SOLICITATION NOTICE
Q -- Professional Pathology guidance and oversight services
- Notice Date
- 5/22/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 621511
— Medical Laboratories
- Contracting Office
- Department of Veterans Affairs, Battle Creek VAMC, Department of Veterans Affairs Medical Center, Department of Veteran Affairs;VISN 11 CSC Michigan (90VC);5500 Armstrong Rd.;Battle Creek MI 49037
- ZIP Code
- 49037
- Solicitation Number
- VA-251-09-RP-0143
- Response Due
- 5/29/2009
- Archive Date
- 6/28/2009
- Point of Contact
- Craig JenkinsStudent Business/Industry<br />
- E-Mail Address
-
Craig Jenkins, Contract Specialist
(craig.jenkins@va.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-32. This procurement is unrestricted and the small business size standard is $11.5 million average annual receipts for the past three years. Proposed rates should include all costs associated with providing the following services. (1) Monthly - Professional guidance and oversight in the capacity of a Medical Laboratory Director, 216 hours/year (96 hours on-site work = 120 hrs off-site work) and (2) Perform off-site Autopsies 8 each/year. C.1.0 Scope: Request For Proposals (RFP) VA251P -09-RP-0143, to provide pathologist(s) with expertise in Anatomic Pathology, Microbiology, Chemistry, Immunochemistry, Special chemistry, Coagulation, Urinalysis, Ancillary Testing and Hematology, to provide professional medical direction to each of the sections in Pathology and Laboratory Medicine Service (P&LMS) at the VA Medical Center, Battle Creek, Michigan for a base year with four pre-priced option years. The contract pathologist will be required on site at the P&LMS located at the VA Medical Center, Battle Creek, Michigan and the VA Outpatient Clinic, located at 3019 Coit Avenue, NE, Grand Rapids, MI 4 hours per month at each location, to provide services consistent with those listed below in Section C.2.2. Technical Responsibilities. C.1.1. Qualifications: Individuals proposed to work under this contract shall be Board Certified in Anatomical Pathology with a current active and unrestricted license in any state, territory, or commonwealth of the United States. C.2.1. Clinical Responsibilities-Autopsies: In the case of autopsy all reports of laboratory interpretations shall be dictated and verified within 30 days after the procedure is completed. "Verified" means that the report shall be signed and dated. Under certain special circumstances, it may be necessary to issue an interim report at 30 days intervals until final report can be issued. The contract pathologist will issue a preliminary report with 48 hours after death. Reports shall be in accordance with applicable VA regulations and in compliance with CMS standards. The VHA Handbook can be accessed at: http://www.ngwrc.org/Archives/DataCD/VA/Directives/0D1776ED.htm. C.2.1.3 Determines appropriate specimens and reports to be forwarded to the Special Registries of the AFIP as a routine contribution to enhance the research value of these repositories. Reports provided by AFIP may be used for peer review purposes. C.2.2 Technical Responsibilities: C.2.2.1 Reviews and signs all quality control summaries monthly. Reviews and signs proficiency testing. Makes recommendations to the Acting Chief P&LMS to ensure that the Service maintains a 90% acceptable proficiency testing status. C.2.2.2 Participates in surveys when appropriate and requested. C.2.2.3 Recommends new instrumentation as appropriate for workload and necessity. C.2.2.4 Reviews and approves with signature method performance specifications and correlation testing for all tests. C.2.2.5 Assists in the development of quality improvement studies. C.2.2.6 Provides consultation for and is present during CAP inspections, Joint Commission surveys, and VA surveys and reviews when requested. C.2.2.7 Reviews and approves with signature P&LMS guidelines, procedure manuals and new procedures. C.2.2.8 Provides technical, professional education, including in-service training of personnel when needed for continuing educational purposes. C.2.2.9 Provides technical, professional education, including in-service training of personnel when needed for continuing educational purposes. C2.2.10 Presents autopsy results as requested at the Medical Center Mortality Review Committee. C.2.2.11 Participates as a member of the Tissue Tumor Review Committee. Interprets test results and provides consultation to medical providers when called upon. C.2.2.11 shall review, evaluate, and provide professional directions with regard to updating normal reference ranges when appropriate. C.2.2.12 Provide guidance for blood utilization program, including review of quarterly meeting minutes. Reviews and signs computerized printouts for content and format, including accuracy and legibility. C.2.2.13 Provide input to Acting Chief of P&LMS for technical competency evaluation of the Clinical Laboratory Manger. C.2.2.14 Pathologist shall be available via telephone and/or email for emergency consultation, 24 hours/day, and seven days/week. C.2.2.15 Provides signed, typewritten reports for entry in the VAMC Computerized Patient Records System within 45 days from date of autopsy. C.3.0. The contract provider shall continuously meet or exceed all Joint Commission on Accreditation of Healthcare Organization (JCAHO) Hospital standards. The patient population treated by the VA Medical Center, Battle Creek, Michigan, consists of veterans with varying physical, psychiatric, and psychological needs. Their conditions are, in many cases, directly related to the individual's service to this country. C.3.1 