Attachment A - Immunohematology SOW_ 10 June 2024.docx

STATEMENT OF WORK (SOW) / PERFORMANCE WORK STATEMENT (PWS)

Brooke Army Medical Center, Blood Services, Fort Sam Houston, Texas

1. DESCRIPTION OF WORK: Brooke Army Medical Center (BAMC) requires immunohematology benchtop blood banking reagents and antibody identification panels. Total estimated cost is total $555,426.50 for the base year plus four option years. The Contractor shall perform to all the standards contained within this SOW.

1.1. The Contractor shall provide, as outlined below, traditional reagents for immunohematology testing listed in Table 1. All components outlined will be supplied through a single Contractor (to whom the contract is awarded), including supplies not manufactured or provided by the Contractor. Analytical reagents must be approved by the Food & Drug Administration (FDA).

1.2. Estimated annual volume for base and first option year of performance. Additional option years may see up to a 10% increase per year in test volume.

ABO Typing Reagents:

Antigen Typing Reagents:

Anti-Human Globulin Reagents:

Potentiators:

Reagent Red Cells:

1.3. The government contemplates a base performance period from 01 October 2024 – 30 September 2025, plus four (4) Option Years, for twelve (12) months options years from 01 October 2025 to 30 September 2029 for a total of five years. The Contractor shall provide benchtop reagents above for the following Period of Performance:

2. DELIVERIES: All orders will be delivered to the following location:

Brooke Army Medical Center Transfusion Services, Department of Pathology 4th Floor, Room 429-18 3551 Roger Brooke Drive Fort Sam Houston, TX 78234

2.1. The Contractor will provide, upon shipment, an electronic tracking mechanism whereby the Government is able to identify the shipping status of any reagents or materials.

2.2. Deliveries of required items must be in monthly drop shipments or as called in by the COR or ACOR. Large items should be shipped in a split order to arrive 2 weeks apart.

2.3. Orders must arrive no later than one week from the requested date/designated delivery date.

2.4. Any supplies that are placed on back order shall be communicated electronically to the Government, clearly identified on the shipping documents, and delivered in a timely manner, not to exceed ten (10) working days. In the instance a back-order exceeds 10 working days, the Contractor must provide testing services through local sub-contract at their cost.

2.5. Routine or scheduled orders will arrive no earlier than one week before or later than one week after the scheduled date of delivery.

2.6. All reagents/reagent packs shall be provided as follows: Typing and potentiators reagents must have a minimum unopened shelf-life of six (6) months, and reagent red cells must have a minimum unopened shelf life of at least one (1) month upon receipt by the Government.

2.7. 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/Request for Quote.

2.8. Reagents used for troubleshooting analytical systems must be reimbursed (or replaced) by the Contractor at no additional cost.

2.9. Emergency orders will be delivered within 24 hours after the order is placed.

2.10. An alternate quality control material must be provided by the contractor if the new lot of controls cannot be delivered one week prior to the expiration date of the lot currently in use.

2.11. 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.

2.12. Reagents/materials must 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.

2.13. All deliveries will be made Monday through Friday, to exclude Federal Holidays.

3. CONTRACTOR REQUIREMENTS

3.1. This contract is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract's terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees.

3.2. The Contractor shall provide safety data sheets (SDS) for each item delivered under this contract that is considered to be hazardous material. 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 the following information: identification of the specific hazard, the required practice for the safe use of the product, first aid procedures, and what to do in the event of a spill or other mishap or accident.

3.3. The Contractor shall submit reports to the COR or Contracting Officer as requested for use in monitoring Contractor performance.

4. BILLING AND PAYMENTS.

4.1. Payment will be made by Defense Finance and Accounting Service, (DFAS Indianapolis), Indianapolis, IN (address in Block 18a), after receipt of services. Contractor submits their 2-n-1 invoice in the Wide Area Workflow (WAWF) system for payment. The Contracting Officer's Representative (COR) shall verify for acceptance to be submit to DFAS Indianapolis. Government Payment will only be authorized for services actually rendered. Advance payments under this contract are not authorized.

