B Statement of Work 6pages.docx
DOCX document 28 KB Posted
- Solicitation number
- RFQ-26-PHX-022
About this file
This is a Statement of Work for the procurement of a Copan Wasp Specimen Processor, associated service agreement, and laboratory supplies for the Phoenix Indian Medical Center (PIMC) Laboratory Department. The contractor must provide a fully automated specimen processor system weighing less than 1,300 pounds with capabilities including automated smear preparation, broth inoculation, plate streaking, media labeling, loop changing, and full sample traceability using barcoded culture plates. The system must accept multiple media types and specimen containers, include reusable metal loops (1 µL, 10 µL, and 30 µL), and connect to RPMS via Data Innovations while meeting IHS security requirements. The contractor is responsible for all equipment upgrades, software updates to the latest operating system with anti-virus protection, CPT and LOINC code provision, and LIS/RPMS/DI compatibility documentation with a designated point of contact for technical questions.
The contractor must deliver and install the equipment within 90 calendar days of award to the PIMC Materials Management Department (Building #9, 4212 N. 16th Street, Phoenix, Arizona 85016) and provide comprehensive service under a Gold Service Warranty including 24/7/365 technical support with response within four hours and problem resolution within 24 hours. The contractor must supply reagents, parts, and consumables within five business days of order, offer overnight delivery capability at no cost for urgent requests, and provide full credit or returns for items with less than three months shelf life. Training must include two off-site formal training slots each for analytic and middleware equipment at no cost. The contract period is a five-year Blanket Purchase Agreement with a base year plus four one-year option years. All service, preventive maintenance, parts, software upgrades, travel, lodging, and freight costs are included with no additional charges to the Government. Contact information includes Contracting Officer Donovan Conley and Technical Point of Contact Deana Thompson at the Phoenix Service Unit.
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Other files
| File | Type | Posted |
|---|---|---|
| F Brand Name Justification 6.103-1 3pages.pdf | ||
| F Brand Name Justification 4pages.pdf | ||
| A Price Schedule 1Pages.xlsx | XLSX spreadsheet | |
| C BPA Terms and Conditions 3pages.docx | DOCX document | |
| SAM.GOV RFQ-26-PHX-022 7pages.docx | DOCX document | |
| D Clause Admin Data 8Pages.docx | DOCX document | |
| E 2025 AZ Tax Exempt Letter 4pages.pdf |
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Text version
STATEMENT OF WORK
Copan WASP Specimen Processor, Service Agreement, & Supplies
A. PURPOSE OF CONTRACT:
The Contractor shall provide an automated Copan Wasp Specimen Processor (solid & liquid media inoculator & slide preparation modules) for processing patient specimens for microbiology culturing for the Phoenix Indian Medical Center (PIMC), Laboratory Department.
B. SPECIFICATIONS OF SERVICES:
The Contractor shall provide a Copan Wasp Specimen Processor with the following minimum requirements:
| o | System weight < 1300 lbs. |
| o | Includes peripherals of touch screen monitor, external barcode reader, and label printer and pipetting system for inoculation. |
| o | Custom streaking patterns |
| o | Accept multiple media types/containers |
| o | Accept multiple specimen types/containers |
| o | Reusable metal loops (1 uL, 10uL, and 30 uL) for media inoculation |
| o | Automated Smear Preparation |
| o | Automated Broth Inoculation |
| o | Automated Plate Streaking (whole and bi-plate) |
| o | Automated media (slide, plate, broth) labelling |
| o | Automated Loop change |
| o | Full sample traceability using uniquely barcoded disposable culture plates |
| o | Remove & replace specimen lids/tops |
| o | Shall not require cleaning material or decontamination beyond periodic maintenance |
| o | Can be serviced/calibrated remotely |
| o | Automatable tasks as needed by microbiology staff |
The Copan Wasp Specimen Processor must have the ability to connect to RPMS via Data Innovations and meet PIMC security requirements to remotely connect and service instrumentation.
Instrumentation must include all upgrades, databases, etc. included in initial purchase, and be capable of adding future advancements and additions to the lab system.
