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

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 for inpatient wards and the outpatient clinic.

• Provide phlebotomy services 24 hours a day, seven days a week, including weekends and Federal Holidays.

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

• Draw blood from 40-80 patients per day, handling at least 20% of hard sticks.

• Perform routine and complex blood draws, including for geriatric, spinal cord, and cancer patients.

• May include urine collections and glucose tolerance testing.

• Maintain patient privacy and confidentiality.

• Provide replacement coverage within 60 minutes if a phlebotomist is unable to provide coverage for a shift.

• All personnel must complete required VA Privacy and Information Security training, HIPAA training, and VAMC mandatory orientation.

• Personnel must undergo background investigations commensurate with the risk and sensitivity level.

• 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 approval.

• Holiday pay rate: 2.0x Base rate.

• Solicitation Number: 36C25626Q0476

• Offer Due Date: June 3, 2026, 2:00 PM CDT

• Submission Method: Electronic via email to karen.battie@va.gov.

• Evaluation Factors: Technical Capabilities, Past Performance, and Price.

• Offers will be evaluated using a comparative evaluation process.

• Key requirements for submission include: Signed SF 1449, Contractor POC Information, completed price schedule, signed QASP, Contractor Rules of Behavior, Contractor Certification, VA Notice of Limitations on Subcontracting, evidence of medical liability insurance, Information Regarding Responsibility Matters, and Business Associate Agreement.

• This acquisition is a total set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

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

• NAICS Code: 561320 (Temporary Help Services)

• Size Standard: $34 Million

• Wage determination 2015-5233 REV.32 dated 12/03/2025 applies.

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

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

This document outlines the Quality Assurance Surveillance Plan (QASP) for Phlebotomy Staffing Services at the Michael E. DeBakey VA Medical Center. The QASP provides a systematic method for the government to evaluate contractor performance.

• The QASP details what will be monitored, how monitoring will take place, who will conduct it, and how efforts and results will be documented.

• It emphasizes that the contractor is responsible for management and quality control, while the government is responsible for objective, fair, and consistent evaluation.

• The QASP is a "living document" subject to review and revision, with changes to be coordinated with the contractor.

• Performance standards define desired services and are used to determine if the contractor exceeds, meets, or does not meet them.

• Key performance areas include:

  • Personnel availability and location for phlebotomy services.
  • Shift coverage for contract phlebotomist absences.
  • Providing effective and courteous services, with a 98% acceptable quality level for patient identification and complaint resolution.
  • Proper identification of patients using two approved identifiers.
  • Immediate reporting of patient safety incidents (within 24 hours).
  • Completion of all mandatory training, with zero breaches of privacy or confidentiality.

• Surveillance methods include Direct Observation, Validated User/Customer Complaints, Random Sampling, and Contractor Provided Documentation.

• Ratings are based on exceeding, meeting, or not meeting acceptable quality levels.

• The contract period of performance is from 11-01-2026 to 10-31-2031.

• The services are to be performed at the Michael E. DeBakey VA Medical Center, Houston, Texas.

• Phlebotomists must have at least two years of experience in inpatient and outpatient collection, including experience with difficult-to-access veins (geriatric, spinal cord, cancer patients).

• Phlebotomists must be competent to perform tasks independently, potentially drawing blood from 40-80 patients per day and handling at least 20% of hard sticks.

• Specific duties include assembling equipment, verifying patient identity per JCAHO guidelines, drawing blood using various techniques, labeling and transporting specimens, ensuring proper blood volume, and potentially performing other technical laboratory procedures.

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

• Patient safety incidents must be reported timely.

• Facility mandatory training must be completed.

• Patient privacy and confidentiality must be maintained.

• Licensing and certifications must be maintained.

• Invoices must be submitted timely.

• Government personnel responsible for surveillance include the Contracting Officer (CO) and Contracting Officer's Representative (COR).

• The COR is responsible for technical administration and maintaining a quality assurance file.

• Performance assessment meetings will be held quarterly, with a written assessment provided.

Solicitation / RFP / RFQ

This solicitation is for Onsite Phlebotomy Services to support the Michael E. DeBakey VA Medical Center (MEDVAMC) in Houston, TX. The contract is a Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside.

• Provide phlebotomist staffing 24 hours a day, seven days a week, including Federal Holidays.

• Phlebotomists must have at least two years of work experience in the field within the last 3 years.

• Services include drawing blood from inpatient and outpatient units, handling difficult veins, and performing other related tasks such as urine collections and glucose tolerance testing.

• Maintain patient privacy and confidentiality in accordance with HIPAA.

• Provide replacement coverage within 60 minutes for any absent phlebotomist.

• Adhere to all VA policies regarding safety, security, privacy, and customer service.

• Contract Type: Fixed Price Indefinite Delivery Indefinite Quantity (IDIQ).

• Estimated Contract Value: $34 Million.

• Period of Performance: Multiple ordering periods, each 12 months from the date of award.

• Wage Determination: 2015-5233 REV.32 Dated 12/03/2025 applies.

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

• Evaluation factors: Technical Capabilities, Past Performance, and Price. Technical and Past Performance are more important than Price.

• Key Deadlines: Technical questions due within 5 calendar days of posting. Offers due by the date specified on Page 1.

• Required documents include a Quality Control Plan, Contingency Plan, Conflict of Interest (COI) statement, past performance references, signed SF 1449, and evidence of medical liability insurance.

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

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

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

• The Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP) are attached and provide detailed requirements.

• Several FAR and VAAR clauses are incorporated by reference, covering topics such as payment, invoicing, IT security, personnel vetting, and limitations on subcontracting.

Other / Unclassified

This document is a U.S. Department of Labor Wage Determination (No. 2015-5233, Revision No. 32, dated 12/03/2025) for the Service Contract Act. It lists prevailing wage rates and fringe benefits for various occupations in specific Texas counties (Austin, Brazoria, Chambers, Fort Bend, Galveston, Harris, Liberty, Montgomery, Waller).

This wage determination establishes the minimum hourly wage rates and fringe benefits that must be paid to service employees performing work under a federal contract in the specified geographic area. Bidders must use this information to accurately calculate labor costs when preparing their proposals to ensure compliance with the Service Contract Act. It details specific rates for numerous occupations, health and welfare benefits, vacation, and holiday pay. It also includes important notes regarding Executive Orders 13706 (Paid Sick Leave) and 13658 (Minimum Wage), as well as guidance on the conformance process for unlisted occupations (SF-1444).

Form / Attachment / Pricing Sheet

This document, VAAR 852.219-75, outlines the "VA 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 Contracts: Offerors must certify they will not pay more than 50% of the government-paid amount to firms that are not certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) or Veteran-Owned Small Businesses (VOSBs).
• General Construction Contracts: Offerors must certify they will not pay more than 85% of the government-paid amount to non-certified SDVOSBs/VOSBs.
• Special Trade Construction Contractors: Offerors must certify they will not pay more than 75% of the government-paid amount to non-certified SDVOSBs/VOSBs.
• Exclusions: Costs of materials are excluded from subcontracting calculations in construction contracts. Other direct costs may be excluded for services if not the principal purpose of the acquisition and provided by small businesses.
• Certification Acknowledgment: Offerors acknowledge that false certifications are subject to penalties under Title 18, United States Code, Section 1001.
• Good Faith: Failure to act in good faith regarding subcontracting limitations may result in suspension, debarment, fines, or prosecution.
• Documentation: Offerors may be required to provide documentation (invoices, subcontracts) to demonstrate compliance.
• Completion: The certification must be completed, signed, and returned with the offer. Failure to do so will render the offer ineligible for award.

This is a mandatory certification for all offerors. Bidders must understand and agree to the subcontracting limitations specific to the contract type (services, general construction, or special trade construction) to ensure their offer is considered eligible for award. Failure to complete and submit this form accurately can lead to disqualification.

