Attachment A - Histology SOW 04-29-24.pdf

STATEMENT OF WORK

1. SCOPE: THIS IS A SUPPLY REQUIREMENT.

The Contractor shall provide histology staining reagents and Instrumentation and service used in support of the

Histology Lab Processes at Brooke Army Medical Center (BAMC) located at Joint Base San Antonio, TX, 78234.

The Contractor shall provide reagents, equipment, and services for high throughput specimen processing services including Immunohistochemistry (IHC) staining, In-situ Hybridization (ISH) staining, Immuno-Fluorescence staining, Special Staining, Whole slide scanning, and Image management necessary to meet the Histology laboratory mission of Brooke Army Medical Center (BAMC), JBSA, Fort Sam Houston, TX. All supplies and equipment outlined in this Statement of Work (SOW) must be supplied and serviced through a single Contractor (to whom the contract is awarded). All costs integrated into this contract must be calculated as cost per reportable result. All supplies and work performed shall preserve the US Food and Drug Administration (FDA)/Emergency Use

Authorization (EUA) approved status. The Contractor shall be responsible for maintenance service, on-site repair and parts as required. The machines must be in operational status for processing samples 98% of the time during the department’s hours of operation Monday through Friday. All testing materials, to include reagents analyzers, and equipment, must be FDA approved, or approved under Covid19 UA status.

2. DEFINITIONS/ACRONYMS

2.1 CONTRACTING OFFICER: The ONLY person with the authority to enter, administer, change, and/or terminate contracts and make related determinations and findings.

2.2 CONTRACTING OFFICER'S REPRESENTATIVE (COR): A Government employee selected and designated in writing by the Contracting Officer to act as his/her designated representative in administering a contract. NOTE:

The COR is not authorized to make any changes to the terms and conditions of the contract.

2.3 QUALITY ASSESSMENT AND IMPROVEMENT. Those actions taken by the Government to check services to determine if they meet the requirements of the CLIA/DoD CLIP ’88 & ’03, CAP, Joint Commission, DHA, and

DPALS quality assurance and risk management programs, and ensure compliance with the terms and conditions of the contract.

2.4 QUALITY CONTROL. Those actions taken by a Contractor to control the performance of services to ensure that they meet the requirements of the contract.

2.5 SERVICES: Includes incidental maintenance services and support performed and materials furnished or utilized to maintain the equipment.

2.6 QUALITY IMPROVEMENT (QI): Those actions taken by the Government, in accordance with BAMC DPALS

Quality Plan, relevant CSLI standards for quality, AR 40-68, to assure services meet the requirements of the SOW.

2.7 ACRONYMS/ABBREVIATIONS.

AR-Army Regulation

AFI-Air Force Instruction

AFMS-Air Force Medical Service

BUMED -U.S. Navy Bureau of Medicine and Surgery

CAP-College of American Pathologists

COR-Contracting Officer's representative

DA-Department of the Army

DAF- Department of the Air Force

DN- Department of the Navy

DoD CLIP - Department of Defense Clinical Laboratory Improvement Program

HIPAA- Health Insurance Portability & Accountability Act of 1996

MAS- Minimum Acceptable standards

MEDCOM- U.S. Army Medical Command

JC- Joint Commission

OSHA-Occupational Safety and Health Administration

PMS- Preventive Maintenance Services PRS

PRS- Performance Requirements Summary

SOW- Statement of Work

QA-Quality Assurance

QA&I- Quality Assessment & Improvement

QC - Quality Control

DHA-Defense Health Agency

3. QUALITY CONTROL (QC) AND QUALITY ASSURANCE (QA)

3.1. The Contractor shall provide a Quality Control (QC) Plan that contains, as a minimum, the items listed in 3.2

(below) to the Contracting Officer (KO) and Contracting Officer Representative (COR)/DPALS POC for acceptance not later than 21 calendar days after the start of the contract. The Contracting Officer will notify the Contractor of acceptance or required modifications to the plan. The Contractor shall make appropriate modifications and obtain acceptance of the plan by the Contracting Officer.

3.2. The QC Plan shall include:

3.2.1. A description of the inspection system to cover all incidental support and maintenance services listed on the

Performance Requirements Summary (PRS). Description shall include specifics as to the areas to be inspected on both a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors. Additionally, control procedures for any Government provided keys or lock combinations shall be included.

3.2.2. A description of the methods to be used for identifying and preventing equipment failure and/or defects.

3.2.3. A description of the records to be kept to document inspections and corrective or preventive actions taken.

NOTE: The records of inspections shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims, if any, under this contract.

3.3. Quality Assurance (QA). For those tasks listed on the PRS, the Contracting Officer Representative (COR) will follow the methods of surveillance specified in this contract. Government personnel will record surveillance observations, as needed, and provide to the Contractor. The receipt of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that the Contractor has been made aware of the defective performance. Government surveillance may include additional observations/tasks not listed in the PRS. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the Contracting Officer because of surveillance will be according to the terms of this contract.

