Medical_Gases_SOW.pdf

STATEMENT OF WORK

1. SCOPE OF CONTRACT

1.1 The 31st Medical Group (31 MDG) located in Aviano, Italy intends to award an indefinite delivery contract for medical grade gases and dry ice. The supplies to be purchased include oxygen, liquid nitrogen, nitrogen, nitros oxide anesthetic, carbon dioxide, and dry ice. The specific amount of units (quantities) at the desired frequencies (consumption) is listed in

Attachement 2.

1.2 The medical grade gases and dry ice will initially be ordered via a Blanket Delivery Order with emergency orders being placed by the 31st MDG representitive (MDGR) via verbal or written notification and delivered to the facility (verbal notifications shall be followed by written notification no later than 24 hours). The quantities shown in the schedule are estimates of the facility’s requirements. There is no express or implied guarantee that these quantities will be purchased.

1.3. RESPONSE TO EMERGENCY ORDERS: While the required items, quantity and delivery frequencies as identified in the excel attachment are relatively constant, the nature of healthcare sometimes cannot be predicted and thus necessitates emergency order placement and deliveries response. As such, the contractor shall have an emergency response plan that provides for emergency deliveries to the facility within six (6) hours after notification, 24 hours a day, 7 days a week. Contractor will provide emergency contact name(s) and telephone number(s) who will oversee delivery.

1.4 The MDGR will be responsible for local contract administration issues such as ordering and providing specific delivery instructions. A letter of delegation that outlines the MDGR’s specific responsibilities will be provided to the contractor and MDGR at the time of contract award.

Within five (5) days after contract award, the contractor shall contact the MDGR to finalize the ordering method and clarify the specific details of any delivery instructions that are included in the solicitation schedule. If agreement cannot be reached between the contractor and MDGR regarding any issue, the matter shall be referred to the Contracting Officer for resolution.

2. PRODUCT SPECIFICATIONS

All medical gases shall conform to purity levels as identified in the excel spreadsheet and to specifications prescribed by all local, regional, and Italian law. All medical gas manufacturers and fillers of medical gases shall be registered with the Italian federal equivalent of governing body; and all medical gases shall be manufactured, processed, labeled, stored, packed, transported, and delivered in compliance with all local laws, regulations and specifications established for medical gas generation, storage, sales, distribution and delivery.

3. CYLINDERS AND OTHER CONTAINERS

3.1 Transportation. The transportation of medical gases in cylinders and dry ice in protective, long-lasting Styrofoam boxes shall comply with the Italian Transportation Ministry (ITM) specifications and shall be maintained, filled, marked, labeled, and shipped to comply with all local laws, regulations and specifications established for medical gas generation, storage, sales, distribution and delivery.

3.2 Marking. All markings pertaining to medical gases shall comply with all local laws, regulations and specifications established for medical gas generation, storage, sales, distribution and delivery. All unauthorized or inapplicable markings, tags, and labels shall be removed.

When shipment is by commercial carrier, shipping tags must comply to Italian, local and regional laws and shall be attached to each cylinder so as to be protected by the valve protection cap. The contract data markings required by the applicable standard shall be applied to one side of the tag and the identification markings on the reverse side.

3.3 Valves. Valves shall comply with all local laws, regulations and specifications established for medical gases pertaining to safe handling of Compressed Gas Cylinder Valve Outlet and Inlet

Connections. Valve protection caps for cylinders designed to receive such caps shall be securely attached to the cylinders in a manner to protect the valves from injury during transit and delivery to the purchaser's receiving area. For liquid containers, all fittings must be permanently brazed to prevent their removal. In addition, each container should contain a 360 degree cryoband applied at the top of the container with the drug product name repeated around the entire container.

3.4 Color Coding. Cylinders for each types of medical gas shall be color coded in accordance with all Italian, local and regional laws, regulations, specifications and standards for Standard

Color Marking of Compressed Gas Containers Intended for Medical Use.

3.5 Hydrostatic Testing. Visual inspection of hydrostatic testing shall be performed in accordance with the Italian, local and regional Standards for Visual Inspection of Steel

Compressed Gas Cylinders or Standards for Visual Inspection of High Pressure Aluminum

Compressed Gas Cylinders.

3.5.1 The contractor shall be responsible for all testing of contractor-owned cylinders at no additional cost to the Government.

