Q301--Intent to Sole Source Specialized laboratory medical testing services

Draft STATEMENT OF WORK VA Palo Alto HCS Reference Laboratory 7-17-2026 1. General Information: The contractor shall provide all personnel, supervision, equipment, supplies, materials, facilities, and resources necessary to perform Reference Laboratory Services in accordance with all State, Federal, Local and OSHA Regulations for the Pathology & Laboratory Medicine Service, VA Palo Alto Health Care System, Palo Alto Division, 3801 Miranda Avenue, Palo Alto, CA 94304. This is a firm-fixed price contract. 2. Start of Work Meeting The Contractor shall attend a one (1) hour Start of Work Teleconference to be held within fifteen (15) business days following contract award. At minimum, the Contractor shall have the following representation at the Start of Work Meeting: Contractor Customer Service Representative Contractor Business Manager VA Contracting Officer Representative VA Laboratory Supervisor The Contractor will be given at least a ten (10) business day notice of the time, date, call-in and access number of the Start of Work Meeting Teleconference. Three (3) days following the receipt of the Government’s Start of Work Meeting notification, the Contractor shall provide the names, titles and email addresses of the individuals that will be attending the Start of Work Meeting to the Contracting Officer. Place of Performance: Laboratory testing shall be performed at the contractor’s facility. 2. Scope of Work: Contractor shall provide specialized laboratory testing which cannot be performed by the VA Palo Alto HCS (VAPAHCS), Pathology & Laboratory Medicine Service (P&LMS), or from other VISN 21 contracted reference laboratories. 3. Schedule: Contractor shall be available to receive specimens through courier. Specialized testing services shall be provided Monday through Friday during standard business hours (between 8:00AM to 4:30PM or something similar). Due to specimen fragility, timely acceptance and testing is required. 4. Estimated Period of Performance: Base Year: October 1, 2026 – September 30, 2027Option One: October 1, 2027 – September 30, 2028Option Two: October 1, 2028 – September 30, 2029 Option Three: October 1, 2029 – September 30, 2030 5. Qualifications:a. Laboratory Licenses/CertificationsThe Contractor shall have all licenses, permits, accreditation and certificates required by law and specifically maintain current certifications/accreditation through the Clinical Laboratory Improvement Act (CLIA 1988). In addition, laboratory certification shall be held current thought the life of the contract and will be made available upon request. b. Certifications/Degrees:The Contractor shall ensure that testing staff have current and valid professional state licenses or federal certifications. Technologists shall meet personnel qualifications required by Clinical Laboratory Improvement Act (CLIA) '88 Guidelines. In addition, personnel certification shall be held current thought the life of the contract. 6. Specific Contractor Tasks include: General Description: The contractor shall Perform and report specialized laboratory test services for VA Palo Alto Health Care System (hereinafter referred to as VAPAHCS) Pathology & Laboratory Medicine Service (hereinafter referred to as P&LMS). 6.2 Functions: a. Contractor shall provide all necessary supplies and instructions including requisition forms, specialized specimen containers/ tubes/media, special instructions, current list of tests with reference ranges and specimen requirements, all supplies for special tests. b. The Contractor shall notify VAPAHCS P&LMS 30 days in advance of any new test procedures including methodology, critical values, collection sample and any other pertinent information, such that corresponding P&LMS test files can be updated. c. Proficiency testing shall be performed. Records shall be available for review upon request by the Contracting Officer (CO) or Contracting Officer’s Representative (COR). d. The Contractor shall perform repeat tests at no charge to the government if the results do not, in the government requesting physician's opinion, fit the clinical picture of the patient. The requesting laboratory will notify the contractor via phone call. e. The Contractor shall provide test results to VAPAHCS directly via Laboratory Information System (LIS) interfacing with P&LMS’s LIS, for automated digital upload of test results (avoiding manual entry) or fax upon completion of testing. VAPAHCS telephone and fax numbers (and any special instructions such as contacting a physician) will be provided to the Contractor on each test request. Each test report shall indicate the following information: Two unique identifiers, such as patient's name and identification number and/or date of birth Physician's name (if supplied) Lab accession number (if supplied) Date/time specimen received in Reference Lab Test(s) ordered Date/time of specimen collection (when available) Date test completed Test result Abnormal flags (H, I, L, if applicable) Reference range Name of testing laboratory Type of specimen Any additional comments related to test provided by submitting labs. Any other information the testing laboratory has that may indicate a questionable validity of test results. Unsatisfactory specimen shall be reported with regard to its unsuitability for testing. CLIA number Patient specimen, list and result confidentiality will be maintained per HIPAA and Privacy Law regulations. 6.3 Supervisory Controls: Reference Laboratory testing staff will work under the general direction of a qualified clinical or anatomic pathologist who specializes in the requested testing discipline and the supervisory technologist. A state licensed or nationally certified medical technologist will provide first-line supervision of processing and testing staff. 6.4 Customer Services: Relationships with VAPAHCS laboratory staff who contact contractor f…