SOW PIMC Copan WASP System.docx

STATEMENT OF WORK

Copan WASP Specimen Processor, Service Agreement, & Supplies

A. PURPOSE OF CONTRACT:

The Contractor shall provide an automated Copan Wasp Specimen Processor (solid & liquid media inoculator & slide preparation modules) for processing patient specimens for microbiology culturing for the Phoenix Indian Medical Center (PIMC), Laboratory Department.

B. SPECIFICATIONS OF SERVICES:

The Contractor shall provide a Copan Wasp Specimen Processor with the following minimum requirements:

The Copan Wasp Specimen Processor must have the ability to connect to RPMS via Data Innovations and meet PIMC security requirements to remotely connect and service instrumentation.

Instrumentation must include all upgrades, databases, etc. included in initial purchase, and be capable of adding future advancements and additions to the lab system.

The Contractor shall provide a new version (upgradeable) of the Copan Wasp Processor if availability occurs at no additional cost to the Government and without affecting the price, length of contract, or original terms and conditions of the initial contract. The Contractor shall ensure the instrument software is running the latest operating system and has anti-virus software to align with the Indian Health Services IT policies.

The Contractor shall replace the Copan Wasp Specimen Processor if it becomes damaged or non-operational due to manufacturer default.

The Contractor shall provide CPT (Current Procedural Terminology) and LOINC (Logical Observation Identifiers Names and Codes) codes for all assays.

The Contractor shall provide a compatibility statement with the LIS/RPMS/DI to include any relevant information as to what data can be transmitted to the LIS/RPMS. Contractor will provide a point of contact who can be reached to further discuss any questions or concerns over LIS/RPMS/DI compatibility.

The Contractor shall be responsible for all costs, training, and associated expenses needed to maintain the associates’ software applications to the latest software versions allowed by the Indian Health Service Information Technology policies.

Access to all software shall be provided to Phoenix Indian Medical Center in situations where re-installation is necessary.

Software shall be provided to Phoenix Indian Medical Center with unlimited perpetual licensing for the supported life of the device.

In cases where vendor insists on utilizing a licensing fee model this should be noted in the bid provided for Phoenix Indian Medical Center consideration

The Contractor shall coordinate all installation and training dates with PIMC microbiology supervisor, and/or management team who will communicate internally with other lab staff.

The Contractor shall provide training off-site and on-site for staff sufficient to establish competency in the labor and technical oversight processes involved in running the equipment supplied. This shall include two (2) off-site formal training slots for each analytic equipment, at no cost, and two (2) off-site formal training slots for middleware and pre-analytical equipment. The training of the IHS Laboratory Staff will be where they have access to the equipment.

Supplies:

The Contractor shall have the capabilities to transport reagents Monday thru Friday on an overnight basis.

The Contractor shall provide ordered supplies, reagents, and parts within five (5) business days of an order being placed.

The Contractor shall provide high quality supplies required to perform the testing needed as noted for the base year and option years (See Pricing Schedule).

The Contractor must provide notification to the IHS COR immediately for items placed on backorder.

The Contractor must provide notification in writing immediately to the COR, if there are any changes in product availability and production and/or specifications.

The Contractor must be able to fulfill urgent delivery requirement for overnight delivery at no cost to the Government.

The Contractor must allow return or provide a full credit for items with expiration dates allowing for short or an unreasonable shelf life (less than 3 months). Return shipping and/or Restocking Fees are the responsibility of the Contractor.

The Contractor shall not withhold any services, parts, or consumables due to past invoices not paid due to inconsistencies or anomalies.

The Contractor shall provide a designated representative to help resolve technical and/or contractual issues throughout the life of the contract.

The Contractor shall provide a designated customer service representative to handle all problems that arise with the ordering of consumables and reagents throughout the life of the contract.

C. PRICE SCHEDULE:

Yearly Supplies (See attached spreadsheet(s) for description of items, quantities and unit of measure)

D. PERIOD OF PERFORMANCE:

The period of performance shall be for a base plus four (4) one-year option years commencing from the date of award.

E. QUALITY ASSURANCE:

The Contractor shall provide services under the terms and conditions of this contract with staff capable of providing proper and adequate services and workmanship.

The Contractor shall be responsible for monitoring and evaluating the safety, quality and appropriateness of services provided and shall maintain the quality control program.

F. ENERGY-EFFICIENT PRODUCTS:

The Contractor shall provide products that earn the ENERGY STAR and meet the ENERGY STAR specifications for energy efficiency or items that meet the Department of Energy’s Federal Energy Management Program. The vendor is encouraged to visit energystar.gov for complete product specifications and updated lists of qualifying products. (See Energy Efficiency clauses).

G. SERVICE AGREEMENT:

The Contractor shall provide Preventive Maintenance and a Service Agreement for the chemistry equipment that must include all labor, travel, parts, and software upgrades at no additional cost to the Government.

The Contractor shall provide necessary support services to maintain operational status of the equipment.

The Contractor shall provide technical support and equipment repair support to include routine preventive maintenance plus required parts and the cost of travel, lodging, and per diem for technical support personnel, as well as freight for materials shall be paid for by the contractor

The Contractor shall provide the necessary service, parts, and maintenance as required/needed.

The Contractor will notify PIMC if there are any recall or changes regarding the equipment and supplies as soon as possible. The contractor will provide a solution for any recalls in a timely manner.

The Contractor will dispatch a qualified tech if necessary to perform service and maintenance if the problem cannot be resolved through phone tech support service in 24 hours at their expense.

