SOW.pdf

STATEMENT OF WORK

D-100 Hemoglobin A1C Equipment & Service Agreement & Supplies

A. PURPOSE OF CONTRACT:

The Contractor shall provide a Cost Per Reportable Result (CPRR) agreement for D-100 Hemoglobin A1c (HbA1c) Equipment to the Phoenix Indian Medical Center (PIMC), Laboratory Department as described herein.

B. SPECIFICATIONS OF SERVICES:

The Contractor shall provide a CPRR agreement for D-100 Hemoglobin A1c (HbA1c) Equipment that has the capability to combine display chromatography measurements, identify, and isolate variants.

The Contractor must provide Quality Control (QC) that consists of monitoring and assessment of laboratory testing processes to identify problems and maintain performance. The HbA1c instrument QC must be valid for 24 hours to allow for testing personnel to perform unlimited patient specimens during a 24-hour period.

The Contractor shall perform correlation and validation studies on the HbA1c instrument as required by the PIMC Laboratory accrediting agency, College of American Pathologists (CAP). Moreover, the Contractor shall provide correlation and validation reagents at no cost to the Government.

The Contractor shall provide an HbA1c instrument capable of bi-directional interface with our middleware: Data Innovations (DI) and Laboratory Information System (LIS). DI is compatible and easier to manage with our hospital computer systems; Electronic Health Records (EHR) and Resource and Patient Management System (RPMS). In order to successfully interface the HbA1c instrument, the Contractor shall provide technical support to our Laboratory Informaticists.

The Contractor shall provide a new version (upgradeable) of the HbA1c instrument 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 provide CPT and LOINC codes for the diagnostic tests performed on the instruments. The Contractor shall provide an uninterruptable power supply capable of providing power to the instrument for at least 2 hours along with remote support, if available.

The Contractor shall replace the HbA1c instrument if it becomes damaged or non-operational due to manufacturer default.

The Contractor shall provide an HbA1c instrument with a footprint of 650 mm (depth) X 660 mm (width) X 725 mm (height) and a customized table platform that will fit into the designated space.

The Contractor shall provide the necessary computer component (central processing unit, keyboard, monitor, and printer) to work with the analyzer and any necessary upgrades needed to maintain function of the analyzer and computer.

The Contractor shall provide training off-site and on-site for IHS Laboratory Staff at no additional cost.

Off-site travel shall be provided at no additional cost.

The training of the IHS Laboratory Staff will be where they have access to the equipment.

The Contractor shall provide high quality supplies to perform the testing needed at no additional cost to the Government.

The Contractor shall provide, when needed, expedited delivery of supplies.

The Contractor must deliver items listed or requested within 2 days of ordering.

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 an unreasonable shelf life. Return shipping and/or Restocking Fees are the responsibility of the Contractor.

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 supplies throughout the life of the contract.

C. PRICE SCHEDULE:

DESCRIPTION QTY UNIT OF

MEASURE

UNIT PRICE

D-100 A1C Equipment 1 EA $ D-100 Hemoglobin D-100 Table 1 EA $ HP LaserJet Pro M404n Printer 1 EA $ Barcode Laser Scanner 1 EA $

UPS 1500VA 1 EA $

Yearly Service Agreement 12 MO $ Yearly Supplies (See attached spreadsheet(s) for description of items, quantities, unit of measure, and unit prices)

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 D-100 Hemoglobin A1C 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 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.

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 Hemoglobin A1C 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 Moses Ajoku, Chemistry Supervisor, at 602- 581-6245.

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:

The Department of Health and Human Services, Phoenix Indian Medical Center, is Tax Exempt under A.R.S. 42-5063(C)(3)(a), A.R.S. 42-5067(B)(1), A.R.S. 42-5065(B)(2)(a), A.R.S. 42-5066(B)(3)(a), A.R.S. 42-5074(B)(8), A.R.S. 42-5071(B)(2)(a), A.R.S. 42-5061(A)(25)(a), and A.R.S. 42- 5159(A)(13)(a),(b), (c), State of Arizona Department of Revenue. (Copy of Certificate available upon request).

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.

mailto:Deana.Thompson@ihs.gov

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 concerning 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 its COR designation.

mailto:deana.thompson@ihs.gov