WA-OLYMPIA FHC-IDIQ LAB SERVICES
The U.S. Fish and Wildlife Service (USFWS) Contracting and General Services (CGS) Region 1 has been tasked to solicit for and procure a firm-fixed-price contract to provide Aquatic Animal Disease Testing Services. A Single Award Task Order Contract (SATOC) award is anticipated. Project is unrestricted to any size business. Applicable NAICS code is 541940. The proposed period of performance is anticipated to start on or about April 1, 2018 and shall be for one (1) Base Year of 12 months and two (2) 24-month renewal options.
The following is an overview of the required tasks.
GENERAL INFORMATION:
1. GENERAL: This is a non-personnel services contract to provide Aquatic Animal Disease Testing service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.
1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Aquatic Animal Disease Testing as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.
1.2 Background: The FWS Pacific Region Fish Health Program (PRFHP) has maintained its own aquatic animal disease testing laboratories for decades but changes in regulations, the need for laboratory accreditation, budget changes, and current hiring limitations have led the Service to seek out a third party laboratory to carry out aquatic animal disease testing on the agencyB?s behalf. The PRFHP is committed to phasing out its own laboratories beginning in FY 2018 and has already begun measures to adjust staffing and facilities to a third party testing paradigm. The work to be contracted includes only lab tests, reporting (NAICS 541940), and related IT and technical support. The Service will continue to provide disease prevention and management services for FWS entities, cooperators and partners through its veterinarians and other aquatic animal health professionals, but we are seeking a partner to receive and test samples and to submit test results to Service aquatic animal health professionals.
The FWS will require that the partner laboratory conduct testing for the Service (described below in 1.3) under either ISO 17025 or American Association of Veterinary Laboratory Diagnosticians (AAVLD) accreditation. Accreditation is necessary to insure the reliability of test results, to meet evolving regulatory and agency requirements, and to align with a nationwide effort by the FWS to do all aquatic animal disease testing in accredited laboratories. The FWS will also require custom IT support that will enable us to use accession sheets and to receive reports and data exports in formats suitable for the ServiceB?s work. In addition, the FWS will require that the partner laboratory work with the PRFHP to develop a training program that will ensure that FWS and partner laboratory personnel collaborate, interact and problem solve in face to face meetings held both at the laboratory and at FWS facilities.
1.3 Objectives:
1.3.1 Inspection testing for specific aquatic animal pathogens using AFS-FHS Blue Book protocols performed under ISO 17025 or American Associated of Veterinary Diagnostic Laboratories (AAVLD) accreditation.
1.3.2 Diagnostic testing for aquatic animal diseases using Blue Book, OIE, or peer-reviewed methods performed under ISO 17025 or American Associated of Veterinary Diagnostic Laboratories (AAVLD) accreditation.
1.3.3 Accredited experts (veterinary pathologists, microbiologists, etc.) to assist with the interpretation of test results and diagnosis.
1.3.4 Custom IT support for accession forms, reporting, and data export to FWS systems.
1.3.5 A training program that will include lab personnel spending time in the field with FWS fish health professionals and FWS fish health professionals spending time in the lab.
1.3.6 Technical support for service activities requiring a specialized knowledge of laboratory testing methods and interpretation.
1.3.7 Archiving of isolates and histologic specimens for further study. Sharing isolates with partners (e.g. IHNV samples to the USGS).
1.4 Scope: The laboratory will provide inspection (section 1.4.1) and diagnostic testing (section
1.4.2) services on aquatic animal samples submitted by the Service. The laboratory will also provide consultation (section 1.4.3), custom IT support (section 1.4.4), training opportunities (section 1.4.5), support for the FWS at technical meetings (section 1.4.6) and sample archiving (1.4.7).
1.4.1 Inspections: The FWS will submit tissue samples from aquatic animals (primarily Pacific Salmon) by overnight express to the testing laboratory in accordance with the laboratoryB?s submission guidelines. The laboratory will:
- Test samples by cell culture (typically EPC and CHSE cells) for viruses including IPNV, IHNV, and VHSV. If there are cytopathic effects in cultures, rule out IPNV, IHNV, and VHSV, and attempt to characterize any viruses present.
- Test the samples for Myxobolus cerebralis by pepsin/trypsin digest and PCR confirmation
- Test samples by culture for Yersinia ruckeri, Aeromonas salmonicida, and for flavobacteria associated with Columnaris and Bacterial Coldwater diseases. Conduct antibiotic sensitivity tests on a subset of isolates.
