Attachment_1_SOW_Medical_Supplies_Final_2-16-17.docx

Assistant Secretary for Preparedness and Response (ASPR) Office of Emergency Management (OEM)

Medical and Surgical Supplies Statement of Work

BACKGROUND

ASPR provides emergency medical care to the victims of public health emergencies and catastrophic events that overwhelm the capacity of state and local emergency medical systems to respond to these disasters. ASPR currently has teams located across the nation that are prepared to deploy within hours to respond to an all hazards environment. ASPR has positioned medical supplies caches/kits at various locations around the Continental United States, Alaska, Puerto Rico, and Hawaii. These caches/kits of medical and surgical supplies must be in a constant state of readiness for immediate use to meet operational requirements. Medical caches for Disaster Medical Assistance Teams, International Medical Surgical Response Teams, National Veterinarian Response Teams, Disaster Mortuary Teams, Rapid Deployment Teams, and other Response Teams are located within the warehouses of ASPR.

SCOPE OF WORK

During steady state ASPR requires a wide variety of medical supplies that are purchased then subsequently packaged into pre-configured caches/kits that are maintained by ASPR staff in preparation for a disaster. During a disaster/emergency response, ASPR requires additional medical and surgical supplies for purposes of re-supplying caches/kits. The exact medical supply items, quantities and delivery requirements are not known in advance and may vary considerably for re-supply. The resulting contract provides re-supply of medical and surgical supplies for preparedness, planned events, and emergency response operations. The delivery locations during an emergency response will be determined at time of need. The contractor should have the capability to either use internal delivery systems or drop-shipments based on accessibility to locations.

The resulting contract between the Contractor and ASPR allows for one-stop shopping and immediate shipping. This contract will allow for increased efficiency in purchasing medical supplies and simplify the process. It will also allow for United States Government (USG) purchase card holders to purchase orders below the acquisition threshold.

The services involved under this statement of work shall include, but are not limited to, the following requirements:

OBLIGATIONS

Nationwide Outsourcing Service:

· The Contractor shall have access to multiple medical distribution centers located across the United States including the ability to distribute and ship to the contiguous locations within the United States and all other US territories during non-disaster and disaster operations. The Contractor shall provide a list or map stating the locations of their distribution centers and the areas they service.

· The Contractor shall have the ability to outsource medical supply orders to nationwide distribution centers. In the event of a deployment in which the ASPR determines medical supplies are needed, ASPR will contact the Contractor (who will be available 24/7) and disclose the sites to which ASPR requires support for sourcing and movement of medical supplies to identified locations. During an emergency, ASPR requires ordering ability after-hours, weekend, and holiday, and the Contractor shall have access to their distribution warehouse at relevant locations supporting disaster operations.

Customer Service:

· The Contractor shall provide a Customer Service Representative assigned to the account that shall assist with day-to-day requirements as well as requirements during disaster operations with 24/7 availability. Examples of Contractor support shall include: product identification, product sourcing, product ordering, and coordinating the transportation/delivery arrangements.

· The Contractor shall provide training either in-person or via web-conference to personnel to operate the online ordering system and standards established by ASPR twice per year or as needed.

· The Contractor shall provide 24-hours-per-day an emergency phone and email Point of Contact (POC). The 24-hour emergency operations number provided will be routinely tested by the ASPR.

· Contractor Distribution Center (DC) shall have a footprint sufficient to cover geography ASPR’s wide needs. Distribution Center Map needs to be updated and can be obtained upon request at any given time.

· The Contractor shall maintain and identify key personnel to activate the contract on their behalf at various nationwide locations. These dedicated personnel shall be available 24- hours-per-day, 365-days-per-year.

· The Contractor shall provide a single initial supervisory or alternate point of contact to ASPR for coordinating the overall medical supplies procurement and delivery operations.

Product Availability and Quality Service:

· The Contractor shall have access to at least 80% of the items listed on the master list.

· The Contractor shall be willing to work with ASPR to provide product with the longest possible expiration dates at the time of shipping on all medical supplies. In most cases these expiration dates are one (1) year or longer.

· The Contractor shall properly pack and label the medical supply shipments to ensure safe transportation by ordinary handling. Any article susceptible to damage by ordinary handling shall be adequately protected by the Contractor by proper packing and shall be marked or bear appropriate warning labels.

· The Contractor shall provide a controlled environment for storage and transport of medical supplies that comply with U.S. Food and Drug Administration (FDA) regulations.

· The Contractor shall provide during the course of this contract, the option for vendor managed inventory for specifically identified medical supplies to be held at specified vendor locations. When needs are identifiable prior to a disaster ASPR will work with the Contractor to identify unique high volume medical supply requirements for temporary pre-staging and storage by the Contractor prior to a disaster, so it is ready for deployment during a disaster.

Ordering Service:

· The Contractor shall be responsible for providing online quoting and ordering services as well as bar coding/scanning technology to facilitate ordering. The online ordering system shall provide item description, photos, and pricing for multiple users with the ability to streamline access criteria. Additionally, the Contractor shall provide the ability for pre-built electronic order templates to facilitate rapid order development.

· The Contractor shall provide small to large unit of measure for medical supplies to suit ASPR requirements.

· The Contractor shall provide anticipated delivery dates and item availability at time of placing orders. If an item requires a longer delivery time than provided the Contractor shall notify ASPR immediately.

· The Contractor shall inform ASPR of any items that cannot be filled due to discontinuations or product non-availability and provide recommendations for alternate substitutions. The Contractor shall not automatically substitute any item, ASPR must approve all substitutions.

· As a courtesy, the Contractor shall notify ASPR about product recalls within 24 hours upon receiving from the manufacturers and/or Food and Drug Administration (FDA) via e-mail and provide a means on how to dispose the recall products.

