Onsite Phlebotomy Services- Houston, TX

Solicitation / RFP / RFQ

This solicitation is for Onsite Phlebotomy Services to be provided at the Michael E. DeBakey VA Medical Center (MEDVAMC) in Houston, Texas. The services are required to support Veteran beneficiaries of the Department of Veterans Affairs.

• Provide phlebotomy services on inpatient wards and in the outpatient clinic.

• Services are required 24 hours a day, seven days a week, including Federal Holidays.

• Phlebotomists must have at least two years of experience and have performed within the last 3 years.

• Services include drawing blood from 40-80 patients per day, handling at least 20% "hard sticks," and performing other technical laboratory procedures such as urine collections and glucose tolerance testing.

• Contractor must provide qualified replacement coverage within 60 minutes of a shift start if a phlebotomist is unable to provide coverage.

• Personnel must have completed required Privacy, HIPAA training, VAMC mandatory orientation, and Specimen Acquisition Unit orientations.

• Contractor must provide worker's compensation, professional liability insurance, health examinations, income tax withholding, and social security payments for personnel.

• This is a fixed-price indefinite-delivery indefinite-quantity (IDIQ) contract.

• Period of Performance: Five (5) years, with five (5) one-year ordering periods.

• Contract Maximum Amount: $6,950,000.00

• Guaranteed Minimum Amount: $1,000.00

• Option to extend services for up to six months (FAR 52.217-8).

• Overtime rate: 1.5x Base rate, requires prior VA approval.

• Holiday pay: 2.0x Base rate for designated Federal Holidays.

• Offers must be submitted electronically by the solicitation due date.

• Evaluation factors include Technical Capabilities, Past Performance, and Price.

• The Government will use a comparative evaluation process.

• Key submission items include a Quality Control Plan, Contingency Plan, Conflict of Interest statement, past performance references, signed SF 1449, Contractor POC information, completed price schedule, and signed QASP.

• Offerors must be registered in the System for Award Management (SAM).

• This acquisition is a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside.

• Offerors must be VetCert certified at the time of quote submission and award.

• Wage determination 2015-5233 REV. 32 applies.

• The contract is for nonpersonal services.

• Specific clauses regarding IT security, data breach, and personnel vetting are included.

• Eight attachments are provided, including QASP, Past Performance Reference, Contractor Rules of Behavior, Key Personnel and COI, Contractor Certification, VAAR 852.219-75, Wage Determination, and BAA.

Form / Attachment / Pricing Sheet

This document is the VAAR (Veterans Affairs Acquisition Regulation) "Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction (Deviation)". It requires offerors to certify their compliance with subcontracting limitations if awarded a contract.

• Services Contract Limitation: Offerors must certify they will not pay more than 50% of the government's payment to firms that are not certified SDVOSBs or VOSBs. Work subcontracted by a similarly situated certified SDVOSB/VOSB subcontractor counts towards this limit. Other direct costs may be excluded under specific conditions.
• General Construction Contract Limitation: Offerors must certify they will not pay more than 85% of the government's payment to firms that are not certified SDVOSBs or VOSBs. Material costs are excluded.
• Special Trade Construction Contractor Limitation: Offerors must certify they will not pay more than 75% of the government's payment to firms that are not certified SDVOSBs or VOSBs. Material costs are excluded.
• Acknowledgement of Jurisdiction: Offerors acknowledge the certification is subject to 18 U.S.C. § 1001, with penalties for false statements.
• Good Faith Compliance: Details potential penalties for non-compliance, including referral to suspension/debarment, fines, and prosecution.
• Cooperation and Documentation: Offerors agree to provide documentation to VA to demonstrate compliance upon request.
• Certification Requirement: The completed and signed certification must be returned with the offer; failure to do so will result in ineligibility.

Bidders must carefully review the subcontracting limitations applicable to the contract type (services, general construction, or special trade construction). This certification is mandatory and must be completed, signed, and submitted with the offer. Failure to provide this completed form will make the offer ineligible for award.

Form / Attachment / Pricing Sheet

This document requires the contractor to represent that individuals listed for Key Personnel and Temporary Emergency Substitutions have no present or planned organizational conflicts of interest (COI) related to the services to be provided under the solicitation/contract. It also requires confirmation that no employees listed have had a past COI.

