Q--Pathology Consultation and Services

DESCRIPTION: 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; quotes are being requested as a Request for Quote (RFQ) and the intent is to award a firm fixed price for services. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-26. This requirement is available as full and open competition for commercial items under the North Atlantic Industrial Classification System (NAICS) 622110. REQUIREMENTS: The Louis Stokes Cleveland Department of Veterans Affairs Medical Center (VAMC), 10000 Brecksville Rd, Brecksville, OH 44141, is seeking Quotes that provide pricing for equipment as described in the requirements below: Quotes with additional features will be considered, provided the minimum requirements of the Government have been met. Each line item must have a description and pricing information. Quote shall contain a proposed delivery, installation, and in-service timeline. Logistics is a service division of the Louis Stokes Cleveland Department of Veterans Affairs Medical Center, 10701 East Blvd., Cleveland, OH 44106 and 10000 Brecksville Road, Brecksville, OH 44141. There shall be no site visit for this procurement. PRICING LINE ITEMS: 1) Fund Services for Irradiation of Blood Products, Esoteric Laboratory Testing and Pathology Consultation and Services. 2) The Period of Performance is from 11/1/2011 through 9/30/2011 PROVISIONS AND CLAUSES: This combined synopsis lists one or more clauses by reference with the same force and effect as if they were given in full text (FAR 52.252-2). The provisions at FAR 52.212-1, Instructions to Offerors-Commercial Items, apply to this acquisition with the following addendum to the provisions of the standard provisions. In accordance with Federal Acquisition Regulation FAR 52.212-2 Evaluation-Commercial Items all offers will be considered for BEST VALUE. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers. (1) Technical capability. Additionally, any potential offerors quoting a brand equivalent must supply supporting documentation that the product quoted is of equal or greater technical capability matching the specified equipment in features, quality, warranty terms, compatibility with existing systems, and functionality to be considered. (2) Past performance: please include references of customers who have purchased a similar system. Past performance with VA or other Government agencies is preferred. Please include company name, point of contact information, purchase order or reference number, and dollar value. Those not submitting past performance references will be given a neutral rating. (3) Price: Quote for each line item, including but not limited to the requirements listed above. Technical and past performance when combined are significantly more important then price. The provision at VAAR 852-211-77, Brand Name or Equal applies. The items called for by this RFQ have been identified in the schedule by a "brand name or equal" description, such identification is intended to be descriptive, but not restrictive, and is to indicate the quality and characteristics of products that will be satisfactory. Quotes offering "equal" products (including products of the brand name manufacturer other than the one described by brand name) will be considered for award if such products are clearly identified in the quote and are determined by the Government to meet fully the salient characteristics requirements listed in the RFQ. WARRANTY AND SERVICE: Indicate terms. DELIVERY AND INSTALLATION: F.O.B. Destination is preferred, please include any freight in the individual item pricing if applicable. The government will arrange for shipping if the estimated cost for handling is over $250. Please include an estimated date of arrival. NOTE: The Government reserves the right to award without discussions, vendors shall submit the most favorable terms. Small businesses, especially service-disabled veteran owned small businesses and veteran owned are encouraged to contract their nearest Procurement Technical Assistance Center (PTAC) if assistance is needed in preparing their quote. The web site address for the location of the nearest PTAC is http://www.sellingtothegovernment.nct. ELECTRONIC INVOICE SUBMISSION: The Department of Veterans Affairs (VA Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR part 1315). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor will be responsible for any associated expenses. FSC may utilize third-party contractors to facilitate invoice processing. Prior to contact by FSC or its designated representative for electronic invoicing submissions, the vendor shall continue to submit all invoices to FSC at the following mailing address: Department of Veterans Affairs, Financial Services Center, P.O. Box 149971, Austin, TX 78714-8971. Offerors shall complete FAR 52.212-3 Offerors Representations and Certifications-Commercial Items available for online registration at http://orca.bpn.gov or include a written copy with the quote submitted. The clause at 52.212-4 Contract Terms and Conditions-Commercial Items, applies to this acquisition, to include the following addendum to the clause: 52.204-7 (CCR registration) the successful offeror must be registered with the Central Contractor Registration (CCR) to be awarded a contract, you may register easily and quickly on-line at http://www.ccr.gov, 52.232-34 (Payment by Electronic Funds), VAAR 852.237-70 (Contractor Responsibility) and 852.2370-4 (Commercial Advertising). The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items, applies to this acquisition which shall include the following clauses by reference. Clauses: 52.203-6, 52.219-4, 52.219-8, 52.219-23 alt1, 52.222-21, 52.222-26, 52.222-35, 52.22236, 52.222-37, 52.225-3 Alternate I. The preceding Federal Acquisition Regulations (FAR) clauses and provisions may be accessed on the Internet at http://www.arnet.gov/far. The preceding Veterans