holcombe Boulevard, Houston, TX 77030.

1.2 COR: The Contracting Officer’s Representative assists the Contracting Officer by monitoring compliance with all contract terms and conditions. The contractor shall be required to complete and return the COR Delegation of Responsibilities form to the Contracting Officer. This memorandum clearly states the role, responsibilities, and limitation of authority imposed on the COR. Only the Contracting Officer shall have the authority to negotiate changes or to modify the contract. The COR is not authorized in any way commit the Government.

1.3 Contractor performance monitoring shall be conducted using the Quality Assurance Surveillance Plan (QASP); attached to the solicitation. Inspections may be scheduled daily, weekly, monthly, quarterly, annually, or unscheduled as required.

1.4 Phlebotomists

1.4.1 Contractors shall provide phlebotomy services at the MEDVAMC in Houston, Texas. The purpose of this Contract is to provide phlebotomist staffing for days, evenings, nights, weekends, and Federal Holidays for the duration of the contract. Contractors shall furnish Phlebotomists as required by the MEDVAMC and provide phlebotomy services on inpatient wards and in the outpatient clinic. Each Phlebotomist must have at least two years of work experience in the field of phlebotomy and perform within the last 3 years, prior to being submitted to the VA.

1.4.2 The Contractor shall be required to provide phlebotomy services as needed 24 hours a day, seven days a week, including Federal Holidays. Shift start and end times may be changed at the discretion of the Specimen Acquisition Section Supervisors.

2. SERVICES

2.1 Contractor agrees to provide experienced Phlebotomists. These positions are located in the Specimen Acquisition Section and provide services on the inpatient units and in the outpatient specimen collection clinic. The Phlebotomist shall be responsible for routine and more complex blood drawing from patients with difficult to access veins, such as geriatric patients, spinal cord patients and cancer patients.

2.2 The Contractor is responsible, in the management of private health information of patients, to maintain the highest level of patient privacy and confidentiality and shall release medical information obtained during the course of this contract only to hospital staff involved in the care and treatment of that individual patient.

3. STAFFING

3.1 MEDVAMC inpatient units operate 24 hours per day, seven days per week, including weekends and Federal Holidays, and the outpatient draw clinic is open Monday-Friday from 6:00 am – 5:30 pm. Every person who works an 8-hour shift is entitled to a 30-minute lunch break, as well as two 15-minute breaks when time permits. The contractor must provide the appropriate number of phlebotomy staff requested to provide coverage during the identified times, including weekends and all Federal Holidays, for the duration of the contract. The contract phlebotomists must remain on duty until s/he has appropriately transferred patient care responsibilities to another qualified phlebotomist and will be paid for any time accrued based upon signed time sheets certified by the MEDVAMC Specimen Acquisition Supervisor(s) on duty.

3.2 If the contractor’s phlebotomist is unable to provide coverage for an entire shift or any part of a shift, the contractor shall immediately notify the Specimen Acquisition Section Supervisor(s)/Contracting Officer’s Representative (COR) or designee at the MEDVAMC. The contractor shall provide replacement coverage within 60 minutes of the start of the shift requiring coverage. Replacement coverage must have completed all Privacy, HIPAA training, must have received VAMC mandatory orientation, and required Specimen Acquisitioning Unit both in-patient and outpatient orientation of practices, procedures, and protocols. Contract supervisors/managers are not required to be onsite.

3.3 It shall be the sole responsibility of the contractor to provide immediate coverage for an emergency absence of one of the contractor’s assigned staff. The contractor must supply the name and contact details of the replacement staff member. A list of available replacement staff shall be maintained and made accessible for the Specimen Acquisition Section Supervisors.

The contractor must provide qualified replacement coverage within 60 minutes of the contract employee's absence. Replacement personnel must have completed all required Privacy, HIPAA training, VAMC mandatory orientation, and the Specimen Acquisition Unit orientations for both inpatient and outpatient practices, procedures, and protocols. This list may also be utilized to replace VA staff who call in sick or are on vacation. Contractors will only be compensated for the actual hours worked by the replacement staff.

3.4 A contractor’s employee must be present at the VA facility and actually perform the required services for the period specified in the task order. If the contractor is unable to perform the services contracted for, the VA reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result from there. VA will be the sole judge in determining when to order service from another source.

3.5 The contractor shall, to the extent possible, provide a core group of Phlebotomists to provide this coverage, as continuity of personnel is considered an important element in providing quality care and meeting patient care needs in a timely and efficient manner without causing delays.

The Contractor point of contact shall ensure that qualified personnel are available to provide coverage during scheduled and unscheduled absences of primary contract providers or when they will be unable to provide services for one (1) or more consecutive days. Substituted contract employees must be approved by the Pathology & Laboratory Medicine Service and must be credentialed and have completed a Background Check prior to performing services.

To prevent unexpected and unanticipated call-ins by Contract Phlebotomists that are scheduled to work, the Contractor will counsel Contract Staff, verbally and in writing, if staff members frequently call-in (>4 in a month) or if a pattern occurs (call-in on days attached to a non-workday/holiday, or calling in on weekends exceeding 2 occurrences per year). If the problem persists following counseling, the assignment of the contract employee may be requested to end. The Contractor will provide rationale for contract staff member(s) absence if requested.

3.6 A list of all contractor-furnished Phlebotomists shall be made available to the facility for a background check within 7 days of contract award and those individuals will be interviewed by

MEDVAMC Specimen Acquisitioning Unit Supervisors/ Worker Leaders and references verified to determine suitability and to validate phlebotomy experience.

3.7 The contractor shall notify the Phlebotomist that prior to working over their scheduled shift, he/she must receive prior approval from the Specimen Acquisition Supervisor and COR or designee. The overtime (OT) rate will be 1.5x Base and requires prior approval from VA to ensure funding is available before contract staff work OT and will only be paid when an employee works more than 40 hours per week. Additionally, holiday pay will be provided at a rate of 2.0x Base for hours worked on designated Federal Holiday.

4. CLINICAL EXPECTATIONS

4.1 Phlebotomist Duties

• Performs Phlebotomy duties on inpatients and outpatients. Contract Phlebotomists must be competent to perform tasks and assignments independently, which may include drawing blood from 40 to 80 patients per day and handling at least 20% of hard sticks.

• Assembles equipment such as tourniquet, needles, blood collection devices, gauze, vacuum tubes, alcohol, chloral prep and etc. on work tray, blood collection cart or work area.

• Verifies and correctly identities patients utilizing two approved patient identifiers prior to drawing blood, per Medical Center Policy, Specimen Collection Policy and The Joint Commission guidelines, and converses with the patient to allay fear of the procedure.

• Draws blood and blood cultures from patients using proper venipuncture techniques and methods. Uses plastic vacuum tubes, blood collection needle or blood collection set (butterfly) to obtain samples.

• Applies tourniquet to arm, locates accessible vein, swabs puncture area with disinfectant, and inserts needle into vein to draw blood; withdraws needle, applies treatment to puncture site.

• Labels in presence of patient, initials and transports blood collected to processing area; Uses Trans Logic system to tube specimens to third floor laboratory from outpatient’s Blood Lab.

• Ensures that the sufficient amount of blood is drawn for each requested test or procedure.

• Outpatient specimen collections are not only limited to blood collection, but it does include different kinds of urine collections and performing glucose tolerance testing.

• May perform various other technical laboratory procedures such as computer test accessioning, specimen centrifugation, serum separation, etc.

• Interprets and clarifies physician’s orders from written requests and hard copies of orders and may input test orders into the computer; Uses Multipurpose Accessioning option, Pre-Accessioning options, Activate Pre-Accession Numbers option or etc.

• Rotates to answer telephone requests for verbal test requests, test add on(s), test results; utilizes computer to access the necessary data and communicates this data (results) to physicians, nurses and other authorized medical personnel as necessary.

• Records rejected specimens according to rejection protocols such as misidentified, unidentified specimens or specimens with insufficient volume drawn, wrong tube etc.

