PWS DRY ICE 11.9.26.pdf

Department of Defense Defense Health Agency

Performance Work Statement

Supply and Delivery of Dry Ice

Naval Hospital Jacksonville - Laboratory BHC Mayport

BHC Kings Bay BHC Albany

BHC Key West

01 January 2027

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide all personnel, equipment, supplies, transportation, tools, materials, and supervision necessary to deliver high-purity, Food/Beverage Grade (minimum 99.9% solid Carbon Dioxide) dry ice in pellet form suitable for the cold-chain preservation and transport of biological specimens.

Additionally, the Contractor shall deliver and maintain on-site insulated storage containers for the duration of the agreement, ensuring a reliable reservoir of dry ice is constantly available for routine testing, specimen preservation, and emergency backup within the laboratory and clinical branches. The Contractor shall deliver, furnish, and maintain on-site heavy duty, commercial-grade insulated dry ice storage containers sized according to site requirements:

• Hospital / Main Facility: One (1) insulated mobile container with a capacity of 200 to 250 lbs. (approx. 5-6 cu. ft.).

• Branch Clinics: One (1) compact insulated mobile container with a capacity of 100 to 150 lbs. (approx. 2-5-4 cu. ft.).

All containers shall be constructed of rotomolded polyethylene with high-efficiency polyurethane foam insulation, heavy-duty swivel casters, non-airtight pressure-relieving hinged lids, secure latches, and non-draining interiors.

This is a recurring requirements contract, and all services must be executed in strict compliance with federal hazardous material transportation regulations and local military installation security protocols.

1.1.1 Description of services/introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Supply and Delivery of Dry Ice as defined in this Performance Work Statement (PWS). All items received are to be certified for (where applicable) in US based hospitals.

1.1.2 Background: The Naval Hospital Jacksonville Laboratory and Branch Health Clinics are actively transitioning specific diagnostic laboratory testing functions to the Epidemiology Reference Laboratory. While a subset of tests has been successfully integrated, the transition of the remaining eligible tests requires biological specimens to be shipped exclusively on solid Carbon Dioxide (dry ice) to maintain cold-chain integrity.

1.1.3 Scope: The Contractor shall provide the recurring weekly (Monday–Friday) supply and inside delivery of high-purity, Food/Beverage Grade solid Carbon Dioxide (dry ice) exclusively in nugget (pellet) form, suitable for the cold-chain preservation of biological specimens. Dry ice shall be defined specifically as 3/4-inch high-density nuggets (pellets), and the Government shall retain the sole right to determine equivalent sizes. Nuggets are required to ensure maximum surface contact and even temperature distribution when packed tightly around biological specimen vials. Deliveries shall be executed as weekly scheduled "drop-shipments" of specified quantities of dry ice directly inside the designated laboratory spaces of Naval Hospital

Jacksonville - Laboratory and associated Branch Health Clinics (BHCs). The Contractor shall accomplish consistent, on-time weekly replenishment of the dry ice supply directly inside the designated laboratory spaces to mitigate product sublimation throughout the five (5) day shipping workweek, ensuring that temperature-sensitive diagnostic laboratory specimens are maintained in a compliant state to support the enterprise-wide transition of diagnostic testing to the Epidemiology Reference Laboratory.

1.1.4 Period of Performance (PoP):

Base Period of 01 January 2027 through 31 December 2027, including four optional periods/years.

Option Period 1: 01 January 2028 through 31 December 2028 Option Period 2: 01 January 2029 through 31 December 2029 Option Period 3: 01 January 2030 through 31 December 2030 Option Period 4: 01 January 2031 through 31 December 2031

1.1.5 Fluctuation of Weekly Volume Requirements

The quantities listed in Section 1.1.3 represent the Government's best estimate for weekly recurring requirements based on current testing volumes. However, due to the dynamic nature of military healthcare and changing testing mandates, the Government reserves the right to increase or decrease the weekly dry ice delivery volumes for any specified location.

The designated Contracting Officer’s Representative (COR) or authorized Government Point of Contact (POC) may reduce weekly delivery quantities by providing the Contractor with a minimum of five (5) business days’ written notice before the next scheduled delivery. The Contractor shall invoice only for the actual quantity of dry ice requested and delivered. Any increase to the established weekly delivery quantities requires notification to the Contracting Officer (KO) and shall be processed through a contract modification before the Contractor is authorized to provide the increased quantity.

