SoW Microbiology Blood Culture Analyzer 2021.pdf

Department of Health and Human Services Indian Health Service

Claremore Indian Hospital

Statement of Work (SOW) Microbiology Analyzer Cost per Test Agreement

1. PURPOSE OF THE PROJECT

The Claremore Indian Hospital, Indian Health Services has a requirement for Cost per Test agreement that includes a microbiology blood culture analyzer, reagents, supplies, support, peripherals & preventative maintenance services to the Claremore Indian Hospital Laboratory, located in Claremore, Oklahoma.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide a Microbiology Blood Culture Analyzer brand name or equal to that meets the following criteria:

A. Determine if microorganisms are present in blood samples from patients suspected of having bacteremia.

B. Provide both a microbial detection system & a culture media with suitable nutritional & environmental conditions for organisms commonly encountered in blood.

C. Incubate bottles & continuously monitor for the presence of microorganisms.

The following includes a list of supplies needed:

Vacuette Blood Culture Holders SA Aerobic Bottles SN Anaerobic Bottles PF Plus Pediatric Bottles Air Vent Units (airway needles) Digital Pocket Thermometer

Preventative maintenance agreements will be provided on all equipment. All consumable supplies & reagents required for operation, testing & maintenance of accreditation by Joint Commission & College of American Pathologists will be supplied.

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award with four (4) twelve (12) month option years.

4. LEVEL OF EFFORT

4.1. The contractor shall provide install & setup as part of the price of the Cost per Test agreement. On-site correlations, calibrations, setup, precision studies, linearity studies & AMR studies will be included with install.

4.2. The contractor shall schedule maintenance in such a way that when it is started, it will be completed without interruption.

4.3. The contractor shall respond within three hours of a service request to confirm with Laboratory Medical

Technologist on a time to be on-site to provide necessary maintenance.

4.4. Training: Contractor shall provide training post installation to site staff either on site as appropriate or with two off-site training slot if on site training is not feasible for the routine operation and maintenance of the equipment. Additional supplemental training would be provided as needed if there was a changeover in primary operator for the equipment.

4.5. The contractor shall provide a microbiology blood culture analyzer from a line of technological standardized platforms that is appropriate to the test volumes and workload needs of Claremore Indian Hospital Laboratory. The vendor will analyze this need in advance based upon workload data provided by Claremore Indian Hospital Laboratory.

4.6. The vendor would provide a preventative maintenance agreement for the analyzer that includes routine cleaning, replacement of worn parts, and calibration.

4.7. Deliverables to be received by each participating OCA laboratory include the following:

Automated microbiology blood culture analyzer Preventative maintenance agreement for the analyzer Invoicing to site location & to Area Office Service reports when the PM agreement is utilized All reagents and supplies required for the routine operation of the analyzer, the testing of patient samples and maintaining accreditation with the Joint Commission and the College of American Pathologists.

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, installation and training date with the designated government employee. Supplies will be delivered by a standard shipping source. 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 24-hours-a-day, 7-days-a-week.

6.4. Personnel Qualifications:

Contractor shall be authorized, trained & certified by instrument manufacturer to provide maintenance & support on the supplied instruments.

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 listed supplies, reagents & parts.

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 Onsite preventative maintenance performed

according to manufacturer guidelines Yes No

10.2 Install & set-up with on-site correlations, calibrations, set-up, precision studies, linearity studies & AMR studies Yes No

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

10.4 Correct items provided as ordered within 7 days

of order Yes No

Department Supervisor Signature:_________________________

Administrative Officer Signature:_________________________