• Must provide superb customer service and great communication skills.

• Contract staff will adhere to the VAMC Customer Service Standards of Behavior Policy.

4.2 Patient Safety

Recognizes emergent situations such as patient need for CPR/choking procedure and initiates immediate action based upon the medical center policy.

Take appropriate action during fire or disaster drills/situations.

4.3 Workplace Safety

Observe and practice all established safety practices, regulations of Regulatory Agencies, OSHA and comply with the Medical Center policies on Safety, Occupational Health Services, Workers’ Compensation related to on-the-job injuries, and personal protective clothing/equipment. Demonstrates personal involvement and compliance:

• Observing all safety signs, directions and instructions

• Attending scheduled safety training and reporting unsafe work situations to the contract manager and onsite VA supervisor.

• When suffering an on-the-job injury/illness, contract phlebotomists will promptly notify the onsite contract manager/onsite VA supervisor within 15 minutes.

• Contract phlebotomists shall use proper body mechanics, lifting and transfer devices for optimum efficiency and prevention of injury to self and patient which include but not limited to:

- Moving & lifting

- Patient transfers (wheelchair, chair)

- Assisting patients with ambulation

All incidents and accidents involving contract phlebotomists shall be reported to the contract manager/VA supervisor within 15 minutes. The Contract Manager/ MEDVAMC Phlebotomy VA Supervisor shall advise COR of the incident within 30 minutes.

4.4 Physical Standards and Environmental Factors

Compliant with the following physical standards and environmental factors.

• Heavy lifting, 25 pounds & over

• Heavy carrying, 25 pounds & over

• Pushing (2-4 hours)

• Walking (4-6 hours)

• Prolong Standing (4-6 hours)

• Both hands are required.

• Ability for rapid mental & muscular coordination simultaneously

• Near Vision correctable

• Far Vision correctable

• Depth perception

• Hearing (aide permitted)

• Work closely with others, as well as protracted or irregular hours of work

Maintains equipment in safe working status to prevent injury to self or others and reports any need for equipment repair to the onsite contract manager/supervisor.

Contract Phlebotomists will follow the MEDVAMC dress code policy.

The Phlebotomists will perform according to MEDVAMC policies on Interpersonal Behavior, Communication, and Customer Service.

4.5 Documentation, Reporting, and Confidentiality

Documentation, reporting and communication standards are met and are not limited to:

• Maintains complete and accurate records on the computer on the particular specimen collection for all assigned patients.

• Demonstrates ability to obtain cooperation of patient/family by inspiring trust

• Is aware of body language and uses appropriate tone of voice in all communication

• Gives verbal input at team conferences/meetings

• Demonstrates patient privacy and confidentiality procedures as it relates to HIPAA

4.6 Personal Management and Growth

• Demonstrates dependability/ adheres to leave policies and completion of assignments

• Makes appropriate decision making without difficulty or overreacting

• Maintains a cooperative attitude with all patients and disciplines

• Comply with mandatory training and educational requirements of position

• Demonstrates awareness of unique diverse cultures

• Completes with all rules and regulations governing patient care, safety and privacy

5. CONTRACTOR PERSONNEL POLICY

5.1 All contract Phlebotomists must complete required VA Privacy and Information Security and Rules of Behavior Privacy and HIPAA training prior to Mandatory Orientation. All contract Phlebotomists are required to attend in-house Phlebotomy orientation of practices, procedures, protocols and complete any additional annual training requirements which include annual safety, security, privacy and computer training. It is anticipated that most contract Phlebotomists will be able to complete mandatory annual training requirements during regularly scheduled work shifts. Training will be provided at government expense.

5.2 Contract employees shall adhere to the VAMC Employee Code of Conduct Policy in accordance with attachment D.3 Contractor Rules of Behavior.

5.3 The contractor shall be responsible for protecting the personnel performing services under this task order. To carry out this responsibility, the contractor shall provide the following for those personnel:

• Worker’s compensation,

• Professional liability insurance (amount),

• Health examinations,

• Income tax withholding, and

• Social security payments.