The Contractor shall provide an on-call response within 60 minutes for weekends, holidays, and after normal duty hours for emergency tech support service. This work shall be continuous 24 hours a day, 7 days a week until completed.

The Contractor shall have remote capabilities to troubleshoot and address technical issues with the equipment.

· Services must be 24/7/365 (include weekends and holidays)

· Response within four (4) hours of the initial call and the Contractor must resolve problems within 24 hours of the service call.

· On-site service response, as needed and may include 24/7 support.

· Unlimited emergency service calls during normal business hours, after business hours, on weekends and holidays.

· All necessary warranted repair parts and labor associated with each service call.

· The contractor shall provide Phone Support (24-hour toll free technical telephone troubleshooting assistance).

· All required engineering updates and reliability enhancements.

H. DELIVERABLE INSTRUCTIONS:

The Contractor shall deliver and install equipment and be operation-ready within 90 days calendar days of award.

The Contractor shall deliver Copan Wasp Specimen Processor equipment, as specified in the solicitation requirement to the PIMC Materials Management Department, Building #9, 4212 N. 16th Street, Phoenix, Arizona, 85016, for Government tagging and recording of serial numbers.

Once Materials Management tags the instrument(s), the BioMed Department will evaluate for electrical and safety checks.

The Contractor will then install the instrument(s) at the PIMC Laboratory Department. Should the contractor need additional information they can contact Zerveni Oliver, Microbiology Supervisor, at 602-581-6266.

The Contractor shall start and test the equipment to ensure proper operation and provide the COR an opportunity to witness the testing.

I. INVOICE SUBMISSION AND PAYMENT:

The Unit Price is an all-inclusive cost. All-inclusive cost is defined to include, travel, lodging, per diem, fringe benefits, i.e. life insurance, social security, federal, state and local taxes, plus all other costs pertinent to the performance of this purchase order.

The Contractor must allow a return or provide a full credit for errors on the invoicing.

The contractor shall include the following information on each invoice in accordance with the prompt payment act (5 CFR Part 1315.9(b)):

1. Contractor's name and address

2. Invoice number and date

3. Entire award number or other authorization number for delivery of goods or services (Order number and Order line item number)

4. Description (including dates of service), quantity of goods or services rendered, unit of measure, unit price and extended price of the items delivered

5. Shipping and payment terms

6. Name, address and location of where to send payment

6. Duns number and taxpayer identifying number (TIN)

7. Contact name (where practicable), title and telephone number

**Invoices without the above information will be returned to the contractor resulting in delay of payment.**

Invoices shall be prepared and submitted electronically into the Invoice Processing Platform (IPP) and in accordance with rates and terms as stated in the contract.

The Government reserves the right to accept or reject services if the level of work is unsatisfactory.

J. POINTS of CONTACT:

Acquisition Contract Specialist: TBD

A copy of the invoice should be sent electronically to the Contract Specialist(s) at the email address listed above.

Service Unit Representative: Deana.Thompson@ihs.gov

A copy of the invoice should be sent electronically to the Service Unit Representative(s) at the email address listed above.

K. COMPENSATION:

The Contractor shall be compensated at the agreed contract amount based on invoices submitted and only for services in direct performance of this contract.

L. PAYMENT:

Electronic funds transfer (EFT) method under this contract shall make payment. The Contractor shall submit invoices to the supervisor at the end of each determined timeframe in which the Contractor performs work. The designated receiving official shall make payment upon receipt of proper invoice and appropriate acceptance.

M. TAX:

The Federal Government DOES NOT WITHHOLD taxes from the Contractor, any Local, State, or Federal taxes. It is the Contractor’s sole-responsibility to pay their own taxes and other personal obligations that they may have.

N. ARIZONA STATE TAXES:

Contractor is responsible for determining and paying all required taxes. Award amount shall not be adjusted due to failure of the offeror to include taxes into the quotation.

O. DESIGNATED CONTRACTING OFFICERS REPRESENTATIVE (COR):

Deana Thompson, Phoenix Service Unit, Phone: 602-319-8954, Email: deana.thompson@ihs.gov is hereby designated as COR for this service. The COR’s responsibilities will be to coordinate with the contractor the technical aspects of this service and the review of performance hereunder.

P. CONTRACTING OFFICER REPRESENTATIVE (COR):

The Contracting Officer shall designate the COR representing the Government for the purpose of this contract in writing. Such designation will set forth the duties specifically delegated in regard to the performance of this contract. A copy of the designation will be provided to the contractor.

The COR is responsible for Contractor accountability, monitor contract performance, and assist the Contractor in the resolution of program problems encountered during the performance of this contract.

The COR shall be responsible for:

· Monitoring the Contractor’s technical progress, including the surveillance and assignment of performance and recommending to the Contracting Officer changes in requirements

· Interpreting the Statement of Work

· Performing technical evaluation as required

· Performing technical inspection and acceptance required by the contract

· Assisting the contractor in the resolution of technical problems encountered during performance

The COR’s responsibilities will be to coordinate with the contractor the technical aspects of this service and the review of performance hereunder.

The COR does NOT have authority to modify or change the terms and conditions of the contract.

Q. CONTRACTING OFFICER:

The Contracting Officer is the only person with authority to act as the agent of the Government under this contract. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the Statement of Work (2) modify or extend the period of performance (3) change the delivery schedule (4) authorize reimbursement to the contractor for any costs incurred during the performance of this contract or (5) otherwise change any Terms and Conditions of this contract. The Government my unilaterally change it’s COR designation.