• Contractor representation regarding organizational conflicts of interest for Key Personnel and Temporary Emergency Substitutions.
• Confirmation of no present, planned, or past financial, contractual, organizational, or other interests that constitute an actual or organizational COI.
• Requirement to identify if personnel are employees of the prime contractor or a subcontractor.
• A table format for listing:
  • NAME (Phlebotomists)
  • Position/TITLE
  • PRIME OR SUBCONTRACTOR

Bidders must complete and submit this form as part of their proposal. It is crucial for demonstrating compliance with VAAR 852.209-70 Organizational Conflict of Interest (COI) requirements. Failure to properly address COI concerns may impact proposal evaluation and award.

Form / Attachment / Pricing Sheet

This document is a Contractor Certification form related to immigration and nationality laws. It requires the contractor to certify compliance with the Immigration and Nationality Act of 1952, as amended, and related regulations enforced by Homeland Security, Immigration and Customs Enforcement, and the U.S. Department of Labor.

• Compliance with Immigration Laws: The contractor must certify that they will not knowingly employ, contract, or subcontract with illegal aliens or foreign nationals who are in violation of their U.S. status.
• E-Verify Requirements: Compliance with "E-Verify" requirements consistent with "Executive Order 12989" and applicable Federal Acquisition Regulations is mandatory.
• Subcontractor Certification: The contractor agrees to obtain similar certifications from their subcontractors.
• Consequences of Non-Compliance: Failure to comply may result in the prohibition of the non-compliant foreign national from working on Department of Veterans Affairs (VA) patient referral services and may be grounds for contract termination for breach.
• Legal Disclaimer: A false, fictitious, or fraudulent certification may subject the maker to prosecution under 18 U.S.C. 1001.
• Signature Block: Includes fields for signature, date, typed name and title, and company name.

Bidders must understand and be prepared to complete and sign this certification. It signifies a commitment to legal employment practices concerning foreign nationals while performing services for the Department of Veterans Affairs. Failure to comply with these requirements can have significant consequences, including contract termination.

Other / Unclassified

This document is a Register of Wage Determinations under the Service Contract Act (SCA) for the U.S. Department of Labor. It specifies minimum wage rates and fringe benefits for various occupations in the Texas counties of Austin, Brazoria, Chambers, Fort Bend, Galveston, Harris, Liberty, Montgomery, and Waller. The document includes a detailed list of occupational codes and their corresponding hourly wage rates, as well as information on required fringe benefits such as health and welfare, paid sick leave (EO 13706), vacation, and holidays.

This document is crucial for any bidder on a federal contract subject to the Service Contract Act within the specified Texas counties. It establishes the minimum labor costs that must be factored into proposals. Key information for bidders includes:

• Minimum Wage Rates: A comprehensive list of occupations and their required minimum hourly wages.
• Fringe Benefits: Details on mandatory health and welfare contributions, paid sick leave (EO 13706), vacation accrual, and paid holidays.
• Executive Order Compliance: Information regarding Executive Orders 13706 (Paid Sick Leave) and 13658 (Minimum Wage), which may apply and dictate additional requirements or higher minimums.
• Hazardous Pay: Specific differentials for working with ordnance, explosives, and incendiary materials.
• Uniform Allowance: Guidelines on contractor responsibility for uniform costs and maintenance.
• Conformance Process: Instructions for classifying and determining wages for occupations not explicitly listed in the determination, using Standard Form 1444 (SF-1444).

Form / Attachment / Pricing Sheet

This document, "Attachment D.2 - Past Performance References," is a form provided for bidders to detail their past performance on relevant contracts. It is specifically associated with RFQ 36C25626Q0476 for Onsite Phlebotomy services.

• The form allows for the submission of up to three (3) past performance references.
• For each reference, bidders must provide:
  • Name and address of the Government or Commercial Organization.
  • Contract Number and a Brief Description of the work performed.
  • Whether the contractor performed as Prime Contractor or Sub-Contractor.
  • Dates of Performance (including expiration if current).
  • Total Cost of Contract.
  • Information on any Award/Incentive/Deduction.
  • Confirmation of any terminations for cause or default, with a brief explanation if applicable.
  • Point of Contact (POC)/COR details, including Title, Telephone Number, and email address.
  • A section for general comments.

