SOW_-_Medical_Supplies_FINAL_11-5-15.pdf

STATEMENT OF WORK

DHS-Wide Acquisition

Medical Supplies

1.0 Introduction

This Statement of Work (SOW) defines the requirements of the Department of Homeland Security (DHS) in establishing multiple department-wide blanket purchase agreements (BPAs) for medical supplies.

A. Background

DHS and its organizational components require medical supplies for Federal personnel who perform emergency medical services. The desired outcome is to establish Department-wide BPAs that meet this need while concurrently reducing costs, ensuring quality, streamlining processes, reducing administrative burdens, eliminating duplication, and improving customer service.

DHS organizational components and subcomponents that have emergency medical programs include:

• Customs and Border Protection (CBP) o U.S. Border Patrol; Office of Field Operations; Office of Air and Marine;

Advanced Training Center.

• Immigration and Customs Enforcement (ICE) o Homeland Security Investigations (HSI) o Enforcement and Removal Operations (ERO)

• Federal Emergency Management Agency (FEMA)

• Federal Protective Service (FPS)

• Transportation Security Administration (TSA)

• U.S. Coast Guard (USCG)

• U.S. Secret Service (USSS)

B. Scope

The scope of this BPA is to provide DHS and its organizational components various types and brands of medical supplies for delivery to various CONUS and OCONUS locations. Contractors shall provide access to medical supplies as made available through their government or commercial catalogs. All commercial medical supply offerings available through the vendor’s commercial or government catalog that fall into categories 1, 2, and 3 as detailed below in Section 2.0 may be purchased through this BPA. All medical supplies within the scope of this BPA are identified as and determined to be commercial medical items readily available in the commercial marketplace.

Contractors shall furnish medical supplies, equipment, and training materials used by DHS personnel to train for and perform medical treatments, tests, and operations. See the Excel attachment entitled “Master Item List” for items commonly purchased by DHS. For certain procurements, DHS components require vendors to package or “kit” multiple items, in accordance with specifications, in an assembled, portable, self-contained pack for use in the field.

2.0 General Requirements

The Contractor shall deliver a wide-variety of medical supplies used by federal employees who are also qualified as medical professionals to perform emergency medical treatments, tests, or operations. The three main categories of medical supplies are as follows:

• Category #1: General Medical Supplies – Subcategories are as follows:

o IV/Maintenance o Respiratory Management o Operational Medical Supplies and Equipment o Personal Protective Equipment (PPE) o Medication Administration o Medical Supplies and Equipment for Austere Environments o Trauma Management o Splinting/Immobilization o Training Materials

• Category #2: AEDs/Heart Monitors (with accessories)

• Category #3: Kits

A list of medical supplies typically purchased by DHS and a description of each is included in the “Master Item List” Attachment as mentioned in section 1.0B.

Quality Control (Category #1, #2, #3) The contractor shall have a quality control and warranty program in place to ensure that only quality products are provided to DHS. Quality control is the capability to maintain materials that are of high quality, current (not-expired), through the application of shelf-life best practices. This includes quality;

processes, policies, third-party quality standards or certifications achieved, and warranty policy.

Product Coverage (Category #1, #2, #3):

The Contractor shall provide at least 80 percent of the items identified on the Master Item List for the given category. NOTE: In accordance with FAR 52.208- 9, items highlighted in blue on the Master Item List are required to be obtained from a source participating in the AbilityOne program.

Order Placement (Category #1 and #2):

The Contractor shall be able to accept purchase orders and purchase card orders placed via website, telephone, or e-mail.

Online Catalog (Category #1 and #2):

The Contractor shall have an electronic catalog available on its website that lists its complete product offering. The catalog shall include the manufacturer’s name, part number, description, technical specifications, photo/picture, and price.

Online Ordering (Category #1 and #2):

For those orders placed via purchase card, the Contractor shall have a website that is capable of processing the complete ordering transaction. The website shall use technology to ensure data security for online ordering and payment, such as Secure Sockets Layer protocol (SSL) or equivalent with an encryption key length of 128-bits.

Point of Sale Discount (Category #1 and #2):

The Contractor’s shall be able to provide point of sale discounts for all BPA orders. The discount shall be clearly visible and easily understood at the time of order and shall be consistent with its pricing agreement with DHS on this BPA.

3.0 Period of Performance

This BPA shall be effective from the date of award for a total of five years.

4.0 Deliverables

Reporting:

The contractor shall provide a Quarterly Sales Activity Report indicating purchases by all DHS organizational components within 15 calendar days after the end of each quarter (based on government fiscal year). Each Quarterly Sales Activity Report shall provide the following information: (1) quarterly summary of spend under the BPA by organizational component, (2) cumulative summary of spend under the BPA to date by organizational component, and (3) price paid compared to the commercial list price and the resulting savings.

The Quarterly Sales Activity Report shall be provided by the contractor to DHS using the format in the attached Excel file entitled “Quarterly Sales Activity Report”, or an equivalent format, and must contain, at a minimum, the following fields: Order Date, Order Number, DHS Component, Items Purchased, Commercial Price, DHS Price, Quantity Purchased, and Savings to DHS.

Quarterly Sales Activity Reports shall be provided in Excel (.xls) or .CSV format and emailed to the BPA Contracting Officer (CO), the BPA Contracting Officer Technical Representative (COTR), and the DHS Strategic Sourcing Program Office (SSPO). The Quarterly Sales Activity Reports shall also be provided to DHS Components upon request. The contractor shall also provide annual summary reports to DHS upon request.

5.0 Ordering

BPA Orders Orders will be placed by a warranted DHS Contracting Officer or authorized government purchase card holder acting within their scope of delegated procurement authority.

