SOWs.pdf

Department of Health and Human Services Indian Health Service

Clinton Indian Health Center

Statement of Work (SOW) DATED 12/23/2025 Ultrasound Equipment with Elastography Canon i700 or equal to

Clinton Service Unit El Reno, Oklahoma

1. PURPOSE OF THE PROJECT

The Clinton Service Unit (CSU) – El Reno Indian Health Center (EIHC) under Indian Health Services (IHS) will be expanding the El Reno clinic to include ultrasound services. As this is a new offering, it will introduce an additional requirement. Currently, ultrasounds are conducted using our older Aplio 500 model. Patients needing follow-up exams must travel to Clinton, as their initial tests were performed on a more advanced machine that provides better detail. By acquiring the same model for both facilities, patients will be able to start receiving follow-up care at either the Clinton or EIHC locations. This initiative involves acquiring a new machine, overseeing its installation and providing applications training, Additionally, it includes ongoing preventive maintenance and support.

1.1. The Clinton Indian Health Center is a Joint Commission accredited clinic. Ultrasound exams are a medical modality that is necessary to support the treatment and care of our patients. Therefore, contracted ultrasound maintenance services and a machine are necessary to ensure proper functionality of the ultrasound equipment.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide the El Reno Indian Health Center a new Canon i700 or brand equal to. The contractor shall provide the following setup and installation services.

Minimum System Requirements

2.1 Vendor must supply ultrasound equipment that is DICOM compatible with current SMAART PACS system

2.2 FIPS compliant wireless LAN

2.3 Query/Retrieve

2.4 Vendor must test and implement ultrasound to ensure compatibility with SMAART PACS

2.5 Swivel deck and electronic lift for easy up and down of the control panel

2.6 Locking mechanism on front of machine not under wheels

2.7 Touchscreen

2.8 TCG knobs

2.9 Q scan

2.10 Programmable Autoscan protocols

2.110 Worksheet editing after exam completion

2.12 2D technology for better image quality

2.13 Better probe penetration for abdomens and vascular

2.14 Spot zoom

2.15 Biopsy Enhance Auto Mode technology for biopsies

2.16 IQ color technology

Department of Health and Human Services Indian Health Service

Clinton Indian Health Center

2.17 Microvascular Imaging/ SMI contrast like flow color technology

2.18 3D color Doppler/ Bi Directional Power Doppler

2.19 3D/4D

2.20 Abdominal elastography software, wide range of liver assessment tools and analysis

2.21 Multi-Panoramic Reporting of Liver Applications

2.22 Gel Warmer

2.23 Digital Grayscale Printer

2.24 At least 4 active ports for probes

2.25 Single crystal probes

2.26 Customizable calculations packages

2.27 Ultra-wide view

2.28 Ability to compare previous exams on current exams including OB comparative follow up

2.29 Multi-frequency wide footprint linear transducer

2.30 Multi-frequency linear transducer, vascular

2.31 Multi-frequency single crystal convex transducer

2.32 Multi-frequency endocavitary transducer

2.33 Multi-frequency single crystal matrix array cardiac transducer

2.34 Multi-frequency linear transducer small parts/msk

2.35 Upon completion of installation and system operation verification, Contractor shall provide 4 days on site systems operation training by an ARMDS registered Ultrasonographer and 1 day on site follow up applications training within 1 year

2.36 Maintenance for 1 year

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award or until the end of warranty expiration.

4. LEVEL OF EFFORT

Maintenance for 1 year o Contractor shall provide a 30 minute maximum phone response time o Contractor shall provide a 4 hour on-site response time o Contractor shall provide parts replacement: parts shall be replaced when deemed necessary by certified field engineer, excluding disposables, accessories, options or upgrades not listed in the Statement of Work o All Probes and printer shall be covered o Contractor shall provide support through remote connections for 24/7 troubleshooting.

o The contractor shall advise of any problem(s) encountered in connection with performing scheduled maintenance or other services listed in this SOW.

5. SPECIAL REQUIREMENTS

Clinton Indian Health Center

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 Clinton Indian Health Center 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 Clinton Indian Health Center 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 Clinton Indian Health Center. 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.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. 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.

6.2. Delivery: The contractor will coordinate the delivery, installation and training date 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 to secure the needed dock access. No deliveries can be made after 4:00pm. Driver needs a valid ID.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 5:00 pm, Monday through Friday, excluding federal holidays.

6.4. Personnel Qualifications: Stays up to date on all required CE’s, equipment training and advances in technology per manufacturer requirements.

Clinton Indian Health Center

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall supply no property or services. Facility usage is at the discretion of the Radiology Supervisor as applicable. The vendor shall have a designated chaperone at all times while in the facility.

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:

8.1.1. Providing radiology supervisors, lead sonographer and biomedical technicians, with electronic PM service and repair reports per each site visit on all systems covered by this contract.

8.1.2. After completion of requested or scheduled contracted services, the FE shall provide a briefing of field service visit to the radiology supervisor, lead sonographer biomedical equipment technician or designated persons, prior to site departure.

8.1.3. The service unit shall provide an ongoing method of monitoring and evaluating services set forth in this contract.

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. (A narrative of deliverables to satisfy your request should be provied in section 10.)

Measureables to be evaluated at the conclusion of awarded contract:

Performance is acceptable. Service, including installation, conducted in accordance with the SOW.

YES NO N/A

Responsibilites of contractor have been fulfilled. This includes legible mantenance/service reports submitted on time and accurate, YES NO N/A

Upheld Standards & Guidelines of accrediting organizations, national, state, and local regulating agencies, and CSU Policy and Procedures. PM’s performed according to the manufacturer’s recommendation.

YES NO N/A

Quality Control measures were utilized by Contractor personnel.

The contractor met all reporting requirements as designated within the SOW.

YES NO N/A

Customer Service was provided to CSU Vision “Exceed the Need”.

YES NO N/A

Clinton Indian Health Center

Training - training sessions for staff on the new equipment.

Competency assessments were completed for each participating staff member.

YES NO N/A

Comments:

Department Supervisor Signature:_________________________

Administrative Officer Signature:_________________________ Tina M. Scott - S

Digitally signed by Tina M.

Scott -S Date: 2025.12.04 13:47:30 -06'00'