3.4. Equipment Troubleshooting. When the Government performs troubleshooting with the Contractor, the

Contractor shall replace all reagents, calibrators, controls, and any other materials used at no additional cost to the

Government IAW Paragraphs 12.4.5. and 12.5.6.(below).

3.5. Meetings:

3.5.1. The Contracting Officer may require the Contractor to meet with the Contracting Officer, as deemed necessary.

3.5.2. The Contractor may request a meeting with the Contracting Officer, when the Contractor believes such a meeting is necessary. If required, written minutes of any such meetings shall be recorded in the contract and signed by the Contractor and the Contracting Officer. If the Contractor does not concur with any portion of the minutes, such non-concurrence shall be provided in writing to the Contracting Officer within 10 calendar days following receipt of the minutes.

3.5.3. During the installation and validation of the equipment and tests to be performed, the Contractor shall coordinate scheduled meetings with technical experts of the Laboratory to discuss milestones and to provide updates on completion date. Following the completion of the installation of the new equipment and validation of the tests to be performed, the Contractor shall meet with technical experts from the Laboratory at times mutually agreeable to discuss areas of interest to the Laboratory or hospital staff. When the validation of the equipment and tests are to be performed, the Contractor shall provide all reagents, calibrators, controls, and any other materials used at no additional cost to the Government. The contractor shall provide analyzed data to laboratory supervisor for approval.

If the validations are not found to be adequate, the Contractor shall be responsible for repeating studies in a timely manner for the laboratory to meet go live deadlines.

3.5.4. The Contractor shall provide at no additional cost to the Government the ability to request visits that are educational in nature from medical and/or scientific advisors/specialists to discuss with the Laboratory and/or hospital staff areas of interest, to include but not limited to, new tests of interest, application of current tests in specific specialty areas (e.g., Cardiology, Endocrinology, Nephrology, etc.), etc.

4. HOURS OF OPERATION

4.1. Normal Hours of Operation: Monday through Friday from 0700 – 1630 CST.

4.2. Holidays. Routine equipment servicing and reagent delivery will not be required on standard Federal Holidays.

If an emergency arises, equipment servicing, and reagent delivery will be provided in accordance with Section 12.5.

of this SOW.

4.3. The Contractor shall provide equipment maintenance and IT service/direct customer service and support during normal hours of operation and 24 hours/7 days a week for hotline telephone service.

4.4. Federal Holidays. The following Federal holidays will be observed by the Government:

New Year’s Day 1 January

Martin Luther King’s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth 19 June

Independence Day 4 July

Labor Day First Monday in September

Columbus Day Second Monday in October

Veteran’s Day 11 November

Thanksgiving Day Fourth Thursday in November

Christmas Day 25 December

NOTE: Any if the above Federal holidays fall on a Saturday, the holiday will be observed on the preceding Friday;

holidays falling on a Sunday will be observed on the following Monday. Any holidays that are declared by

Presidential Executive Order shall be observed in addition to and in the same manner as the holidays listed above.

5. CONTRACTOR PERSONNEL

5.1. All Contractor personnel shall adhere to all required reporting procedures for BAMC prior to reporting to the laboratory for work, etc. Current procedures will be available through the COR or ACOR.

5.2. Contractor employees shall present a neat appearance and be easily recognized as Contractor employees.

Contractor personnel shall either wear a distinguishable uniform or badge on the exterior of their clothing while performing any service at any Government facility.

5.3. Contract employees shall adhere to security standards set forth in section 14 Information Security.

5.4. Contractor and Contractor employees shall adhere to DoD 6025.18-R “Department of Defense Health

Information Privacy Regulation,” January 24, 2003 (Appendix A).

5.5. Contractor and Contractor employees shall adhere to Information Assurance Standards- General Security, Personnel Security, Electronic Security, and Information Systems (IS)/Networks Physical Security Requirements as stated in (Appendix B).

6. GOVERNMENT-FURNISHED FACILITIES, EQUIPMENT, MATERIAL, AND SERVICES.

6.1. The Government will provide, without additional cost to the Contractor, the facilities, equipment, materials, and services listed below:

6.1.1 FACILITIES. The Government will furnish the facilities for set-up and operation of the Contractor equipment analyzers required in support the SOW. The Contractor shall not alter the facilities without written approval of the

Contracting Officer. The Contractor shall return the facilities to the Government in the same condition as received, fair wear and tear and approved modifications excepted.

6.1.2 EQUIPMENT. No equipment will be provided.

6.1.3 MATERIALS. No materials will be provided.

6.1.4 SERVICES. The Government will provide the following services at no cost to the Contractor:

6.2. The Government will provide the normal range of facility utilities (e.g., electricity, water, heating, refuse collection, etc.) and other utilities necessary for the full functionality of the equipment/instrumentation.

6.3 Security: Police and Fire Protection, Government will provide as needed.

7. CONTRACTOR FURNISHED PROPERTY

7.1. General. Except for those Government-furnished items and services specified in section 6, the Contractor shall furnish all items, equipment, and incidental support and maintenance services required under this contract. All such items supplied by the Contractor shall conform to the applicable Safety and Health Standards as indicated in the current code of federal Regulations, Title 29, Chapter XVII, paragraph 1910, Occupational Safety Health Act of

1970.