Individual orders will detail the respective brands, quantities, and delivery location(s). The contractor will fulfill the order within the time period specified by the contractor but no later than five business days after issue of each individual order with the exception of orders going to OCONUS locations, in which case deliveries shall occur within ten business days after confirmation of the order.

Exceptions can be made on the delivery schedule based on requirements of the Program office and will be negotiated at the individual order level.

Specials or discounts Contractors may offer “specials” or “discounts” beyond the discount already provided to the government in the BPA at any time during the term of the contract. Once the “special” or “discount” period expires, prices will revert to the contract price(s) in effect for that term.

6.0 Customer Service

• The contractor shall provide a current order status at any time as requested by DHS organizational components within 12 hours of receipt of request.

• All customer phone calls and questions shall be responded to on the same day or by the following day.

• The Contractor shall only provide dated/shelf life products at least 12 months prior to their expiration date. For those products which have an initial expiration/shelf life of 12 months or less, the Contractor shall provide at least 75% of the dating, i.e. at least nine months remaining on a 12 month shelf life.

• For those products manufactured with a warranty, contractor/vendors shall transfer the applicable manufacturer’s warranty in full for the products upon delivery to the government i.e. a product that is commercially available with a one year warranty from the manufacturer shall be received by the government customer with that original entire one year manufacturer’s warranty in place. Differing warranties offered by the reseller on these products or refurbished products will not be accepted.

• The contractor shall provide two service and maintenance/operators manuals with each piece of equipment.

• The contractor shall accept returns of goods under any of the following conditions:

o products shipped in error o products damaged in shipment o products with concealed shipping damages o products which are recalled o products which do not meet the contractor’s published specifications o returns consistent with the contractor’s normal return policy o The contractor shall adhere to all FDA regulations for product recall notifications. In addition to notifying the customers, the contractor shall provide CBP Contracting Officer with a copy of any product recall alerts and/or notifications.

Fill-Rate

If an item is not presently available but the contractor has a firm date of when the item will be made available, the contractor is to communicate this to the government customer prior to accepting the order. If the customer accepts the revised delivery date, the order shall be filled. If an item is not presently available, the contractor will notify the government customer within 24 hours of receipt of order.

7.0 Special Considerations

The Contractor shall attend or call in to a contract post-award conference with the BPA CO, COTR, and members of the DHS Organizational Components Program Offices in Washington D.C. The contract post award conference will cover the terms and conditions of the BPA, the partnering and working relationship, contract administration, and other administrative concerns. The contract Post-Award Conference is to-be-determined, but not later than two (2) weeks after date of contract award. The Contractor will be contacted by the Contract Specialist to coordinate the post-award conference.

8.0 Government Furnished Equipment/Information

No portion of this requirement is predicated upon the use of government-owned equipment/information unless specifically defined in this document. The Government will facilitate vendor contact with government POCs.

Should a need arise, the contracted vendor will work with the DHS organizational components to establish availability and schedule for delivery of government furnished information.

9.0 Delivery

Location of delivery shall be set forth in individual orders. Delivery will be to various DHS locations throughout CONUS and OCONUS.

Delivery Specifications

The contractor shall make delivery based on item designation as described below:

1. Delivery Requirements

• Unless otherwise specified, the contractor shall only make complete and not partial deliveries. The government customer must be notified within twenty four (24) when partial shipments are necessary due to widely varying lead times.

• Products shall be delivered to the designated CONUS location stated in the order within five business days or less after confirmation of the order.

The contractor shall deliver to an OCONUS ordering facility within ten business days after confirmation of the order.

• Extended lead time products that are not available for delivery within the time specified will be available for delivery within the quoted lead times listed in the catalog after receipt of the order for orders placed via purchase card. Delivery time for delivery orders placed under the BPA shall be set forth in the vendor’s quotation.

• All shipments are F.O.B. destination. All confirmed orders must be directly delivered to CONUS and OCONUS locations. CONUS is comprised of the 48 contiguous states including the District of Columbia. OCONUS is comprised of U.S. states and territories outside the contiguous United States and includes Alaska, Hawaii, Puerto Rico, and Guam.

• Direct deliveries shall be made between the hours of 8:00 a.m. and 4:00 p.m., local time of the receiving facility, Monday through Friday, excluding federal holidays and weekends.

2. Packaging

• Delivery Tickets o All shipments under this Agreement shall be accompanied by a signed delivery ticket or sales slip containing the following minimum information:

Name of Vendor Purchase Order Number Date of Order Description of Commodities or Services Furnished Quantity, Unit Price, and extension of each line item less applicable discounts.

Date of Delivery or Shipment Name of Designee Placing Order

• A packing list shall be supplied with each order and the shipping label shall contain the contract number and delivery order number.

• Preservation, packaging, packing, labeling and marking shall be specified with the order. HAZMAT shall be packaged and labeled accordingly.

• Materiel Safety Data Sheets (MSDS’s) and Hazard warning labels (HWLs) shall be supplied as needed.

• Unless otherwise specified, all items to be delivered under this contract shall be preserved, packaged, and packed in accordance with normal commercial practices to meet the packing requirements of the carrier and ensure safe delivery at destination. Preservation, packaging and packing shall provide adequate protection against physical damage during shipment for all ordered items

3. Inspection and Acceptance

• Legal title to the goods (ownership) transfers from the contractor to the government at the time of acceptance of quality, quantity, and the condition of tendered supplies. Acceptance is the act of an authorized Government agent which formally determines that the supplies submitted by a contractor satisfactorily fulfill the contractor’s duty of performance under the delivery order.

10.0 Pre-Award Point of Contact

Amanda Freeman amanda.freeman@dhs.gov (202)344-1904 mailto:amanda.freeman@dhs.gov