The Contractor shall provide a new version (upgradeable) of the Copan Wasp Processor if availability occurs at no additional cost to the Government and without affecting the price, length of contract, or original terms and conditions of the initial contract. The Contractor shall ensure the instrument software is running the latest operating system and has anti-virus software to align with the Indian Health Services IT policies.
The Contractor shall replace the Copan Wasp Specimen Processor if it becomes damaged or non-operational due to manufacturer default.
The Contractor shall provide CPT (Current Procedural Terminology) and LOINC (Logical Observation Identifiers Names and Codes) codes for all assays.
The Contractor shall provide a compatibility statement with the LIS/RPMS/DI to include any relevant information as to what data can be transmitted to the LIS/RPMS. Contractor will provide a point of contact who can be reached to further discuss any questions or concerns over LIS/RPMS/DI compatibility.
The Contractor shall be responsible for all costs, training, and associated expenses needed to maintain the associates’ software applications to the latest software versions allowed by the Indian Health Service Information Technology policies.
Access to all software shall be provided to Phoenix Indian Medical Center in situations where re-installation is necessary.
Software shall be provided to Phoenix Indian Medical Center with unlimited perpetual licensing for the supported life of the device.
In cases where vendor insists on utilizing a licensing fee model this should be noted in the bid provided for Phoenix Indian Medical Center consideration
The Contractor shall coordinate all installation and training dates with PIMC microbiology supervisor, and/or management team who will communicate internally with other lab staff.
The Contractor shall provide training off-site and on-site for staff sufficient to establish competency in the labor and technical oversight processes involved in running the equipment supplied. This shall include two (2) off-site formal training slots for each analytic equipment, at no cost, and two (2) off-site formal training slots for middleware and pre-analytical equipment. The training of the IHS Laboratory Staff will be where they have access to the equipment.
Supplies:
The Contractor shall have the capabilities to transport reagents Monday thru Friday on an overnight basis.
The Contractor shall provide ordered supplies, reagents, and parts within five (5) business days of an order being placed.
The Contractor shall provide high quality supplies required to perform the testing needed as noted for the base year and option years (See Pricing Schedule).
The Contractor must provide notification to the IHS COR immediately for items placed on backorder.
The Contractor must provide notification in writing immediately to the COR, if there are any changes in product availability and production and/or specifications.
The Contractor must be able to fulfill urgent delivery requirement for overnight delivery at no cost to the Government.
The Contractor must allow return or provide a full credit for items with expiration dates allowing for short or an unreasonable shelf life (less than 3 months). Return shipping and/or Restocking Fees are the responsibility of the Contractor.
The Contractor shall not withhold any services, parts, or consumables due to past invoices not paid due to inconsistencies or anomalies.
The Contractor shall provide a designated representative to help resolve technical and/or contractual issues throughout the life of the contract.
The Contractor shall provide a designated customer service representative to handle all problems that arise with the ordering of consumables and reagents throughout the life of the contract.
C. PRICE SCHEDULE:
| DESCRIPTION |
| QTY |
| UNIT OF MEASURE |
| UNIT PRICE |
| Copan Wasp Specimen Processor & Accessories |
| 1 |
| EA |
| $ |
| Yearly Service Agreement for Gold Service Warranty |
| 12 |
| MO |
| $ |
Yearly Supplies (See attached spreadsheet(s) for description of items, quantities and unit of measure)
| 1 |
| YR |
| $ |
D. PERIOD OF PERFORMANCE:
The period of performance shall be for a base plus four (4) one-year option years commencing from the date of award.
E. QUALITY ASSURANCE:
The Contractor shall provide services under the terms and conditions of this contract with staff capable of providing proper and adequate services and workmanship.
The Contractor shall be responsible for monitoring and evaluating the safety, quality and appropriateness of services provided and shall maintain the quality control program.
F. ENERGY-EFFICIENT PRODUCTS:
The Contractor shall provide products that earn the ENERGY STAR and meet the ENERGY STAR specifications for energy efficiency or items that meet the Department of Energy’s Federal Energy Management Program. The vendor is encouraged to visit energystar.gov for complete product specifications and updated lists of qualifying products. (See Energy Efficiency clauses).
