SOW Ortho - Revised.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.

Lawton Service Unit

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

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.

Surveillance Method: Invoice review and discrepancy tracking.

Product Code Product Dsc Pack Price

3. PERIOD OF PERFORMANCE

Contract structure includes 5-year blanket purchase agreement..

See Pricing Schedule

Lawton Service Unit

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 and 4:30 pm, Monday through Friday. The contractor shall also provide an e-mail address that is

Friday.

SPECIAL REQUIREMENTS

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.

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

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.

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.

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.

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

Lawton Service Unit

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 d pm 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 Friday. The contractor shall also provide an e-mail address that is responded to during at least eight

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.

CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

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