Protection of all patient rights is of highest priority. VAMC staff will provide all patients a copy of the Patients Rights handbook on entry to care. Patient privacy and confidentiality will be maintained at all times. All patient complaints, which are unable to be resolved by the contract provider, will be referred Patient Representative. The contract provider and patient care services provided will be included in VAMC data collection activities related to patient compliments, complaints and satisfaction. No patients will be subject to any research activity without his fully informed consent, and study approval by the Investigational Research Board (IRB). The contract provider shall abide by the VAMC Code of Ethics, which will address marketing, admission/transfer and referral/discharge processes, and billing issues. Patient privacy and confidentiality shall be maintained at all times. C.3.2 Patient Safety shall be a primary focus of the contractor. Every effort shall be made by the contractor to prevent patient injury caused by acts of commission or omission in the delivery of laboratory services. All events related to patient injury and other breeches of patient safety will be reported to the COTR utilizing the VAMC Incident Report. The VAMC shall provide the contractor with VAMC Sentinel Event definitions in the startup phase. The contract provider shall verbally notify the VAMC COTR immediately when a Sentinel Event has occurred, which is to be followed by written notification within 3 working days. The VAMC shall determine when a Root Cause Analysis (RCA) is required of the contract provider; the contract provider shall participate in all RCAs according to VAMC policy, and within established timeframes as deemed necessary by VAMC. Completed RCAs shall be provided to the VAMC COTR. C.3.3 all care shall be provided by licensed, qualified, competent and appropriately privileged individuals. Contract provider patient care activities shall be integrated into the VAMC Infection Control program, and contract providers shall adhere to VAMC Infection Control policies and procedures. The VAMC Infection Control Plan will identify for the contract provider how risks will be identified, methods to be used to reduce risk, identification and reporting of community-acquired and nonsocial infections, and data collection and reporting requirements. Verbal, written, or electronic communication between any VAMCNISN staff and contract staff shall not be restricted by the contractor. C.3.4 The contract provider shall fully participate in the VAMC Performance Improvement (PI) program. This will entail monitoring of clinical processes and patient outcomes and satisfaction, data analysis and collaborative design and operationalization of improvement opportunities. PI activities may be directed by the VAMC, VHA, or VISN, as well as accreditation or licensing bodies. The contractor shall review and report PI data as required by the VAMC, who will identify data collection methodologies, report generation and oversight bodies related to identified measures. Examples of such required PI activity are the VHA Performance Measure/Clinical Practice Guidelines program, and the Joint Commission ORYX/core measurement system. It is noted that the PI activities are dynamic and subject to change, as driven by current priorities and resources. In all cases, actions will be taken to continually improve clinical and administrative outcomes, while implementing safeguards to prevent risk. Monitoring for continuous compliance with Joint Commission standards will be driven by VAMC staff, and communicated to the contractor through the COTR. Aggregate and/or practitioner-specific measurement and outcome data will be maintained in the VAMC QA files for review at time of re-privileging. Measures related to contract compliance will be determined by the Contracting Officer Technical Representative (COTR). C3.5 The contract provider shall maintain a safe environment in the clinic at all times, and follow all safety and emergency preparedness policies. Contracted staff shall complete all VAMC-required Safety education and training, as evidenced by attendance records provided to the COTR on an annual basis. Compliance with all VAMC Safety Management plans shall be continuously demonstrated by the contractor. C.3.6 the contract provider shall be a board-certified in the modality specified in the Statement of Work and shall meet all credentialing and privileging requirements as set forth in the Medical Staff Bylaws prior to the commencement of the contract work. Credentialing and privileging information will be kept on file in the Chief of Staff office or his/her designee. The Chief of Staff or his/her designee will continually monitor performance. Outcomes from monitoring data, peer review and the patient compliment and complaint process will be kept on file in the Chief of Staff's office, and incorporated into the re-privileging process. C3.7 Individuals assigned to work under this contract shall complete a formal VAMC orientation. Minimum orientation requirements include the following: Mission/Vision/Values, all applicable VAMC policies and procedures, Patient Rights, suspected Patient Abuse reporting, Patient Compliment and Complaint process, Safety, Infection Control, Equipment Safety, Fire Safety, Confidentiality, Emergency Preparedness, Incident and Emergency reporting, electronic medical record training, Surgical Case Review process, TORT claims, and clinical procedures and processes. The contracted provider is required to review the Patient Rights handbook, and follow the standard of