- Perform ELISA and FAT tests from samples from adult and juvenile salmon for the detection of Renibacterium salmoninarum. Conduct antibiotic sensitivity tests on a subset of isolates.
- Test samples for Ceratonova shasta
- All testing will be conducted according to the methods described in Section 2 of the most current edition of the AFS-FHS Blue Book.
- All testing will be done under full accreditation by either AAVLD or ISO 17025
- Accessioning, reporting, and archiving of test results will be through an electronic system maintained by the laboratory, accessible to the FWS, and with the accession interface customized to FWS needs
- All testing will be completed and reported within timelines set by the laboratories accredited SOPs
1.4.2 Diagnostic Studies: The FWS will submit fish and fish tissues (primarily Pacific Salmon) by overnight express to the laboratory for the diagnosis of outbreaks of infectious diseases. Submission will be made in accordance with the laboratoryB?s submission guidelines. The laboratory will:
- Conduct clinical tests (virology, PCR, bacteriology, parasitology, mycology, histology) to determine the cause of infectious and non-infectious disease in populations of aquatic animals.
- Use AFS-FHS Blue Book methods when available
- Other tests may be conducted according to the OIE Aquatic Manual (preferred) or peer reviewed journal articles.
- Accessioning, reporting, and archiving of test results will be through an electronic system maintained by the laboratory, accessible to the FWS, and with the accession interface customized to FWS needs
- All testing will be completed and reported within timelines set by the laboratories accredited SOPs.
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1.4.3 Consultation: The laboratory will provide expert consultation to assist in the interpretation of test results and develop diagnoses.
1.4.4 Required IT support: The contractor will provide customization of accession forms, reports, and data export.
1.4.5 Training: The contractor will collaborate in training on Service and contractor facilities.
1.4.6 Provide technical experts who will support the FWS on technical committees as needed.
1.4.7 Archive bacterial and viral isolates of interest to the Service and provide these isolates to partners (e.g. IHNV to the USGS) as needed.
1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and two (2) 24-month renewal options. The Period of Performance reads as follows:
Base Year
24 month option I
24 month option II
The Service recognizes that the speed and timing of the change-over of testing from PRFHP laboratories to the new laboratory partner has a significant impact on the costs associated with this project. It is the intent of the Service to begin switching the work from one of its current labs to the new partner lab within 90 days of the signing of the new testing contract. During the first year of the contract the work from at least one and not more than two FWS laboratories will be moved to the partner laboratory. The work of all three current FWS laboratories will be moved to the partner laboratory by the end of the second year.
1.6 General Information
1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractorB?s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The Quality Control program will be formally accredited to meet ISO 17025 or AAVLD requirements.
1.6.2 Quality Assurance: The government shall evaluate the contractorB?s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).
The laboratory will annually provide documentation of its accreditation status and accredited tests offered.
The laboratory will provide immediate notice of any accreditation non-compliance affecting the testing of samples sent by the Service
1.6.3 Recognized Holidays: The contractor is not expected to provide services on the following holidays.
New Year's Day Labor Day
Martin Luther King Jr.B?s Birthday Columbus Day
President's Day Veteran's Day
Memorial Day Thanksgiving Day
Independence Day Christmas Day
1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8:00 AM and 4:30 PM Monday thru Friday except Federal holidays.
1.6.5 Place of Performance: The testing work to be performed under this contract will be performed at the contractorB?s facility.
1.6.6 Type of Contract: The government will award one IDIQ contract.
1.6.7 Security Requirements: Not applicable
1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use.
1.6.7.2 Key Control. Not applicable
1.6.7.3 Lock Combinations: Not applicable
1.6.8 Special Qualifications: Not applicable
1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.
1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.
1.6.11 Key Personnel: The follow personnel are considered key personnel by the government: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. and 4:30p.m., Monday thru Friday except Federal holiday. Qualifications for all key personnel are listed below:
Contract Manager: Board-certified Veterinary Pathologist with primary oversight for work performed for the Service under this contract.
1.6.12 Identification of Contractor Employees: Not applicable
1.6.13 Contractor Travel: Contractor will be required to travel CONUS and within the NCR during the performance of this contract to attend training sessions or to represent the FWS in technical meetings. Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires prior Government approval/authorization and notification to the COR.
