6550--NEW - Leica Supplies Contract

The North Texas Veteran Affairs Health Care System (NTVAHCS) ) is seeking Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), or Small Business sources capable of meeting the requirement listed below. The acquisition will be accomplished using commercial item procedures in accordance with FAR Part 12.

NOTE: TO QUALIFY SDVOSB AND VOSB VENDORS MUST BE CERTIFIED IN THE VA VENDOR INFORMATION PAGES (VIP) DATABASE.

The North American Industry Classification System (NAICS) is 325413 - In Vitro Diagnostic Substance Manufacturing. Any SDVOSB, VOSB, or Small Business firms who wish to identify their interests and capability to provide this product must provide product specifications, performance, and delivery information by notifying the Contract Specialist no later than 1400 PM Central Time, 6 March 2023. Notification shall be e-mailed to Alison Schuman at alison.schuman@va.gov.

Any vendor who responds to this Notice must provide credentials to perform the requirement as outlined in the below scope.

DISCLAIMER

This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Notice that is marked as proprietary will be handled accordingly. In accordance with the Federal Acquisition Regulation, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Notice.

STATEMENT OF WORK

1.0 PURPOSE

The purpose of this SOW is to request procurement of reagents used in daily histological tissue processing. Request provides consistent delivery of consumables used in everyday processes that are integral in providing care.

2.0 SCOPE

Vendor will provide delivery of staining kits, paraffin wax, and any suitable alternatives during supply shortage as necessary.

3.0 LOCATION

Reagents will be utilized in the Histology section of Pathology and Laboratory Service at the VANTHCS, 4500 S. Lancaster Rd, Dallas, TX 75216.

4.0 PERFORMANCE

A. Reagent Performance

1. All reagents and consumables received must perform according to manufacturer specifications. Deviations from the performance specifications shall be corrected by the Contractor at no cost to the government.

2. Reagent performance will be evaluated onsite daily through quality control. Contractor agrees to assist with quality control issues due to reagent performance as needed.

3. Contractor agrees to replace all consumables that fail to operate according to manufacturer specifications at no cost to the government including, but not limited to shipping or delivery.

B. Supply Shortage

1. In the event Contractor fails to deliver reagents due to supply shortages of any type, the Contractor shall provide a reasonable alternative and any assistance associated with implementation of reagent alternatives at no cost to the government.

C. Safety

1. The Contractor shall immediately notify VANTHCS of any changes in reagent kit composition, procedure modification, recall notification, or any changes that will affect the performance of the consumable according to FDA regulations.

5.0 PERIOD OF PERFORMANCE

Purchase agreement for consumables will be in effect from April 1, 2023 through March 31, 2028.

Base period: April 1, 2023- March 31, 2024

Option Year 1: April 1, 2024- March 31, 2025

Option Year 2: April 1, 2025- March 31, 2026

Option Year 3: April 1, 2026- March 31, 2027

Option Year 4: April 1, 2027- March 31, 2028

6.0 DELIVERABLES/SUPPLIES

Reagents and supplies will be purchased under the terms of the reagent purchase agreement.

A. The Contractor shall deliver all supplies necessary for test performance at no Government cost.

B. The Contractor shall provide supplies: reagents and consumables for test menu.

C. In the event that requested supplies are on back-order, Contractor is to provide information as to the estimated time of availability.

D. The Contractor shall deliver all invoices for review according to the established contract at the end of each billing cycle.

E. All items not contracted shall be specifically detailed on the invoice including description, quantity acquired, and government cost.

F. Any changes in reagents or equipment modifications shall be immediately disclosed by the Contractor electronically as well as by postal mail with supporting documentation of the change, and detailed guidance for implementation within twenty-four hours of its application.

G. Additional charges incurred by the government to provide the continuity of contracted tests to patients and not limited to outsourcing, transportation, and or any other additional cost shall be covered by the Contractor at no additional charge to the government.

7.0 VENDOR SECURITY CONTRACT REQUIREMENTS

C&A requirements do not apply. No Security Accreditation Package is required.

NO VA DATA OF ANY TYPE SHALL BE TRANSFERRED FROM THE VA.

8.0 RECORDS MANAGEMENT

All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System (VANTHCS) and must be returned to VANTHCS at the end of the contract.

9.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) AND ITS PERFORMANCE ARE AS FOLLOWS:

Standard

Task

Indicator

Acceptable Quality Level

Method of Surveillance

Incentive

Repeat runs are minimal due to reagent or instrument issues.

Schedule

Successful staining of slides

No more than 2 instances of repeat runs due to a single reagent or instrument issue per quarter.

Exceptional: 0

Very Good: 1

Satisfactory: 2

Marginal: 3

Unsatisfactory: >3

Troubleshooting records

Service records

Exercise of Option Period

Minimal unsuccessful performance due to instrument or reagent issues.

Successful staining of slides

90% satisfactory performance to peer group.

Exceptional: 100%

Very Good: 95-99%

Satisfactory: 90-94%

Marginal: 85-89%

Unsatisfactory: