Attachment 1 Lab SVCS BPA T AND Cs..pdf

TERMS AND CONDITIONS

BLANKET PURCHASE AGREEMENT (BPA)

Puerto Rico Air National Guard (PRANG)

200 Ave Jose A. Santana, Carolina, PR 00979

1.0 GENERAL.

1.1 Background. The 156th Wing (WG), Puerto Rico Air National Guard (PRANG) currently does not have a contract vehicle method for recurrent Medical Laboratory Services to support The 156th Medical Group military readiness operations and Regularly Schedule Drills training requirements for members conducting drill/annual training in Carolina, PR. A Blanket Purchase Agreement (BPA) is sought to be established to support the PRANG The Medical Group (MDG) Readiness Operations Program repetitive needs throughout a time span of consecutive five years. The program primarily serves unit members who are located outside of the local commuting distance in the Carolina, Punta Salinas and Aguadilla PR areas who require Medical Laboratory Services to attend RSDs. It is the intention of the PRANG to continue utilizing BPAs as the primary contracting tool for these required services to maintain continuity, auditable material control, and streamlined billing procedures for the contractor. The terms and conditions are set forth herein. Please note that Federal Acquisition Regulation (FAR) Part 13.303-1, FAR Part 12 and DFARS Part 213.303 apply to this BPA.

1.2 Description of Agreement. The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform medical laboratory services to support Muñiz Air National Guard Base (ANGB), Puerto Rico, as defined in this PWS. Services include but are not limited to the collection, detailed analysis, and electronic reporting of clinical laboratory tests, ensuring accurate and timely results to support patient care. All test results must be sent electronically via email to the designated medical personnel. The PRANG has a primary requirement for commercial Medical Laboratory Services and associated support services for PRANG members on RSD status. Initial estimated date required for Medical Laboratory Services is sought for April 2025. The Government will establish a BPA with the responsible business whose quote, conforming to the solicitation and associated Performance Work Statement (PWS) will be most advantageous to the Government. This will be determined based on the lowest quote that meets all the technical requirements. If all quotes are found to be technically acceptable in accordance with this solicitation, price will be the determining factor. The objective of this agreement is to provide commercial Medical Laboratory Services and associated (authorized) services for the PRANG in the local San Juan, PR area while achieving the best terms, conditions and pricing. Additionally, the PRANG seeks to streamline invoicing, billing, payment, ordering and delivery processes while standardizing existing reporting and analytical methods for audit and asset management. The primary method of payment will be through the Government Purchase Card (GPC) and the secondary will be via Standard Form1449 utilizing Wide Area Work Flow (WAWF).

This is a Small Business Set Aside under the National American Industry Classification System (NAICS) code 621511, “Medical Laboratories”.

2.0 BPA AUTHORITIES.

2.1 Contracting Officer’s Authority. The PRANG Base Contracting Officer (hereafter BCO) is the

ONLY person authorized to direct changes in any of the requirements under this BPA and notwithstanding any provisions contained elsewhere in this BPA, said authority remains solely with the BCO. In the event the contractor effects any such unauthorized change at the direction of any person other than the BCO, implementation of such change shall be considered made without authority and solely at the risk of the contractor.

2.2 Contractor’s Authority. The contractor shall not accept any instructions issued by Government personnel other than those given by the BCO or Authorized Users within the limit of his/her written authority. Authorize users are never allowed to obligate government funds or direct actions that would create a financial obligation for the government. The contractor shall not in any way represent that he/she is a part of the U.S. Government or that he/she has any authority to contract or procure supplies under the account of the United States of America or the PRANG.

3.0 TERMS OF THE BPA.

3.1 The term of this BPA shall be one (1) year from date of the signature or a BPA total dollar value cap of $50,000.00 whichever occurs first. Additionally, no single “call” or “order” shall exceed $1,000.00. The BPA shall be reviewed on a quarterly basis by the 156th WG Contracting Office staff to assess contractor performance and to determine whether this agreement remains in the best interest of the 156th Wing / Puerto Rico Air National Guard.