G. SERVICE AGREEMENT:
The Contractor shall provide Preventive Maintenance and a Service Agreement for the chemistry equipment that must include all labor, travel, parts, and software upgrades at no additional cost to the Government.
The Contractor shall provide necessary support services to maintain operational status of the equipment.
The Contractor shall provide technical support and equipment repair support to include routine preventive maintenance plus required parts and the cost of travel, lodging, and per diem for technical support personnel, as well as freight for materials shall be paid for by the contractor
The Contractor shall provide the necessary service, parts, and maintenance as required/needed.
The Contractor will notify PIMC if there are any recall or changes regarding the equipment and supplies as soon as possible. The contractor will provide a solution for any recalls in a timely manner.
The Contractor will dispatch a qualified tech if necessary to perform service and maintenance if the problem cannot be resolved through phone tech support service in 24 hours at their expense.
The Contractor shall provide an on-call response within 60 minutes for weekends, holidays, and after normal duty hours for emergency tech support service. This work shall be continuous 24 hours a day, 7 days a week until completed.
The Contractor shall have remote capabilities to troubleshoot and address technical issues with the equipment.
· Services must be 24/7/365 (include weekends and holidays)
· Response within four (4) hours of the initial call and the Contractor must resolve problems within 24 hours of the service call.
· On-site service response, as needed and may include 24/7 support.
· Unlimited emergency service calls during normal business hours, after business hours, on weekends and holidays.
· All necessary warranted repair parts and labor associated with each service call.
· The contractor shall provide Phone Support (24-hour toll free technical telephone troubleshooting assistance).
· All required engineering updates and reliability enhancements.
H. DELIVERABLE INSTRUCTIONS:
The Contractor shall deliver and install equipment and be operation-ready within 90 days calendar days of award.
The Contractor shall deliver Copan Wasp Specimen Processor equipment, as specified in the solicitation requirement to the PIMC Materials Management Department, Building #9, 4212 N. 16th Street, Phoenix, Arizona, 85016, for Government tagging and recording of serial numbers.
Once Materials Management tags the instrument(s), the BioMed Department will evaluate for electrical and safety checks.
The Contractor will then install the instrument(s) at the PIMC Laboratory Department. Should the contractor need additional information they can contact Zerveni Oliver, Microbiology Supervisor, at 602-581-6266.
The Contractor shall start and test the equipment to ensure proper operation and provide the COR an opportunity to witness the testing.
J. POINTS of CONTACT:
Acquisition Contract Specialist: Donovan.Conley@ihs.gov Service Unit Representative: Deana.Thompson@ihs.gov
O. TECHNICAL POINT OF CONTACT (TPOC):
Deana Thompson, Phoenix Service Unit, Phone: 602-319-8954, Email: deana.thompson@ihs.gov is hereby designated as TPOC for this service. The TPOC’s responsibilities will be to coordinate with the contractor the technical aspects of this service and the review of performance hereunder.
P. TPOC DUTIES:
The Contracting Officer shall appoint a TPOC representing the Government for the purpose of this contract in writing. Such designation will set forth the duties specifically delegated in regard to the performance of this contract.
The TPOC is responsible for Contractor accountability, monitor contract performance, and assist the Contractor in the resolution of program problems encountered during the performance of this contract.
The TPOC shall be responsible for:
· Monitoring the Contractor’s technical progress, including the surveillance and assignment of performance and recommending to the Contracting Officer changes in requirements
· Interpreting the Statement of Work
· Performing technical evaluation as required
· Performing technical inspection and acceptance required by the contract
· Assisting the contractor in the resolution of technical problems encountered during performance
The TPOC’s responsibilities will be to coordinate with the contractor the technical aspects of this service and the review of performance hereunder.
The COR does NOT have authority to modify or change the terms and conditions of the contract.
Q. CONTRACTING OFFICER:
The Contracting Officer is the only person with authority to act as the agent of the Government under this contract. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the Statement of Work (2) modify or extend the period of performance (3) change the delivery schedule (4) authorize reimbursement to the contractor for any costs incurred during the performance of this contract or (5) otherwise change any Terms and Conditions of this contract. The Government my unilaterally change it’s COR designation.
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