Attachment 0001 - Statement of Work (SOW) - Hematology Reagents.pdf

Statement of Work

(SOW)

Hematology Reagents at

Royal Air Force (RAF) Lakenheath

June 25, 2024

1.0 Introduction

1.1 Mission: The mission of the 48 MDG is to deliver comprehensive medical care to active-duty members, dependents, and authorized individuals. This involves providing accessible, compassionate, and high-quality healthcare services while maintaining standards of excellence, inclusivity, and patient-centered care. Clinical reference laboratory services, supplies, and reagents are indispensable for supporting medical units at the 48 MDG medical campus at RAF Lakenheath, enabling accurate diagnostics, treatment monitoring, and personalized care plans for military personnel and their dependents. Access to these essential components ensures uninterrupted healthcare services and enhances the readiness of the medical facility to address diverse health needs effectively.

1.2 Background: The 48 MDG relies on a consistent provision of reagents and consumables for the Sysmex XN-2000 Hematology Analyzer to ensure seamless patient testing, both routine and specialized. Without these supplies, prolonged wait times for test results are likely, potentially halting patient testing altogether and compromising timely care delivery. Moreover, resorting to external agencies for service incurs additional costs and delays, further impacting patient care and operational efficiency. Maintaining an uninterrupted supply of supplies is essential not only for operational efficiency but also for upholding the highest standards of patient care and ensuring prompt and reliable healthcare services for beneficiaries.

1.3 Scope: The 48th Medical Group (48 MDG) requires a follow-on contract for laboratory services, essential supplies, and hematology reagents to be supplied to RAF Lakenheath, United Kingdom. These hematology reagents are essential for accurate diagnostics, treatment monitoring, and ensuring smooth laboratory operations, ultimately improving patient care outcomes. Hematology reagents are particularly vital as they are used to perform assays on blood samples to detect and quantify various blood components and abnormalities in clinical settings. This enables healthcare providers to assess blood health, monitor therapy, and diagnose hematological disorders effectively.

2.0 General Requirements

2.1 Business Relations: The Contractor shall successfully integrate and coordinate all activity needed to execute this requirement. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall promptly identify issues to the Government and take timely corrective action. The Contractor shall seek to ensure mission partner satisfaction and professional and ethical behavior of all contractor personnel.

2.2 Contract Management & Administration

2.2.1 Contract Management: The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of resources assigned to the requirement. The Contractor must maintain continuity between the mission partner and the contractor’s corporate offices.

2.2.2 Contract Administration: The Contractor shall establish processes and assign appropriate resources to effectively administer the contract. The Contractor shall respond to the Governments requests for contractual actions in a timely fashion. The Contractor shall have a single point of contact between the Government and contractor personnel assigned to support the contract. The Contractor shall assign resources to maintain proper and accurate records related to this contract.

2.3 Subcontract Management: If applicable, the Contractor shall be responsible for any subcontractor and any subcontractor management necessary to integrated work executed under this contract.

2.4 Hours of Work: Workdays are from Monday through Friday excluding US federal holidays and UK bank holidays.

Work hours are from 0800 to 1700 local UK time.

3.0 Product Specifications & Requirements

3.1 The Contractor shall provide reagents and consumables for the Government-owned Sysmex XN-2000 Hematology

Analyzer to conduct accurate hematology assays, monitor blood components, and diagnose hematological disorders.

3.2 The following table provides a list of the reagents required by the Government, along with their estimated annual usage:

Line Item Description Unit of Issue Estimated Annual Usage 0001 Cellpack DCL (10L) Each 120 0002 Cellpack DFL (2x1.5L) Each 10 0003 Cellclean (50mL) Each 100 0004 FluorocellWNR (2x82mL) Each 20 0005 FluorocellWDF (2x42mL) Each 10 0006 Fluorocell RET (2x12mL) Each 10 0007 Lysercell WNR (5L) Each 20 0008 Lysercell WDF (5L) Each 15 0009 Sulfolyser (5L) Each 20 0010 XN-Check L2 Each 60 0011 XN-Check L3 Each 60 0012 XN-Check BF Each 30 0013 Fluorocell PLT (2x12mL) Each 4 0014 XN-2000 Maintenance Months 12 0015 XN PLT-F License Each 1

3.3 Maintenance and Support; The Contractor shall provide 24-hour, 7-day per week hotline support in which a live person is available to provide verbal assistance.

3.3.1.1 The Contractor shall provide in-house technical maintenance support if laboratory personnel are unable to bring the analyzer(s) online via telephone support within 12 hours if the call is placed prior to 12 pm GMT and not later than 8 am GMT the next duty day if the call is after 12 pm

GMT.

3.3.1.2 The Contractor shall provide all software and hardware upgrades for the analyzer systems.

3.3.1.3 The Contractor shall provide the Government with a copy of all maintenance and service visits at the time of service.

3.3.1.4 The Government shall not be responsible for any reasonable damage or loss occurring to the analyzer(s) system while performing under this contract. This does not include malicious willful destruction of contractor equipment by a government employee.

3.3.1.5 Contractor personnel shall comply with all MTF infection control and safety procedures, practices, and standards located in the Laboratory Flight while providing maintenance and support within the

MTF.