4.0 EXTENT OF GOVERNMENT (PRANG) OBLIGATION.

4.1 Invoices shall be authorized for any PRANG member which test panels that have been authorized by referral through the 156th Medical group prior to the member’s visit to the commercial Medical Laboratory provider with an advanced authorized reservation. The member will then present the referral to the awarded Laboratory to render the specific test panels authorized, others will not be considered for payment.

4.2 The PRANG is tax exempt from PR State, Municipal, or other taxes. Taxes shall not be included on any invoice.

4.3 The extent of the Government’s (PRANG) obligation shall be limited to MEDICAL LABORATORY

TEST PANELS ONLY. Any additional room charges (e.g., telephone calls, valet services, room service, parking service, pay-per-view television services) shall be collected directly from the PRANG personnel at the time of check out.

5.0 OBLIGATION OF FUNDS.

5.1 This BPA DOES NOT obligate any funds. Funds shall be obligated when Call Orders (aka “Calls”) are placed against this BPA by the Base Contracting Officer. The government is only obligated to the extent of authorized individual purchases (Calls) actually placed against this BPA.

6.0 PRICING.

Pricing under this BPA shall be subject to the following requirements:

6.1 Call Orders (aka “Calls”) will be based on the pricing that the awarded laboratory has indicated in their submitted offers responding to the issued solicitation, any discrepancy will be reviewed for each request for medical tests to ensure accuracy and prevent delays in payment.

6.2 Contractor shall continuously review and refresh pricing to remain competitive.

6.3 For all pricing plans negotiated with the placement of this BPA, the following shall apply:

6.3.1 Pricing may decrease at any time without the Contracting Officer’s approval.

6.4.2 Additional laboratory tests services above and beyond those minimum requirements identified in the associated Performance Work Statement may be added by the contractor at its corresponding pricing at any time, provided that any additional services provided do not increase the price of that plan.

6.4.3 Price changes resulting in an increase to the agreed upon price plan require written approval of the Contracting Officer.

6.4.4 If the Contractor and/or Contracting Officer do not agree on pricing, this BPA shall not be utilized.

6.4.5 The Contracting Officer’s approved Price Lists shall be provided on a separate document.

The Price List shall identify medical laboratory test panels that contain pre-negotiated pricing for each for a predetermined period of time. These are the only authorized rates for invoicing purposes that the contractor is permitted to use. The contractor may invoice at rates lower than those rates on the Approved Price List, but shall not invoice for a higher dollar amount.

7.0 AUTHORIZED BPA USERS.

7.1 Use of this Blanket Purchase Agreement is reserved solely for the use of designated/appointed 156th Wing Medical Group staff. Names of these individuals will be notified in writing to the awarded laboratory with their designated roles and responsibilities. Services requests placed against this BPA for PRANG members shall only be made by the Contracting Officer or another “Authorized User” who has been identified on the approved “Authorized User” appointment letter. These Authorized users shall be specifically identified members of the 156th Medical Group, as they will oversee the performance of the Medical Laboratory Services Program. PRANG members are NOT authorized to make their own medical testing requests. Any member receiving medical testing services from the awarded laboratory shall pay for the costs incurred at their own expense (THIS EXPENSE SHALL NOT BE PAID BY THE U.S.

GOVERNMENT).

8.0 INDIVIDUALS AUTHORIZED TO PLACE ORDERS AGAINST THIS BPA.

8.1 See Contracting Officer’s Authorized Users appointment letter provided separately.

9.0 CALL / PURCHASE LIMITATION.

9.1 Individual call orders issued against this BPA shall NOT exceed $1,000.00. The aggregate of all call orders issued against this BPA shall not exceed $10,000.00 over the 1 year period.

10.0 BPA CALL ORDERS.

10.1 Call Orders will be placed against this BPA individually (aka “Calls”). A BPA Call Order number is a four-digit sequential numeric identifier of each order placed. Each Call Number shall correspond to a single billing cycle’s transactions. Billing cycles shall begin on the first of the month, and conclude on the last day of the month. For example, all Medical Laboratory Services provided by the Contractor throughout January, 2025 (1st-31st of the month) shall correspond to Call #5001. All BCO approved requests for Medical Laboratory Services made by Authorized Users to the Contractor throughout the month of January shall be included in January’s billing cycle. Sequentially, all of Medical Laboratory Services provided throughout the month of February, 2025 (1st-28th of the month) shall correspond to Call #5002, and so on. Alternative billing cycle dates may be used at the discretion and approval of the Contracting Officer.

10.2 Authorization for placing and administering Call Orders under this BPA is solely the responsibility of the Contracting Officer up to the $1,000.00 Call Limit. This authority may only be re-delegated to other 156th Contracting Office Staff personnel who possess the appropriate warrant.

11.0 CALL ORDER PROCEDURES.

11.1 Call Orders shall be issued on as needed basis due to the nature of operations that are dynamic in terms of forecasting medical testing requirements among 156th Wing members, however to the extent possible batches of PR ANG members pre-authorized to seek services will be made. When requests for Medical Laboratory Services are issued, the Contracting Officer shall assign a “Call Number” for each occurrence/individual member request in which Medical Laboratory Services is conducted. The names of the individuals and dates of Medical Laboratory Services required for each member shall be placed on a “Call Sheet” by the 156th Wing Medical Group, which is submitted to the Contractor when either:

11.1.1 all known requirements for Medical Laboratory Services have been identified, or

11.1.2 the maximum Call Limit ($1,000.00) has been reached.

11.2 There is no stated minimum number of medical test panels required to be pre-authorized for PRANG members for any given Call Order that is issued; however, the individual Call Limit of $1,000.00 shall not be breached in any case where Medical Laboratory Services is required.

11.3 The central POC from the 156th Medical Group shall provide the contractor with a list of names of

PRANG members who require Medical Laboratory Services for each call. The listed names are subject to changes upon notification from the Contracting Officer or other Authorized Users. Call sheets will be provided to the contractor no later than 1 week prior to their scheduled visit.

11.4 PRANG members who are not listed on the Call Sheet for the month in which the Call Order is issued are not authorized to seek/receive services without written authorization from the Contracting Officer.

12.0 INVOICE REQUIREMENTS.

12.1 Invoices / folios shall be provided for each Call Number placed against this agreement and shall contain the following information:

12.1.1 Contractor’s name, telephone number and physical address

12.1.2 The appropriate BPA number (e.g., W50S93-25-A-0001)

12.1.3 The BPA Call Number issued by the 156th WG Contracting Office/Ordering officer(e.g., 5001, 5002, 5003, etc.)

12.1.4 Dates of billing cycle (e.g. 1 DEC 2025 to 31 DEC 2026)

12.1.5 Itemized list of individuals pre-authorized to have medical laboratory testing administered

12.1.6 Quantity, unit price, description of medical laboratory test panels conducted , One single dollar amount for one single payment shall be provided as a cumulative total of all invoices throughout the billing cycle. Multiple invoices for the same billing cycle are not authorized.

12.1.7 Required invoicing documentation shall be sent to the central POC at the 156th WG Medical Group ordering officer not later than 7 Business days after the billing cycle has ended. This information shall be emailed to:

rolando.perez.9@us.af.mil and to emire.rodriguez_bonet.1@us.af.mil

12.1.8 Invoicing shall be paid either via Government Purchase Card (GPC) or through Wide Area Work Flow (WAWF).

12.2 The 156th Medical Group is responsible for reviewing the invoice for accuracy and for ensuring that invoices are properly and accurately documented through WAWF and/or via GPC procedures.

12.3 The contractor is expected to correct deficiencies brought to its attention by the Government or otherwise known by the contractor in as expedient of a manner as possible. The contractor shall prepare and submit invoices in accordance with paragraph 12.1.