1.6.14 Other Direct Costs: Not applicable
1.6.15 Data Rights: The Government has unlimited rights to all test results, training materials, and bacterial and viral isolates produced under this contract. All documents and materials shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. This right does not abrogate any other Government rights.
1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The ContractorB?s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.
1.6.17 PHASE IN /PHASE OUT PERIOD : To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board during the 90 day phase in period. During the phase in period, the Contractor shall become familiar with performance requirements, initiate IT changes to accommodate FWS needs, obtain and install equipment, and conduct training in order to commence full performance of testing services on the contract start date.
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PART 2
DEFINITIONS & ACRONYMS
2. DEFINITIONS AND ACRONYMS:
2.1. DEFINITIONS: ].
2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.
2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.
2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.
2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.
2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.
2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.
2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.
2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.
2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.
2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.
2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.
2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.
2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.
2.2. ACRONYMS:
AAVLD American Association of Veterinary Diagnostic Laboratories
ACOR Alternate Contracting Officer's Representative
AFARS Army Federal Acquisition Regulation Supplement
AR Army Regulation
CCE Contracting Center of Excellence
CFR Code of Federal Regulations
CONUS Continental United States (excludes Alaska and Hawaii)
COR Contracting Officer Representative
COTR Contracting Officer's Technical Representative
COTS Commercial-Off-the-Shelf
DA Department of the Army
DD250 Department of Defense Form 250 (Receiving Report)
DD254 Department of Defense Contract Security Requirement List
DFARS Defense Federal Acquisition Regulation Supplement
DMDC Defense Manpower Data Center
DOD Department of Defense
FAR Federal Acquisition Regulation
FWS US Fish and Wildlife Service
ISO17025 Industry Standard for Laboratories
HIPAA Health Insurance Portability and Accountability Act of 1996
KO Contracting Officer
LIMS Laboratory Information Management System
OCI Organizational Conflict of Interest
OCONUS Outside Continental United States (includes Alaska and Hawaii)
ODC Other Direct Costs
PIPO Phase In/Phase Out
POC Point of Contact
PRS Performance Requirements Summary
PWS Performance Work Statement
QA Quality Assurance
QAP Quality Assurance Program
QASP Quality Assurance Surveillance Plan
QC Quality Control
QCP Quality Control Program
TE Technical Exhibit
PART 3
GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES
3. GOVERNMENT FURNISHED ITEMS AND SERVICES:
3.1. Services: Not applicable
3.2 Facilities: Not applicable
3.3 Utilities: Not applicable
3.4 Equipment: The service recognizes that the size of its testing program will likely require the partner lab to make a considerable capital investment, prior to the commencement of testing, to increase capacity and to meet the ServiceB?s IT and training requirements. In order to reduce the total cost to the Service of these pre-testing expenses, the Service offers the partner laboratory a loan of any of the equipment listed in exhibit A for the duration of the contract. A reasonable value for this used equipment is to be deducted from any charges for expenses to be incurred prior to the commencement of testing. Service, calibration, and repair of any equipment provided is the responsibility of the contractor. Any equipment provided by the FWS, but no longer needed by the contractor (obsolescence), will be disposed of according to Service policy under Service direction. The Service will not replace any provided equipment that breaks down or becomes obsolete during the contract unless the Service has suitable equipment remaining in its used equipment inventory.
3.5 Materials: Not applicable
PART 4
CONTRACTOR FURNISHED ITEMS AND SERVICES
4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:
4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.
4.2 Secret Facility Clearance: Not applicable
4.3 Materials: The Contractor shall furnish all testing supplies, reagents, and other materials required to perform work under this contract that are not listed under Section 3 of this PWS.
4.4 Equipment: The Contractor shall furnish all equipment required to perform work under this contract that are not listed under Section 3 of this PWS.
PART 5
SPECIFIC TASKS
5. Specific Tasks: Within 2 years of the start date for this contract, the Service intends to have all of its testing performed at the laboratory to which this contract is awarded. The annual testing requirements of the FWS vary according to fish production needs, agreements with partners, regulatory requirements, disease outbreaks, and the goals of the National Wild Fish Health Survey. Sections 5.1 and 5.2 provide estimates of the actual number of tests required on an annual basis. Note that the gradual phase-in of transferring testing from the Service to a contract laboratory limits testing requirements to 1/3 to 2/3 of this total in year one with full implementation occurring sometime in year 2 of the agreement.
