Q--Cytogenetics Testing U of Iowa

The Department of Veterans Affairs, Iowa City VA Medical Center, Iowa City, IA intends to negotiate a sole source procurement under the authority of FAR 6.302.1, FAR 6.302.5, with University of Iowa, Department of Pathology 200 Hawkins Drive, Iowa City, IA 52246 . Interested parties may identify their experience in providing these services to the Contracting Officer via e-mail at contact@example.gov or fax +1 (555) 000-0000. A determination by the Government not to compete this proposed contract based on responses to this notice is solely within the discretion of the Government. This is a combined synopsis/solicitation for commercial items 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 number is VA-263-12-RQ-0004 and issued as a request for quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-53, effective August 4, 2011. The associated NAICS code is 541380 and small business size standard is $12.0 M. The acquisition is not set-aside and is being negotiated as a sole source procurement. The requirement for this acquisition includes the following: ITEM DESCRIPTION OF QTY UNIT AMOUNT NO. SUPPLIES/SVCS PRICE 1 1 QR __________ __________ Cytogenetic Services (UIDL & UIHC) 1st Qtr; FY2012 (Estimate) GRAND TOTAL -- _________________ Statement of Work Contractor shall provide laboratory testing services including processing and analysis of specimen and reporting of analytic results through fax and/or hard copy. Critical and stat results are called to VA Pathology and Laboratory Medicine at +1 (555) 000-0000 extension 5500. Consultation regarding selection, collection, transportation and result interpretation shall also be provided when required. Transportation of specimens is provided by the VA. The contractor must provide the following services: Analyze samples Contractor shall consult with VA laboratory on test results by telephone as needed. Provide the VA laboratories with a means of communication to permit immediate inquiry regarding the status of pending test. Contractor shall provide information on testing methodology, specimen requirements, and special handling required. All results shall include reference ranges. The VA Laboratory reserves the right to request the results of any proficiency testing that the contractor subscribes. Test Sample Preparation The VA Laboratory shall be responsible to provide laboratory specimens prepared in accordance with the contractor's requirements. All specimens will be properly identified and labeled for testing. The contractor shall provide and adequate supply of requisition forms. Licensing and Accreditation Proposals will be considered only from those offerors who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish services in the volume required. Contractor's facility and employees shall have all licenses, permits, accreditation, and certificates required by federal and state law to provide laboratory testing services. This shall include current CLIA licensing and providing copies of license and any accreditations held by the laboratory. The Laboratory Director shall be a licensed physician or a licensed bioanalyst. Reporting of Test Results Reporting of results must include: Patient's name and identification code or Social Security number Physicina's name (if supplied) VA facility name Patient's location (if supplied) Test ordered Date/time of specimen collection (when available) Date/time received in testing facility Date test completed Test result Flag abnormal Reference Range Toxic and/or therapeutic range where applicable Name of testing laboratory Testing laboratory specimen number Type of specimen Comments related to the test provided by the submitting laboratory Information that may indicate a questionable validity of test results Unsatisfactory specimen shall be reported with reason as to its unsuitability for testing Quality Control To ensure proper handling and test performance, the contractor shall provide the following updated information upon request during the life of the contract: For quality purposed, tests routinely performed in duplicate should be indicated. Proficiency testing data shall include a list of tests outside of the defined range for the past two years. Contractor shall notify the laboratory of any test falling outside the defined range during the contract period. The contractor(s) facilities, methodologies and quality control procedures may be examined by representatives of the VA at any time during the life of the contract. Contractor agrees to maintain the minimum acceptable service, reporting systems and quality controls as specified herein. Immediate (within 24 hours) notification must be given to VA upon adverse action by a regulatory agency. Sole Source Justification The University of Iowa Cytogenetics Laboratory is used as a referral testing facility when testing cannot be performed at other reference laboratories. Testing referral to the University of Iowa is limited to: Testing which is unavailable from other reference testing facilities, including contract facilities Testing that requires specific testing algorithms approved by VA Pathology and Laboratory Medicine Service Labile