SOW_OBI.pdf

Department of Health and Human Services Indian Health Service

Lawton Indian Hospital

Statement of Work (SOW) Oklahoma Blood Institute Products BPA

1. PURPOSE OF THE PROJECT

The Lawton Indian Hospital, Indian Health Services has a requirement for blood products and needed supplies in order to ensure that the Blood Bank area of the Lawton Indian Hospital Laboratory remains operational and capable of providing accurate and timely results to medical providers.

The primary purpose of this contract is to procure blood products & needed supplies from a Contractor who can provide all products as needed for the Blood Bank area of the Lawton Indian Hospital.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide:

1. Blood products & supplies to include, but not limited to, the following:

ABO/RH

Direct Antiglobulin Antibody Identification Antibody Identification Antibody Identification Additional Red Cell Panel Compatibility Test CMV Testing Fetal Hemoglobin Screen Leukofiltered Red Cells Leukofiltered RBC-IRR

AFPP 2 & 3

Frozen Plasma, 24 Hr Cryoprecipitate Pooled Plateletpheresis Plateletpheresis-IRR EXT of DNA for Red Cell FYA Antigen Type FYB Antigen Type JKA Antigen Type JKB Antigen Type K Antigen Type Antibody Screen Antibody Identification Antibody Titer After Hours Call-In

DDT

DTT Treatment of RBC Fetal Hemoglobin Stain

Blood Component Preparation LEA Antigen Type LEB Antigen Type Marketing Credit Program M Antigen Type N Antigen Type S Antigen Type S Antigen Type P1 Antigen Type C Antigen Type E Antigen Type C Antigen Type E Antigen Type RBC Molecular Typing

2. Professional Immunohematology Clinical Laboratory testing to include: Antibody Identification (including ABO/Rh including type discrepancies, Antibody Screens, Antibody Titers, Comprehensive Direct Antibody Tests, Eluates, Warm Auto Absorptions, Fetal Hemoglobin Screens, Fetal Hemoglobin Stains & Red Cell Panels).

3. Unit screening for particular antigens.

4. Antigen typing.

5. Compatibility testing with a turnaround time of 4 hours for non-routine & not to exceed 8 hours for routine or unusual blood requirements.

6. Products in a timely fashion as documented in standing order.

3. PERIOD OF PERFORMANCE

February 24, 2023 – February 23, 2028

4. LEVEL OF EFFORT

4.1. The contractor shall provide:

1. Blood Product verbal orders shall be accepted over the telephone when required due to extenuating circumstances or in emergency situations.

2. Report for immunohematology testing within 6 hours of receipt of sample unless, in rare occasions, the testing requires a longer time for completion. Vendor shall notify Blood Bank Technologist when report is generated or if testing requires a longer time for completion.

3. Schedule of standing order deliveries & exchange out dates. Change-outs shall occur on a schedule that allows for returned units to be credited to the Government’s account.

4. Maintenance of inventory levels sufficient to meet the needs of Lawton Indian Hospital patient care.

5. Typed report by scheduled pickup delivery visit or by mail within 2 business days of testing.

6. Consultation services on an as needed basis as determined by the Blood Bank Medical Technologist.

7. Available contact person 24 hours a day, 7 days a week.

8. Routine deliveries & pickups as needed for immunohematology workups or blood product orders as needed.

9. Any special transport containers for preservation of blood products & specimens during transport.

10. Report of any lost, missing or damaged specimens.

11. STAT pickup & delivery services with a response time of one hour plus delivery time

12. Red Cell Special Requests with required response time:

a. Leukocyte Reduced: Standard for all patients, 2-4 hours

b. Antigen Negative Units for positive antibody screens performed by contractor in Tulsa, 4-6 hours, depending on difficulty of identifying compatible or least incompatible units

c. CMV Negative & Irradiated: Physician request only, prepared & transported by contractor in Tulsa, 3-4 hours, depending on availability

d. Red Cell modification (split unit, washed): prepared & transported by vendor in Tulsa, 3-6 hours

e. Delivery times for vendor: Routine = 4 hours plus delivery time; ASAP = 2 hours plus delivery time

f. Sickle Cell Negative Units: prepared & transported by vendor in Tulsa, 2-4 hours

13. Antibody Identifications with required response times:

a. Workup: 4-6 hours; time may be extended if more than one antibody is present

b. Warm or cold antibodies on a new patient: 3-5 hours; on previously worked up patients: 2-3 hours

c. HTLA like antibodies: 8 hours STAT, require special techniques

d. Comprehensive DAT Orders: 30-45 minutes STAT- 8 hours but will do as soon as possible after specimen arrive in Reference Lab.

e. Antibody Titers: Routine 24-48 hours. If products needed, call Reference Lab.

f. Antigen typing: STAT AG Negative unit can be 4-6 hours, dependent upon testing that has to be done.

g. Antigen typing/phenotyping: 30minutes STAT 8 hours (30 minutes does cover prep, incubation times, and reports.)

h. Compatibility match: 30 minutes STAT for additional units, specimen at the Ref Lab – 4-6 hours but staff will get the testing completed as soon as possible if patient is in the OR, it is an emergency, etc.

i. AHG Cross-Matches only: 1 hour, time limit can be adjusted based on how many units are requested and compatibility of units. STAT 4-6 hours if sample is in Ref Lab. Staff will get testing completed as soon as possible if its an emergency, OR, etc.

5. SPECIAL REQUIREMENTS

5.1. Contractor shall be able to provide all listed blood products & supplies. Blood Product verbal orders shall be accepted over the telephone when required due to extenuating circumstances or in emergency situations.

5.2. Contractor shall be able to meet all requirements listed under the Level of Effort.

5.3. 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.

5.4. The US PHS Lawton Indian Hospital is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.5. 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 Lawton Indian Hospital official, presenting valid identification, smoking restriction and any safety procedures.

5.6. The contractor shall not disclose or cause to disseminate any information concerning operations of Lawton Indian Hospital. Such action(s) could result in violation of the contract and possible legal actions.

5.6.1. 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.

5.7. 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 deliveries & pickups with the designated government employee. Routine standing order inventory change-outs will only be scheduled and performed between the hours of 8:00 AM & 4:00PM, Monday-Friday, excluding Federal Holidays and weekends. The government will provide the contractor with dock access and building access for this sole purpose.

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 pickups. 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 telephone number for calls, which must be answered 24-hours-a-day, 7-days-a-week. Blood Product verbal orders shall be accepted over the telephone when required due to extenuating circumstances or in emergency situations.

6.4. Personnel Qualifications:

N/A.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall supply orders for supplies & products and payment on validated invoices.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. Required supplies & products as listed above.

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 products delivered as ordered: Yes No

10.2 Timely delivery of reports for immunohematology testing: Yes No

10.3 1-Hour response time (plus delivery time) for STATS: Yes No

10.4 Products delivered in proper condition: Yes No

10.5 Routine inventory change-outs only between 8AM & 4PM, M-F, excluding holidays: Yes No

Department Supervisor Signature:_________________________

Administrative Officer Signature:_________________________