care. All CME requirements shall be met to maintain privileged status. C.3.8 The contract provider shall follow the VAMC Information Management Plan. Documentation and record keeping will be in accordance with VAMC policies and procedures. All time frames for documentation and authentication in the electronic medical record shall be adhered to. Contract provider will be subject to medical record reviews, and will receive notifications of delinquency as indicated, which will be forwarded to the contractor's credentialing and privileging file. The contractor shall not restrict verbal, written or electronic communication between any VAMC/VISN staff and contracted staff. Identified medical record delinquency data will be forwarded to the contractor by VAMC. C.3.9 Information and Security. The following information security clauses are incorporated by reference (full text is available from the contracting officer). (1) VA Information Security Requirements, (2) VA Cyber Security and Privacy Training Requirements for Contractor Employees, (3) VISN 11 Personal Security Verification (PIV) Card and/or Security Badge Requirements for Contractor Employees, C.3.12. Lab administrative management activities will be under the direction of the VAMC. The contract provider shall provide a leadership oversight role for improvement of clinical and administrative outcomes in the P&LMS. The contracted provider shall provide input as requested by the VAMC in regards to the budget, scope of services provided, and resource allocation in P&L. C.4.0 The patient population treated by the Department of Veterans Affairs consists of veterans with varying physical, psychiatric, and psychological needs. Their conditions are, in many cases, directly related to the individual's service to this country. Contractor employees shall provide compassionate care with respect to the special needs of the veteran population served, and show professional courtesy toward the VA support staff as an integrated part of the Department of Veterans Affairs mission, vision and values as stated below. Mission:"To care for him who shall have borne the battle and for his widow and his orphan." These words, spoken by Abraham Lincoln during his Second Inaugural Address, reflect the philosophy and principles that guide VA in everything we do, and are the focus of our endeavors to serve out Nation's veterans and their families. Vision: We will strive to meet the needs of the Nation's veterans and their families today and tomorrow by (1) becoming an even more veteran-focused organization, functioning as a single, comprehensive provider of seamless service to the men and women who have served our Nation; (2) cultivating a dedicated VA workforce of highly skilled employees who understand, believe in and take pride in our vitally important mission; (3) continuously benchmarking the quality and delivery of our service with the best in business and use innovative means and high technology to deliver world-class service; and (4) fostering partnerships with veterans organizations, the Department of Defense and other federal agencies, state and local veterans organizations, and other stakeholders to leverage resources and enhance the quality of services provided to veterans. Core Values: President Lincoln's words guide VA today. The men and women of VA are dedicated to fulfilling the Department's mission and vision and they commit their abilities and energy to continue the rich history of providing for those that have served America. In doing so, we will strive to uphold a set of core values that represent the basic fabric of our Organizational culture. These core values are...Commitment: Veterans have earned our respect and commitment, and their health care, benefits and memorial services needs drive our actions. We will value our commitment to veterans through all contingencies and remain fully prepared to achieve our mission. Excellence: we strive to exceed the service delivery expectations of veterans and their families. We perform at the highest level of competence with pride in our accomplishments. People: We are committed to highly skilled, diverse, and compassionate workforce. We foster a culture of respect, equal opportunity, innovation and accountability. Communication We practice open, accurate, and timely communication with veterans, employees, and external stakeholders, and seek continuous improvement in our programs and services by carefully listening to their concerns. Stewardship: We will ensure responsible stewardship of the human, financial, information, and natural resources entrusted to us. We will improve performance through the use of innovative technologies, evidence-based medical practices, and sound business principles. C.5 the on-site services covered by this contract shall be furnished by the Contractor within the hour defined herein when required. The Contractor will not be required, except in case of emergency, to furnish such services on a national holiday or during non-working hours as described below. The following terms have the following meanings: Work Hours: Monday through Friday, 8:00 a.m. to 4:30 p.m.National Holidays: The ten (10) holidays observed by the federal government are: New Year's Day, Martin Luther King's Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas, or any other day specifically declared by the President of the United States to be a national holiday. On-work hours: Monday through Friday, 4:30 p.m. to 8:00 a.m. and all Saturdays and Sundays. C.6 this contract will be effective from date of award through September 30, 2013 with one 180 day option period. The contract is subject to the availability of appropriated funds. C.7. this is a NON-PERSONAL services contract. 