7.2. Transportation. Transportation in support of any equipment and incidental support and maintenance services is the responsibility of the Contractor. The Government will not provide transportation.

7.3. Nametags. The Contractor shall furnish a nametag for each contract employee. The nametag will contain the name of the company and the employee.

8. DOCUMENTS/RECORDS.

8.1. The Contractor shall maintain all records necessary to comply with regulatory requirements and Food and Drug

Administration (FDA) standards. The Contractor shall be responsible for creating, maintaining, and disposing of only those Government required records that are specifically cited in this SOW or required by the provisions of a mandatory directive listed in section 5.4, Applicable Publications and Forms. If requested by the Government, the

Contractor shall provide the original record or a reproducible copy of any such record within 5 working days of receipt of the request.

8.2. The Contractor shall provide paper and electronic copies of material safety data sheets (SDSs) for each reagent item delivered under this contract (as appropriate).

9. INSTRUMENTATION. The contractor shall repair/replace any unsatisfactory instrumentation listed in this section at the contractor’s expense.

9.1. Three (3) IHC/ISH Stainers and control center for the BAMC Histology Laboratory. Contractor shall provide the necessary equipment/analyzers, required reagents, calibrators, consumables, controls with catalog numbers, user-replaceable maintenance items, stainer specific tools/supplies to support the ongoing delivery of histology laboratory processing using the instrumentation in this section, and installation.

9.2. Two (2) whole slide scanners with one (1) server and image management software with the ability to interface with FDA or EUA approved AI technology for prognostic marker image analysis

9.3. Three (3) Automatic stainers and coverslippers for routine H&E and Special Stain protocols and all necessary power cords and connection kit equipment.

9.4 All other computer hardware/software required for the use of the Stainers, coverslipper, and scanners.

9.5 System redundancy required, (to ensure continuous operations), training, supplies, reagents, unscheduled maintenance, and preventive maintenance for the equipment.

9.6 Operational hours for Histology are identified in Paragraph 4. All maintenance is done during operational hours.

Initial startup from the shutdown state shall not exceed 30 minutes.

9.7 System must provide data management/editing software for results. Manufacturer software with full editing tools, storage of previous patient data, editing tools, and meet all requirements outlined in 9.17.

9.8. Peripherals, to include Uninterruptable Power Sources (UPSs) capable of providing all necessary electrical power to each analyzer system, to include the data management system for 20-30 minutes. The Contractor is responsible to ensure the UPS remains operable throughout the length of the contract. Other items include electrical line conditioners as required, instrument-specific computer terminals/CPUs and printers.

9.9. The system must not require remote communication to outside sources to be functional.

9.10 The systems shall provide users with reliable results.

9.11 The systems shall be capable of producing measurable results throughout the manufacturer's stated linearity/analytic measurement range.”

9.12 The Contractor shall estimate the volume of user-replaceable maintenance items that will be required to support the analyzer, and any analyzer specific tools/supplies necessary to perform operator- level periodic maintenance tasks, at the level of approximately 500,000 slides per year. An operator level maintenance tool/spare parts kit will be provided by the contractor and replenishment of all expended items, at no additional cost to the Government.

Replenishment shall be made as needed or on a periodic basis not to exceed the normal preventive maintenance cycle.

9.13 All instrumentation required to complete testing for a particular laboratory must be in one designated area without violating OSHA or local safety regulations regarding instrument clearance, egress width, etc. Configuration must be approved by the end user.

9.14 All analyzer/data management system displays and supporting literature shall be in the English language.

9.15 The analyzer systems shall be approved by the FDA or approved for EUA for performing all tests listed approximately 500,000 slides per year. All analyzers and associated parts and accessories shall be new. No used, refurbished, or like-new equipment shall be provided in support of this contract at any time.

9.16 The analyzer shall (must) have the on-board ability to maintain required reagents at the proper storage temperatures. All assays must be FDA or EUA approved.

9.17 INFORMATION MANAGEMENT.

9.17.1 Interface Compatibility

Enhanced Bi-Directional Interface: The system shall offer advanced bi-directional interfacing capabilities with the

Military Health System (MHS) Genesis, leveraging high-speed network bandwidth requirements (1 Gbps to SAM

Server, 10 Gbps to image repository/DSR) to ensure rapid data exchange. This will include real-time synchronization capabilities, ensuring that any record edited by another user in MHS Genesis can be viewed in a read-only format instantly, enhancing collaborative efforts across military health facilities.

9.17.2 Data Management and Quality Control Integrated Data and Image Management System (IDIMS): The analyzer will incorporate a specialized data management system designed to handle both operational control and image data management seamlessly. This system will utilize DICOM and SVS file formats for high-resolution scan outputs (0.26 µm/pixel at 40x), catering specifically to the imaging capabilities of the product. The IDIMS will feature an integrated Quality Control (QC) software module that not only manages operational aspects but also excels in image quality assessment, utilizing Levy-Jennings charts and statistical summaries tailored for visual data.

