LSU SOW Ortho_Quidel BPA 2026.pdf

Department of Health and Human Services Indian Health Service Lawton Service Unit

Statement of Work (SOW) Lawton Indian Hospital Blood Bank (Ortho/Quidel) Reagent/Consumable/QC BPA

1. PURPOSE OF THE PROJECT

The Lawton Service Unit (LSU), Indian Health Service (IHS), has a requirement to establish a Blanket Purchase Agreement (BPA) for the procurement of Ortho/Quidel reagents, consumables, and quality control materials necessary to support ongoing laboratory operations. These supplies are essential to maintain the functionality and reliability of the laboratory’s Ortho diagnostic instrumentation.

The availability of these materials is critical to ensuring uninterrupted testing capabilities and supporting the Lawton Indian Hospital Laboratory in delivering accurate, timely, and high-quality diagnostic results. This directly contributes to the provision of safe, effective, and high-quality patient care.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

1. Scope

The Contractor shall provide an online ordering system, order management, shipment tracking, and invoicing services for laboratory supplies to support the Lawton Service Unit (LSU) Laboratory operations.

Procurement must be name-brand Ortho/Quidel laboratory reagents and supplies that must be compatible with the Ortho MTS and Orth Vision Swift machines and comply with federal clinical laboratory testing regulations under 42 CFR Part 493. Key requirements include product availability from a single vendor, lot sequestering capabilities for monthly shipments and delivery prior to monthly expiration and or within one week of order with strict temperature and storage compliance.

2. Performance Requirements and Standards

2.1 Online Ordering Portal

• Requirement: The Contractor shall provide a secure, user-friendly online portal for ordering supplies, tracking orders, and monitoring shipment status.

• Standard: System shall be available 99% uptime (excluding scheduled maintenance) and provide real-time order status and history.

• Acceptable Quality Level (AQL): 100% of orders must be accessible and trackable through the portal.

• Surveillance Method: Periodic system checks and user feedback.

2.2 Back-Order and Delay Notification

• Requirement: The Contractor shall notify LSU Laboratory of any items placed on back-order or delayed beyond seven (7) calendar days.

• Standard: Notification shall be provided within three (3) business days of identifying the delay and include estimated delivery date and alternatives (if available).

• AQL: 100% compliance for all delayed or back-ordered items.

• Surveillance Method: Invoice and order reconciliation; tracking of notification timeliness.

2.3 Shipment Accuracy and Packing Slips

• Requirement: Each shipment shall include a complete and accurate packing slip.

• Standard: Packing slip must match shipment contents and include purchase order number, item description, quantities shipped, and back-ordered items.

• AQL: ≥ 98% accuracy rate for shipments and documentation.

• Surveillance Method: Random inspection of deliveries and reconciliation against orders.

2.4 Invoicing Requirements

• Requirement: The Contractor shall provide accurate, itemized invoices for all orders.

• Standard: Invoices must reflect order date, shipment date (if applicable), itemized charges, and corresponding purchase order number.

• AQL: ≥ 98% invoice accuracy; invoices submitted within five (5) business days of shipment.

• Surveillance Method: Invoice review and discrepancy tracking.

Product

Code Product Dsc Pack Price

MTS080515 MTS A/B/D MONO & REV GRP 5x20 $ 1,848.05 MTS081115 MTS A/B/D/A/B/D MONO GRP 5x20 $ 371.58

MTS084024 MTS ANTI-IGG CARD 5X20 $ 1,984.46

MTS085014 MTS BUFFRD GEL CARD 5X20 $ 1,899.79

MTS601410 DAT Control MTS™ DAT Card (5 x 20) $ 741.71

6708858 ORTHO Daily WB QC Kit $ 125.00

6902315 0.8% SELECTOGEN 2X10ML $ 26.28

719201 0.8% AFFIRMAGEN 2X10ML $ 34.19

6901934 ANTI-A BIOCLONE 3X10ML $ 209.72

6901935 ANTI-B BIOCLONE 3X10ML $ 209.72

6901939 ANTI-D BIOCLONE 3X10ML $ 213.68

6902096 ORTHO CONFIDENCE SYSTEM $ 245.74

715480 RH-HR CONTROL 15X10ML $ 1,068.72

719210 AFFIRMAGEN 2X10ML $ 98.30

719810 COOMBS CONTROL 1X10ML $ 105.40

Consumables

6843005 OV SingleUseEvaporationCaps250 $ 65.63

6844285 ORTHO 7% BSA $ 60.51

6904591 OV Single Use Dilution Tray $ 189.01

MTS9230 MTS ROUND DIL2 100ML/5BTLS $ 146.60

MTS9330 MTS ROUND DIL2+ 100ML/5BTLS $ 146.60

MTS9633 MTS PIPET TIPS RACKD 12X96 $ 120.53

3. PERIOD OF PERFORMANCE

Contract structure includes a base year with four option years, blanket purchase agreement..

4. LEVEL OF EFFORT

4.1. The contractor shall provide supplies listed above on an as-needed basis, with required items shipped on a monthly basis.

4.2. Customer Service: 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. The contractor shall provide a toll-free telephone number, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday. The contractor shall also provide an e-mail address that is responded to during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

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 Lawton Service Unit 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 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

Lawton Service Unit. 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: If required the contractor will coordinate the delivery and training 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 deliveries can be made after 4:15pm or on weekends or federal holidays. 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. The contractor shall furnish an online web portal to be used in ordering supplies & tracking shipments.

6.3. Contractor’s Contact Information: The contractor shall provide a toll-free telephone number, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday. The contractor shall also provide an e-mail address that is responded to during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday. The contractor shall respond to an e-mail sent during the above outlined working hours to the designated e-mail address within two working hours. The contractor shall respond to a phone message left during the above outlined working hours at the designated phone number within two working hours. The contractor shall furnish an online web portal to be used in ordering supplies & tracking shipments.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall supply use of government furnished facility space for the provision of services set forth in the contract only.

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 devices. Items will be delivered to the site specified on order.

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 Correct items delivered as ordered Yes No

10.2 Packing slips provided with shipments Yes No

10.3 Online portal provided for ordering & tracking shipments Yes No

10.4 Any job performance issues addressed as needed Yes No

Department Supervisor Signature:_________________________

Administrative Officer Signature:_________________________