Q301--Lab Testing Services - (Histology & Cytology/Off)

The following is a Sources Sought/Request for Information notice. This posted notice is not a Pre- Solicitation or Solicitation document. The government is not currently soliciting bids, quotes or proposals at this time; however, reserves the right to do so at a later date.

The Wilkes-Barre VA Medical Center laboratory is currently seeking potential sources for a five-year contract for provide all employees, supervision, supplies, and equipment necessary to perform histology & cytology services, including transportation of specimens on an as needed basis. The services will only be needed in the event of instrument malfunction or due to staffing issues.

The following detailed information is provided on this supply and service:

The Wilkes-Barre Veterans Affairs Medical Center (WBVAMC) located at 1111 East End Boulevard, Wilkes-Barre, PA 18711 via telephone when services are required. If services are to be provided, notification will normally be made by 9:00 AM EST on the same day service is requested; however, occasions may arise when contractor shall be needed to perform services within a one hour notice.

The WBVAMC will package specimens according to the guidelines required by the contractor.

Specimens will be sent along with a copy of the VA Standard Form 515, which will contain all the patient and specimen information.

Contractor shall pick up the specimens the same day the services are requested (same day specimens are received) between 3:00 PM EST and 4:00 PM EST at the following location:

VA Medical Center

1111 East End Blvd

Wilkes-Barre, PA 18711

Histology Lab (current Location is A3-55)

If location changes, the vendor will be notified.

The Histology specimens shall be processed as follows:

When needed, a gross description of each histology specimen shall be dictated. The dictation will always begin with the patient s full name and full social security number as well as the Wilkes-Barre VAMC Surgical Pathology Number.

All dictation for the gross description will be done via phone with WBVAMC s dictation provider. Training on how to use this service will be provided by the WBVAMC after award. Contractor shall be required to dictate utilizing a speaker phone. WBVAMC will not provide a speaker phone.

Appropriate portions of specimen will be cut to be put in cassettes. The color cassettes used will follow the VA Medical Center s protocol. All blocks will be labeled with the VA Medical Center Surgical Pathology Number.

The specimens must be appropriately processed through a tissue processor to properly fix the specimen.

The specimens will be properly blocked in paraffin to prepare them for cutting.

The specimens blocked in paraffin will be cut appropriately ensuring that there is no cross contamination of specimens. The appropriate number of slides will be cut. In all cases, there will be a minimum of two slides per specimen.

The slides will be stained with the appropriate stain that is required for the specimen.

Additional special stains may be required at the request of the Pathologist.

All slides will be labeled with the following information:

Wilkes-Barre VA Medical Center Surgical Pathology Number

VAMC Wilkes-Barre, PA

Patients Full Name

Level Cut

Stain used

Contractor shall deliver the processed slides to the location where they will be read by the Pathologist. This location may or may not be the WBVAMC. The location will be within the Wilkes-Barre/ Scranton area. Delivery location will be specified when the WBVAMC calls to request service. The slides will be completed within 1 working day of receipt of the specimens, i.e. if specimens are picked up on a Tuesday, they must be delivered to the Pathologist by COB (close of business) the following day, typically 4:30 PM EST. Exceptions to this timeframe may occur as based on the type of specimen and if special processing is necessary, i.e. a bone decalcification.

All Blocks will be returned to the WBVAMC at the same location they were received by 4:30 PM the following day.

Contractor shall provide consistent personnel that are well trained about the operation of the WBVAMC and well trained in the area of Histology.

The Cytology Specimens will be processed as follows:

Specimens will appropriately be processed following usual guidelines for Non-GYN Cytology Specimens

Slides will be made and stained with the appropriate stains

All slides will be labeled with the following information:

Wilkes-Barre VA Medical Center Non-GYN Cytology Number

VAMC Wilkes-Barre, PA

Patients Full Name

Contractor shall be reimbursed per technical component of the applicable CPT code. Typical CPT codes will include for the technical component only:

88112

88313

88300

88342

88302

88360

88304

88172

88305

88173

88307

88331

88309

88332

88311

88333

88312

88334

ALL INTERESTED PARTIES MUST ALSO HAVE AN ACTIVE REGISTRATION IN THE SYSTEM FOR AWARD MANAGEMENT (SAM) DATABASE. TO REGISTER, PLEASE VISIT WWW.SAM.GOV.

Responses to this notice shall include:

Company Name

Address

Point of Contact

Phone Number

Email Address

DUNS Number

CAGE Code

Tax ID Number

** Note: In accordance with the U.S. Supreme Court decision regarding Kingdomware, service

disabled veteran owned (SDVOSB) and veteran owned (VOSB), who are interested in this

procurement and consider themselves to have the resources and capabilities necessary to

provide these services shall be verified in VetBiz Registry as follows to be considered:

http://www.vip.vetbiz.gov/.

Process in 38 U.S.C. 8127(d) whereby a contracting officer of the Department shall award contracts on the basis of competition restricted to small business concerns owned and controlled by veterans, if the contracting officer has a reasonable expectation that two or more small business concerns owned and controlled by veterans will submit offers, and that the award can be made at a fair and reasonable price that offers the best value to the United States. For purposes of this VA specific rule, a service-disabled veteran-owned small business (SDVOSB) or a veteran-owned small business (VOSB), must meet the eligibility requirements in 38 U.S.C. 8127(e), (f) and VAAR subpart 819.7003 and be listed as verified in the Vendor Information Pages (VIP) database. Please provide answers to all questions below regarding your firm s Socio-Economic status pursuant to North American Industrial Classification Code (NAICS) 621511; Medical Laboratories:

1. Is your business a small business under NAICS 621511? YES ______ NO ______

2. Is your firm a Veteran-Owned Small Business? YES ______ NO ______

3. Is your firm a Service-Disabled Veteran-Owned Small Business? YES ______ NO ______

4. Is you firm a certified HUB Zone firm? YES ______ NO ______

5. Is your firm a Woman Owned business? YES ______ NO ______

6. Is your firm a Large Business? YES ______ NO ______

7. Do you have a GSA/FSS schedule for these items? YES______ NO______

Schedule Number: ___________________

Expiration Date: _____________________

Please provide a capability statement as well as any relevant literature addressing your organization s ability to supply the required services/items. Also, please include a point of contact name, phone number and email address.

Note: Questions regarding this notice should be addressed to Victoria Droz via email only. NO PHONE CALLS WILL BE ACCEPTED REGARDING THIS REQUIREMENT.

Please submit all responses to this notice via e-mail to:

Victoria Droz

Contracting Officer

Victoria.Droz@va.gov

Responses to this Sources Sought Notice are required by no later than Friday, February 28, 2025.