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 specific legal provisions concerning the employment of foreign nationals.

• Compliance with Immigration and Nationality Act: Contractors must adhere to all legal provisions of the Immigration and Nationality Act of 1952, as amended, and related laws enforced by Homeland Security, Immigration and Customs Enforcement, and the U.S. Department of Labor.
• Prohibition of Illegal Alien Employment: Contractors shall not knowingly employ, contract, or subcontract with illegal aliens or foreign national non-immigrants who are in violation of their status.
• E-Verify Requirements: Compliance with "E-Verify" requirements consistent with "Executive Order 12989" and applicable Federal Acquisition Regulations is mandatory.
• Subcontractor Certification: Contractors must 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 form the basis for contract termination for breach.
• False Certification Penalty: Making a false, fictitious, or fraudulent certification may subject the maker to prosecution under 18 U.S.C. 1001.

Bidders must understand and be prepared to sign this certification. It outlines critical legal obligations regarding the employment of foreign nationals while performing services for the Department of Veterans Affairs. Failure to comply with these requirements can lead to severe consequences, including contract termination. Bidders should ensure their hiring practices and those of their subcontractors align with these mandates.

Form / Attachment / Pricing Sheet

This document requires the contractor to identify individuals proposed for Key Personnel and Temporary Emergency Substitutions. It serves to confirm that these individuals have no present or planned organizational conflicts of interest (COI) related to the services to be provided under the solicitation/contract, in accordance with VAAR 852.209-70.

• Contractor must represent that listed individuals for Key Personnel and Temporary Emergency Substitutions have no present or planned financial, contractual, organizational, or other conflicts of interest.
• Contractor must also confirm that listed employees have no past conflicts of interest related to the services.
• Bidders must identify if the proposed individuals are employees of the prime contractor or a subcontractor.
• A table is provided for listing the NAME (Phlebotomists), Position/TITLE, and PRIME OR SUBCONTRACTOR for each individual.

This attachment is critical for proposal preparation. Bidders must carefully review their proposed personnel to ensure compliance with organizational conflict of interest regulations and accurately complete the provided table. Failure to address COI requirements may impact proposal acceptability.

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 understanding of no privacy expectation, consent to monitoring and reviews by VA personnel, and acknowledgement that unauthorized access or misuse is prohibited and subject to penalties.
• Rules of Behavior: Details specific actions contractors must take, including following procedures for account access, using only authorized systems and data, not using personal equipment for VA sensitive information without approval, not exploiting access for personal gain, not overriding security controls, limiting use to contract terms, granting access only to authorized personnel, protecting passwords, and protecting information from unauthorized disclosure.
• Additional Conditions: Addresses the use of non-VA IT resources, remote access restrictions, and the prohibition of dual network connections without authorization.
• Subcontracting: States that contractors cannot evade security responsibilities by subcontracting, and subcontractors must adhere to the same requirements.
• Acknowledgement and Acceptance: Requires the contractor to print their name, last 4 digits of SSN, office phone, company name, and sign the document to acknowledge receipt and agreement to the terms.

This document is critical for any bidder who will be performing services under the contract. It details the mandatory security and behavior standards that must be followed when accessing or using VA systems and data. Bidders must understand these requirements to ensure compliance and to accurately assess the operational implications of the contract. The signed agreement is typically required as part of the contract execution or onboarding process.

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 associated with RFQ 36C25626Q0476 for Onsite Phlebotomy services.

• Sections for up to three (3) 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 and any Award/Incentive/Deduction information.
  • Confirmation of any terminations for cause or default (with explanation if applicable).
  • Point of Contact (POC) or Contracting Officer's Representative (COR) details, including Title, Telephone Number, and Email Address.
  • A space for general comments.

This form is critical for bidders to document their relevant past performance. The information provided will likely be used by the government to evaluate the bidder's capability and experience in performing similar services, which is a key factor in the overall evaluation of proposals for this opportunity.

