RFR 224330 Anatomic Pathology Laboratory Services.doc

The Commonwealth of Massachusetts

Department of Public Health Lemuel Shattuck Hospital

170 Morton Street

Jamaica Plain MA 02130

Lucia Silveira Telephone: 617-971-3445 Fax: 617-971-3513

Lucia.Silveira@mass.gov

Request for Response (RFR) Anatomic Pathology Laboratory Services

Master Agreement ASK "RFR Number/Document Number" \* MERGEFORMAT COMMBUYS BID Number: BD-22-1031-LSH00-LSH01-65720 DPH RFR Document Number: 224330 Date: August 18, 2021

UNSPSC: 85-12-18 Object Code: J25 Activity Code: 4807

1.1 Procurement Scope and Description:

The MDPH Lemuel Shattuck Hospital (LSH), Department of Anatomic Pathology, seeks vendors to provide quality diagnostic anatomic pathology laboratory services. Awarded vendors will process selected specimens at the vendors’ location.

Responses to this RFR are for anatomic pathology laboratory services and for the processing of selected specimens for specialized testing only. This RFR is separate from the statewide procurement for referenced laboratory services.

A departmental master agreement (MA) will result from this procurement. The purpose of this departmental MA is to have a list of qualified vendors to provide anatomic pathology laboratory services and specialized testing not offered by the statewide contract that a state facility cannot or selects not to perform in-house.

This will be a rolling enrollment RFR.

This procurement is intended for the use of the Department of Public Health (DPH), including but not limited to all Department of Public Health operated facilities. It is the expectation that vendor contracted goods and/or services will be available to DPH and its entities in accordance with all original contract terms. This expectation notwithstanding, and accepting contract duration, both cost and performance shall be subject to negotiation where it provides a better deal or cost to the Department.

1.1.1 Background Information:

The Hospital’s mission is to serve the medical and mental health needs of adults who are often underserved in other settings and/or meet the clinical needs of individuals in the care and custody of the Commonwealth.

The maximum capacity of the inpatient units is 258 beds, of which 4 are in the ICU, 28 are on a secure correctional unit, 115 are on the Metro Boston Mental Health Units (DMH) and the remaining 111 are for community patients. An array of integrated medical, psychiatric and clinical support services meet the disparate care needs of inpatients that are referred by sources as varied as prisons, public agencies, acute hospitals and community settings. Many patients have difficulty accessing this care in private settings due to complex co-morbidities, discharge challenges, security needs and psycho-social issues that can be too complicated and costly to treat. Most private sector settings and insurance plans are not equipped to handle these needs.

Multiple state programs and services that share the campus and its clinical services create economies of scale and cost avoidance for the state budget.

1.2 Applicable Procurement Law

Executive Branch Goods and Services

FORMCHECKBOX

FORMCHECKBOX

Legal Services

MGL c. 30, § 51, § 52 and § 65; c. 7, § 22; and 801 CMR 21.01(2) (b)

1.3 Whether Single or Multiple Contractors Are Required For Contract(s):

Check One (“X”):

Single Contractor

FORMCHECKBOX

Multiple Contractors

1.4 Calendar Rule Type:

FORMCHECKBOX

FORMCHECKBOX

1.5 Acquisition Method:

FORMCHECKBOX

Fee-For-Service

Outright Purchase

Rental

Term Lease

Tax Exempt Lease-Purchase

License

FORMCHECKBOX

Other: Rate Agreement Additional equipment, accessories, supplies, and/or future upgrades that are not specifically covered in this RFR but are specifically related to the use and operability of the system(s) and equipment covered under this RFR may be purchased under this procurement.

1.6 Use of a Procurement by a Single or Multiple Departments:

FORMCHECKBOX

Limited User Contract – Restricted to Use by Issuing Entity Only.

FORMCHECKBOX

Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

1.7 Expected Duration of Contract:

Anticipated Initial Duration up to: 5 year(s) 0 months;

Anticipated Renewal Options: 2 options to renew for 2 year(s) each option

Final End Date of this Contract: September 1, 2030

1.8 Anticipated Expenditures, Funding or Compensation for Expected Duration Estimated Value of Procurement (Including Anticipated Renewal Options):

Amount $ 300,000 Check One (“X”):

Contract will have a Maximum Obligation

FORMCHECKBOX

Rate Contract: Contract will NOT have a Maximum Obligation Amount

Subject to Quotes by Pre-Qualified List of Contractors

Will Federal Funds be used to fund any part of Contract(s)?