Administration (VAAR) clauses and provisions may be accessed on the Internet at http://www.va.gov/oa&mmlvarr/. All questions must be submitted to Roman Savino, Contract Specialist by e-mail only by Monday October 17th, 2011. All responses to questions that may affect offers will be incorporated into a written amendment to the solicitation. Quotes and accompanying information are due no later than 12 p.m. EST Friday October 14th, 2011 . Technical questions and Quotes must be sent by email to contact@example.gov. Louis Stokes Cleveland VAMC Irradiation of Blood products, Consultation, and Limited Esoteric Testing Contract Statement of Work September 2011 Scope: Contractor must be CLIA registered and be accredited by a recognized accrediting agency (CAP, TJC, AABB, etc.) and will provide the Pathology & Laboratory medicine Service a copy of these credentials. Contractor shall provide blood product irradiation, anatomic pathology consultation services, and limited STAT esoteric testing (testing not performed at the Cleveland VA Medical Center and not specifically covered by any other contract/agreement in place). The contractor will provide the services within the required timeframe and report results back to the Pathology & Laboratory Medicine Service in a timeframe that is acceptable to the test. Records of quality control, competency, proficiency testing, and other quality measures must be retained by the vendor and available to the Cleveland VAMC upon request. Description/Specifications/Statement of Work: Technical Features Instrumentation used by vendor shall perform all analyses for the required tests with precision as defined by the 1988 Clinical Laboratory Improvement Act (CLIA) and the Clinical and Laboratory Standards Institute (CLSI, formerly NCCLS). A. Blood Product Irradiation: 1. For STAT requests, the vendor must be able to provide blood product irradiation and return the product to the Cleveland VA Medical Center, Wade Park Division within one (1) hour from the time of the request. 2. For ROUTINE requests, the vendor must be able to provide blood product irradiation and return the blood product within three (3) hours from the time of the request. 3. Irradiation must be performed in compliance with all applicable standards. 4. Upon completion of the irradiated procedure, the vendor shall update all product information to reflect the irradiation procedure. Labeling will be codabar and ISBT compatible. B. Anatomic Pathology Consultation: 1. The vendor must be able to perform consultation on specimens for anatomic pathology, including routine surgical specimens and cytology. 2. All practitioners must be a M.D. board-certified in anatomic pathology and hold a current license to practice. The vendor must have practitioners certified in the following subspecialties: dermatopathology, hematopathology, neuropathology, Flow Cytometry interpretation, and cytology. 3. The vendor will provide an electronic report through a secured e-mail account. C. Limited Esoteric Testing 1. The vendor must be able to provide testing for the following. The test and required timeframe for resulting is included. Volume is very low as this vendor will only be used for limited referrals, mostly sue to time issues. Test Name Turn-around-Time (from time of request) Anti-platelet factor 4 4 hours Calcium, spot urine 4 hours CD4, CD8 2 days CMV DNA by PCR 2 days APTT corrected 6 hours Faxtor XI 6 hours Factor VIII 6 hours Factor IX 6 hours Flow cytolometry on bone marrows 2 days FK506 4 hours HPV DNA by PCR 2 days Magnesium, Spot Urine 4 hours Mixing Studies (APTT, PT) 4 hours Phosphorous, spot urine 4 hours Platelet antibodies 2 days Potassium, spot urine 4 hours Serotonin Release Assay 2 days Sirolimus 4 hours Thrombin Time 4 hours 2. The vendor will provide a report of results by fax or electronically via a secured e-mail account. System Service/Support A. Service representative(s) shall provide coverage 24 hours per day, 365 days per year. B. Contractors shall promptly notify Cleveland VAMC by telephone if significant delays in testing will occur. C. Contractor will notify Cleveland VAMC, in as timely a manner as is feasible, when information subsequently becomes available to indicate that a test run demonstrated inaccuracies or discrepancies that could have influenced patient results. Ordering/Delivery The vendor will provide all necessary requisitions for anatomic pathology consultations and esoteric laboratory testing. Arrangements/requests for irradiation of blood products will be scheduled by phone 24/7/365. At times, blood products will be transported from the American Red Cross to the site for irradiation. Transportation will be arranged and funded by the Cleveland VAMC. The Cleveland VA Medical Center will arrange for shipment of specimens and slide for consultation (to and from the vendor's site) if the vendor is in a 10 mile radius. Otherwise, the vendor must provide transportation services to the referral laboratory and a return trip for slides and blocks. The pick-up service must be able to triage STAT requests to meet the turn-around-time requirements. Contractor must furnish a designated point of contract for placing orders and billing issues. Invoice/Payment The requirements of a proper invoice are as specified in the Federal Supply Schedule contract. For Cleveland, invoices shall be submitted to: Louis Stokes Cleveland VA Medical Center Pathology & Laboratory Medicine Service 113(W) 10701 East Blvd. Cleveland, Ohio 44106 Attn: Laboratory Manager Invoices will be submitted by Contractor on a timely basis theVA Medical Center's "bill to" address. Invoices shall be submitted after services have been performed and the COTR verifies the information submitted by the Contractor. The invoices shall be submitted to the Cleveland VA monthly for a period of one month (starting on the first of each month and ending on the last day of the month).