Q301--Lab Anatomical Service for Fort Harrison Montana

Form / Attachment / Pricing Sheet

This document, VA Handbook 6500.6, Appendix D, outlines the "Contractor Rules of Behavior" for accessing and using Department of Veterans Affairs (VA) information assets, systems, and sites. It establishes the rights and authorizations for contractors performing services under VA contracts.

• General Terms and Conditions: Covers user consent for monitoring, reviews, and actions by VA personnel regarding access and use of VA systems and data. It also details prohibited activities and potential penalties for unauthorized access or misuse.
• General Rules of Behavior: Establishes specific standards for contractor conduct, including:
  • Following established procedures for account access and closure.
  • Using only authorized systems, software, and data.
  • Restrictions on using non-VA owned equipment for sensitive VA information.
  • Prohibitions against exploiting system controls or accessing information for unauthorized purposes.
  • Requirements for password protection and creation.
  • Mandates for protecting information from unauthorized disclosure, use, modification, or destruction, including the use of FIPS 140-2 validated encryption.
  • Compliance with VA directives, handbooks, and training requirements.
• Information and Information Technology Security Requirements: References specific contract clauses (SUBPART 839.2 and 852.273-75) that mandate adherence to Federal laws, regulations, standards, and VA directives concerning the security of unclassified information technology resources.

Bidders responding to opportunities requiring access to VA systems or sensitive information must understand and agree to these rules. This document is critical for understanding the security obligations, compliance requirements, and potential liabilities associated with handling VA data and systems. It highlights the importance of data privacy, system security, and authorized use, which may influence resource allocation and operational planning for potential contractors.

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

To procure Anatomical Pathology Services for the Montana Veterans Affairs Medical Center (MTVAMC) from a qualified Reference Laboratory. The services are needed due to a lack of in-house Histopathology Technician capacity.

• Provide reference laboratory services including specimen preparation and storage, grossing description, fixation, embedding, staining, cutting, coverslipping of specimens, and consultative services.

• Process, fix, embed, stain, cut, and coverslip surgical and cytological specimens within 24 hours of receipt.

• Provide pathological analysis and report findings within specified turnaround times.

• Offer a range of specific procedures identified by CPT codes (e.g., 88321, 88312, 88305, 88342).

• Return all Anatomic Pathology materials (blocks, slides, reports) to MTVAMC within 2 days after processing or final diagnosis.

• Provide necessary supplies for transporting specimens from MTVAMC to the Contractor's laboratory.

• Offer customer service accessible Monday-Friday, 8:00 am – 4:00 pm Mountain Time, for inquiries regarding specimen collection, testing, technical expertise, and account follow-up.

• Provide consultative services on test selection and result interpretation.

• Submit monthly quality assurance reports and annual statistical analysis of workload volumes.

• Surgical and cytological specimens processed within 24 hours of receipt.

• Pathologist interpretations for surgical and cytology specimens reported in less than or equal to two (2) days.

• Specific turnaround times for various inquiries (e.g., testing status, technical expertise, result interpretation).

• New tests must be added via contract modification prior to testing.

• All testing must be executed in accordance with standard industry practices; FDA-approved methods are preferred.

• Period of Service: July 1, 2026, to June 30, 2031 (five-year period).

• Place of Performance: Contractor's facility.

• Contractor must be CLIA certified and confirm they are a covered entity.

• A Business Associate Agreement (BAA) is required.

• Compliance with Joint Commission, College of American Pathologists, and VHA Handbook 1106.01 is mandatory.

• Laboratory and personnel must meet CLIA, CAP, or equivalent accreditation standards.

• Adherence to HIPAA privacy and security rules is required.

• Contractor must comply with VA information and IT security requirements (VA Handbook 6500.6).

• Contractor shall not furnish reports directly to patients.

• Hazardous chemical safety procedures must be followed.

Amendment / Modification

This amendment (0001) to Solicitation 36C25926Q0242 incorporates the following changes:

• VA Handbook 6500.6: Appendices B and C have been revised and inserted into the Statement of Work (SOW). Appendix D has been added as a separate attachment.
• Volume III – Past Performance: Section 52.212-1, Instructions to Offerors-Commercial Items, has been updated with an addendum.
• Factor III. Past Performance: Section 52.212-2, Evaluation--Commercial Items, has been updated with an addendum.
• Past Performance Questionnaire: Form S02 has been added as an attachment.

• Statement of Work (SOW)
• Volume III – Past Performance (Sections 52.212-1 and 52.212-2)
• Attachments: VA Handbook 6500.6 Appendices B, C, and D; S02 Past Performance Questionnaire.

No changes to the response date (March 20, 2026, 10:00 AM CST) or submission instructions were noted in this amendment. Offerors should ensure their proposals reflect the updated SOW and evaluation criteria, particularly regarding past performance.

This amendment also includes responses to previously submitted vendor questions, clarifying:

• The quantity in the List of Line Items represents a 5-year estimated volume.
• Breakdowns for Technical vs. Professional Component charges are available upon request.
• Coverage for technician unavailability is estimated at up to 5 weeks and 2 days annually, with potential for more.
• Unit prices must include shipping charges.
• Offerors may add columns or provide separate files for additional information.
• Indicating "No Match" is acceptable for unoffered line items.
• Clarifications on Technical Component (TC) and Professional Component (PC) services, grossing vs. blocks, patient history provision, report requirements, "P Codes" (CPT codes), mandatory education, GJVAMC clarification (corrected to MT), and security incident investigation sections.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire intended for use by contractors to provide feedback on the performance of another contractor. Bidders should ensure that contractors they have worked with complete and submit this questionnaire as part of their proposal submission.