4.2. The vendor must identify and train how to retrieve the required workload document from the analyzers for appropriate billing.

4.3. The vendor must provide a reagent list with each fixed price for the appropriate test upon award of the contract to the COR. This will be the firm, fixed price for the entire term of the contract to include option years.

4.4. BAMC COR will submit this document for billing to the vendor on the 1st of each month for the previous month. The vendor must supply the POC for who will receive these for billing.

4.5. The vendor must bill in WAWF within 30 days of receiving the billing statement.

4.6. The vendor must attach an itemized invoicing in order for invoices to be paid.

4.7. The contractor shall submit monthly, in arrears, itemized invoices in accordance with DFARS 252.232-7003, for services rendered under this contract. Information regarding IRAPT is available on the Internet at https://wawf.eb.mil/.

5. CONTRACTOR CONDUCT

5.1. The Contractor is responsible for the conduct of his/her employees. All services shall be provided in accordance with established standards, principles, and ethics of the profession and applicable professional specialty organizations and shall ensure the highest regard to patient dignity.

5.2. Complaints. Complaints will be validated by the COR and be reported in writing to the Contracting Officer and the Contractor for action, if it constitutes a failure to perform, as determined by the Government. The Contractor shall have no more than one substantiated complaint for each period of performance.

5.3. Contractor Representation. The Contractor shall designate a Contract Officer Technical Representative (COTR) for the contract. The COTR shall be the only authorized representative of contractor authorized to discuss with the COR, any and all sustainment services required by the contract and ensure response to requests for performance of the contract. The COTR shall have the authority to make decision for the Contractor. The Contracting Officer or the COR shall be notified promptly whenever the POC changes. COTR shall be submitted no later than 10 days after award of contract, and shall include as a minimum name, title, and telephone number.

6. PERFORMANCE MEASUREMENT. The following performance objectives and measures will be used to evaluate Contractor performance and compliance under the contract. This information will be used to prepare annual past performance evaluations. See Exhibit 1, Quality Assurance Surveillance Plan (QASP), for additional details.

3. Reagent replacement at no cost SOW Para 2.8.

4. WAWF/Payment SOW Para 4.5.

Vendor must submit payment request within 30 days of receiving order at BAMC.

Vendor must submit itemized invoice to accompany the request for payment.

6.1 The inspection and acceptance point for all services rendered under this contract will be by the BAMC Transfusion Services. The performance by the Contractor shall be subject to continuous inspection, surveillance, and review for acceptance by the Contracting Officer Representative (COR) or designated representative. The purpose of this section is to list the contract requirements considered most critical to acceptable contract performance.

6.1.1. Show the maximum allowable degree of deviation from perfect performance for each requirement or Minimum Acceptable Standards (MAS) that will be allowed by the Government before contract performance is considered unsatisfactory.

6.1.2. Explain the Quality Assurance methods the Government will use to evaluate the Contractor’s performance in meeting the contract requirements.

6.2. The Government’s primary quality assurance procedures are based on variability seen in short- and long-term quality control performance (accuracy and precision of instrument performance), shelf life of reagents (whether the reagents are supplied with the requisite shelf life remaining and whether reagent performance is stable up to the advertised expiration date), stability of test calibrations (whether excessive re-calibrations are required), reproducibility of Analytic Measurement Range at 6 month intervals, proficiency test performance, frequency and duration of instrument downtime, Contractor response to requests for assistance/repair of the instruments, and customer complaints.

6.3. Criteria for acceptable and unacceptable performance will be based on the MAS for each contract requirement. When the number of defects in the Contractor’s performance which are discovered by the COR exceeds the unacceptable level, the Contracting Officer may complete a CDR. The CDR requires the Contractor to explain, in writing, why performance was unacceptable, how performance will be returned to acceptable levels and how recurrence of the problem will be prevented in the future.

End of document.