NEW- SoW ESR Analyzer 2021 - Original.pdf

Department of Health and Human Services Indian Health Service

Claremore Indian Hospital

Statement of Work (SOW) Hematology Erythrocyte Sedimentation Rate Analyzer

1. PURPOSE OF THE PROJECT

The Claremore Indian Hospital, Indian Health Services, Laboratory Department has a requirement for an Automated Erythrocyte Sedimentation Rate (ESR) Analyzer to perform Hematology testing and turn out accurate, timely test results in order to support a high degree of patient care. The Hematology Department’s current ESR Analyzer has reached the end of its life cycle and is no longer supported by the manufacturer. It must be upgraded in order to ensure an uncompromising quality of patient care.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall sell an ESR Analyzer Unit to the Claremore Indian Hospital, provide the necessary supplies and perform necessary preventative maintenance and services as required to provide hematology testing at Claremore Indian Hospital Laboratory, ensure an uncompromising quality of patient care. Requirements under this acquisition are as follows:

ESR Analyzer brand name or equal to the following shall meet the following criteria:

A. Provide random access.

B. Meet small-sample throughput requirements.

C. Provide > 95% correlation with modified Westergren method.

D. Be factory calibrated to maintain accurate performance.

E. Readily interface with LIS.

F. Provide a barcode scanner.

G. Store/Archive > 1000 results.

H. Provide results in < 30 minutes.

I. Provide multiple patient testing at one time.

J. Provide printer for printout of quality control and patient results.

K. Have scratch-resistant, high impact finish.

L. Electrical Requirements: 120V; 60Hz.

3. PERIOD OF PERFORMANCE

12 months from date of award with 4 option year periods of 12 months each.

4. LEVEL OF EFFORT

4.1. The contractor shall provide an appropriately selected ESR Analyzer for purchase and necessary supplies, along with a preventative maintenance agreement.

4.2. The contractor shall schedule any necessary or preventative maintenance on instrument with Laboratory

Medical Technologist, require contractor’s employees to sign the approved Security Clearance Determination upon arrival to provide services under contract, report to Facility Management and/or

Security upon arrival and completion each day, sign in on the contractor log book located in Maintenance and obtain/wear ID badge during time spent on the grounds of Claremore Indian Hospital, complete a maintenance report prior to leaving the work site and provide Medical Technologist and Purchasing Agent with copy of report.

4.3. The contractor shall comply with Claremore Indian Hospital’s Infection Control, Security and Security procedures, practices and standards, as provided to Contractor by Claremore Indian Hospital.

4.4. The contractor shall respond within three hours of a service request Monday through Friday excluding federal holidays to confirm with Laboratory Medical Technologist on a time to be on-site to provide necessary maintenance, provide technical service or support via phone or provide new instrument if the event warrants.

4.5. The contractor shall submit original invoice to Oklahoma City Area Office, 701 Market Drive, Oklahoma

City, Oklahoma 73114 and a copy of the invoice to Claremore Indian Hospital, Attn: Stephen Ryan, Laboratory Secretary, 101 S. Moore Ave., Claremore, OK 74017 each time an invoice is generated. Each invoice should include the following information: Vendor Name; Invoice Date; Purchase Order Number;

Description of Equipment, Services and/or Supplies; Quantity of Equipment, Services and/or Supplies Rendered; Cost; Payment Terms; Where practicable, Name, Title, Phone Number & Complete Mailing Address of individual to whom payment is to be sent.

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 Claremore Indian Hospital 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 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

Claremore Indian Hospital. 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: The contractor will coordinate the delivery date with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. 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 24 hours a day, 7 days a week.

6.4. Personnel Qualifications: The contractor shall be authorized, trained and certified by instrument manufacturer to provide maintenance & support on the above listed instruments as required in preventative maintenance service agreement.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall supply administrative and professional support that is available to Indian Health Service personnel, to include, but not limited to, dictation services, copy machines, telefax machines, medical library and telephone services. The Government shall provide initial and ongoing orientation to the Claremore Service Unit, hospital policy and procedure related to performance of duties outlined in the Work Statement. The Government shall provide use of government furnished facility space for the provision of services set forth in the contract only and payment on validated invoices.

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 an Erythrocyte Sedimentation Rate analyzer and any necessary or preventative maintenance on instrument as outlined in agreement.

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 METRIX

10.1 Correct items provided as ordered within 7 days of order Yes No

10.2 Preventative maintenance performed according to

Manufacturer guidelines Yes No

10.3 24/7 technical assistance for trouble shooting support Yes No

10.4 Performance issues are addressed, if applicable Yes No

Department Supervisor Signature:_________________________

Administrative Officer Signature:_________________________