3.3.1.6 The Government will provide Personal Protective Equipment (PPE) as required by the 48th

Medical Group (48 MDG) for work in performance of this PWS. However, if the Contractor requires further PPE, the Contractor shall supply this to their personnel.

3.3.1.7 In the event the equipment fails, the contractor shall provide a suitable replacement within 72 hours.

4.0 Special Requirements

4.1 Security & Safety

4.1.1 Operational Security (OPSEC): If any installation is required to take place in a Government facility, the Contractor shall be familiar with the organizational critical information and indicators list (CIIL) and OPSEC policy of any installation they require access to. The required CIIL can be provided by the Contracting Officer.

4.1.2 Safety: The Contractor and any of its subcontractors (if applicable) shall promptly report pertinent facts regarding mishaps involving Government property damage or injury to Government/Contractor personnel that takes place on an installation. The Contractor shall notify the cognizant Contracting Officer within 24 hours of all mishaps or incidents. The Contracting Officer will in-turn notify the Safety Office. The Contractor shall cooperate in any resulting safety investigation.

4.2 Contractor Access to Installations: Access to DoD installations is limited to personnel with a valid installation access pass. Failure to submit required information to obtain required documentation will result in the exclusion of such employees from the installation until such documentation is obtained. Contractor employees may be subject to personal and vehicle searches when entering or leaving a DoD installation. If installation access is required, the Government will provide the Contractor with the required information and documents for installation access passes upon award. Subsequently, the Contractor shall provide a list of all employees working under this contract, along with the required documentation upon receipt of contract award, and no later than 30 days prior to the projected need for any new installation access pass requirements. The Contractor is responsible for maintaining an adequate number of personnel with active installation access passes and adhering to the timeframes stated in this section. The cognizant mission partner is responsible for the coordination of installation access passes. Upon termination of employment, termination or cancellation of the contract, or expiration of the contract the Contractor is responsible for collecting employee installation access passes and turning them in to the CO, or the cognizant mission partner in a timely fashion.

4.3 Shipping Instructions

4.3.1 For vendors located inside the United Kingdom.

4.3.1.1 Shipment shall be FOB Destination.

4.3.1.2 All shipping and transit costs must be included as part of the total purchase price submitted to the Government (vendor may either include the shipping in the costs of the items or outline it in a separate line item).

4.3.1.3 The Government will provide the shipping address as part of the solicitation document. Additionally, the Government will provide the vendor with the point of contact at the physical destination delivery address.

4.3.2 For vendors located outside of the United Kingdom.

4.3.2.1 Option One: United States Postal Service.

4.3.2.1.1 Shipping shall be FOB Destination.

4.3.2.1.2 All shipping and transit costs must be included as part of the total purchase price submitted to the Government (vendor may either included the shipping in the costs of the items or outline it in a separate line item).

4.3.2.1.3 Weight of individual shipments must not exceed 70lbs.

4.3.2.1.4 Dimensions of individual shipments must not exceed 119 inches in length, and/or 72 inches in width or height.

4.3.2.1.5 Hazardous material is not submitted.

4.3.2.1.6 The Government will provide the APO shipping address as part of the solicitation.

4.3.2.2 Option Two: Commercial small parcel carrier.

4.3.2.2.1 Shipping shall be FOB Destination.

4.3.2.2.2 All shipping and transit costs must be included as part of the total purchase price submitted to the Government (vendor may either included the shipping in the costs of the items or outline it in a separate line item).

4.3.2.2.3 Weight of individual shipments must not exceed 300lbs.

4.3.2.2.4 Dimensions of individual shipments must not exceed 119 inches in length, and/or 72 inches in width or height.

4.3.2.2.5 The Contractor is responsible for arranging and performing all shipping actions from origin to final destination.

4.3.2.2.6 The Government will provide the shipping address as part of the solicitation document. Additionally, the Government will provide the vendor with the point of contact at the physical destination delivery address.

4.3.2.3 Option Three: Consolidated Shipping Point.

4.3.2.3.1 Shipping shall be FOB Destination.

4.3.2.3.2 All shipping and transit costs must be included as part of the total purchase price submitted to the Government (vendor may either included the shipping in the costs of the items or outline it in a separate line item).

4.3.2.3.3 Weight of individual shipments must exceed 300lbs.

4.3.2.3.4 Dimensions of individual shipments must exceed 72 inches of any one dimensions (length, width, height).

4.3.2.3.5 Hazardous material may be shipped via this method.

4.3.2.3.6 The Contractor must complete a DD Form 1139 “XXX” to determine if the cargo can be shipped via MILAIR.

4.3.2.3.7 The Contractor shall ensure all cargo is marked “UNITED

STATES AIR FORCE” to ensure shipments clear customs.

4.3.2.3.8 48 FW logistics points of contact are provided for in 4.3.3.

4.3.3 Contact Information:

48th Logistical Readiness Squadron (48 LRS) 48 LRS/Inbound Customs; 48lrs.lgrddc.inboundcustoms@us.af.mil.

48 LRS/Inbound Cargo; 48lrs.inboundcargo@us.af.mil.

Commercial phone number; +44 01638 52620.