Q301--Path & Lab - HLA Testing - TVHS

Sources Sought Notice

This notice is for market research purposes only to identify businesses capable of providing Transplant Immunology Testing services. It is not an Invitation for Bids, Request for Quotations, or Proposal. The Department of Veterans Affairs (VA) is seeking capabilities for the VA Medical Center, Nashville Campus.

The VA is seeking services for Transplant Immunology Testing to support transplant services. The anticipated contract type is a five-year Indefinite Delivery Contract with one-year ordering periods.

Interested business concerns must submit a capability statement addressing their ability to meet the requirements outlined in the attached Statement of Work (HLA testing PWS).

• Response Date: May 7, 2026, 10:00 AM Central Time, Chicago, USA.

• Submission Email: rebecca.espinoza@va.gov

• Subject Line: 36C24926Q0198 Reference Lab/Transplant Immunology Testing Services VAMC Nashville

• Point of Contact: Rebecca Espinoza, Contract Specialist (rebecca.espinoza@va.gov, 615-225-6998)

• Responses to this notice are not offers and cannot form a binding contract.

• The Government is not obligated to acquire any products or services described.

• No payment will be provided for costs incurred in responding.

• Any future contract award will result from a competitive process.

• Questions regarding this Sources Sought Notice will not be answered.

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

To provide specific transplant immunology testing services in support of the Department of Veteran’s Affairs (VA) Tennessee Valley Healthcare System (TVHS) transplant service. These tests are crucial for identifying Human Leukocyte Antigen (HLA) type and Antibody status to ensure compatible organ donors for transplant recipients.

• Provide comprehensive transplant immunology testing, including HLA typing and antibody status identification.

• The contractor must specialize in HLA testing and be American Society of Histocompatibility and Immunogenetics (ASHI) accredited.

• Offer a full test menu; testing platforms are complex and results require coordination, necessitating STAT and routine testing be performed by the same local lab.

• Provide or contract with a service for at-home testing kits with pre-paid mailers for panel reactive antibodies.

• The vendor must be located within a 50-mile radius of the TVHS campus and perform all testing on-site.

• Testing must be available 24/7/365.

• Provide contact information for specimen status, submission inquiries, and availability of a medical director for complex questions.

• The contractor shall provide detailed test information including requisition requirements, test names, specimen requirements, methods, reference intervals, sensitivity, specificity, interferences, result codes, critical values, CPT coding, turnaround times, schedule of performance, and location of performance.

• Turnaround Time (TAT): Results must be provided within the TAT specified in the contractor’s laboratory reference test manual (90% acceptable quality level).

• Emergency Response Time: STAT/urgent specimens must be completed within four (4) hours of receipt (100% acceptable quality level).

• Specimen Integrity: Maintain integrity of all specimens with no loss, degradation, or destruction (100% acceptable quality level).

• Accreditation: Maintain ASHI accreditation.

• HIPAA Compliance: Adhere to all HIPAA provisions regarding Protected Health Information (PHI).

• Reporting: Provide a written performance summary quarterly to the Chief, PLM&S, submitted to the COR by the 10th calendar day of each month.

• Place of Performance: Within a 50-mile radius of TVHS campus, Nashville, TN.

• Period of Performance: Not explicitly stated in this document, but implies ongoing service.

• Staffing: Contractor personnel must be protected by workers’ compensation, professional liability insurance, and receive safety training. Health examinations, including Hepatitis B vaccination and status records, are required.

• Certifications: ASHI accreditation is required.

• Compliance: Adherence to federal, state, and local regulations, HIPAA, and citizenship-related requirements (including E-Verify).

• Conflicts of Interest: Contractors must identify and communicate any potential conflicts of interest.

• Government Functions: Contractor personnel shall not perform inherently governmental functions.

• Payment: Reimbursement on a monthly basis for accepted services via invoice. Contractor shall not bill beneficiaries or their insurers.