9.17.3 User Interface and Operation Control 64-bit Microsoft Windows and Web Interface: The system's interface will be optimized for both a 64-bit Microsoft Windows environment and a web browser, designed to support the high-capacity imaging and data throughput of the analyzer system (81 slides/hr). This interface will allow users to manage the QC program, monitor the on-instrument useful life of reagents, and handle patient and image data efficiently, catering to the unique operational requirements of the imaging and capacity specifications. 9.17.4

Software Integration and Monitoring Comprehensive Software Suite: The software will offer a unified platform for workload management, data and image management, and real-time operational status monitoring, designed to interface seamlessly with hospital Laboratory Information Systems (LIS) through HL7 and DICOM standards. It will support proactive monitoring of key instrument parameters, including scan speed, resolution, and slide capacity, enabling predictive diagnostics and maintenance.

9.17.5 Results Management and Archiving Advanced Results Management Application (ARMA): ARMA will manage patient data, sample, QC, and image results by offering advanced archiving, real-time status updates, and long-term storage solutions. It will be capable of handling DICOM compatible images and TIFF formats, ensuring compatibility with the product's imaging specifications.

9.17.6 Proactive Instrument Monitoring Predictive Diagnostics: The software will include features for the proactive monitoring of key instrument parameters, including magnification levels, scan speed, and slide throughput, utilizing the product's IT and security features to anticipate and address potential issues before they affect operations.

9.17.7 Data Storage Extended Data Storage: The system will store data (specimen or run) for a minimum of 24-months, doubling the initially required storage period to accommodate the extensive imaging data generated. This storage will be in various formats supported by the product, including DICOM, SVS, and TIFF, leveraging the product's high-capacity slide loading and scanning capabilities.

These modifications aim to leverage your product's unique imaging, capacity, and operational capabilities, ensuring that the information management specifications align closely with the hardware's strengths. This tailored approach will set your product apart in its ability to meet and exceed the specific needs of the Military Health System (MHS)

Genesis integration.

10. REAGENTS AND SUPPLIES

10.1 The Contractor shall provide an estimate of the yearly quantities of reagent/reagent packs, calibrators/standards, and quality control materials required to perform the volume of patient specimens for each stain process (H&E, IHC, Special Stains).

10.2 The Contractor shall provide quality control materials sufficient to run every 24 hours and to be used as needed for trouble shooting, etc. Reagents used for troubleshooting analytical systems must be reimbursed (or replaced) by the Contractor at no additional cost.

10.3 The Contractor shall pre-program and adjust program as necessary for all quality control, maintenance, calibrator material in vendor provided racks or testing containers.

10.4. The Contractor shall ensure that requirements for routine quality control runs (as defined by the Laboratory

QA program), routine calibration, periodic calibration/calibration verification (i.e., each assay must be calibrated or have calibration verification performed at intervals not to exceed a 6-month period of time), specimen dilutions, and for troubleshooting of out-of-control assays be considered when calculating the yearly requirements.

10.5. The Contractor shall estimate the volume of user-replaceable maintenance items that will be required to support the analyzer, and any analyzer specific tools/supplies necessary to perform operator- level periodic maintenance tasks, at the level of use specified in Table 1. An operator level maintenance tool/spare parts kit will be provided by the contractor and replenishment of all expended items, at no additional cost to the Government.

Replenishment shall be made as needed or on a periodic basis not to exceed the normal preventive maintenance cycle 10.6. Reagents shall (must) have a minimum shelf life of six (6) months upon receipt by the Government, or, if this shelf-life requirement cannot be met, the Contractor shall (must) identify the guaranteed shelf life after receipt that can be accommodated in their response to the Request for Proposal.

10.6. The Contractor shall sequester the required quality control materials and test reagents and ensure that no more than one (1) lot change for QC material and three (3) lot changes for reagents occurs per contract year. Assays shall

(must) be stable enough to maintain a single control run per 24 hours of testing. This calibration frequency does not include calibrations required following instrument repair or servicing (e.g., field service type maintenance or service, major changed in instrument components that affect readout, QC troubleshooting, etc.) or other instances as described in the Laboratory QA Program or approved by the Laboratory Director.

10.7. All reagents/calibrators/QC materials provided must be FDA approved or approved EUA for use in the systems stated in Section 9. All reagents/reagent packs shall be provided as follows:

10.8 Be provided by the manufacturer of the equipment.

10.8.1 Be marked with the required storage temperature.

10.8.2. Be maintained at the proper storage temperature during transportation from the Contractor’s storage facility to the Government acceptance site and be delivered on time at the appropriate storage temperature.

10.9 The Contractor shall provide the reagents/reagents packs, calibrators/standards, quality control materials, user-replaceable maintenance items, and analyzer specific tools/supplies as outlined in the Schedule of

Supplies/Services.

10.10 The Contractor shall provide linear materials for all testing that spans the vendor’s published analytical measuring range (AMR) every six-months and as needed to verify repairs per the College of American Pathologist

(CAP) inspection criteria.

10.11 The Contractor shall include access to peer-group quality control programs and all training at no additional cost.

11. SPECIFIC TASKS

11.1 Within 10 working days after contract award, Contractor shall coordinate and conduct a post award site visit for the purpose of coordinating schedule for equipment installation. Additionally, the installation of equipment may need to be performed in a phase process at no additional cost to the government.