FORMCHECKBOX

No

Funds Balance Forward Requirement for Capital, Trust and Federal Accounts Only: Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

2.0 Specifications:

2.1 Testing

Off-site specimen processing services may include the following:

A. Tissue processing (bone marrow and lymph node)

· Transportation of specimens to the vendors’ laboratory

· Gross tissue examination and specimen dissection (when not performed at LSH)

· Routine hematoxylin and eosin (H&E) staining (when not performed at LSH) and special histochemical stains (when not performed at LSH)

· Immunohistochemistry, In situ hybridization

· HPV testing performed as required

· Non-GYN specimens and FNA processed per vendors’ laboratory standards

B. All inclusive diagnostic interpretation

· Slides and paraffin blocks returned to LSH for storage within two weeks from date of receipt

· Anatomic Pathologist will be available for consultation as needed

· Reports transcribed at vendors’ site and faxed to the LSH Pathology Department

· Access to vendors’ web portal for transcribed reports

Note: All supplies and instrumentation necessary to analyze and report on specimens will be supplied by the vendor.

2.2 Specimen Preparation provided by Shattuck Hospital

Specimen preparation will be the responsibility of the LSH Pathology Department including:

· Packaging the specimen and adding any fixatives if required.

· All necessary paperwork is packaged with the specimen including a copy of the requisition and any pertinent history (previous related pathological findings).

· Courier service is called (courier service is provided and paid for by the vendor).

· Specimen and tracking number are logged into the “Send Out” book.

2.3 Specimen Transportation

The vendor will provide for a courier service. It is LSH’s responsibility to contact the service as needed for transportation. On average, specimens are sent out once or twice per week.

2.4 Specimen Retention

All slides and blocks will be returned to LSH Pathology Department as soon as possible, but not to exceed two weeks from date of receipt.

2.5 Volume per CPT code

The number of send outs is charted below. Any estimates or past volumes are only for the convenience of the Bidders and are the Hospital’s best estimate of volume of tests to be performed, and not necessarily an indication of future purchase levels.

SEND OUT SPECIMENS BY DATE OF SERVICE FY 2021

*Other Sep-Covid 19 Test Oct-Covid Test

HPV TESTING INVOICES IN FY 2021

2.6 Price

1. A rate agreement will result from this procurement. Bidders will submit as part of proposal submission a Microsoft® Excel file containing the procedure name, CPT (Current Procedural Terminology) code and state net price per test. Net Price is the final, delivered price the hospital will pay to a vendor for a test.

2. The net price will be inclusive of both professional and technical fees, and include any and all other miscellaneous fees associated with this service.

3. Costs which are not specifically identified in the Bidder’s Response, and accepted by the Hospital, will not be compensated.

4. Fees for tests not included in the initial price list will be established in advance to any test being performed by the vendor.

2.7.Bidder Qualifications

1. The bidder must be accredited by either the Joint Commission (JC) or College of American Pathology (CAP).

2. The bidder must have a valid CLIA (Clinical Laboratory Improvement Act) License number.

3. The bidder must be in the business of providing anatomic pathology laboratory testing services or other specialized testing services, and must have been engaged in the business of providing the proposed laboratory services for at least three (3) years.

4. In order for a bidder to be considered for an award the bidder must be able to show that they have the capability to meet the needs of the Hospital as outlined in the RFR.

5. All services provided must be in compliance with applicable laws, standards and regulations applicable to the provision of laboratory services at the time of the service. Specifically, CMS (formerly HCFA), Medicare and Medicaid compliance standards must be addressed to ensure Department/Site invoicing and claiming is reflective of these compliance standards.

For environmental purchasing requirements, please see the “Required Procurement Language for Executive Order 515, Establishing an Environmental Purchasing Policy” section of the RFR Standard Required Information document posted at the COMMBUYS Bid Solicitation; File attachment section.

3.0 Performance Requirements and Contract Monitoring

Performance Requirements The Department of Public Health is endeavoring to deliver the best value to facilitate our needs. However, it is important to measure the contractor’s performance to ensure the contract is in compliance with what has been requested and what the contractor has offered in their response. The following performance areas will be subject to measurement:

1. Reasonable and satisfactory test turnaround times.

2. Responsiveness to LSH requests and inquiries from clinicians.

3. Quality of test results.

4.

Performance Targets/Benchmarks (Quantities, Outcomes, etc.)

5.

Attendance at scheduled meetings

The Hospitals shall negotiate with vendors any requirements not set forth in the RFR.

Contract Performance Monitoring

Quality assurance reporting may be used to assess the quality of the clinical services provided and its effect on patient care relative to all current Joint Commission standards. In addition, the Hospital may monitor contractor compliance through desk reviews of information submitted by the contractor including a review of the contractor’s invoices submitted for payment.

4.0 Contract Invoicing Invoices should be submitted monthly with any requested documentation of the charge.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. COMMBUYS Bid Solicitation for this form.

5.0 Evaluation Criteria

5.1 Price

5.2 Vendor Qualifications

· Corporate experience and performance in the provision of anatomic pathology laboratory services and management of contracts of similar size and nature.