5.1 Inspection tests required: The best estimate is that annual requirements for surveillance purposes are as described below. Note that this work is highly seasonal with peaks in the spring and fall:
- 3,500 samples for virology on 2 cell lines (includes pooling of about 15,000 fish) with 50 confirmatory tests
- 9,000 samples for bacteriology with B< of that number including 2 growth media. Culture from pooled organ isolates would greatly reduce this number
- Rs ELISA of 10,000 samples. ELISA from pooled organ isolates would greatly reduce this number
- Rs FAT for 1,000 samples
- Myobolous cerebralis pepsin/trypsin digests for 1000 samples
- PCR or histopathology for Nucleospora salmonis (500 samples)
5.2 Diagnostic tests required: The Service anticipates submitting samples from approximately 100 diagnostic cases (sick aquatic animals) per year (or roughly 500 fish). Actual tests required will depend on the nature of the disease. The Service may also require testing of up to 100 amphibians per year for Bd, Bs, and/or iridovirus), white sturgeon iridovirus (500 fish) and Ceratonova shasta (1,000 samples)
5.3 Consultation: The laboratory will do the following.
5.3.1 Provide consultation by phone and e-mail with laboratory staff and a Veterinary Pathologist on the interpretation of laboratory results as needed
5.3.2 Provide consultation by phone and e-mail with a Veterinary Pathologist on the diagnosis of disease based the laboratoryB?s test results as needed
5.4 Required IT support: The laboratory will do the following.
5.4.1 The laboratory accession form will be customized to meet FWS needs
5.4.2 Simple test results will be readily available through the internet
5.4.3 Summary reports will be available as needed. The FWS will meet with the laboratory to determine which reports are required.
5.4.4 The laboratory will work with the FWS to provide data exports in a digital format as required for entry into the National Wild Fish Health Survey Database. The nature and format of that data export has not yet been determined by the FWS, but the Service intends that the export will be achievable through standard LIMS.
5.5 Training: The laboratory will collaborate with the Service to provide semi-annual meetings of laboratory personnel and FWS field personnel to facilitate communication and solve problems.
5.5.1 The training will involve, on an annual basis, all core laboratory staff spending at least one day in the field with FWS staff.
5.5.2 The training will involve all FWS staff making an annual visit to the laboratory to participate in meetings with laboratory staff.
5.6 Provide technical experts who will support the FWS on technical committees as needed with any required travel funded by the FWS at US Government rates. It is anticipated that this duty will involve no more than 3 person-days per year.
5.7 Archive bacterial and viral isolates of interest to the Service and provide these isolates to partners (e.g. IHNV to the USGS) as needed.
Basis for Award: "Lowest-Priced, Technically-Acceptable." The Government will first conduct a price analysis to determine fairness, reasonableness and if unbalanced pricing exists. Offerors proposals will then be ranked from the lowest to the highest-priced. The lowest priced proposal will be based upon the combined total cost for all bid items.
If the lowest priced proposal is technically acceptable, award will be made and no other proposals evaluated. If the lowest priced proposal is not technically acceptable, the Service will evaluate the next lowest priced proposal and so on until a proposal is identified to be technically acceptable.
In determining whether a proposal as technically acceptable, the offeror must submit the following information with their proposal submission for evaluation:
1. Past Performance: List past projects performed over the last five (5) years that are similar in nature to the Performance Work Statement with current points of contact and phone numbers (not-to-exceed ten (10) pages). The contractor is solely responsible for the accuracy of this information as the Government will not pursue incorrect contact data.
2. Provide certificate of accreditation under either ISO 17025 or American Association of Veterinary Laboratory Diagnosticians (AAVLD).
3. Price (no page limit).
Solicitation Number 140F0118Q0016 with attachments is being posted on or about February 7, 2018. Interested firms shall respond to this synopsis no later than 2:00 PM Pacific Standard Time (PDT) on March 13, 2017. All responses shall be submitted electronically to the Contract Specialist, Karl Lautzenheiser (karl_lautzenheiser@fws.gov).
Email proposal responses will be accepted with submission to karl_lautzenheiser@fws.gov.
No further notice will be posted on FedBizOpps. To be considered for award, interested contractors must be registered in the System for Award Management (SAM) database at (https://www.sam.gov/portal/public/SAM/) and Online Representations and Certifications Application (ORCA) must be completed at this same website. For technical or contract questions, please contact Karl Lautzenheiser by email to Karl_Lautzenheiser@fws.gov.
Lautzenheiser, Karl
