Notice of Intent MediaLab; Cloud-based software

Page 1 of 9 PERFORMANCE WORK STATEMENT (PWS) FOR USE OF Cloud-Based Software for the Lab 1. GENERAL: The Department of Pathology and Area Laboratory Services is requesting a site license for cloud-based software in line with FedRAMP moderate authorization for up to 150 users across ten (10) clinical sites to be used at Dwight D. Eisenhower Army Medical Center (DDEAMC), Fort Eisenhower, GA. 1.2 Background: Cloud-based software manages for clinical laboratories, document control, inspection readiness, compliance education, laboratory personnel documentation and Continuing Education (CE) requirements. 1.3 Objectives: The procurement of cloud-based software will enhance and sustain the Department of Pathology’s inspection readiness, compliance education and document control requirements. Overall, this software enables the department to organize and facilitate our accreditation with The Joint Commission, the College of American Pathologists and the Association for the Advancement of Blood and Biotherapies. 1.4 Period of Performance: This contract entails a 5-year software subscription starting from the date of execution of the license. This contract will include one base year and four Option Years (OYs). Base Year: 21 August 2026 through 20 August 2027 Option Year One (1): 21 August 2027 through 20 August 2028 Option Year Two (2): 21 August 2028 through 20 August 2029 Option Year Three (3): 21 August 2029 through 20 August 2030 Option Year Four (4): 21 August 2030 through 20 August 2031 1.5 Quality Control: The contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is how they assure that work complies with the requirement of the contract. The QCP is to be delivered within 30 days after the contract has been awarded. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system. 1.6 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). According to the Inspection of Services clause, the U.S. Government will evaluate the contractor's performance under this contract. For those tasks listed on the performance requirements summary (PRS), the contracting officer’s representative (COR) or evaluators will -- 1 of 9 -- Page 2 of 9 follow the methods of surveillance specified in this contract. U.S. Government personnel will record all surveillance observations. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. U.S. Government surveillance of tasks not listed in the PRS or by methods other than those listed in the PRS (such as provided for by the Inspection of Services clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the contracting officer because of surveillance will be according to the terms of this contract. 1.6.1 Performance Evaluation Meetings: The contracting officer may require the contract manager to meet with the contracting officer, contract administrator, COR, and other U.S. Government personnel as deemed necessary. The contractor may request a meeting with the contracting officer when he or she believes such a meeting is necessary. Written minutes of any such meetings shall be recorded in the contract and signed by the contract manager and the contracting officer or contract administrator. If the contractor does not concur with any portion of the minutes, such nonoccurrence shall be provided in writing to the contracting officer within 10 calendar days following receipt of the minutes. 1.7 Records: The contractor shall be responsible for creating, maintaining, and disposing of only those U.S. Government required records. For the purposes of this contract, required records include documentation management, incident and event management, competency assessment, personnel documentation, continuing education, and analytics and performance management. If requested by the U.S. Government, the contractor shall provide the original record or a reproducible copy of any such record within 5 working days of receipt of the request. A copy of all maintenance and validation records will be left by the technician in a folder by the analyzer. 1.8 HOURS OF OPERATION: 1.8.1 Normal Hours of Operation: The contractor shall perform the services required under this contract during the following hours: Monday through Friday between the hours of 0730 – 1630 EST except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. 1.8.2 The contractor shall provide direct customer service and support during normal business hours. 1.8.3 Recognized Holidays: Services shall not be required on Federal holidays or the day of observance of federally established holidays and local base holidays. In general, federal holidays falling on a Saturday are observed on the preceding Friday whereas holidays falling on a Sunday are observed on the following Monday. Additional federal holidays as authorized by the President of the United States and/or executive orders shall be considered part of standard Federal Government h…