Blood Gas SOW 2025 - Signed.pdf

Department of Health and Human Services

Indian Health Service Lawton Indian Hospital

Statement of Work (SOW)

Blood Gas Analyzers w/Consumables and PM/Service Agreement

1. PURPOSE OF THE PROJECT

The Lawton Indian Hospital, Laboratory Department has a requirement for a new and not refurbished Blood Gas analyzers with a contract that includes the blood gas analyzers, consumables, supplies, technical support, repair services, preventative maintenance agreement and any peripherals necessary to the operation of the analyzers including linearity studies and on-going training/competencies to maintaining accreditation. This is needed so that the Lawton Indian Hospital laboratory remains capable of providing quick and accurate blood gas test results to front line providers to enable them to provide the highest level of patient care.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide Blood Gas analyzers that meet the following criteria:

TEST VOLUME/YEAR

Facility Venous Blood Gas Arterial Blood Gas Lawton Indian

Hospital 748 152

SIZE LIMITATIONS

Height 0-35” Min-Max Width 0-40” w/monitor Min- Max Depth 0-18” Min-Max

1. Provides sample and operator specific reports for quality assurance

2. Ability to provide 2 analyzers to fit limited space requirements

3. Does not require an IQCP

4. Clot detection/prevention

5. Self-contained components to reduce risk of biohazard exposure

6. Built in printer

7. Cost Effectiveness for low volume

8. Requires little to no routine maintenance

9. System software applications shall be licensed and patented

10. Provide Quality control material, linearity and calibration verification material.

11. Automatic quality control capabilities, with optional external QC for troubleshooting.

12. Quality Control Data Management system to include individual statistics and Peer data.

13. Provide all consumables needed to maintain instrument function and operation to include patient testing.

Contractor:

1. Provide analyzers within 30 to 90 days of award date of contract

2. Provide installation and provide onsite set-up of the analyzers, including on-site correlations, calibrations, setup, precision studies, linearity studies, and AMR studies to correlate and validate analyzers to maintain accreditation.

3. Provide on-site training post-installation that includes, but is not limited to, all laboratory staff.

4. Provide corrective Service calls that are guaranteed for period of performance of contract.

5. Provide priority repairs within 24 hours.

6. Provide reagent replacement in place of credit, as a means of replacing bad reagents.

7. Provide software updates as needed

8. Provide unlimited priority telephone support with technical support experts who can diagnose and remotely resolve issues and/or schedule on-site visits.

9. Submit to laboratory supervisor a legible copy of field service report, acceptable quality control performed and discuss the service performed before leaving the facility.

10. Provide access to an online web portal for the purposes of ordering supplies

11. Provide any necessary peripherals required for the operating of the analyzers to include printer.

12. Provide Medically approved Uninterruptible power system (UPS).

13. No restriction on additional purchased and/or test count change if needed.

Blood Gas Analyzers shall be capable of performing the following tests:

1. PH

2. PCO2

3. PO2

4. O2Sat

The Preventive Maintenance and repair services contracts shall include an annual preventive maintenance visit and repair service calls as needed with telephone technical support and all travel, parts, and labor costs included.

Supplies, consumable and other equipment needed to operate analyzers, including printer. The contractor shall provide access to an online web portal for ordering supplies. The contractor shall provide a toll-free telephone number for service calls, which must be answered 24 hours a day, 7 days a week. The contractor shall provide install and setup, to include t h e contractor performing an onsite correlation, calibrations, setup precision studies, linearity studies, and AMR studies to be included to correlate and validate instrument to maintain accreditation at install. The contractor shall provide on-site training post installation that includes all laboratory stall.

The contractor shall can also create a standing order for reagents & supplies with Laboratory Supervisor and ship reagents & supplies as documented in standing order.

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award with four (4) twelve (12) month option years.

4. LEVEL OF EFFORT

4.1. Contractor shall deliver selected blood gas analyzers within 30 to 90 days from date of signature of contract. Contractor

4.2. The contractor shall provide install and setup as part of the price of the contract. Onsite correlations, calibrations, set up, precision studies, linearity studies and AMR studies will be included with install. All consumables necessary for installation, setup, and performance of all correlation and validation studies shall be provided to maintain accreditation within 30 to 90 days from date of signature of contract.

4.3. The contractor shall schedule maintenance in such a way that when it is started, it will be completed without interruption,

4.4. The contractor shall respond within twelve hours of a service request to confirm with the laboratory department on a time to be on site to provide necessary maintenance. Issues requiring technical support or service calls shall be resolved within three business days of initial call.

4.5. Training: contractor shall provide training either onsite or off site to main operator and laboratory staff.

4.6. The contractor shall provide blood gas analyzers from a line of technical standardized platforms that is appropriate to test volumes and workload needs and space restrictions of the Lawton Indian hospital laboratory. The vendor will analyzers this need in advanced based upon workload data provided and space dimension provided and/or site visits of Lawton Indian hospital laboratory.

4.7. The vendor would provide a preventive maintenance agreement for the analyzers that includes routine cleaning, replacement of work parts, and calibration. Additionally, this support agreement would provide for service calls, when the equipment is experiencing issues that cannot be resolved through the telephone or remote technical assistant services.

4.8. Deliverables to be received by the laboratory department include the following:

• Appropriately selected blood gas analyzers

• Preventive maintenance agreement

• Service reports when PM agreement is utilized

• All routine requirements with each exercised PM visit

• All consumables and supplies required for the routine operation of the analyzers, the testing of patient samples and maintaining accreditation.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management.

5.2. The Lawton Indian Hospital is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Claremore Indian Hospital official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of

Claremore Indian Hospital. Such action(s) could result in violation of the contract and possible legal actions.

5.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

5.5. Termination Amortization Schedule: A termination amortization schedule shall be included as an attachment of the awarded contract. If the Government does not exercise any of the options listed in the price / cost schedule, the Government’s not exercising the options will have the same effect as if the Government terminated for convenience. All remedies afforded to contractor in regards to a termination for convenience shall be available to the contractor.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the delivery dates with the designated government employee.

The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency (ies) to secure the needed dock access. No exchanges/deliveries can be made after 4:15pm. Driver needs a valid ID.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered 24-hours-a-day, 7-days-a-week.

6.4. Personnel Qualifications:

Contractor shall be authorized, trained and certified by instrument manufacturer to provide maintenance, support and training on the supplied instruments and provide documentation.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall supply a standing order for specific reagents & supplies.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract, to include but not limited to the listed reagents, supplies and part.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

10.1 Standing order was created and confirmed Yes No

10.2 Correct items were shipped Yes No

10.3 Items arrived in a timely fashion Yes No

10.4 Invoices reflect correct pricing & quantity Yes No

10.5 Job performance issues were addressed if applicable Yes No

Department Supervisor Signature:

Administrative Officer Signature: