Q515-- 580 -Phlebotomy Staffing Services - HOUSTON - 5 YEAR

This Performance Work Statement outlines the requirements for a contractor to provide phlebotomist services at the Michael E. DeBakey VA Medical Center (MEDVAMC) in Houston, TX. The contractor must supply 33,280 phlebotomist hours annually, with an option to increase, ensuring 24/7 coverage including federal holidays. Phlebotomists need two years of experience and must handle routine and complex blood draws. The contractor is responsible for staffing, including immediate replacements, and ensuring continuity of personnel. All personnel require background checks, VA-specific training, and adherence to VA policies on patient privacy, safety, and conduct. The document also details invoicing, record-keeping, and strict security and privacy protocols for handling VA information and systems, including liability for data breaches and mandatory security training.

The Department of Veterans Affairs (VA) Network Contracting Office 16 has issued a Sources Sought Notice (36C25626Q0476-SSN) for Phlebotomy Staffing Services in Houston, Texas. This is a market research announcement, not a solicitation, to gather information from qualified businesses for a potential five-year contract. The VA requires approximately 33,280 phlebotomist hours annually, with an option to increase by 11,050 hours, to support healthcare services for Veteran beneficiaries at the Michael E. DeBakey VA Medical Center. Interested vendors must submit company details, socio-economic status, and capability statements to karen.battie@va.gov by March 26, 2026, at 2:00 PM CST. No solicitation is available at this time, and telephone inquiries will not be accepted.

The Department of Veterans Affairs (VA) is soliciting proposals for Onsite Phlebotomy Services at the Michael E. DeBakey VA Medical Center (MEDVAMC) in Houston, TX. This is a five-year Indefinite-Delivery Indefinite-Quantity (IDIQ) contract with a guaranteed minimum of $1,000 and a maximum of $6,950,000. The contract is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB). The contractor will provide an estimated 33,280 phlebotomist hours annually, with potential increases, for inpatient and outpatient services, including weekends and federal holidays. Key requirements include a minimum of two years of phlebotomy experience, adherence to VA policies on patient privacy, safety, and security, and mandatory training. The Quality Assurance Surveillance Plan (QASP) outlines performance metrics for staffing, shift coverage, phlebotomist duties, and compliance. Contractors must also register with the System for Award Management (SAM) and the Contractor Performance Assessment Reporting System (CPARS).

This Business Associate Agreement between the Department of Veterans Affairs, Michael E. DeBakey Veterans Medical Center (Covered Entity), and a Contractor (Business Associate) establishes requirements for the use and disclosure of Protected Health Information (PHI) in accordance with HIPAA and HITECH Acts. The Contractor will provide onsite phlebotomy services, necessitating the exchange of PHI. Key terms like "Breach," "Business Associate," and "PHI" are defined. The agreement mandates that PHI remains the property of the Covered Entity. The Business Associate's obligations include limiting PHI use and disclosure, implementing safeguards, and notifying the Covered Entity within 24 hours of any security incident or breach. A detailed written report of any incident is required within ten business days. The Business Associate must mitigate harm, ensure subcontractors comply with similar restrictions, and provide information for individual access, amendment, and accounting requests. Upon termination, all PHI must be returned or destroyed. The Covered Entity's obligations include not requesting impermissible PHI uses, promptly notifying the Business Associate of any restrictions or changes in privacy practices, and obtaining necessary individual authorizations. The agreement can be terminated for cause or upon completion of underlying services, with certain obligations surviving termination. This agreement ensures strict adherence to federal regulations regarding health information privacy and security.

This document is a wage determination for Service Contract Act covered contracts in specific Texas counties (Austin, Brazoria, Chambers, Fort Bend, Galveston, Harris, Liberty, Montgomery, Waller). It lists prevailing wage rates and fringe benefits for numerous occupations across various categories, including administrative, automotive, food service, health, IT, and maintenance. Key benefits include health and welfare, vacation, and eleven paid holidays. The document also details hazardous pay differentials, uniform allowances, and the conformance process for unlisted job classifications. It references Executive Orders 13706 and 13658, outlining requirements for paid sick leave and minimum wage for federal contractors, respectively.

VAAR 852.219-75 outlines the limitations on subcontracting for VA contracts, ensuring compliance with 38 U.S.C. 8127(l)(2). Offerors must certify that they will not pay more than a specified percentage of the contract amount to firms that are not certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) or Veteran-Owned Small Businesses (VOSBs). The exact percentage varies by contract type: 50% for services, 85% for general construction, and 75% for special trade construction. Cost of materials is excluded for construction contracts. Subcontracting by similarly situated SDVOSB/VOSB subcontractors counts towards the limitation. False certifications can lead to severe penalties, including criminal prosecution and debarment. Contractors are required to provide documentation to VA to demonstrate compliance, and failure to do so may result in remedial action. A formal certification must be completed and submitted with the offer, as incomplete submissions will render offers ineligible for award.

Attachment D5 outlines the Contractor Certification for compliance with U.S. immigration laws when providing services to the Department of Veterans Affairs. Contractors must comply with the Immigration and Nationality Act of 1952, related laws enforced by Homeland Security, ICE, and the U.S. Department of Labor, and all E-Verify requirements. It explicitly prohibits knowingly employing, contracting, or subcontracting with illegal aliens or foreign nationals in violation of their immigration status. Non-compliance may lead to the prohibition of foreign nationals from working on VA-related services and could result in contract termination for breach. Contractors must also ensure subcontractors provide a similar certification. False certifications can lead to prosecution under 18 U.S.C. 1001.

Attachment D4, titled “Key Personnel and COI,” is a crucial document for contractors working with the Michael E. DeBakey VAMC. It ensures that all key personnel and temporary emergency substitutions, whether prime or subcontractor employees, have no conflicts of interest—past, present, or planned—that could affect their services. This requirement aligns with VAAR 852.209-70 on Organizational Conflict of Interest. The document mandates full disclosure from contractors regarding any financial, contractual, or organizational interests to maintain impartiality and compliance. Its primary purpose is to prevent conflicts of interest, thereby upholding the integrity and fairness of the services provided to the VA Medical Center.

The Department of Veterans Affairs (VA) Contractor Rules of Behavior, outlined in VA Handbook 6500.6, establish mandatory guidelines for contractors accessing VA data, systems, and sites. Contractors must acknowledge no expectation of privacy, consent to monitoring by VA and law enforcement, and agree to adhere to strict security and data privacy directives. Key rules include using only authorized systems and data, protecting passwords, safeguarding sensitive information with FIPS 140-2 validated encryption, and reporting security incidents. Unauthorized actions carry criminal, civil, or administrative penalties. Additional conditions apply to non-VA IT resources, prohibiting dual network connections unless authorized and extending all security requirements to subcontractors. The document emphasizes personal responsibility for information security and requires completion of relevant training. This agreement is crucial for maintaining the integrity and security of VA's information assets and infrastructure.

The document, titled "ATTACHMENT D.2 - Past Performance References, Onsite Phlebotomy, RFQ," is a template for collecting past performance information from contractors. It is designed for Request for Quotations (RFQs) related to onsite phlebotomy services, likely within a government procurement context. The template requires contractors to provide details for three past performance references. For each reference, the contractor must specify the name and address of the government or commercial organization, the contract number, a brief description of the services provided, whether they performed as a prime or sub-contractor, the dates of performance, the total cost of the contract, and any awards, incentives, or deductions. Crucially, it asks about any terminations for cause or default and requires an explanation if applicable. Contact information for a Point Of Contact/COR, including title, telephone number, and email, is also mandated for each reference, along with a section for comments. This attachment serves to evaluate a contractor's experience and reliability in delivering similar services.

This document outlines the performance quality surveillance measures for a phlebotomy services contract, likely part of a federal government RFP. It details specific requirements, standards, and methods for evaluating contractor performance across several key areas. These areas include ensuring qualified personnel are available for phlebotomy services and staffing coverage for absences, providing effective and courteous services to patients, properly identifying patients using two identifiers, immediate reporting of patient safety incidents, and mandatory completion of all required training, including privacy and confidentiality policies. Each measure specifies a performance level (e.g., 100% or 98%), a surveillance method (e.g., random inspection, validated user/customer complaints, direct observation), and an incentive of a favorable contractor performance evaluation for meeting the standards. The document emphasizes patient safety, regulatory compliance, and service quality in phlebotomy operations.

This document outlines a federal solicitation for Onsite Phlebotomy Services at the Michael E. DeBakey VA Medical Center (MEDVAMC) in Houston, TX, set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB). The contract requires providing 33,280 phlebotomist hours annually, with options for additional hours, for a 5-year period. Services include routine and complex blood draws, various specimen collections, and laboratory procedures, available 24/7. Key performance standards cover staffing, shift coverage, phlebotomist duties, patient and workplace safety, and compliance with training and privacy regulations. The document details contractor responsibilities for personnel, invoicing, record-keeping, and strict IT security, privacy, and data handling protocols in accordance with federal and VA directives.