Brand Name Copan Wasp Specimen Processor, Laboratory Supplies, Service Agreement, IHS, Phoenix Indian Medical Center

Solicitation / RFP / RFQ

This document is a Sole Source Justification for Acquisitions Using Simplified Acquisitions, specifically for the Phoenix Indian Medical Center (PIMC) of the Department of Health and Human Services, Indian Health Service (IHS). The IHS proposes to enter into a purchase order on a basis other than full and open competition for a five-year Blanket Purchase Agreement (BPA) for a Contractor to provide Brand Name Copan Wasp Specimen Processor, laboratory supplies, and a service agreement.

• A five-year BPA for a Contractor.

• Provision of Brand Name Copan Wasp Specimen Processor.

• Laboratory supplies.

• A service agreement including support services, service, parts, and maintenance (phone and on-site), and software updates as needed.

• An automated Copan Wasp Specimen Processor (solid & liquid media inoculator & slide preparation modules) for processing patient specimens for microbiology culturing.

• The processor must be compatible with the current Biomerieux Biofire FilmArray analyzer used by the PIMC Laboratory Department.

• Contract Type: Five-Year BPA.

• Estimated Value: Not specified in the provided document.

This document is a justification for a sole source acquisition, not a solicitation with submission instructions or evaluation criteria.

This acquisition is being conducted under FAR 6.103-1, citing "Only one responsible source and no other supplies or services will satisfy agency requirements." The justification indicates that the Copan WASP system is compatible with existing government equipment, and the brand name is essential to the government's needs due to unique capabilities.

• Requisition Number: IHS1522010.
• The justification highlights that the Copan WASP system automates specimen processing and works seamlessly with different culture media and specimen types, ensuring efficient and standardized specimen management.
• The contract is deemed necessary to meet a critical mission requirement, and delays would cause undiagnosed patient health risks.

Forms / Attachments / Pricing Sheets

This document outlines the Federal Acquisition Regulation (FAR) and Department of Health and Human Services Acquisition Regulation (HHSAR) clauses incorporated by reference into the contract. It details specific clauses that apply to commercial products and services, including those related to prohibitions, small business utilization, labor standards, and payment terms. It also specifies contract administration details, including points of contact and invoicing procedures.

• Incorporated Clauses: Lists numerous FAR and HHSAR clauses, with many marked as checked (applicable) or unchecked (not applicable). Key applicable clauses include those related to restrictions on subcontracting, whistleblower rights, reporting executive compensation, prohibition on certain telecommunications and video surveillance services, protection of government property, and payment by electronic funds transfer.
• Contract Administration Data: Identifies the Technical Point of Contact (TPOC) and Contract Administrator, outlining their responsibilities. It also specifies registration requirements in the System for Award Management (SAM).
• Payment and Invoicing: Details that payments will be made via electronic funds transfer (EFT) and that invoices are to be submitted in arrears, with a specific instruction for "Shipment of all CLINS." It references the Invoice Processing Platform (IPP) for electronic submission.
• Tax Exempt Status: Notes the tax-exempt status of the Department of Health and Human Services, Phoenix Area Indian Health Service.

This document is crucial for bidders as it defines the legal and regulatory framework governing the contract. Understanding the incorporated clauses is essential for compliance, proposal development, and operational execution. Key clauses related to small business utilization, labor standards, and prohibitions directly impact how a contractor must operate and potentially subcontract. The contract administration and invoicing details are also vital for understanding payment processes and government points of contact.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, seeking proposals for a Firm-Fixed Price BPA contract. The Indian Health Service (IHS), Phoenix Area Office (PAO), Division of Acquisition Management (DAM) intends to procure Brand Name Copan Wasp Spec Cessor, Laboratory Supplies, and a Service Agreement.

• Procurement is for Brand Name Copan Wasp Specimen Processor, Laboratory Supplies, and a Service Agreement.

• Delivery terms are FOB Destination.

• Delivery Address: Phoenix Indian Medical Center, 4212 North 16th Street, Bldg-9, Phoenix, AZ 85016, Attention: Laboratory Department.

• Delivery of supplies required within 7 days or sooner After Receipt of Order.

• Offerors must comply with IPv6 standards for IT systems.

• Contract Type: Firm-Fixed Price BPA contract.

• Period of Performance: Not explicitly stated, but Service Agreement is for five years.

• Estimated Value: Not stated.

• Evaluation Method: Lowest Price Technically Acceptable (LPTA).

• Submission Deadline: April 10, 2026, at 4:00 PM MST (AZ Time).

• Submission Method: Electronic offers only, emailed to Donovan.Conley@ihs.gov.

• Questions Deadline: March 3, 2026, 12:00 PM MST (AZ Time).