11.2 The Contractor shall assign a Project Manager and IT Project Manager to oversee all operations up to go-live, to include transition and validations. The total transition period (up to the go-live date) must be no more than 90 days.

11.3 During the initial implementation, a primary, dedicated technical representative must be assigned and available on site throughout the entire implementation period and go-live. Substitutions must be coordinated with and approved by the COR/DPALS POC.

11.4 Method validation

11.4.1. Method Validation will be conducted entirely by the Contractor in accordance with method validation protocols established by the Department of Pathology’s Quality Management Program (these protocols are in concordance with applicable standards as described by the Clinical Laboratory Standards Institute (CLSI) and/or required by the College of American Pathologists (CAP)). Relevant guidelines listed in Appendix C (below) are the minimum guidelines that will be referenced when conducting method validation. Additional guidelines may be required, depending on regulatory requirements.

11.4.2. Method Validation will include but not be limited to, reference range verification, demonstration of linearity with limit of quantitation verification (LOQ), limit of detection verification (LOD), reportable range, correlation with current methods (comparison of methods study), validation of analytical measurement range (AMR), validation of clinical reportable range (CRR), validation of precision (within day and between day) and accuracy (recovery study), plasma/serum correlation studies, carryover studies and establishment of initial control ranges using control materials, as designated by the DPALS POC.

11.4.3 All data collected for method validations will be provided to the government in a manner appropriate for review. Statistical analysis of all method validations will be reviewed and approved in accordance with CAP guidelines prior to reporting of patient results. Payment will not begin until the analyzer system has been approved for reporting of patient results.

11.4.4 The Contractor shall provide a team of qualified Technical Service Representatives (TSRs) that possess a thorough knowledge of method validation and is familiar with the use of the Lab’s current statistical evaluation software to provide technical assistance for the method validation studies. The assigned Contractors will be responsible for the entire method validation. The team must complete method validation within 1 month of installation. In the event of instrument/facility failures, new deadlines will be agreed upon by the contractor and

Contracting Officer.

11.4.5. All reagents, calibrators and linearity materials used in the method validation will be provided by the

Contractor at no additional cost to the Government. These materials will not be used in the analysis of specimens for patient care. When new tests or new Generations of reagents are available/added, the Contractor shall perform all necessary validation studies and supply all necessary reagents, calibrators, linearity materials.

11.4.6. The Government’s Technical Supervisor will obtain patient specimens for use in the method validation. If specimen requirements for correlation studies cannot be met (e.g., insufficient number of patients to challenge the extremes of a curve), the Contractor shall assist in procuring additional specimens. These specimens may be obtained from other laboratories or from Contractor sources.

11.5 Workflow analysis

11.5.1 Specific instrument layout and selection of pre-analytic and post-analytic processes will be determined by a detailed, comprehensive workflow analysis.

11.5.2 The workflow analysis shall be conducted IAW commonly accepted industry standards for maximizing efficiency as outlined in the PMBOK® Guide 3rd Ed, and Lean/Six Sigma principles. The workflow analysis shall focus on maximizing efficiency, throughput, and minimizing turn- around- times.

11.6 Both the Contractor and Contractor personnel shall abide by all Health Insurance Portability & Accountability

Act of 1996 (HIPAA) regulations and Information Technology (IT)/Security requirements and as outlined in

Appendices A and B.

11.7 The Contractor shall provide two (2) paper and two (2) electronic (CD) copies of the Operator’s and

Maintenance manuals and a statement of the warranty terms in the English language. The level of detail required of appropriate instrument maintenance manuals extends only to routine maintenance procedures performed by the user.

All instrumentation specified is non-Government owned equipment that is provided, serviced, and maintained by the

Contractor.

11.8 The Contractor shall provide print and electronic copies of all safety data sheets (SDS) for each item delivered under this contract that is HAZARDOUS MATERIAL by the United States. The SDS shall contain information on the hazards associated with each specific chemical or material. The SDS shall be printed in the English language and shall contain, as a minimum, identification of:

- The hazardous material

- The specific hazard

- The required practices for the safe use of the product

- First aid procedures

- What to do in the event of a spill or other mishap or accident.

11.9 The Contractor shall provide the reagents and shall coordinate exact quantities and shipment schedule with the

COR prior to shipment IAW Section 12 Deliveries and Installation (below).

12. DELIVERY AND INSTALLATION

12.1 All systems must be delivered to the appropriate location indicated below within 30 calendar days after contract award. The Analyzers shall (must) be delivered to the location as indicated below and match renovation timeframes

(if applicable) as indicated during post-award site-visit. Delivery, equipment setup, installation and verification, on-site training, method validation studies, and analytical measurement range/linearity verification, shall (must) be completed by Contractor personnel to ensure that equipment is fully operational. During the initial implementation, a dedicated technical representative must be available on site throughout the entire implementation period.

Substitutions must be coordinated with the COR.

The Contractor shall furnish all analyzers/instrumentation/equipment/supplies to include delivery, installation, maintenance, and removal upon contract completion.