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:-worker's compensation-professional liability insurance --health examinations--income tax withholding, and --social security payments The parties agree that such personnel shall not be considered VA employees for any purposes and shall be considered employees of the contractor. C.8. In accordance with VAAR 852.237-7, Indemnification and Liability Insurance, the contractor shall maintain liability insurance of not less than $1,000,000 per specialty per occurrence. C.9. The Chief of Staff and/or designee will monitor contractor performance by accounting signed documentation and meeting attendance required monthly by the specification as follows: Signed, College of American Pathologists (CAP) proficiency, calibration verification and linearity testing, Signed review of Blood Utilization Committee Meeting minutes, Signed reviews of Service Procedure Manuals and new procedures Signed reviews of Method Specifications, Correlations and Normal Reference Ranges, Attendance at specified committee meetings, Documentation of training provided. After contract award, any incidents of contractor non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the VA Contracting Officer. Deviations from the contract specifications will be documented via a notice to the contractor to cure the failure to comply within a specified period of time. Failure to comply with the contract requirements will result in termination for cause. The provision at 52.212-1, Instructions to Offerors - Commercial (OCT 2000), applies to this acquisition. The provision at 52.212-2, Evaluation - Commercial Items (JAN 1999), applies to this procurement. Offerors are required to submit the following documentation with proposals: Minimum Requirements: (1) Copy of full and unrestricted license to practice medicine in any State, Territory or Commonwealth of the United States or the District of Columbia; and (2) Copy of board certification in Anatomical Pathology Documentation of the minimum requirement stated above shall be submitted with offers. Evaluation criteria included below are, in descending order of importance, (1) Past Performance, (2) Competencies, and (3) Price. Pricing proposals will be ranked in relationship to all other proposals received.Past Performance and Competencies are significantly more important than Price. Offerors are required to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications - Commercial Items ALT III (Feb 2009), or complete online representations and certifications at http://orca.bpn.gov with its offer. The clause at 52.212-4, Contract Terms and Conditions - Commercial Items (Mar 2009), applies to this acquisition with the following clauses added as addenda to the clause: 52.204-4 Printing/Copying Double Sided on Recycled Paper (Aug 2000), 52.217-8 Option to Extend Services (Nov 1999), 52.217-9 Option to Extend the Term of the Contract (Mar 2000). 52.232-18 Availability of Funds (APR 1984) 52.232-19 Availability of Funds for the Next Fiscal Year. (APR 1984) 52.224-1 Privacy Act Notification (APR 1984), 52.224-2 Privacy Act (APR 1984), 852.237-70 Contractors Responsibilities (APR 1984), 852.270-1 Representatives of Contracting Officers (Jan 2008), 852.237-7 Indemnification and Medical Liability Insurance (Jan 2008). 852.271-70 Nondiscrimination in Services Provided Beneficiaries (Jan 2008). VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resources. (Interim - October 2008) The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders - Commercial Items (April, 2009), applies to this acquisition and the additional FAR clauses cited in the clause are: 52.203-6, Restrictions on Subcontractor Sales to the Government, with Alternate I (41 U.S.C. 253g and 10 U.S.C. 2402). 52.219-8, Utilization of Small Business Concerns (15 U.S.C. 637 (d)(2) and (3) 52.219-23, Notice of Price Evaluation Adjustment for Small Disadvantaged Business Concerns (Pub. L. 103-355, section 7102, and 10 U.S.C. 2323) (if the offeror elects to waive the adjustment, it shall so indicate in its offer). (Evaluation adjustment factor is Ten Percent 10%). 52.219-25, Small Disadvantaged Business Participation Program-Disadvantaged Status and Reporting (Pub. L. 103-355, section 7102, and 10 U.S.C. 2323). 52.222-21, Prohibition of Segregated Facilities (Feb 1999). 52.222-26, Equal Opportunity (E.O. 11246). 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (38 U.S.C. 4212), 52.222-36, Affirmative Action for Workers with Disabilities (29 U.S.C. 793). 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (38 U.S.C. 4212), 52.225-13, Restriction on Certain Foreign Purchases (E.O. 12722, 12724, 13059, 13067, 13121, and 13129), 52.232-34, Payment by Electronic Funds Transfer-Other than Central Contractor Registration (31 U.S.C. 3332). Offers are due no later than 4:30 p.m., local time, May 29, 2009. The procurement is unrestricted. No solicitation document will be issued. Questions may be submitted to the contracting officer via e-mail, by facsimile at (269) 223-6069, or by telephone at (269) 223-6079.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BCVAMC515/BCVAMC515/VA-251-09-RP-0143/listing.html)
- Place of Performance
- Address: Battle Creek VA Medical Center;5500 Armstrong Road;Battle Creek, MI 49037-7314<br />
- Zip Code: 49037-7314<br />
- Zip Code: 49037-7314<br />
- Record
- SN01826394-W 20090524/090522235501-e315a8761b7f3b9147efada601995929 (fbodaily.com)
- Source
-
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