1.2 Administrative specifications

1.2.1 Place of performance:

The primary places of performance for the delivery of supplies and the housing of storage under this contract are the designated laboratories of the following

Facility Name Physical Delivery Address Designated Drop-Off Point

(building numbers provided upon award)

Naval Hospital Jacksonville (Main)

2080 Child Street, Jacksonville, FL 32214

Inside the Main Pathology Laboratory

Branch Health Clinic (BHC) Mayport

2104 Massey Lane, Jacksonville, FL 32228

Inside the Branch Clinic Laboratory

Branch Health Clinic (BHC) Kings Bay

1050 USS James Madison Rd, Kings Bay, GA 31547

Inside the Branch Clinic Laboratory

Branch Health Clinic (BHC) Albany

814 Raford Blvd, Albany, GA 31705

Inside the Branch Clinic Laboratory

Branch Health Clinic (BHC) Key West

1300 Douglas Circle, Key West, FL 33040

Inside the Branch Clinic Laboratory

1.2.2 Recognized Holidays: The contractor is responsible for conducting business, between the hours of 0800 to 1500 Monday through Friday at each designated facility except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor is not required to perform services on the following holidays. If a scheduled delivery falls on a recognized Federal holiday or installation closure, delivery shall occur on the next immediate regular business day.

• New Year’s Day

• Martin Luther King Jr.’s Birthday

• Washington’s Birthday (Presidents Day)

• Memorial Day

• Juneteenth National Independence Day

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving Day

• Christmas Day

1.2.3 Hours of operation: The contractor is responsible for conducting business Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.3 Contractor Identification

1.3.1 Contractor personnel performing services in a contractor capacity in a government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the Government understands that the person is contractor support personnel.

2.0 SPECIFIC TASKS

2.1 Weekly Drop Offs and Storage Containers: To support laboratory logistics across the enterprise, the Contractor shall establish and maintain five (5) separate delivery drop-off points with the following weekly recurring requirements:

Delivery Location (Drop Point) Weekly Dry Ice Volume

(Estimated) Leased Insulated Storage Chest

Naval Hospital Jacksonville (Main) (Jacksonville, FL)

200 lbs One (1) Chest

Branch Health Clinic Mayport (Mayport, FL)

100 lbs One (1) Chest

Branch Health Clinic Kings Bay (Kings Bay, GA)

100 lbs One (1) Chest

Branch Health Clinic Albany (Albany, GA)

100 lbs One (1) Chest

Branch Health Clinic Key West (Key West, FL)

100 lbs One (1) Chest

TOTALS 600 lbs / week Five (5) Chests

2.2 Fluctuation of Weekly Volume Requirements

The quantities listed in Section 2.1 represent the Government’s best estimated for weekly recurring requirements based on current testing volumes. However, due to the dynamic nature of military healthcare and changing testing mandates, the Government reserves the right to increase to 500 lbs. or decrease the weekly dry ice delivery volumes for any specific location.

The designated Contracting Officer’s Representative (COR) or authorized Government Point of Contact (POC) may adjust the weekly delivery quantities by providing the Contractor with a minimum of five (5) business day written notice prior to the next scheduled delivery. The Contractor shall bill the Government only for the actual quantity of dry ice requested and delivered.

2.3 The representative may modify the regularly scheduled on-site delivery dates due to operational needs of the hospital or branch health clinics, holidays, special events, etc. The Government shall not be penalized for modifications of services dates, so as long as 14-day notice is given to the Contractor.

2.4 The Contractor shall provide a designated Point of Contact (POC) for the reporting of and coordination for the repair or replacement of damaged storage equipment. The Contractor shall replace any non-functional or damaged storage chest within two (2) business days of notification.

3.0 QUALIFICATIONS / CONSIDERATIONS

3.1 Special Qualifications/Considerations: N/A.

4.0 POINTS OF CONTACT

Technical POC:

Tania Rodeiro, MLS (ASCP)CM

LTJG, MSC, USN

disNaval Hospital Jacksonville Laboratory Department Branch Health Clinics Laboratory Manager Expeditionary Medical Facility 150 Mike ☎Office: 904-542-7397 ☎ Cell: 619-319-0727 Email: Tania.m.rodeiro.mil@health.mil

Contracting Officer:

Jessica Host Jessica.l.horst5.civ@health.mil

Contract Specialist:

April Gillespie April.m.gillespie2.civ@health.mil mailto:Tania.m.rodeiro.mil@health.mil mailto:Jessica.l.horst5.civ@health.mil mailto:April.m.gillespie2.civ@health.mil

1.1.5 Fluctuation of Weekly Volume Requirements