This form is critical for bidders to demonstrate their relevant experience and capability to perform the services required by the solicitation. Completing this form accurately and thoroughly will be a key component of the past performance evaluation.

Form / Attachment / Pricing Sheet

This document, "Contractor Rules of Behavior," outlines the terms and conditions for contractor access to and use of Department of Veterans Affairs (VA) information assets, resources, and systems. It serves as a user agreement that contractors must acknowledge and accept.

• General Terms and Conditions: Covers privacy expectations, consent to monitoring and reviews by VA personnel, prohibition of unauthorized access or misuse of Federal systems, and potential penalties for violations.
• Rules of Behavior: Details specific actions contractors must take or refrain from, including:
  • Following procedures for account access and usage.
  • Using only authorized systems, software, and data.
  • Prohibiting the use of non-contractor equipment for sensitive VA data without a waiver.
  • Not exploiting access rights for personal gain.
  • Adhering to security controls and not attempting to override them.
  • Limiting use of systems and information strictly to contract performance.
  • Granting access only to authorized personnel.
  • Protecting passwords and information from unauthorized disclosure, use, modification, or destruction.
  • Using FIPS 140-2 validated encryption.
  • Following VA handbooks for media sanitization and information security.
  • Reporting security incidents.
  • Not disclosing VA sensitive information inappropriately.
  • Not hosting unauthorized internet servers.
  • Protecting government property.
  • Using only VA-authorized anti-virus, anti-spyware, and firewall software.
  • Completing required security and privacy training.
• Additional Conditions for Non-VA IT Resources: Specifies requirements for connecting to the VA network, remote access, and prohibiting dual network connections without authorization.
• Statement on Litigation: Clarifies that the agreement does not create rights enforceable in litigation against the U.S. Government.
• Acknowledgement and Acceptance: Requires the contractor to sign, acknowledging receipt and acceptance of the terms and conditions.

Potential bidders must understand that if awarded a contract, their personnel will be required to comply with these rules. This document highlights the strict security and privacy protocols the VA enforces for all contractor personnel accessing its systems and data. It is crucial for bidders to review these requirements to ensure their organization and employees can adhere to them, as non-compliance can lead to penalties and affect contract performance.

Statement of Work (SOW) / Performance Work Statement (PWS)

This document outlines the Quality Assurance Surveillance Plan (QASP) for a contract to provide phlebotomy staffing services at the Michael E. DeBakey VA Medical Center. The QASP details how the government will monitor the contractor's performance to ensure it meets contract terms and quality standards.

• The contract requires 13 to 16 full-time equivalent phlebotomists (33,280 hours per year) to perform phlebotomy duties.

• Services are to be provided on an as-needed basis at the specified medical center.

• The period of performance is from November 1, 2026, to October 31, 2031.

• The QASP establishes performance standards that define desired services and are used to determine if the contractor meets, exceeds, or does not meet these standards.

• Performance is evaluated against an Acceptable Quality Level (AQL).

• Key performance areas include:

  • Personnel availability and proper task performance.
  • Shift coverage for contract phlebotomist absences.
  • Providing effective and courteous services to patients and staff.
  • Proper patient identification using two approved identifiers.
  • Timely reporting of patient safety incidents.
  • Completion of mandatory training (including privacy and HIPAA).

• Specific duties for phlebotomists are detailed, including drawing blood, assembling equipment, verifying patient identity, and performing other technical laboratory procedures as needed.

• Period of Performance: November 1, 2026, to October 31, 2031.

• Place of Performance: Michael E. DeBakey VA Medical Center, Houston, Texas.

• Phlebotomists must have at least two years of experience, including inpatient and outpatient collection, and experience with difficult-to-access veins.

• Personnel must adhere to JCAHO guidelines for patient identification.

• Contractor personnel must maintain the highest professional expectations of courtesy and consideration.

• Patient safety incidents must be reported immediately (within 24 hours).

• Contractor must maintain licensing and certifications.

• The QASP is a "living document" and may be revised, with changes coordinated with the contractor.