· The Contractor shall provide the ability to return incorrect items within 14 days of being notified of the error and credited for those items or a replacement within 30 days of the items being returned.

Delivery Service:

· The Contractor must be able to delivery items to destination listed on the delivery order during non-emergency times within 7 days and during an emergency within 24 hours.

· During steady state or non- disaster times, the Contractor shall deliver items within seven (7) business day of the delivery order being placed. The delivery order must be 80% complete within 7 business days. The remaining items shall be received within the following five (5) business days so within 12 business days of the order being placed.

· During an emergency, the Contractor shall ship medical supplies to declared emergency areas within 24 hours. The delivery order must be 90% completed within 24 hours of the order being placed. The remaining items shall be received within 48 hours of the order being placed.

· The management of the delivery of an order shall require maximum coordination between ASPR and the Contractor; however the Contractor shall be responsible for total management of medical supply delivery during period of performance.

· The Contractor shall be responsible for providing to ASPR transportation for movement of ASPR procured medical supplies to locations specified within the delivery order as directed by ASPR for preparedness or responding to emergencies.

· The Contractor shall provide any personnel and supplies which ASPR Logistics deems necessary in its professional judgment to move medical supplies in the case of an emergency. Movement of supplies may include moving supplies from Contractor locations to identified field locations.

· The Contractor shall provide 24/7 access to truck(s), driver(s), loading personnel and any other auxiliary personnel and supplies to ensure successful medical product re-supply when responding to on-going disasters.

· The Contractor shall provide the ability to drop-ship to multiple sites during a disaster and the flexibility to use commercial carriers and/or private couriers to serve the needs of ASPR in a time of an emergency.

· The Contractor shall provide to Contracting Officer (CO) sufficient personnel to receive calls from designated ASPR representatives to coordinate ordering and shipping needs to support the emergency operations to locations specified by the CO in responding to emergencies.

· The Contractor shall provide immediate telephonic notification to the CO of any accident or incident involving the cargo which results in any delay, loss, or damage to the medical supplies shipment.

· The Contractor shall provide tracking information on vehicles carrying ASPR ordered medical supplies. The Contractor shall have state-of-the-art tracking technologies to provide real-time in transit visibility of shipments that ASPR requires.

· The Contractor shall deliver all distribution center available medical supplies from the point of pickup to a final delivery destination within 24 hours for emergency orders ASPR recognizes the transportation challenges encountered in an emergency affected regions and will coordinate with the Contractor, private contracted carrier, and other federal partners to expedite medical supply shipments. Additionally, ASPR will work with their federal partners in advance of potential emergencies to ensure regulatory issues are addressed to expedite shipments.

· The contractor must have the ability to prepackage equipment as to the specifications per the delivery order.

· The Contractor shall have the ability to pre-stage at one of its nation-wide facilities in preparation for a request of known required items to ensure the items can be delivered immediately upon request. The CO will provide such a list and the possible delivery location.

· The Contractor shall liaise with ASPR personnel upon the request of the CO to arrange for delivery to a final destination within an increased security perimeter. Arrangements may include a request for positive driver identification of those handling shipments which includes advance photos via email.

Data Support Service:

· The Contractor shall provide ASPR with comprehensive electronic reports of product usage to include the date of purchase, Purchase Order number, breakdown of associated service cost, delivery location, date/time of delivery, and an itemized description of the supplies purchased including the quantity and price of all items. The electronic reports shall be provided in a user friendly format to the CO and Contracting Officer Representative (COR).

Billing/Invoice Service:

· The Contractor shall provide clear, easy-to-read packing slips per shipment with item number, description, account information, Delivery Order number and invoice number.

· The Contractor shall have an accounting system that shall have the ability to invoice for the entire delivery order in one invoice. If all of the items cannot be shipped at one time, the ability to ship the items separately, without holding the order, and invoice for the entire delivery order in one invoice after the last item had shipped (The exceptions are for lab items and items that are on back order.)

· The price of shipping within the U.S. shall be included in each item at time of proposal. (If not regular U.S. shipping, then price for shipping will be obtained prior to issuing the Delivery Order).

Receipt of Invoices:

· Documents should be delivered electronically to the Contracting Officer (CO), the Contracting Officer’s Representative (COR) and PSC electronically. Invoicing instructions will be provided at award.

Other:

· The Contractor shall provide a disaster operations plan to ensure continued operations if one or several distribution sites are affected.

· ASPR will only be obligated to the extent of purchases actually made under the resulting delivery order to which ASPR has obligated funds to fully cover in delivery order.

· This SOW represents the entire terms between the parties. Any modification of a resulting contract shall be invalid unless in writing and signed by an authorized representative of the Contractor, and the CO.

· A default on any portion hereunder of the contract would stand alone and not default the whole contract providing the specific default was addressed and resolved.

Performance Period:

· Any resulting contract will have a base period of one (1) year from the date signed by the CO, plus four (4) option years. Option years will be renewed by the CO based on the continued need for the service and availability of funds.

Place of Performance:

· The contractor shall ship products to the locations listed on the delivery orders. Locations may vary depending on mission operations. However, most day-to-day shipments will be delivered to the ASPR Mission Support Centers (MSCs) currently located in Rancho Cordova, CA, Frederick, MD, and Grand Prairie, TX. The CO will notify contractor when location changes occur.

Inspection and Acceptance:

· The USG Contracting Officer (CO) and the Contracting Officer Representative (COR) shall assume the responsibilities for monitoring the Contractor’s performance, evaluating the quality of services and invoices provided by the Contractor and performing acceptance of all deliverables.

· A test maintenance order will occur twice a year pertaining to day-to-day or emergency response performed by the COR to analyze how long the medical supplies will get delivered to the ASPR MSCs.

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