Attachment_I_-_Statement_of_Work_for_NOAA_Health_Services_NFFMI.docx

UNITED STATES DEPARTMENT OF COMMERCE

National Oceanic and Atmospheric Administration Office of Marine and Aviation Operations Marine Operations Center, Atlantic

Statement of Work for NOAA Health Services NFFMI

1) Introduction

a) NOAA Health Services (NHS) is tasked to maintain the NOAA Fleet Formulary and Medical Inventory (NFFMI) aboard 15 research, fishery, and hydrographic vessels operated by NOAA’s Office of Marine and Aviation Operations (OMAO). NHS must supply eight Medical Class A inventories and seven Medical Class B inventories as defined on the NFFMI to the OMAO fleet annually. NHS must also resupply items consumed aboard these ships on a periodic basis throughout the year.

2) Scope

a) Provide NHS various types and brands of medical supplies in accordance with the NFFMI for delivery to Director of Marine Health Services (DMHS).

3) General Requirements

a) The Contractor shall deliver a wide variety of medical supplies which fall under two main categories:

i) Medical Class A:

(1) Medical Class A items, denoted yellow/orange highlight on the NFFMI, shall be stocked on Medical Class A ships (which is in addition to the Medical Class B items). There are, however, some items highlighted yellow/orange that are on both Medical Class A and B ships but in higher quantities for Medical Class A ships. Medical Class A ships have a U. S. Public Health Service (USPHS) Medical Officer and at least one Medical Person-in-Charge (MPIC) assigned to the ship. For further clarification, items with an asterisk (*) exist only on Medical Class A ships.

ii) Medical Class B:

(1) Medical Class B ships have at least two MPICs assigned to the ship. Medical Class B items, non-highlighted, on the NFFMI shall be stocked on Medical Class B ships. Again, noting that there are few yellow/orange highlighted items that exist on both Medical Class A ships but in lower quantities for Medical Class B ships.

b) Quality Control

(1) The contractor shall have a quality control and warranty program in place to ensure that only quality products are provided. Quality control is the capability to maintain materials that are of high quality, not damaged or appearing worn and current (not-expiring for up to at least 12 months), through the application of shelf-life best practices. This includes quality; processes, policies, third-party quality standards or certifications achieved, and warranty policy. Discrepancies to this quality control warranty will be returned to the vendor at their expense.

c) Ordering/Shipping

(1) BPA purchase orders will be placed by a warranted NOAA OMAO Contracting Officer acting within their scope of delegated procurement authority. Individual orders will detail the respective supplies and quantities. The contractor will ship (see “Partial Orders” below) the order within the time period specified by the contractor but no later than sixty days after issue of each individual order. Exceptions can be made on the delivery schedule based on manufacturer availability/shortages.

(2) Tracking information is to be forwarded the DMHS or designee upon shipping purchase orders.

(3) Our main bulk resupply is as follows: 15 (fifteen) larger purchase requests (varying between $3k and $6k each) for resupply of all expired/consumed medications and equipment on the NFFMI to be submitted for purchase no later than October 30 of each fiscal year. The requested supplies must be received by the DMHS no later than December 30 of the same fiscal year or within 60 days from the purchase request. Manufacturer backorders/shortages will be brought to the attention DMHS or designee within 24 hours of receiving the purchase order request. All medications and equipment/supplies must have at least one year remaining on the expiration date when received by the DMHS.

(4) Throughout the fiscal year the DMHS may submit smaller purchase requests for medications and medical supplies that have been consumed or medical equipment that must be replaced. Purchase requests must be received by the DMHS no later than 60 days following receipt of the purchase order request.

4) Ordering Period

a) Supplies furnished under this contract shall be ordered by issuance of delivery orders by the individuals or activities designated in the supply schedule identified at the time of award. Such orders may be issued from the date of award through one-hundred-twenty (120) months thereafter.

5) Customer Service and Returns/Replacements/Exchanges

a) General

i) The contractor shall provide a current order status at any time as requested by DMHS or designee within 12 hours of receipt of request.

ii) All customer phone calls and questions shall be responded to on the same day or by the following day.

iii) The Contractor shall only provide dated/shelf life products at least 12 months prior to their expiration date. For those medications/supply which routinely have an initial expiration/shelf life of 12 months or less, the Contractor shall provide at least 75% of the dating, i.e. at least nine months remaining on a 12 month shelf life.

iv) For those products/equipment with a manufacturer warranty, contractor/vendors shall transfer the applicable manufacturer’s warranty in full for the products upon delivery to the government i.e. a product that is commercially available with a one year warranty from the manufacturer shall be received by the government customer with that original entire one year manufacturer’s warranty in place. Differing warranties offered by the reseller on these products or refurbished products will not be accepted.

b) Returns

i) The contractor shall accept returns of goods at their expense under any of the following conditions:

(a) products shipped in error (wrong item or type/dosing supplied)

(b) products with concealed shipping damages

(c) products which had incorrect product descriptions and did not meet the DMHS’s published specifications on the NFFMI and/or was without written prior authorization for substitution

ii) The contractor shall, in general, accept returns of goods under the following circumstances

(a) products which are recalled

(i) The contractor shall adhere to all FDA regulations for product recall notifications. In addition to notifying the customers, the contractor shall provide the Contracting Officer with a copy of any product recall alerts and/or notifications.