testing where the required stability of specimens precludes shipping of specimens Testing which must be completed on a STAT basis or within an hour for stability reasons. Reference testing provided by the University of Iowa includes, but is not limited to: BCR/ABL GENE REARRANGEMENT(FISH)*IC,GI BCR/ABL GENE REARRANGEMENT(FISH)*IC,GI CYTOGENETICS, BONE MARROW*IC CYTOGENETICS, PERIPHERAL BLOOD*IC Technical Evaluation Team Katherine Ryerson Neil Kumor Susan McGuinty Evaluation Criteria: Past performance; including quality of results, acceptable proficiency testing during the previous two years, and turnaround times for results. Management of billing including timeliness of invoices, and ease of correcting errors. Ability to provide stat testing. Ability to provide testing algorithms as appropriate. Technical capabilities Quality Assurance Surveillance Plan (QASP) For: Reference Tesing for Pathology and Laboratory Medicines Service of the Iowa City department of Veterans Affairs Medical Center. Contract Number: < Upon award, Government will enter contract number> Contract Description: Reference Testing for Pathology and Laboratory Medicines Service of the Iowa City department of Veterans Affairs Medical Center on a per autopsy procedure basis. Contractor's name: < Upon award, Government will enter contract number> (a) QASP - Purpose: This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following: What will be monitored? How monitoring will take place. Who will conduct the monitoring? How monitoring efforts and results will be documented. This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government's responsibility to be objective, fair, and consistent in evaluating performance. (b) QASP - Government Roles and Responsibilities: The following personnel shall oversee and coordinate surveillance activities. (1) Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor's performance. Assigned CO: Contracting Officer, Contract Management (90C) Organization or Agency: Department of Veterans Affairs, Office of Acquisition and Materiel Management (2) Contracting Officer's Technical Representative (COTR) - The COTR is responsible for technical administration of the contract (pursuant to the Delegation of Authority to be issued) and this individual will be responsible for verifying contract compliance and shall assure proper Government surveillance of the contractor's performance. The COTR shall keep a quality assurance file. The COTR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government's behalf. Assigned COTR: Chief Medical Technologist (113) (3) Other Key Government Personnel - Processing Supervisor, Processing Lead Technologist, Program Support Assistant (113). (c) QASP - Contractor Representatives: The following employees of the contractor serve as the contractor's program manager for this contract. (1) Administrative Officer - (2) Other Contractor Personnel - Title: (d) QASP - Performance Standards: Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards. The following Performance Requirements Summary Matrix, includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). If any of the services do not conform to contract requirements, the Contracting Officer may reduce the contract price to reflect the reduced value of the services performed per the disincentive specified. At a minimum, the following will be reviewed: Quality monitor review will be conducted by the government to determine quality and timeliness of reference testing services. Feedback from customers relative to level of service provided by contractor's testing, including prolonged turnaround times and quality of the results. Performance Requirements Summary Matrix Task ID Indicator Standard Acceptable Quality Level Method Of Surveillance Frequency Incentive/ Disincentive Turnaround time for results 1 Test results are returned to the VA in a timely manner. Test results do not exceed turnaround times greater than 5 days over published TAT. 95% Complete within 5 days of published TAT. Provider complaints for results not being available . As received Exercise of Option period /Reduction of 50% contract fee for delays greater than 5 days over published TAT. Invoicing 2 Invoices are received within the month following the testing. Invoices are received by the VA within 30 days of previous billing month. 80% Complete PLMS program support assistant reports delays Monthly Exercise of Option period Reduction of 50% contract fee for incomplete restoration of the body. (1) Definition: (a) Patient safety incident: Any adverse events involving VA beneficiaries. Adverse Event: Adverse events are untoward incidents, or other adverse occurrences directly associated with services provided within the jurisdiction of the medical center. Adverse events may result from acts of commission or omission. Common examples of adverse events include: patient misidentified on patient report due to testing laboratory error. (e) QASP - Incentives/Disincentives: The Government shall use the exercise of the Option Period and past performance as contractor incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards. Disincentives will be based on the whether the contractor's