• Evaluation Factors:

  • Factor 1 – Technical (Account set-up/ordering, Service Agreement, Return/Restocking/Misc. Fees).
  • Factor 2 – Past Performance (1-3 relevant contracts within the last 5 years).
  • Factor 3 – Price.

• Offer validity: 120 calendar days after submission.

• This requirement is unrestricted.

• Offerors must be registered in the System for Award Management (SAM).

• Offerors must provide UEI Number and TAX ID Number.

• Solicitation Number: #RFQ-26-PHX-022.

• NAICS Code: 334516.

• Invoices must be submitted electronically via the Invoice Processing Platform (IPP).

• Offerors shall not contact any PIMC employees regarding this RFQ; all communication must go through the Contract Specialist or Contracting Officer.

• Referenced Attachments: Price Schedule, Statement of Work, BPA Terms and Conditions, Clauses and Administrative Data, AZ Tax Exempt Letter, Brand Name Justification.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a price schedule for the opportunity. Bidders are expected to fill in the Unit Prices for the listed items and services across the Base Period and Option Years.

• Items/Services: A list of specific products and services, including various components for the WASP system (e.g., Copan WASP Basic System, Software, Filters, Modules, Calibration Tools, Labels, Drip Trays, etc.) and related services like warranty and installation.
• Quantities and Units: Specified quantities and units of measure (EA - Each) for each item.
• Unit Price and Amount: Fields for bidders to enter the unit price and calculate the total amount for each item.
• Base Period and Option Years: The schedule is structured to capture pricing for the Base Period and four Option Years (OY1 through OY4).
• Totals: Summary totals are provided for the Base Year and each Option Year, as well as a grand total.

This price schedule is critical for bidders to determine their proposed pricing for the goods and services required. Bidders must accurately complete this schedule to submit a compliant and competitive proposal. The provided unit prices in the document appear to be placeholders and require bidder input.

Solicitation / RFP / RFQ

This document establishes a five-year Blanket Purchase Agreement (BPA) for Copan Wasp Specimen Processors, Laboratory Supplies, and Service Agreements for the Indian Health Service (IHS), Phoenix Area Office (PAO), Department of Acquisition Management (DAM). The BPA aims to fulfill repetitive needs for these items.

• Provision of Copan Wasp Specimen Processors, Laboratory Supplies, and Service Agreements.

• Contractor must have a minimum of 5 years of experience in production, delivery, and support of these items.

• Only products listed on the attached Price Schedule (Attachment A) can be ordered. New items require a modification request to the Phoenix Area Acquisition Department.

• Contract Type: Blanket Purchase Agreement (BPA).

• Period of Performance: Five years, from TBD to TBD.

• BPA Purchase Limitation:

  • Minimum per BPA Call: $100.00.
  • Maximum per BPA Call: TBD.
  • Maximum for the entire BPA: TBD.

• Orders will be issued on an "As Needed Basis" by authorized ordering officials.

• Orders can be placed electronically or verbally and must include a BPA Call number.

• Deliveries are to the Phoenix Indian Medical Center, 4212 North 16th Street, Bldg-9, Phoenix, AZ, Monday through Friday, 8:00 A.M. to 4:00 P.M. (Mountain Standard Time).

• Invoicing will be completed electronically via the Invoice Processing Platform (IPP) at www.ipp.gov.

• Not specified in the provided text.

• The Schedule BPA does not obligate funds; the government is only obligated to the extent of authorized orders.

• The Technical Point of Contact (TPOC) is Deana Thompson (Deana.Thompson@ihs.gov) for monitoring performance and resolving program issues. The TPOC does NOT have authority to modify contract terms.

• An annual review will be conducted to determine BPA continuation.

• Tax Exempt Status is detailed in Attachment, 2025 AZ Tax Exemption.

• Clauses and Contract Administration Data are provided in Attachment B.

Form / Attachment / Pricing Sheet

This document is an Exemption Letter issued by the Arizona Department of Revenue to the Department of Health & Human Services, Phoenix Area Indian Health Service. It grants an exemption from Arizona Transaction Privilege Tax and Use Tax for specific business classifications, effective January 1, 2025.

• Lists business codes and corresponding exempt classifications for state taxes (e.g., Utilities, Restaurant, Retail).
• Lists business codes and corresponding exempt classifications for cities' Privilege Tax and Use Tax.
• Specifies that the exemption applies to transactions where the organization is the customer.
• Notes that exemptions for transient lodging/hotel are not included.
• Appendix A lists specific locations of the Phoenix Area Indian Health Service claiming exemption.

Vendors contracting with the Department of Health & Human Services, Phoenix Area Indian Health Service, should be aware of this exemption. To substantiate the exempt status, the organization must present a copy of this Exemption Letter along with a completed Arizona Form 5000HC for the relevant location. This impacts how vendors should handle tax collection and remittance for transactions with this organization.