· Three References

5.3 Narrative Proposal

· Ability to meet Hospital requirements

· Technical capabilities

· Technical and Professional staff qualifications DPH reserves the right to seek additional information from all bidders prior to an award in order to ensure “best value” laboratory services to the Commonwealth.

Prompt Payment Discounts (PPD) All bidders responding to this procurement are strongly encouraged to participate in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system. The PPD form can be found on the OSD Forms page and in this solicitation at the COMMBUYS Bid Solicitation.

6.0 Estimated Procurement Calendar

Deadline for Questions and Answers

All Questions must be received in writing. Questions can be sent by email no later than the date and time indicated in the Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. All Questions with answers will be posted on the COMMBUYS Attachment section for this procurement.

October 29, 2021

Lucia.Silveira@mass.gov

The BID opening date

(Deadline for Submission of Response)

All responses to be submitted electronically using the online submission tools available to active COMMBUYS account holders.

September 1, 2030

Deadline for Forms that require Ink Signatures.

(See section 7.2 Submission Instructions below for further guidance.)

Due after Award but prior to contracting

Send forms to:

Lemuel Shattuck Hospital ATTN: Lucia Silveira 170 Morton Street Jamaica Plain, MA 02130 Jamai

7.0 Requirements/Instructions for Submission of Responses

7.1 Submission Requirements

The following section provides instructions for preparation of bid materials that must be followed if a bidder is to be considered responsive.

Proposal Required Contents and Format

Your proposal must address all Shattuck Hospital requirements in two areas:

1. A price proposal. Bidders will submit a Microsoft® Excel file containing the procedure name, CPT (Current Procedural Terminology) code and state net price per test. Net Price is the final, delivered price the hospital will pay to a vendor for a procedure.

2. A narrative proposal. In the form of a cover letter, bidders should attest to their ability to meet RFR requirements. If a vendor cannot meet a requirement, the vendor should indicate same and offer an alternative method to meeting the requirement

a. Provide normal turnaround times for tests (refer to chart in Section 2.5)

b. Copies of vendor’s JC or CAP accreditation certificate and CLIA license

Responses to this RFR are for anatomic pathology laboratory services as well as for the processing of selected specimens for specialized testing, which is separate from the statewide procurement for referenced laboratory services.

This will be a rolling enrollment RFR.

7.2 Submission Instructions

All responses to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click on the “Register” link on the front page.

All Quotes must be received by the Department of Public Health before the specified date, month, year and time of the Bid Opening Date displayed on COMMBUYS. Times displayed in COMMBUYS are Eastern Standard/Daylight Savings (US).

All Bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record. DPH recommends that Quotes be submitted early. Changes to your quotes can be made by withdrawing using the “Withdraw Quote” button offered under the Summary tab of a submitted quote. Quotes may be withdrawn up until the Bid Opening Date.

Electronic Signatures Quotes submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab in COMMBUYS. Bidders do this by selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. By agreeing to this the submitter attests that s/he is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that s/he has read and assented to each document’s terms.

Ink Signatures

The Commonwealth of Massachusetts requires bidders to submit the following forms with an original ink-signature:

· Request for Taxpayer Identification and Verification (Mass. Substitute W9 Form) (If not already on file with the Comptroller)

· Electronic Funds Transfer Sign Up Form (If not already on file with the Comptroller)

Bidders must submit these forms with ink signatures within seven (7) calendar days of the Open date for this BID (See Procurement Calendar above). Successful bidders may have a delay in the execution of their contracts if the above forms are not received by DPH in timely manner.

Please mail all forms requiring ink signature to:

Lemuel Shattuck Hospital ATTN: Lucia Silveira 170 Morton Street

Jamaica Plain, MA 02130 File Format and Naming Conventions

Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Attachments must be uploaded individually and cannot be combined in a zipped file.

DPH is requiring that all response attachments that are uploaded in COMMBUYS include the company name of the Bidder, the RFR number and the name of the document. (e.g. Company Name _ RFR Number _Doc Name).

Public Records All information, documents, and attachments submitted as a response to this RFR are considered a public document subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

Amendments to BID DPH reserves the right to make amendments to the Bid after the initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid. DPH and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

8.0 RFR Attachments:

The forms listed in the COMMBUYS with this RFR must be submitted with your response where indicated.

To assist bidders in identify the purpose of the attachments for this procurement; the forms posted on the COMMBUYS attachment section have a prefix according to the following chart:

complete and sign in blue ink as instructed in section 7.2 of this RFR.

9.0 COMMBUYS Support

A link to a job aid on How to Submit a Quote on COMMBUYS COMMBUYS Resource Information at www.mass.gov/osd/commbuys Website: Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@mass.gov Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering. To register go to � HYPERLINK "http://www.COMMBUYS.com" �www.COMMBUYS.com�.

This BID requires the submission of electronic quotes. All Bidders are advised to allow adequate time for submission of their quotes by considering potential online impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

Standard Template 12-03-2019