performance met the quality level. Disincentives will be applied to tasks with disincentives identified in the Performance Requirements Summary Matrix for performance that does not meet the standard. (f) QASP - Methods of QA Surveillance: Various methods exist to monitor performance. The COTR shall use the surveillance methods listed below in the administration of this QASP. (1) PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections may be on day of testing, or unscheduled, as required.) Applicable to Performance Standard ID No. 1&2. (2) VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the patient provider complaints, Processing supervisor, or PLMS Program Support Assistant to identify deficiencies. Complaints are then investigated and validated.) Applicable to Performance Standard ID No.'s 1 and 2. (g) QASP - Documenting Performance: (1) ACCEPTABLE Performance The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action. (2) UNACCEPTABLE performance When unacceptable performance occurs, the COTR shall inform the contractor and Contracting Officer. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COTR shall document the discussion and place it in the COTR file. When the COTR determines formal written communication is required, the COTR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's Administrative Officer and to the VA Contracting Officer. The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COTR. The Government shall review the contractor's corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO. (h) QASP - Ratings: Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used: Exceeding performance standards Meeting performance standards Not meeting performance standards (i) QASP - Frequency of Measurement: The COTR will periodically assess whether the frequency of surveillance is appropriate for the work being performed. The COTR shall meet with the contractor as needed to assess performance and shall provide a written assessment. The date of delivery is ordered by purchase order with delivery being FOB Destination to the Department of Veteran's Affairs, Iowa City VAMC, 601 Highway 6 W, Iowa City, IA 52246. (Contact Katherine Ryerson at +1 (555) 000-0000 ext: 5501 for questions. The provision at FAR 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition along with additional addenda. A statement regarding the applicability of the provision at FAR 52.212-2, Evaluation -- Commercial Items, is not applicable to this sole source acquisition. Offeror is to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items. FAR clause 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition. The FAR clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, also applies to this acquisition and the following clauses cited in the clause are applicable to this acquisition: 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402), 52.219-28, Post Award Small Business Program Rerepresentation (June 2007) (15 U.S.C 632(a)(2)), 52.222-3, Convict Labor (June 2003) (E.O. 11755), 52.222-19, Child Labor--Cooperation with Authorities and Remedies (FEB 2008) (E.O. 13126), 52.222-21, Prohibition of Segregated Facilities (Feb 1999), 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246), 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212), 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998) (29 U.S.C. 793), 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212), 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees (Dec 2004) (E.O. 13201). 52.222-50, Combating Trafficking in Persons (Aug 2007) (Applies to all contracts). 52.223-15, Energy Efficiency in Energy-Consuming Products (DEC 2007)(42 U.S.C. 8259b), 52.225-3, Buy American Act--Free Trade Agreements-- Israeli Trade Act (Aug 2007) (41 U.S.C. 10a-10d, 19 U.S.C. 3301 note, 19 U.S.C. 2112 note, Pub. L 108-77, 108-78, 108-286, 109-53 and 109-169), 52.225-13, Restrictions on Certain Foreign Purchases (Feb 2006) (E.o.s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury), 52.225-4 Buy American Act-Free Trade Agreements-Israeli Trade Act Certificate. The FAR clause at 52.232-34, Payment by Electronic Funds Transfer - Other than Central Contractor Registration applies to this acquisition as well. The VAAR Clauses applicable to this acquisition are 852.203-70 Commercial Advertising, 852.233-70 Protest content/alternative dispute resolution, 852.233-71 Alternate protest procedure, 852.246-70 Guarantee, 852.246-71 Inspection, 852.252-70 Solicitation provisions or clauses incorporated by reference, 852.273-70 Late offers, 852.273-71 Alternative negotiation techniques, and 852.273-74 Award without exchanges. Information concerning clauses and provision incorporated by reference may be obtained at http://farsite.hill.af.mil. Quote is due by 14:30 pm CST on October 6, 2011. Proposal may be mailed, faxed or emailed to Todd Yahnke at the Department of Veterans Affairs, Iowa City VAMC, Contract Management (90C), 601 Highway 6 W, Iowa City IA 52246, fax: +1 (555) 000-0000, or e-mail: contact@example.gov. For additional information regarding this notice please contact Todd Yahnke at the provided email address or by calling +1 (555) 000-0000.