3.6 Cylinder Sizes. Cylinder sizes on the attached excel spreadsheet indicate the approximate product capacity of the cylinders currently being used. All capacities are approximate, and the

Government shall be billed only for the actual amount of the gas delivered. In accordance with all local laws, regulations and specifications established for medical gas, the actual contents of the container must appear on the label.

3.7 Method of Shipment. Empty cylinders that are picked up from 31 MDG for re-fill or servicing shall be transported according to the procedures discussed in paragraph 3.1.1 using commonly commercially practiced methods to prevent damage to cylinders. During delivery, the driver of the delivery vehicle will check in at Contractor’s gate for inspection, be escorted by a base-appointed escort to Area 1 (location of 31 MDG), and deliver the contents to 31 MDG loading lock at the location identified in paragraph 5.4.

3.8 Inventory of Cylinders. The Contractor shall utilize its control system in maintaining cylinder inventory. The Contractor shall complete 100% inventory of all tanks annually and provide inventory documents to the 31 MDGR and 31 MDG quality assurance personnel.

4. SERVICES FOR CONTRACTOR-OWNED CYLINDERS

Services Included in the Price of Gas (Contractor-Owned Cylinders): The offeror’s price for the gas shall include the furnishing, at no additional cost, of all services which are required at each and every filling of a cylinder to comply with applicable regulations, specifications, and best common commercial practices. Such services shall include, but not be limited to: tags indicating cylinder is "Full," In Use," or "Empty"; inspection, testing, evaluation, and cleaning services required at each and every filling; pin-indexing, when required, and attachment of

Government-furnished warning tags, when required. In addition to services listed in this paragraph, the contractor is responsible for all maintenance and testing of contractor-owned cylinders.

5. DELIVERY INFORMATION:

5.1 Pickup and delivery shall be Monday, Wednesday, and Friday between the hours of 0800 to

1630, noting that delivery shall be made the following scheduled date after pickup (e.g. Monday pickup of 8 oxygen tanks would require delivery of 8 oxygen tanks on Wednesday). FOB point is destination. All transportation related charges for cylinders shall be included in the quote.

Additional charges such as delivery fees, hazardous materials fees, fuel surcharges, etc. shall

NOT be billed to or collected from the facilities for orders received under this contract.

5.2 Deliveries. Deliveries will be made every scheduled day unless the day is an observed holiday (see paragraph 8) at a designated time. For example, if Wednesday is a holiday, delivery would be on either Tuesday or Thursday. The contractor will coordinate with the MDGR in advance if such instances occur.

5.3 The contractor shall provide a Material Safety Data Sheets (MSDS) to the facility MDGR upon quote submission.

5.4 Delivery location will be:

31 MDG/SGSLF (Loading Dock)

Base Clinic

Base Americana BLDG 121

Aviano, PN, 33081

6. POINTS OF CONTACT (POC):

Primary: 31 MDG Logistics Customer Service NCOIC (0434-94-5363/5366)

Alternate 1: 31 MDG Logistics NCOIC (0434-94-5782)

Alternate 2: 31 MDG Logistics Flight Commander (0434-94-5520)

Quality Assurance Personnel: 0434-94-7972

7. REQUIRED DOCUMENTS AT DELIVERY: When delivering, the contractor will provide a list itemizing the delivered contents on contractor’s official company letterhead. This delivery list will document the items requested as per the SOW attachment, document how many units of what items were delivered, and what remains to be delivered for the rest of the remaining year

(The first year begins on the date of award thru 30 Sept 2016. All following years are from 1 Oct

– 30 Sep). The contractor will not depart the delivery location without a signature from personnel who are authorized to receive the delivered items.

8. FEDERAL HOLIDAYS OBSERVED:

New Years Day (1 Jan) Labor Day (1 st Monday in Sep)

Martin Luther King Day (3 rd

Monday of Jan) Columbus Day (2 nd

Monday in Oct)

President’s Day (3 rd

Monday in Feb) Veterans Day (11 Nov)

Memorial Day (last Monday in May) Thanksgiving Day (4 th

Thursday in Nov)

Independence Day (4 Jul) Christmas Day (25 Dec)

NOTE: Holidays may be observed on alternate dates as specifically declared by the President of the United States. Holidays may be observed the weekday before or the weekday after the actual holiday. The President of the United States may declare any other day to be a national holiday.

The Contractor shall make arrangements with the appointed Government representative when any holiday or declared day of observance conflicts with the delivery schedule.

(End of Statement of Work)