5.4 Federal Government Holidays are:

New Year’s Day January 1st Birthday of Martin Luther King Jr. 3rd Monday in January Washington’s Birthday 3rd Monday in February Memorial Day Last Monday in May Juneteenth National Independence Day June 19th Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th

In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute. Any other day designated by Executive Order.

Any other day designated by the President’s Proclamation.

6. TIMELY INVOICING

6.1 The Contractor shall submit invoices covering the services performed under this contract as indicated in section B.1 Paragraph 3. The Contractor shall provide an itemized invoice to the required VA invoicing address or submission online.

6.2 The invoices shall be submitted as indicated on SF1449 page 1 block 18a with the following information at a minimum:

• Contract Number,

• Purchase Order Number,

• Hours Worked by specific Contract Staff and rates of those staff,

• Total Price.

7. RECORD KEEPING

7.1 The VA Medical Center shall establish and maintain a record keeping system that will record the hours worked by the contractor's employees(s). Contractor's employee(s) shall report to Human Resources unless otherwise directed, upon arrival at the VA for New Employee’s orientation and subsequently to the Specimen Acquisition Unit after completion of Orientation.

7.2 Monitoring of contractor’s time shall be demonstrated through sign-in/sign-out sheets signed by Supervisor or Designee and/or an approved timekeeping method provided by the vendor prior to award of contract.

8. PERFORMANCE STANDARDS, QUALITY ASSURANCE AND QUALITY IMPROVEMENT

8.1 Purpose and Scope

The Quality Assurance Surveillance Plan (QASP) describes the process and standards for systematic evaluation of contractor performance, including the parameters to be monitored, surveillance methodology, roles of responsible officials, enforcement of performance standards, and required corrective action.

8.2 Performance Standards and Metrics

Performance will be monitored across key standards, including qualified staffing, shift coverage, execution of phlebotomist duties, workplace and patient safety, and compliance with mandatory training and privacy regulations. Performance standards are established per PWS Section 4 (Clinical Expectations). A Performance Requirements Summary Matrix shall define acceptance thresholds and evaluation criteria as provided in the contract. Minimum expectations include professionalism, qualified and timely coverage, rigorous reporting and documentation, credentialed staff, and timely, accurate invoicing. Performance will be rated as Exceeds (2–5% above AQL), Meets (at AQL), or Does Not Meet (5% or more below AQL).

8.2.1 Measure: Personnel

Performance Requirement: Provide required phlebotomy services as specified in the requirements of Performance Work Statement Paragraphs 1.4 and 2.1.

Standard: Qualified personnel are available and in location as needed to properly perform tasks as specified.

Acceptable Quality Level: 100% Surveillance Method: Random inspection, review of time and attendance sheets, and quality assurance reports.

Incentive: Favorable contractor performance evaluation.

8.2.2 Measure: Shift Coverage

Performance Requirement: Provide required coverage for contract phlebotomist absences, as specified in the Performance Work Statement Section 3: Staffing.

Standard: Qualified personnel are available and in location as needed to properly perform tasks as specified.

Acceptable Quality Level: 100% Surveillance Method: Random inspection, review of time and attendance sheets, and quality assurance reports.

8.2.3 Measure: Phlebotomist Duties

Performance Requirement: Provide effective and courteous services to internal and external customers and patients, as specified in Performance Work Statement Paragraph 4.1 Standard: Contractor will not have any valid instances of complaints.

Acceptable Quality Level: 98% Surveillance Method: Validated user/customer complaints.

8.2.4 Measure: Duties/Workplace Safety

Performance Requirement: Properly identify all patients according to two patient identifiers, as required in Paragraphs 4.2 and 4.3 of the Performance Work Statement. Patient safety incidents must be reported promptly using the Patient Incident Report.

Standard: All patients must be identified using two approved patient identifiers. All patient safety incidents must be reported immediately (within 24 hours).

Acceptable Quality Level: 98% Surveillance Method: Direct observation.

8.2.5 Measure: Mandatory Training – Privacy, Confidentiality, and HIPAA Performance Requirement: Contractor completes all mandatory required training as referenced in PWS Paragraphs 3.3, 5.1, and 5.2, and provides evidence of annual training required by VAMC, including reports of any violations of policy.

Standard: Contractor will complete all required training by VAMC policy. There must be zero breaches of privacy or confidentiality.

Acceptable Quality Level: 100% Surveillance Method: Contractor shall provide evidence of annual training and reports of policy violations.

Incentive: Favorable contractor performance evaluation.

8.3 Surveillance Methods

The Contracting Officer’s Representative (COR) will use one or more of the following methods to monitor and evaluate contractor performance:

• Direct Observation: Ongoing or periodic onsite review of service delivery, including compliance with patient safety and VA protocols.

• Validated User/Customer Complaints: Investigation and resolution of complaints from patients or hospital staff regarding service quality.

• Random Sampling: Selection and review of representative cases and documentation to evaluate compliance.

• Contractor Provided Documentation: Review of training completion records, privacy compliance evidence, and other required documentation.

Surveillance frequency and methods may be adjusted by the COR based on contract needs or performance history.

8.4 Corrective Actions, Meetings, and Incentives

• Corrective Actions:

For performance that does not meet stated standards, the COR will notify the contractor (usually in writing). Formal issues will require a Contract Discrepancy Report (CDR) and a corrective action plan from the contractor. Persistent failure to meet standards may result in further contractual actions.

• Performance Assessments:

The COR shall meet with the contractor quarterly to review performance and issue a written assessment. Surveillance frequency may be modified by the COR during contract performance.

• Incentives:

Exceeding standards will be recognized in the contractor’s Past Performance Record and via favorable performance evaluations.

9. CANDIDATE SUBMISSION TO VAMC

9.1 When there is a new requirement, a notification from the specific department point of contact or COR will be sent to the Contracted Company with details related to skills sets, shift need, etc, for the area that a phlebotomist is needed (i.e., inpatient or outpatient).

9.2 For each candidate’s submission, a packet/resume that annotates work history, experience, credentials, competencies, etc will be needed in order to ascertain if the candidate meets the skill level required for the specific unit.

9.3 The Phlebotomist packet/resume should include the following items: Phlebotomist’s Full Name (Including Middle Name);

• Work Address

• Date of Birth

• Social Security Number

• Home Address

• Phone number

• E-mail address

• Most recent facility worked as a phlebotomist

• Three Professional references preferably Supervisor/Work Leader with current phone numbers

• Basic Life Support (BLS) Certificate

• Phlebotomy Certification

9.4 If a submitted candidate meets the skill requirements and is selected to work at the VA, the following, fully completed, TYPED forms shall be required to be submitted to the VA POC/Contracting Officer/COR:

• Contract Security Services Request Form #1A

• Contractor Fingerprinting Request Form #2

• VHA Service Center PIV Sponsorship Form #3

• Declaration of Federal Employment (OF306) (fill-able)

• Self-Certification Form - If the employee has worked at a VA within the past two years.

9.5 The selected candidates shall be required to be fingerprinted at a VAMC once the required forms are received and signed by the Contracting Officer (CO) or Contracting Officer Representative (COR). The forms will then be submitted to the Veterans Service Center – Security Services Department by the VAMC on behalf of the Contractor for background screening. The contracted staffing company will be required to reimburse the VAMC for the cost of background screens/investigations of each of the submitted candidates.

9.6 After submission, the contract Phlebotomists will receive [via email] from the VSC Security Office - SIC (VHALITNoReply@va.gov), an EQIP invitation. The contracted Phlebotomist shall complete the EQIP and submit signature pages to VSC within 14 days.

9.7 Once NCHC fingerprint screening/adjudication is received by the VAMC, the CO or COR will schedule the start date with the VAMC and in-house orientation for the department.

mailto:VHALITNoReply@va.gov

B.4 IT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information is subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S.

to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data

- General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

j.