(b) products damaged in shipment

(c) returns consistent with the contractor’s normal return policy

c) Replacements and Exchanges

i) Replacements and/or exchanges for items within situations outlined in section e.i and e.ii above shall be resent within 5 business days of notification.

d) Backorders/Shortages

i) If an item is not currently available this information will be brought to the attention DMHS or designee within 24 hours of receiving the purchase order request. If the contractor has a firm date of when the item will be made available, the contractor is to communicate this to the government customer prior to accepting the order. If the customer accepts the revised delivery date, the order shall be filled. If an item is not presently available, the contractor will notify the government customer within 24 hours of receipt of order.

6) Delivery

a) General

i) Location of delivery shall be set forth in individual orders. Delivery may be necessary to various NOAA/OMAO/NHS locations throughout CONUS and OCONUS. However, majority of purchases will be submitted by and shipped to the DMHS or designee located at either:

(a) NOAA Marine Operations – Atlantic, Attn: Health Services, 439 West York Street Norfolk, VA 23510 (Primary)

(b) NOAA Marine Operations – Pacific, Attn: Health Services, 2002 SE Marine Science Dr, Newport, OR 97365 (Secondary)

(c) *CONUS is comprised of the 48 contiguous states including the District of Columbia. OCONUS is comprised of U.S. states and territories outside the contiguous United States and includes Alaska, Hawaii, Puerto Rico, and Guam*. (Option)

b) Delivery Specifications/Requirements

i) Partial Orders

(a) Unless otherwise specified, the contractor shall only make complete and not partial deliveries. The government customer must be notified within 24 hours when partial shipments are necessary due to widely varying lead times.

(b) Products shall be delivered to the designated CONUS location stated in the order within five business days or less after confirmation of the order. The contractor shall deliver to an OCONUS ordering facility within ten business days after confirmation of the order.

(2) Extended lead time products (items not backordered or on shortage)

(a) The contractor shall notify DMHS or designee within 24 hours with an estimated time frame for delivery of items that are not readily available in the contractor’s warehouse and not available for delivery within the time specified time frame of 60 days so that alternative arrangements can be made with other vendors if the need shall arise.

(b) If the estimate for delivery of non-available supplies is to exceed 60 days the Director Marine Health Services (DMHS) can seek another supplier to fill the purchase request.

7) Packaging

a) All shipments under this agreement shall be accompanied by a packing slip containing the following minimum information:

(1) Name of Vendor

(2) Purchase Order Number

(3) Date of Order

(4) List of included items with a brief item Description, Quantity, How Supplied

(5) Date of Shipment

(6) Name of Designee Placing Order

(7) Verified contents signature or initial block

b) Preservation, packaging, packing, labeling and marking shall be specified with the order. HAZMAT shall be packaged and labeled accordingly.

c) Material Safety Data Sheets (MSDS’s) and Hazard warning labels (HWLs) shall be supplied as needed.

d) Unless otherwise specified, all items to be delivered under this contract shall be preserved, packaged, and packed in accordance with normal commercial practices to meet the packing requirements of the carrier and ensure safe delivery at destination. Preservation, packaging and packing shall provide adequate protection against physical damage during shipment for all ordered items

8) Inspection and Acceptance

a) Legal title to the goods (ownership) transfers from the contractor to the government at the time of acceptance of quality, quantity, and the condition of tendered supplies. Acceptance is the act of an authorized Government agent which formally determines that the supplies submitted by a contractor satisfactorily fulfill the contractor’s duty of performance under the delivered order to the fullest extent possible. Once the last item is received to the fullest extent possible the contractor is required to send a final invoice for that order within 30 days. Within 7 days of receipt of final invoice, DMHS or designee validates that all the supplies received satisfactorily fulfills the order to the fullest extent possible and that the original order coincides with the final invoice. DMHS or designee then forwards a request for payment to the contractor to NOAA’s Acquisition and Grants Office Eastern Acquisition Division branch. Actual payment to the contractor is processed within 30 days.

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