Brooke Army Medical Center

Department of Pathology, YP4008

3551 Roger Brooke Drive

Fort Sam Houston, TX 78234

12.2 Exact installation locations at the primary locations shall be coordinated by the Contractor with the point of contacts listed below. A memorandum on Contractor’s letter head will also be provided to the individual below at the time of installation that includes all serial numbers, names, costs, and any additional information identified for each piece of equipment.

The Point of Contact (POC) for all deliveries:

Histology, YP4008

Department of Pathology

Brooke Army Medical Center

Tel: (210) 916-2160/1450/8674

12.3 Deliveries of required items shall be quarterly standing order or as called in by the COR/DPALS POC. The

Contractor shall provide, upon shipment, an electronic tracking mechanism whereby the Government is able to identify the shipping status of any equipment, reagents, or materials. Large items (e.g., 20L and above), must be shipped in a split order to arrive 2 weeks apart.

12.4 The Contractor needs to specify the last date that a standing order can be modified for a single delivery and/or all subsequent orders.

12.5 Orders shall arrive on the date agreed upon and if the scheduled date is a Federal Holiday (listed above), the delivery will be scheduled for the day following the Federal Holiday.

12.6 Any supplies that are placed on back order shall be clearly identified on the shipping documents and shall be delivered in a timely manner, not to exceed ten (10) working days. In the instance a back- order exceeds 10 working days, the Contractor shall provide testing services through local sub-contract at no cost to the government.

12.7 Emergency orders shall be delivered within 24 hours after the order is placed and be of the same lot number of calibrators/standards, reagents/reagent packs, or quality control materials currently in use for the assay(s) for which supplies are being requested. Contractor shall notify the Government via email and telephonic message when an order is not available or capable to be shipped within these timelines.

12.8 For all orders, standing or emergency, the Contractor shall notify via email the designated points of contact that orders have shipped and provide a tracking number.

12.9. Preservation and packing - Preservation and packing shall be performed in accordance with the best commercial practice and in such a manner to afford adequate protection against any damage during shipment from source to destination. All packaging and shipping information shall be clearly marked as to contents on both the shipping documents and the shipping container/box. All deliveries will be made Tuesday through Thursday, to exclude Federal Holidays.

12.10 Removal/Replacement-The Contractor shall be responsible for the collection and transportation of equipment upon termination of the contract at no cost to the government.

13. Maintenance and Service

13.1 ANCILLARY MAINTENANCE. The Contractor shall be responsible for furnishing maintenance, services, repairs, and parts as required to maintain the systems in optimal operating condition.

13.1.1 The Contractor shall maintain all equipment installed under this contract except for repairs necessitated by willful damage or negligence on the part of the Government.

13.1.2 The Contractor shall provide all personnel, equipment, tools, materials, supervision, parts, transportation, and other items and services necessary to perform all required repairs and scheduled preventive maintenance/safety inspections and calibrations of equipment. The performance of scheduled periodic preventive maintenance, safety checks, and calibrations that are not normally performed at the operator level shall be performed by Contractor service personnel in accordance with requirements as specified in the Contractor’s instrument maintenance manual.

Completion of installation of the analyzers will establish time zero for determination of time frames for performance of the above periodic services.

13.1.3 The Contractor shall provide a full unscheduled and preventive maintenance service for the lease period at no additional cost. Service shall include repair and replacement of defective parts, complete maintenance program (as required by the manufacturer’s maintenance manuals), and hotline telephone service, to assist operators in troubleshooting problems in accordance with paragraph 13.3.1. of this statement of work.

13.2. REPAIR. Upon notification of equipment failure, the Contractor’s qualified service technician shall establish telephonic contact within 60 minutes of the Government notification to the Contractors Customer Service “Hotline” and shall be on-site to provide unlimited emergency service (service requiring immediate repair) within twelve (12) hours of establishing telephonic contact. The equipment shall be repaired and operational within 48 hours after initial response by the Contractor. If the equipment cannot be repaired, a replacement instrument shall be provided within 72 hours. The Contractor shall provide replacement parts as necessary for operator level maintenance.

13.2.1. The Contractor shall provide all reagents, calibrators, controls, and any other materials necessary to troubleshoot the reasons for the analyzer failure at no additional cost.

13.2.2 The Contractor shall replace all reagents, calibrators, controls, and any other materials used by the

Government to trouble shoot the instrument failure prior to notification of the contractor.

13.2.3 All work shall be performed in a professional manner by an authorized service representative. If any deficiencies are found due to negligence of the service representative, the Contractor shall be required to correct the deficiency to a fully operational status in accordance with manufacturer specifications at no additional cost to the

Government.

13.2.4 All correspondence, service reports, and invoicing shall be in English.

13.2.4.1 Preventive maintenance services shall be performed in accordance with the manufacturer’s standards/procedures. A preventive maintenance service shall include, but is not limited to, safety, calibration, complete operational testing, lubrication, adjustments, and cleaning of equipment to which the operator does not have access. This also includes the installation of all non-operator parts required to ensure proper operation.