• Contractor Information: Name of the contractor being reviewed.
• Services Performed: Detailed description of services, including objectives, scope, achievements, challenges, prime contractor status, and complexity.
• Performance Dates: Start and end dates of the contract.
• Contract Value: Total value of the contract in USD.
• Addresses: Organization and street address details.
• Contract Numbers: Contract and Task Order numbers.
• Point of Contact: Contact information for the reviewer.
• Performance Rating: An overall rating (Outstanding, Satisfactory, Unsatisfactory) with space for comments and justification.
• Verification: Signature, printed name, title, and date to confirm accuracy.

This questionnaire is a tool for the government to gather past performance information on offerors. Bidders should proactively identify contractors who can provide positive feedback and ensure they are prepared to complete this form accurately and submit it by the required deadline. The rating and comments provided in this questionnaire will likely be a significant factor in the evaluation of proposals.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ #: 36C25926Q0242) for Lab Anatomical Pathology Services for the Fort Harrison VA Medical Center. The government intends to award a firm-fixed-price contract. This announcement is the only solicitation, and a separate written solicitation will not be issued. The government reserves the right to make no award.

The core requirement is for Anatomical Pathology Services, as detailed in the attached Statement of Work (SOW). Specific services include various consultation slides, basic consultation blocks, special stains (acid fast, gram, fungus, PAS, Congo Red/GMS), surgical pathology gross examinations (Levels I-VI), immunohistochemistry, crystal identification, evaluation of FNA, and decalcification. Delivery and acceptance are FOB Destination to the Fort Harrison VA Medical Center.

• Contract Type: Firm-Fixed Price

• Period of Performance: Base Ordering Period from 07/01/2026 to 06/30/2031 (5 years). Includes an option to extend services for up to 6 months.

• NAICS Code: 621511 (Medical Laboratories) with a business size standard of $41.5 Million.

• Questions Deadline: March 4, 2026, 10:00 AM CST. All questions must be submitted in writing and will be answered via amendment.

• Quote Submission Deadline: March 20, 2026, 10:00 AM CST.

• Submission Method: Email quotes only to kadarius.griffin@va.gov (4MB email limit). Faxed or hand-carried quotes will not be accepted.

• Submission Volumes: Quotes must include:

  • Volume I: Technical capability demonstrating how requirements of the SOW and solicitation are met.
  • Volume II: Price (complete pricing schedule for all line items).
  • Volume III: Past Performance (max 3 recent and relevant efforts, CPARS preferred or detailed contract information).

• Evaluation Factors: Offers will be evaluated based on:

  • Factor I: Technical capability or quality.
  • Factor II: Price.
  • Factor III: Past Performance.

• Award Basis: The contract will be awarded to the responsible offeror whose quote is most advantageous to the Government, considering price and other factors, using comparative analysis. Offers not meeting technical requirements will not be selected regardless of price. Award will be made on an All or Nothing Basis.

This solicitation is unrestricted.

• Offerors must ensure all portions of the offer reach the designated office before the deadline.
• The RFQ must be completed in its entirety, signed, and dated.
• Offerors are cautioned against contacting VA personnel other than the Contracting Officer and Contract Specialist.
• Reference attached SOW for detailed requirements.

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

To procure Anatomical Pathology Services for the Montana Veterans Affairs Medical Center (MTVAMC) from a qualified Reference Laboratory. The services are needed due to a lack of in-house Histopathology Technician capacity.

• Provide comprehensive anatomical pathology and cytology testing services.

• Includes specimen preparation (fixation, embedding, staining, cutting, coverslipping), grossing description, and consultative services.

• Contractor must provide all labor, supplies, equipment, IT, and supervision.

• Services to be performed at the Contractor's facility.

• Specific CPT codes for procedures are listed, including basic consultations, special stains, immunohistochemistry, and surgical pathology levels.

• Contractor must offer Technical Component separately from the Professional Component.

• New tests not listed must be added via contract modification.

• All Anatomic Pathology materials (blocks, slides, reports) generated by the VA must be returned within 2 days of processing or final diagnosis.

• Contractor shall provide supplies for specimen transport from MTVAMC to the Contractor's laboratory.

• Surgical and cytological specimens to be processed within 24 hours of receipt.

• Pathologist interpretations for surgical and cytology specimens to be reported within 2 days.

• Reporting turnaround times for other tests will be prescribed.

• Reports must be issued via Secure Fax or paper final copy and include specific patient and test information.

• Customer service must be accessible Monday-Friday, 8:00 am - 4:00 pm Mountain Time, with defined response times for various inquiry types (specimen collection, testing, technical expertise, account follow-up).

• Contractor shall provide consultative services and utilization reports, including workload summaries and cost reduction recommendations, delivered electronically by the 10th of the following month.

• Monthly quality assurance reports and annual statistical evaluations are required.

• New malignancies must be reported within 2 business days.

• Period of Service: July 1, 2026, to June 30, 2031 (five-year period).

• Place of Performance: Contractor's facility.

• Contractor must be CLIA certified and a covered entity; a Business Associate Agreement (BAA) is required.

• Compliance with Joint Commission, College of American Pathologists (CAP), and VHA Handbook 1106.01 is mandatory.

• Laboratory and personnel must meet CLIA, CAP, or equivalent accreditation standards.

• Adherence to HIPAA for privacy and security of Protected Health Information (PHI) is required.

• Contractor must maintain safety and health standards per OSHA and CDC.

• All correspondence must be encrypted; pricing must not be disclosed to external entities.

• Liquidated damages apply for data breaches involving Sensitive Personal Information (SPI).

• Contractor employees must complete VA cybersecurity and privacy training.