13.0 PAYMENT METHOD.

13.1 The primary method of payment will be via Government Purchase Card (GPC). The secondary through Wide Area Work Flow (WAWF) via Standard form 1449 (Call Order).

14.0 ADDITIONAL CONSIDERATIONS.

14.1 The following shall apply to all BPAs established by the 156th WG:

14.1.1 SUBCONTRACTING. The contractor shall furnish Medical Laboratory Services in his or her establishment or at a location agreed to by the Contracting Officer. The contractor shall not subcontract to any other establishment, or any other location not specified in the BPA without prior written approval from the Contracting Officer. Establishments proposed for subcontracting shall meet all of the terms, conditions, and specifications of services in this BPA.

14.1.2 ILLEGAL ACTS. The contractor shall not knowingly condone illegal acts on the premises of the establishment.

14.1.3 QUALITY ASSURANCE. The 156th Medical Group will monitor the contractor’s performance and may use command surveys to solicit feedback from Airmen receiving services to ensure terms, conditions and specifications of services are met.

15.0 GOVERNMENT FURNISHED ITEMS.

15.1 The US Government will provide the following in support of this BPA:

15.1.1 A copy of the Blanket Purchase Agreement.

15.1.2 A copy of Appointment Letter identifying all Authorized Users who are authorized to issue Medical Laboratory Services requests against the BPA. This will be updated and provided to the contractor on an as-needed basis.

15.1.3 If a BPA is established and pricing accepted, a price list identifying authorized medical laboratory test panels containing pre-negotiated pricing. This will be updated and provided to the contractor on an annual or “as needed” basis. The Price List shall include single and double occupancy rates for the San Juan, PR area.

15.1.4 Call Sheets (rosters) to the Contractor shall be provided by the central POC at the 156th Medical Group as requests for Medical Laboratory Services are issued (as needed basis).

16.0 SYSTEM FOR AWARD MANAGEMENT.

16.1 In order to award a BPA to a contractor, the contractor must first be registered in the System for

Award Management website (https://www.sam.gov) and maintain their registration current by renewing the registration annually. The Contractor shall provide their CAGE code, SAM.gov Unique Entity I.D Number with their quote.

Glossary

1) Authorized Users

The Contracting Officer or other individuals identified on an “Authorized User” appointment letter who are authorized to utilize the BPA calls. Authorized Users, aside from 156th Wing Contracting personnel, shall be from the 156th Medical Group as this office oversees the 156th Wing Medical Laboratory Services Program.

2) Base Contracting Officer (BCO) a.k.a. Contracting Officer, CO, KO = the ONLY Government official with the authority to obligate government funds, modify, change, cancel or otherwise deviate from the contract (agreement) in any manner.

3) Blanket Purchase Agreement (BPA) Agreement between the Government and a contractor; it is not a contract.

4) Call An order or award against the BPA that creates an obligation.

5) Call Number The four digit number (i.e. 5001, 5002, etc.) associated with each individual Call.

6) Call Sheet

The list, a.k.a. “roster” that is provided by the central POC from the 156th Medical Group to the commercial Medical Laboratory Services provider that identifies all personnel authorized under the BPA who require Medical Laboratory Services on a determined date.

7) Defense Federal Acquisition Regulation Supplement (DFARS) DoD Supplement to the FAR governing the implementation of this BPA.

8) Department of Defense (DoD)

Agency under which the PRANG operates.

9) Deficiency Refers to a material failure to meet a government requirement.

10) Federal Acquisition Regulation (FAR)

Federal regulation governing the implementation of this BPA.

11) Government Purchase Card (GPC) A charge card used by the Federal Government to pay for supplies and services.

12) Modification (MOD) A written change to a contract / agreement that can be uni-laterally or bi-laterally agreed to by both parties.

13) Puerto Rico Air National Guard (PRANG) The organization offering this agreement. Referred to as 156th Wing, 156 WG, or Government is this document.

14) Obligation A definite commitment that creates a legal liability of the government for the payment of goods and services ordered or received.