13.2.5 The Contractor shall notify the government of the exact date and time for performance of a preventive maintenance service within ten (10) days prior to the scheduled preventive maintenance services.

13.2.6 The use of two-way radios, as well as smoking, is prohibited at Brooke Army Medical Center and its clinics.

13.2.7 Prior to performing Scheduled Maintenance and Unscheduled Repair Services work, the Contractor's representative shall report to and obtain from the Visitor Center at the MTF a Visitors Badge. The badge must be returned to the Equipment Management Branch prior to departing the MTF.

13.2.8 Within 2 business days after completion of a repair, the Contractor’s representative shall furnish via email the

COR one (1) copy of a service report for all services performed with a copy to the Equipment Management Branch and the Laboratory Representative for the MTF. The report shall be in English and shall contain, as a minimum, the following information:

Nomenclature and serial number

Date

Description of services performed (i.e., preventive maintenance service, or unscheduled repair service)

Location of services performed

Duration of performance (hours)

List of parts replaced, or other actions taken to restore operability of the instrument

Name of technician

13.2.9 The Government and the Contractor shall exchange hazard communication information before the commencement of any repair.

13.2.10 When required, the Contractor shall comply with the Occupational Safety and Health Administration lockout and tag out procedures while performing maintenance on electrical equipment.

13.2.11 Safety Inspections shall be performed at least annually in accordance with NFPA 99, Chapter 7. This regulation can be reviewed in full text at the Equipment Management Branch.

13.2.12 Preventive maintenance inspections and calibrations shall (must) be performed in accordance with

Contractor’s guidance as specified in the Contractor’s instrument maintenance manual.

13.2.13 When appropriate, the Contractor’s representative shall attach and complete a DD Form 216 (sticker), entitled “Medical Equipment Verification/Certification” to the equipment upon completion of calibration services.

The COR shall provide the DD Form 2163 to the Contractors’ representative. If the DD Form 2163 is already attached to the equipment, the Contractors' representative shall update the existing DD Form 2163. Procedures for updating the DD Form 2163 will be provided by the government.

13.3 SERVICE:

13.3.1 The Contractor shall provide direct customer service and support, 24 hours/7 days a week, to include hotline telephone service (provided in English) and on-call emergency repair service support, to assist operators in correcting equipment operation and IT problems.

13.3.2 The Contractor shall perform Preventive Maintenance Services (PMS), safety tests, calibrations, and unscheduled repair services in accordance with procedures and practices prescribed by the manufacturer of the equipment.

13.3.3 The Contractor shall provide a full unscheduled and PMS throughout the contract. PMS shall be at no additional cost to the Government inclusive of all costs for the performance of scheduled periodic maintenance (as required by the Contractor’s instrument maintenance manuals), unscheduled maintenance and repair of the analyzers and any associated equipment provided by the Contractor as part of the analyzer system, including replacement parts, replacement part shipment costs, and service technician travel costs for performance of maintenance services.

13.3.4 Scheduled routine services shall be performed between 0600-1830 Monday-Friday, excluding Federal

Holidays.

13.3.5 The Contractor’s qualified service technician shall be on site to provide routine services; service requiring immediate repair; and one (1), two (2) or four (4) scheduled services for preventive maintenance (as specified in the

Contractor’s instrument maintenance manual), safety and calibration as required by this statement of work. The equipment shall be repaired and operational within 24 hours after initial response by the Contractor.

13.3.6 Upon analyzer failure, the Contractor’s qualified service technician shall be on-site to provide unlimited emergency service (service requiring immediate repair; an unscheduled maintenance/service requirement). The

Contractor’s qualified service technician shall establish telephonic contact within 60 minutes of the Government notification to the Contractors Customer Service “Hotline” and shall be on-site to provide unlimited emergency service (service requiring immediate repair) within four (4) hours of establishing telephonic contact. The equipment shall be repaired and operational within 48 hours after initial response by the Contractor.

13.3.6.1 The Contractor shall provide all reagents, calibrators, controls, and any other materials necessary to troubleshoot the reasons for the analyzer failure at no additional cost.

13.3.6.2 The Contractor shall replace all reagents, calibrators, controls, and any other materials used by the

Government to trouble shoot the instrument failure prior to notification of the Contractor.

13.3.6.3 The Contractor’s qualified service technician shall ensure all repairs are completed and the analyzer is fully operational prior to departing the lab. In addition, the service technician or Customer Service “Hotline” will verify the repairs corrected the problem and the analyzer is operational in a follow-up call. This call will be made in a timely fashion (not to exceed 24 hours) after the service technician departs the lab.

13.3.7 Emergency Services and unscheduled services outside regular working hours, on weekends, and on Federal

Holidays shall be listed as a separate line item. These services shall be conducted in the same manner as all other emergency services as described in 12.2. Estimated emergency visits per year are six (6).

13.3.8 Should we need to cease testing due to instrument failure; the technical repair specialist shall be on-site as described in 12.4.2.

13.3.8.1 The Contractor’s qualified service technician shall be on-site to provide unlimited emergency service as described in 12.4.2.

