SOW - Spotfire Service - Revised_v2.pdf

Department of Health and Human Services Indian Health Service Oklahoma City Area

Statement of Work (SOW) Spotfire service agreement

1. PURPOSE OF THE PROJECT

The Pawnee Indian Health Center, Indian Health Services (IHS) has a requirement for extended warranty/service agreement for two (2) Biomerieux Spotfire Instrument, S/N: SC001639, SC001718, SM03272 SM03289 SM03397 SM03180, SM03661, SM02829, SM03297, SM03322. This will allow the Pawnee Indian Health Center laboratory to remain capable of providing accurate and rapid results of respiratory tests to providers.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide maintenance, repair services, parts & labor on the Spotfire control station and module, in order to ensure that the Laboratory Department of the Pawnee Indian Health Center is able to provide accurate and timely test results to medical providers:

Contractor shall:

1. Labor and parts to repair operational or mechanical breakdown of the instrument

2. Replacement equipment if necessary

3. Loaner instrument while the instrument is repaired.

4. Instrument recalibration and Quality Inspection (optional, once annually)

5. Software upgrades including new versions, or releases of software upgrades

6. Domestic costs of shipping, and in-transit insurance related to the costs of delivery

7. After hours customer service.

8. Provide annual onsite preventative maintenance to include all labor, travel & preventative maintenance kit.

3. PERIOD OF PERFORMANCE

The period of performance will be base year with three (3) option years.

Base Year: 08/29/2025 – 08/28/2026 Option year 1: 08/29/2026 – 08/28/2027 Option Year 2: 08/29/2027 – 08/28/2028 Option Year 3: 08/29/2028 – 08/28/2029

4. LEVEL OF EFFORT

4.1. The contractor shall perform preventive maintenance & repair services in such a way as to ensure that the Laboratory Department of the Pawnee Indian Health Center can provide accurate and timely test results to providers.

4.2. The Contract shall respond via call or e-mail to request for repairs services from a Medical Technologist within 24 hours of less. If an on-site visit is determined to be necessary, contract shall send personnel on-site within 2 business days. Biomerieux will use commercially reasonable efforts to fix issues onsite with 72 hours, or else provide an update on-site to end user of the issue and how much time is needed to resolve.

4.3. Maintenance and Service Calls shall be performed by qualified field service engineers.

4.4. Acceptable Quality Control is performed and analyzer is functioning properly.

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 US PHS Pawnee Indian Health Center 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 Pawnee Indian Health Center 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 Pawnee Indian Health Center. 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 of order 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 preventive maintenance, repair services and parts delivery 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 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 during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

6.4. Personnel Qualifications: Contractor shall be authorized, trained & certified by instrument manufacturer to perform repairs/services on the above listed instruments and be able to provide the proper parts & perform the proper maintenances & services for the instruments per the manufacturer recommendations.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

The Government shall supply no property, facilities or services.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies, consumables, labor and equipment required to perform work under the contract and to maintain the analyzers in operational status.

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

1. Maintenance performed according to SOW: YES NO

2. Corective repiar service calls perfoermed as needed: YES NO

3. All Labor, consumables, supplies & equipment covered under contract: YES NO

4. Legible field service reports submitted: YES NO

Department Supervisor Signature:_________________________________

Chief Operation’s Officer Signature:__________________________________

John A. Brown -S Digitally signed by John A. Brown -S Date: 2025.07.09 09:01:23 -05'00'

Joyce G. Oberly -S Digitally signed by Joyce G.

Oberly -S Date: 2025.07.10 09:45:19 -05'00'