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

To provide phlebotomy services at the Michael E. DeBakey VA Medical Center (MEDVAMC) in Houston, Texas, to support Veteran beneficiaries.

• Provide approximately 33,280 phlebotomist hours per year, with an option to increase by 11,050 hours.

• Services required 24 hours a day, seven days a week, including Federal Holidays, for both inpatient wards and the outpatient specimen collection clinic.

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

• Responsibilities include routine and complex blood drawing, particularly from patients with difficult-to-access veins (e.g., geriatric, spinal cord, cancer patients).

• Maintain patient privacy and confidentiality of health information.

• Perform other technical laboratory procedures as needed, such as accessioning, centrifugation, and serum separation.

• Handle specimen collection for blood, urine, and glucose tolerance testing.

• Contractor performance monitoring will be conducted using the Quality Assurance Surveillance Plan (QASP).

• Phlebotomists must be competent to perform tasks independently, drawing blood from 40-80 patients daily and handling at least 20% of hard sticks.

• Adherence to VAMC Customer Service Standards of Behavior Policy.

• Compliance with safety practices, regulations, and policies (OSHA, Medical Center policies).

• Prompt reporting of on-the-job injuries/illnesses.

• Maintain equipment in safe working status.

• MEDVAMC, Houston, Texas.

• Inpatient units operate 24/7. Outpatient draw clinic operates Monday-Friday, 6:00 am - 5:30 pm.

• Staffing: Provide adequate staff for coverage during identified times, including weekends and holidays. Replacement coverage must be provided within 60 minutes for shift absences.

• Training: All contract phlebotomists must complete required VA Privacy and Information Security, Rules of Behavior, and HIPAA training prior to orientation. Annual training requirements must also be met.

• Background Checks: Phlebotomists must undergo background checks and interviews.

• Personnel: Contractor is responsible for worker's compensation, professional liability insurance, health examinations, and income tax withholding.

• Security: Adherence to VA information security and privacy language, including data protection and handling of sensitive information.

• Overtime: Overtime requires prior approval and will be paid at 1.5x Base. Holiday pay is 2.0x Base.

• Candidate Submission: Resumes/packets detailing experience, credentials, and certifications are required for each candidate. Completed TYPED forms are required for selected candidates, including security request forms and fingerprinting.

Sources Sought Announcement

This is a Sources Sought announcement for information purposes only, not a solicitation for proposals. The Department of Veterans Affairs (VA) is conducting market research to identify businesses capable of providing phlebotomy staffing services for the Michael E. DeBakey VA Medical Center (MEDVAMC) in Houston, TX. The goal is to determine market availability for the requirement outlined in the attached draft Performance Work Statement (PWS).

• Provide approximately 33,280 phlebotomist hours per year.

• Option to increase hours by an additional 11,050 hours per year via contract modification.

• Services are for Veteran beneficiaries at MEDVAMC, 2002 Holcombe Boulevard, Houston, TX 77030.

• The requirement is for a 5-year contract.

• Product Service Code: Q515

• NAICS Code: 561320

• Interested vendors must submit an email to karen.battie@va.gov.

• Responses must be received in writing no later than 2:00 PM CST on March 26, 2026.

• Telephone inquiries will not be accepted or acknowledged.

• No feedback or evaluations will be provided.

Responses should include the company's socio-economic status (e.g., SDVOSB/VOSB, 8(a), HUB Zone, WOSB, SDB, Small Business).

1. Company name, address, contact information, SAM Unique Entity ID, and website.
2. GSA/FSS contract number (if applicable).
3. Socio-economic status.
4. Capability statements with supporting documentation for organizational and staff capabilities. Address any anticipated subcontracting or teaming arrangements.

• No solicitation document is available at this time. This notice is for information gathering only.
• Vendors interested in providing an offer will need to respond to a separate solicitation announcement when published.
• A draft Performance Work Statement (PWS) is attached for details.