13.3.8.2 For all labs stated in 1.1, should testing cease due to instrument malfunction, or other emergency occurs

(e.g., the entire pre-analytics system goes offline) the Contractor’s technical specialist must be on-site within four

(4) hours of initial notification. The repair of at least one (1) analyzer must be completed within eight (8) hours of initial notification. If deemed necessary after consultation with the government, if at least one analyzer cannot be repaired within eight (8) hours of the initial notification, the Contractor shall arrange the pickup and delivery of critical specimens to a College of American Pathologists accredited clinical laboratory. If the equipment cannot be repaired, a replacement instrument shall be provided within 72 hours. The Contractor shall provide replacement parts as necessary for operator level maintenance. 5.4.3.8.3. During any period when testing has ceased due to instrument malfunction in the Core Laboratory, the Contractor shall pay all costs associated with the provision of alternative testing, including those for delivery of hardcopy patient results by express courier, directly to the laboratory, for as long as testing cannot be performed.

13.3.8.3 Hardcopy patient results shall provide all information as required in the Laboratory QA Plan and approved by the Laboratory Director. This information shall include, but not be limited to positive patient identification, laboratory results and the testing laboratory’s reference range for the test being performed.

13.3.8.4 If the equipment is out of service for longer than 48 hours (from the time-of-service technician’s arrival on site), the Contractor shall notify the government in writing as to the reason(s) (i.e., non- availability of parts, etc.) for non-compliance.

13.3.8.5 The Contractor shall provide all necessary user-replaceable maintenance items required to support the analyzer and any analyzer specific tools/supplies necessary to perform operator-level periodic maintenance tasks, at no additional cost to the Government.

13.3.8.6 The Government will make the equipment available to the Contractor for servicing at such time and duration necessary to perform needed repairs.

13.3.8.7 The primary computers for each stainer or scanner must be supplied with a printer. Damaged or worn printers must be maintained and/or replaced by the Contractor at no additional cost to the Government with the exception where damage was caused by willful acts or negligence on the part of the Government. Toner or ink cartridges (as appropriate) must be provided for each printer to maintain operations thorough the contract at no additional cost to the Government.

14. INSTRUMENT TRAINING

14.1. The Contractor shall provide initial on-site operator training to all technicians assigned to the Government site

(i.e., BAMC Dept of Pathology Laboratory staff) prior to initiation of use of the analyzer for patient testing or at the start of the contract, whichever is applicable. All on-site training must include basic analyzer operation, troubleshooting procedures, performance of operator-level periodic preventive maintenance procedures, and use any data management/quality control software.

14.1.1 The on-site operator training shall be provided by qualified Contractor trained personnel using Contractor-owned instrumentation. The training shall encompass basic operation, maintenance, and troubleshooting. In addition, The Contractor shall provide on-site training for 4 technicians annually at no additional cost to the

Government or individual trainee. The training shall encompass basic operation, maintenance, and advanced troubleshooting.

14.2 The Contractor shall provide two training slot per analyzer per contract year, at the Contractor's training site, at no additional cost (including transportation airfare, rental car, per diem, etc.) to the Government. The Contractor may charge the Government only for training services exceeding the basic requirement for a given year.

14.3 All training manuals/guides, instructional literature, and any other related written/electronic material shall be in the English language. Training shall include basic operation of the analyzers, troubleshooting procedures, performance of operator-level periodic preventive maintenance procedures, and use of the data management/quality control software.

14.4 The Contractor shall provide training for data management systems stated in 14.1. for 4 technicians per year at no additional cost to the government.

15. INFORMATION SECURITY

15.1 TELECOMMUNICATION

15.1.1 Systems that provide the ability to control instrument software from remote locations are preferred. All

Contractor systems that communicate with Department of Defense (DoD) systems shall interconnect through the established Military Healthcare System (MHS) Virtual Private Network (VPN) Business to Business (B2B) gateway. For all Web applications, Contractors shall connect to a Defense Information Systems Agency (DISA)-established Web Demilitarize Zone (DMZ). All software must be able to pass MITC testing and review and be awarded a Certificate of Net worthiness (CoN) from NETCOM. Submission of the CoN must be completed within six (6) months of contract award.

15.1.2 The Contractor shall follow Army Regulation 25-1, “Army Knowledge Management and Information

Technology, AR 25-2, DoD 6025.18-R, DoD Health Information Privacy Regulation (Appendix A), and

“Information Assurance (IA, Appendix B)”.

15.1.3 In accordance with contract requirements, Contractors shall connect to the B2B gateway via a Contractor procured Internet Service Provider (ISP) connection. The Contractor shall assume all responsibility for establishing and maintaining their connectivity to the B2B gateway. This shall include acquiring and maintaining the circuit to the B2B gateway and acquiring a Virtual Private Network (VPN) device compatible with the MHS VPN device.

15.1.4. The Contractor shall comply with DoD guidance regarding allowable ports, protocols and risk mitigation strategies and will provide, maintain, and configure VPN concentrator that complies with DoD security standards.

15.1.5. All costs for VPN hardware and software shall be incurred by the Contractor.

15.1.6. The Contractor shall initiate, maintain, and document personnel security investigations appropriate to the

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