Q515--Sources Sought for Autopsy (Full and Partial Body) and Whole Brain Evaluation Services for the VA Ann Arbor Healthcare System in Ann Arbor, Michigan

DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), 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 RFI. **See Continuation Page** AUTOPSY AND WHOLE BRAIN EVALUATION/ CONSULTATION SERVICES for the VA Ann Arbor Healthcare System (Ann Arbor, MI.) This is a Sources Sought Notice. This advertisement is not a solicitation for offers, nor is it a request for quotes. A request for quotes may be issued at a later date. This Sources Sought/Market Survey Notice is being conducted by Network 10 Contracting, PO Box 492, Ann Arbor, MI 48106 to identify other sources that are capable of providing Autopsy and Whole Brain Evaluation/ Consultation Services for eligible beneficiaries of the Department of Veterans Affairs, at the Ann Arbor, VAMC in Ann Arbor, Michigan. Please see the information on the following pages. Any facility eligible of providing the services described below are encouraged to reply as this information may be used to determine potential set asides for the above noted service. Responses should include: (1) Business Name and Address (2) Point of Contact Name, Phone Number, and E-mail Address (3) DUNS and NAICS code (4) Business Size SMALL or LARGE (5) Type of Business SERVICE-DISABLED VETERAN OWNED, VETERAN OWNED, 8A, HUB Zone, WOMEN-OWNED etc. (If Applicable) Prospective vendors shall respond to this Sources Sought no later than 12:00pm (Eastern), Monday, May 4, 2020. Send all replies to Michelle C. Ford at Michelle.Ford2@va.gov. NO PHONE CALLS ACCEPTED. PERFORMANCE WORK STATEMENT AUTOPSY AND WHOLE BRAIN EVALUATION/ CONSULTATION SERVICES B SCOPE of WORK: B.1. Dementia and Alzheimer s disease and other neurodegenerative diseases can only be definitively diagnosed upon examination of stained slides prepared as a result of whole brain examination post-mortem. Microscopic examination of the brain may include, but is not limited to visualization of nerve fibers, neurons, neural plaques, amyloid and myelin B.2. DEFINITION OF NEED: 2.1. VA ANN ARBOR HEALTHCARE SYSTEM: The Contractor shall provide comprehensive autopsy services at contractor s facility, whole brain dementia evaluation and consultation services and transportation and storage of bodies for VA Ann Arbor Healthcare System (VAAAHS). The VAAAHS requests a base year contract that includes four (4) additional option years with the Contractor to provide autopsy and whole brain dementia evaluation and consultation services coverage. The services will be required on an emergency/or a schedule basis. B.3. DUTIES OF CONTRACTOR: B.3.1. VAAHS Morgue Cooler Downtime Bodies Requiring Storage Only 3.1.1. In the event that the VA Ann Arbor Health System s Morgue refrigerator unit is not operable or unavailable, the following procedures shall take place: 3.1.2. The Contractor s morgue services shall be contacted and available Sunday thru Saturday via the Ann Arbor, VAMC Coordinator of Autopsy and Forensic Services. 3.1.3. The VA Ann Arbor Health System s Details Clerks and/or Administrator Officer of the Day (AOD) shall notify and coordinate with the Contractor s when a decedent will be transported, and will provide the transport service with Decedent. Associated paperwork (if applicable). American flag. 3.1.4. Transportation of the decedent from VAAAHS to the Contractor s morgue through the Contractor s transportation services, and storage of the decedent for three days. 3.1.5. The Contractor s staff shall coordinate with the VAAAHS Details Clerks and/or Administrator Officer of the Day (AOD) for funeral home pick-up and documentation of release as per VAAAHS Morgue Downtime procedure. 3.1.6. Decedents stored longer than three days will be an extra charge that shall be priced out on the price schedule. B.4. All-inclusive Post-mortem Examination Performed by Contractor s Staff 4.1. In the event that the VA Ann Arbor Health System s Morgue Autopsy Suite is unavailable or a loss of VAAAHS pathology staffing; all-inclusive autopsy services for each autopsy case shall include the following procedures: 4.2. The Contractor s morgue services shall be contacted Monday thru Friday via the VA Ann Arbor, VA Medical Center s Coordinator of Autopsy and Forensic Services. 