Statement of Work (SOW) / Performance Work Statement (PWS)

To procure an automated Copan Wasp Specimen Processor for processing patient specimens for microbiology culturing at the Phoenix Indian Medical Center (PIMC) Laboratory Department.

• Provide a Copan Wasp Specimen Processor with specific minimum requirements, including weight, peripherals (touch screen monitor, barcode reader, label printer, pipetting system), custom streaking patterns, acceptance of multiple media/specimen types, reusable metal loops, automated smear preparation, broth inoculation, plate streaking, media labeling, loop changes, full sample traceability, lid removal/replacement, and minimal cleaning requirements.

• The system must be remotely serviceable/calibrable and connect to RPMS via Data Innovations, meeting PIMC security requirements.

• Provide new, upgradeable versions of the processor at no additional cost if available.

• Ensure instrument software is up-to-date with anti-virus aligned with Indian Health Services (IHS) IT policies.

• Replace the processor if damaged or non-operational due to manufacturer default.

• Provide CPT and LOINC codes for all assays.

• Provide a compatibility statement with LIS/RPMS/DI, including data transmission capabilities and a point of contact for compatibility discussions.

• Responsible for all costs associated with maintaining software applications to the latest IHS-approved versions.

• Provide unlimited perpetual software licensing.

• Coordinate installation and training dates with PIMC microbiology supervisor/management.

• Provide off-site and on-site training for staff to establish competency.

• Supplies: Transport reagents Monday-Friday overnight. Provide ordered supplies, reagents, and parts within five (5) business days. Provide high-quality supplies. Notify COR immediately of backorders or changes in product availability/specifications. Fulfill urgent overnight delivery requirements at no cost. Allow returns/credits for items with short shelf life (less than 3 months).

• Supplies and reagents must be delivered within five (5) business days.

• Urgent delivery for overnight delivery must be fulfilled at no cost.

• Items with short shelf life (<3 months) are returnable/creditable.

• Equipment must be operation-ready within 90 calendar days of award.

• Base period plus four (4) one-year option years, commencing from the date of award.

• Delivery to PIMC Materials Management Department, Phoenix, Arizona.

• Installation at the PIMC Laboratory Department.

• Energy-efficient products are encouraged (ENERGY STAR or FEMP compliant).

• Preventive Maintenance and Service Agreement required, including all labor, travel, parts, and software upgrades.

• Technical support and equipment repair, including routine preventive maintenance, parts, travel, lodging, per diem, and freight costs covered by the contractor.

• On-call response within 60 minutes for emergencies (weekends, holidays, after hours), with 24/7 continuous work until completion.

• Remote troubleshooting capabilities required.

• Service must be 24/7/365 with a response within four (4) hours and resolution within 24 hours of a service call.

• Unlimited emergency service calls and all necessary warranted repair parts and labor.

• Phone support (24-hour toll-free technical troubleshooting).

• All required engineering updates and reliability enhancements.

• Designated representative for technical/contractual issues and a customer service representative for consumables/reagents.

• Acquisition Contract Specialist: Donovan.Conley@ihs.gov

• Service Unit Representative / Technical Point of Contact (TPOC): Deana.Thompson@ihs.gov (Phone: 602-319-8954)

• Microbiology Supervisor for coordination: Zerveni Oliver (602-581-6266)

Solicitation / RFP / RFQ

This document is a Sole Source Justification for Acquisitions using Simplified Acquisitions by the Department of Health and Human Services, Indian Health Service (IHS). The Phoenix Indian Medical Center (PIMC) intends to procure a five-year Blanket Purchase Agreement (BPA) for a Contractor to provide a Brand Name Copan Wasp Specimen Processor, along with laboratory supplies and a service agreement.

• A five-year BPA for a Contractor to provide a Brand Name Copan Wasp Specimen Processor.

• Service agreement including support services, service, parts, and maintenance.

• Phone support, on-site services, and software updates as required.

• The Copan Wasp Specimen Processor must be compatible with the current Biomerieux Biofire FilmArray analyzer used by the PIMC Laboratory Department.

• The system automates specimen processing, including planting, streaking, and broth inoculation.

• Estimated Value: $667,723.31 for the five-year BPA.

This document is a justification for a sole source acquisition, not a solicitation for proposals. The justification cites FAR Subpart 13.106-1(b) and FAR 6.302-1 (Only One Responsible Source).

This is a sole source justification. The document lists "Love of LLC, WOSB", "Beckman Coulter, Large Business", and "Fisher Scientific Company LLC" as recommended sources, but the justification is for acquiring the Copan Wasp Specimen Processor as a brand name essential to the Government's needs.

• The acquisition is deemed necessary to meet a critical mission requirement and avoid intolerable delays that could cause undiagnosed patient health risks.
• The justification is supported by program office and contracting officer certifications.