Q999--NCO 22 LAB TEAM 678-26-4-228-0033 Banner Autopsy Service / Base + 4 OYs (VA-26-00052498)

NOTICE OF INTENT TO SOLE SOURCE The Department of Veterans Affairs, Network Contracting Office (NCO) 22, located at 4811 Airport Plaza Drive, Long Beach, CA 90815 is issuing this Notice of Intent (NOI) to inform industry contractors of the Government s intent to execute a Sole Source Award under FAR Part 12 Simplified Acquisition Procedures (SAP) The intended Contractor is Banner University Medical Group, 2701 E Elvira Rd, Tucson AZ, 85756 The Department of Veteran s Affairs (VA), Southern Arizona VA Health Care System (SAVAHCS) and Phoenix VA Health Care System (PHXVAHCS) requires non-personal health care services for non-forensic autopsy services. The period of performance will begin on 09/06/2026 and will consist of a base year, followed by up to four (4) option years, to be exercised at the government s discretion. Background Information: This contract is for provision of non-forensic autopsy services and applicable ancillary testing for deceased SAVAHCS and PHXVAHCS patients as requested and or required by family members and/or SAVAHCS/PHXVAHCS provider or pathologist. Scope: This service is for non-forensic autopsies only; full, non-forensic CPT 88027 and partial, non-forensic CPT 88036. When an autopsy is requested and or required, SAVAHCS / PHXVAHCS will arrange for transport of the deceased to the Contractor s facility for performance of this service and transport of the deceased remains to the funeral home designated by the family within a 100 mile radius of Tucson/ Phoenix, AZ area. The performance of this service will be done within two (2) working days of receipt of the body by a licensed and privileged practitioner. This SOP will outline the notification and receipt process of Veteran control brain, spinal cord, CSF specimens obtained through the Department of Pathology, Banner University Medical Center-Tucson/University of Arizona. It will include contact and other necessary information to ensure constant tracking of the fresh specimens from removal to arrival at SACTL-VAB. RESPONSIBILITIES: The supervisor in charge of the procedure will ensure that personnel have been properly trained and follow the procedures as outlined in this SOP. If issues arise while following this protocol, the supervisor will be notified immediately. The Technical Supervisor or designee is responsible for providing a current copy of this document. SAFETY AND CAUTIONARY NOTES: 1. Any delay in notification or receipt of brain specimen can diminish the integrity of the specimen. 2. Because the subject s history is most likely unknown at this time, the subject may have had an unknown infection. Universal precautions are required in handling and grossing of the CNS tissue. See SOP SP-001, Universal Precautions; SOP RD-010, Grossing of CNS Specimens and SOP SP-005, Grossing Area Safety and Disinfection. PROCEDURES: BUMC-T Morgue will call several hours in advance concerning autopsy schedule for the day. UMC-T Morgue verifies that the deceased Veteran s NOK has authorized no restrictions on the Authorization for Autopsy Form, OP SF523. VA Decedent Affairs may help coordinate with clinicians/VABBB for NOK form. 2. SACTL-VAB personnel notified will initiate Form, Notification of Pending Brain Arrival (Appendices). 3. Upon notification of an estimated time of arrival, gross room preparation will begin. 4. BUMC-T Morgue will call ~30 min prior to brain/spinal cord being ready for pick-up by VAB staff. 5. Upon receiving call from BUMC-T Morgue, contact SAVAHCS Tucson Vehicle Reservations (ext.1-1845) to request vehicle for specimen pick-up from BUMC-T Morgue. Use of personal vehicle for transporting specimens is discouraged by the Research Office. 6. BUMC-T Morgue staff are familiar with packaging of pathological specimens: brain spinal cord, and CSF in 50mL tube and are each separately double-bagged, sealed and placed in a Styrofoam container with wet ice or cold packs ice. Minimal liquid/blood is transferred with specimens to the bags. VAB personnel can provide ice, ice packs, and shipping materials. 7. VAB staff will collect the Time Interval Sheet (Appendices) upon picking up the specimen. Alternatively, Melinda Martel/Sandy Joyner will FAX to the secure VAB FAX number 520-629-1788.. Upon arrival to VAB labs, the specimen will be immediately stored in the refrigerator. 