4.3. VA Ann Arbor Healthcare System, Pathology and Laboratory Medicine department and the VA s Details Clerks and/or Administrator Officer of the Day (AOD) will notify and coordinate with the Contractor when a decedent will be transported for autopsy, and will provide the transport service with: Decedent. American flag. Decedent s medical records. Autopsy permit. Transportation of the decedent from VAAHS to the Contractor s morgue through the Contractor s transportation services, and storage of the decedent for three days. The Contractor shall provide: Use of Autopsy facility for post-mortem examination. Use of disposables and equipment during post-mortem examination. The contractor shall provide disposable at no additional cost to the government The contractor s autopsy assistant and the contractor s pathologist for post-mortem examination. External and internal gross examination/description, dissection, sampling, processing, microtomy, special studies. Return of blocks and slides to VA Ann Arbor Healthcare System, Pathology and Laboratory Medicine department for archiving through contractor s courier services (Metro Delivery). Provide a preliminary autopsy consultative report to the VA Ann Arbor Healthcare System, Pathology and Laboratory Medicine department. Consultative evaluation preliminary report turn-around time shall be within 24 hours of autopsy commencement at the Contractor s morgue. Provide a full autopsy consultative report to the VA Ann Arbor Healthcare System, Pathology and Laboratory Medicine department. Consultative evaluation final report turn-around time shall be less than 30 days of autopsy commencement at the Contractor s morgue. Disposition of wet tissue 6 months after completion of consult. The contractor s staff shall coordinate with the VAAAHS Details Clerks and/or Administrator Officer of the Day (AOD) for funeral home pick-up, documentation of release as per VAAAHS Morgue Downtime procedure. Decedents stored longer than three days will be an extra charge that shall be priced out on Price Schedule. - B.5. Whole Brain Dementia Evaluation and Consultation Services - - 5.1. Evaluation and consultation services shall include, but are not limited to, the following duties: 5.1.1. The contractor s morgue services shall be contacted Monday thru Friday via the Coordinator of Autopsy and Forensic Services. 5.1.2. VA Ann Arbor Healthcare System, Pathology and Laboratory Medicine department will notify and coordinate with the Contractor when a brain will be transported for Whole Brain Dementia Evaluation and Consultation Services to the Contractor s morgue through the contractor s courier services (Metro Delivery). 5.1.3. VAAAHS to provide: Brain in 10% neutral buffered formalin. Autopsy permit. Patient information. Clinical history to include neurologic history. Clinician/Pathologist contact information. 5.2. The contractor shall provide: Brain gross examination/description, dissection, sampling, processing, microtomy, special studies. Return of blocks and slides to VA Ann Arbor Healthcare System, Pathology and Laboratory Medicine department for archiving. Provide a neuropathologic consultative report to the VA Ann Arbor Healthcare System, Pathology and Laboratory Medicine department. Consultative evaluation report turn-around time shall be less than 60 days upon receipt of brain at the Contractor s morgue. Disposition of wet brain tissue 6 months after completion of consult. B.6. CONFORMANCE STANDARDS: 6.1. All services provided under this contract must be performed in conformance with Occupational Safety and Health Administration (OSHA), College of American Pathologists (CAP), The Joint Commission, and any other national or state organization applicable that monitors the VAAAHS for regulatory compliance. Personnel will adhere to all safety and infection control policies and HIPAA regulations. B.7. HOURS OF WORK: 7.1. Autopsy/ Whole brain dementia evaluation and consultation services shall be provided on an emergency/scheduled and/or on-call basis, 24 hours per day, 7 days a week, and 365 days a year. 7.2. The ten holidays observed by the Federal Government are New Year s Day, Martin Luther King Day, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday. 7.3. Utilization of the autopsy/ Whole brain dementia evaluation and consultation services would be scheduled and/or provided by an on-call basis to include weekends and holidays. B.8. PAYMENT/BILLING: 8.1. Contractor shall submit invoice by the 15th of the following month where services were provided. For example, services provided on January 31st, must be invoiced by February 15th (the following month). 8.2. Payment for services satisfactorily performed will be made monthly in arrears upon receipt of a proper invoice. Payment will be made by certified invoice and money will be distributed from the appropriate VAAAHS control point to pay the obligations. 8.3. The Contract Officer Representative (COR) will make certifications for Pathology and Laboratory Medicine Service for the VAAAHS. All invoices will be processed in accordance with the Prompt Payment Act. 8.4. Facsimile, e-mail and scanned documents are not acceptable forms of submission for payment requests. Invoicing shall be done via the VA Electronic Presentment and Payment System used by VA FSC. This system involves usage of a third-party contractor, OB10. Invoices may be submitted free of charge at the following website: http://ob10.com/us/en/veterans-affairs-us/. Contact information for invoicing assistance is as follows: OB10 e-Invoice Setup Information: 877-489-6135 OB10 e-Invoice email: va.registration@ob10.com FSC e-Invoice Contact Information: 877-353-9791 FSC e-Invoice Email: vafsccshd@va.gov B.9. TERM OF CONTRACT FOR VAAAHS: 9.1. The contract will be effective for one (1) year from the date of the contract award, with four (4) pre-priced option years. The contract is subject to the availability of appropriated funds. B.10. THE JOINT COMMISSION COMPLIANCE STANDARDS: 10.1. GENERAL: All applicable VA and VHA policies, procedures and directives shall be followed by the contractor. The contractor shall continuously meet or exceed all Joint Commission Hospital standards and provide oversight of care, treatment and services provided through contractual agreement standard LD.04.03.09. The patient population treated at the VA Ann Arbor Health Care System, located in Ann Arbor, 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. Contract personnel shall provide compassionate care with respect for the special needs of the veteran population served. Care delivered will reflect the VA Medical Centers mission, vision and values: MISSION. Honor America s veterans by providing exceptional health care that improves their health and well-being. VISION. VHA will continue to be the benchmark of excellence and value in health care and benefits by providing exemplary services that are both patient-centered and evidenced based. This care will be delivered by engaged, collaborative teams in an integrated environment that supports learning, discovery and continuous improvement. It will emphasize prevention and population health and contribute to the nation s well-being through education, research and service in National emergencies. VALUES. Patient Satisfaction, Accountability, Compassion, Excellence, Teamwork and Collaboration, Effective Communication, Adaptability, Mutual Respect and Diversity, Integrity and Innovation. B.11. PATIENT RIGHTS: Protection of all patients rights is of highest priority. Patient privacy and confidentiality shall be maintained at all times. Computer access will be granted on a need-to-know basis, and security of computerized information will be maintained at all times. No patients shall be subject to any research activity without their fully informed consent, subject to study approval by the Investigational Research Board (IRB). The contractor shall abide by the VAAAHS Code of Ethics, which addresses marketing, admission/transfer/referral/discharge processes, and billing issues. The contractor and the patient care service provided shall be included in VAAAHS data collection activities related to patient and family complaints and satisfaction issues. Care provided will respect and integrate the patient s beliefs, values and cultural influences. B.12. PATIENT SAFETY: Patient safety shall be a primary focus of the contractor including compliance with all applicable patient safety goals. The VAAAHS shall inform the contractor of all applicable Sentinel Event or other Patient Safety Alerts received by the VAAAHS. For every applicable alert, the contractor shall take the necessary steps to redesign processes to prevent occurrence and provide written feedback to the COR describing preventative actions taken. Every effort shall be made by the contractor to prevent patient injury caused by acts of commission or omission in the delivery of autopsy services. All events related to patient injury and other breeches of patient safety will be documented utilizing the contractor s format and reported to the COR utilizing the VAAAHS Incident Report. The VAAAHS shall provide the contractor with VAAAHS Sentinel Event definitions in the start-up phase. The contractor shall verbally notify the VAAAHS COR immediately when a Sentinel Event has occurred, which is to be followed by written notification within one (1) business day or sooner if requested by the medical center. The VAAAHS shall determine when a Root Cause Analysis (RCA) is required of the contractor. The contractor shall conduct all Root Cause Analysis according to VAAAHS policy and within established time frames (45 days). Completed RCAs shall be provided to the VAAAHS COR. B.13. LEADERSHIP: VA Primary Care services and operational activities provided at the VA Ann Arbor Healthcare System will be designed and planned by VAAAHS leadership staff and will reflect a uniform level of primary care as provided to veterans by the VAAAHS. The contractor under the supervision of the VAAAHS Pathologists shall effectively manage and direct daily operations, information and support systems, and conserve physical and financial assets while meeting the mission of the VAAAHS. VAAAHS Pathologists will provide leadership oversight for improvement of clinical and administrative outcomes for the Pathology and Laboratory Medicine Service. The provision of contracted services will be described in writing the nature and scope of services provided through contractual agreement. Leaders monitor contracted services by establishing expectations for the performance of the contracted services. Leaders take steps to improve contracted services that do not meet expectations. B.14. INFORMATION MANAGEMENT: The VAAAHS Information Management plan shall be followed by the contractor. Documentation and record keeping shall be in accordance with VAAAHS policies and procedures. Documentation and authentication in the medical record