8. On same day Lynn Burke is called for body refrigeration time at SAVAHCS and transport time of body to BUMC -T. RECORDS: 1. Notification and Time Interval Sheets will be stored under indicated specimen code in: a) the 3-ring binder entitled Control Brain Specimens , locked cabinet, secured Rm. A25/A23B, Bldg. 38; b) subfolder per specimen code #: S:// 2) UMC Control Brains/specimen ID code # APPENDICIES: Form, Notification of Pending Brain Arrival Form, Time Interval Record Sheet REFERENCE DOCUMENTS: SOP SP-001, Universal Precautions SOP RD-010, Grossing of CNS Specimens SOP SP-005, Grossing Area Safety and Disinfection SOP RD-011, Diagnostic Specimens and Preliminary Neuropathology Reports Authorized Users: A list of individuals authorized to request orders under the contract, identified either by title or name, shall be furnished to the Contractor by the Contracting Officer. This list will include all SAVAHCS / PHXVAHCS Pathologists, all SAVAHCS / PHXVAHCS lab Histology Technicians, and the SAVAHCS / PHXVAHCS Laboratory Manager. Performance Monitoring: The contract holder shall be Clinical Laboratory Improvements Amendments (CLIA) and the Joint Commission (TJC) accredited and the personnel performing the service shall have a valid state medical license and board certified by the Board of Pathology. The Contractor shall maintain accurate patient identification, provide autopsy service as requested, and confirm that SAVAHCS/PHXVAHCS receives autopsy reports. Compliance is monitored by incident and error tracking as part of the SAVAHCS / PHXVAHCS Laboratory regular QA process. Preliminary anatomic diagnoses shall be faxed to SAVAHCS / PHXVAHCS within two (2) working days of the receipt of the body. Exceptions to this requirement are the contractors established holidays that do not coincide with Federal holidays. Greater than 50% of the autopsy reports shall be received and reports received within thirty (30) business days. 100% of final reports shall be received by SAVAHCS / PHXVAHCS within sixty (60) business days. APPENDIX A - SPECIAL CONTRACT REQUIREMENTS 1.0. INTRODUCTION: The Contractor shall provide Health Care Resources in accordance with the terms and conditions stated herein, to furnish to the SAVAHCS / PHXVAHCS, the services and prices specified in the Performance Work Schedule of this contract. Award will be made for non-personal services, as defined in FAR 37.01, under which the Contractor is an independent contractor. 2.0. SERVICES: 2.1. The services specified in the Special Contract Requirements and the Price/Cost Schedule may be changed by written modifications in accordance with FAR Part 52.212-4. 3.0. QUALIFICATIONS: Personnel assigned by the Contractor to perform the services covered by this contract shall be qualified in accordance with this Statement of Work. 4.0. MEDICAL RECORDS: Medical records and other patient information shall be provided pursuant to VA policy and standards which are designed to protect the confidentiality of the patient s medical records in accordance with applicable state and federal laws and recognized standards of professional practice. 5.0. HIPAA COMPLIANCE: In accordance with 45 C.F.R. Parts 160, 162 and 164 (Health Insurance Portability and Accountability Act) and 38 U.S.C. 5701, 38 U.S.C. 5705, 38 U.S.C. 7332,5 U.S.C. 552a (Privacy Act), the Parties agree to hold all individually identifiable health information as that term is defined in the Health Insurance Portability and Accountability Act and regulations promulgated thereunder (collectively, HIPAA ) shared with, transferred or transmitted to, or otherwise obtained by the Contractor on or from or on behalf of the VA in the course of the Contractor providing the services under this contract ( Protected Health Information ) strictly confidential, and provide protections to prevent the unauthorized disclosure of such information, including, but not limited to the protection required by applicable federal, VA, state and local laws, policies and/or regulations regarding the security and the confidentiality of patient health care information including, but not limited to, HIPAA. Specifically, the Contractor agrees as follows: a. To maintain safeguards as necessary to ensure that the Protected Health Information is not used or disclosed except as required to perform its obligations under the contract, as expressly permitted herein or as required or permitted by law; b. To ensure that any sub-Contractors or agents to whom it provides Protected Health Information agree to the same restrictions and conditions that applies with respect to such information; c. To make available its…