must adhere to all time frames. Strict adherence to all documentation related to the performance of invasive procedures shall be maintained. Identified medical record delinquency data will be forwarded to the contractor by the VAAAHS. B.15. POC/LIAISON INFORMATION: The Contractor shall designate at least one (1) person who shall be responsible coordinating with the Government regarding the performance of the work under this contract. The liaison shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. An alternate may be designated. B.16. DOCUMENTATION/REPORTING: The contractor shall be responsible for maintaining an electronic log of autopsies. The VAAAHS Pathologist is responsible for monitoring compliance and postmortem reporting. B.17. QUALITY ASSURANCE: Contractors will be held to the same standard as VA staff through quality assurance and performance monitoring to ensure compliance under this contract. These procedures will include time and attendance logs verification, monitoring of the Computerized Patient Record System (CPRS) records or other appropriated records, called for under this contract received by the VA. The Quality Assurance Surveillance Plan will be governed by the appointed COR who will be responsible for verifying contract compliance with the terms and conditions. After the contract is awarded, any incidents as evidenced by the monitoring procedures will be forwarded immediately to the Contracting Officer. In addition, the COR will forward the summary evaluation of the contractor performance to the contracting officer once performance ends. B.18. COMPLAINTS: Complaints concerning contract personnel s conduct with Government employees or patients will be dealt with by the Contractor and Contracting Officer s Representative (COR). The Contracting Officer (CO) is the final authority on validating complaints. In the event that contract personnel are involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse. The final arbiter on questions of acceptability is the CO. B.19. SAFETY REQUIREMENTS: 19.1. In the performance of the contract, the contractor shall take necessary safety precautions as per applicable guidelines of contractor s facility and protocol for autopsy. 19.2. The Contractor will be responsible for any and all medical and emergency treatment in the event of an exposure. The Autopsy and Forensics Coordinator for the Contractor will investigate and remediate issues regarding adverse performance by the Autopsy Assistants with their respective staff. The Autopsy and Forensics Coordinator from Contractor will negotiate procedural issues with the Chief of Pathology and Laboratory Medicine Service VAAAHS. B.20. EMPLOYMENT AND LIABILITY: This is a non-personnel 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, which includes worker s compensation, professional liability insurance, health examinations, income tax withholding and social security payments. The parties agree that contractor personnel without formal VAAAHS appointments shall not be considered VAAAHS employees for any purpose and shall be considered employees of the contractor. 20.1. Contract employees must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI), as an entity conducting health care on VA s behalf. 20.2. Health and Human Service Office of Inspector General (HHS/OIG): To Ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Service Office of Inspector General List of excluded individuals/entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract. Further, the contractor is required to certify in its proposal that all persons listed in the contractor s proposal have been compared against the OIG list and are not listed. During the performance of this contract the contractor is prohibited from using any individual or business list on the List of Excluded Individuals/Entities. B.21. EVIDENCE OF INSURANCE COVERAGE: Before commencing work under this contract, the Contractor shall furnish evidence of insurance coverage in the amount specified in the contract. The policy shall state This policy may not be changed or canceled without written notice to the Department of Veterans Affairs. Evidence of coverage renewal/continuation shall be provided annually thereafter. B.22. RECORDS MANAGEMENT. 22.1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. VAAAHS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VAAAHS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VAAAHS. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the CS/CO upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VAAAHS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the CS/CO or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the CS/CO's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VAAAHS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VAAAHS policy. The Contractor shall not create or maintain any records containing any non-public VAAAHS information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The VAAAHS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VAAAHS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.