2 - Statement of Work - GIMC Optimized Storage Solution.docx

STATEMENT OF WORK

OPTIMIZED STORAGE SOLUTION

Gallup Indian Medical Center (GIMC)

1. INTRODUCTION

The Gallup Indian Medical Center (GIMC), Gallup Service Unit (GSU), is soliciting for an optimized storage solution from a qualified contractor to redesign, standardize, implement, and sustain a comprehensive storage and replenishment system across all existing clinical and warehouse storage areas at GIMC and the new centralized medical supply storage area to be set up in 1 North (or similar designated area). The contractor shall support optimization of current storage environments and assist in the design, configuration, setup, and training associated with the transition to the new storage area.

2. STATEMENT OF WORK

The Contractor shall provide all labor, supervision, materials, equipment, system configuration, implementation support, integration services, training, and reporting necessary to design and implement an optimized storage and replenishment solution at GIMC. The solution shall be based on a standardized, visual inventory management methodology, utilizing a two-bin Kanban system, designed to improve inventory control, reduce waste, and increase supply availability at the point of use. The scope of work includes assessment and redesign of existing storage areas managed by medical supply; standardization of visual inventory systems and replenishment processes; space optimization within existing constraints; design and implementation of a centralized storage area (e.g., 1 North or similar designated location); integration with existing systems including the Morris System (M-System) and barcode scanners; staff training and change management support; and establishment of sustainable replenishment workflows and performance monitoring practices. A GIMC employee will be assigned as Contracting Officer Representative (COR) to coordinate and monitor services.

3. SPECIFIC REQUIREMENTS – EXISTING STORAGE AREAS

The Contractor shall conduct a comprehensive assessment of all existing storage locations and identify inefficiencies, workflow gaps, space constraints, and inventory control issues. The Contractor shall implement standardized visual inventory management systems, including bin systems, labeling, and par level optimization, and establish clearly defined replenishment triggers and workflows. Inventory levels shall be optimized based on actual usage patterns to reduce expired, excess, and duplicate inventory. The Contractor shall standardize bin types, labeling conventions, slotting logic, and storage configurations to improve organization and efficiency. The resulting solution shall improve inventory visibility and eliminate reliance on manual or inconsistent ordering practices.

4. NEW MEDICAL SUPPLY STORAGE AREA – DESIGN & IMPLEMENTATION

The Contractor shall collaborate with GIMC leadership, Medical Supply, Facilities, and other necessary departments to design and implement a centralized storage area, such as 1 North or a similar designated location. The Contractor shall participate in planning sessions for layout and configuration and provide recommendations for storage optimization, PAR strategies, and workflow efficiency. The Contractor shall develop a standardized visual (kanban) inventory system, support physical setup and installation of shelving, bins, and labeling systems, a. The Contractor shall provide on-site implementation support, training, and transition planning, including assistance with transitioning inventory from decentralized storage areas where applicable. The objective is to establish a standardized, scalable, and highly visual centralized storage system that supports efficient replenishment and distribution.

5. INFORMATION TECHNOLOGY REQUIREMENTS The optimized storage solution shall be compatible with GIMC’s existing IT environment and infrastructure and support potential future analytics capabilities related to this project. The Contractor shall ensure compatibility with existing Cisco wired and wireless networks, support the use of existing AML barcode scanners, and integrate or operate in coordination with the Morris System (M-System) for inventory management. The system shall support synchronization of item master data, usage tracking, par levels, reorder triggers, and transaction records. The solution shall be designed with an open architecture that supports data access, export, and integration with Government systems, enabling future integration with analytics or reporting platforms. The system must be capable of operating within a Government-controlled environment, including on-premise or virtual server configurations, and shall not rely on proprietary or vendor-restricted systems that limit Government data ownership, access, or future system enhancements. All integration activities shall be coordinated with GIMC IT personnel.

6. TRAINING & CHANGE MANAGEMENT

The Contractor shall provide structured training for Supply Chain staff and designated clinical personnel, including delivery of training materials, job aids, and standard work documentation when necessary. The Contractor shall provide a train-the-trainer capability to ensure internal staff can sustain operations and shall support staff during implementation and go-live activities and possible future expansion. The Contractor shall provide a formal training program that includes competency validation or certification to ensure personnel are capable of building, managing, and sustaining the inventory management system in accordance with standardized processes. The Contractor shall conduct follow-up validation within ninety (90) days of implementation to ensure successful adoption and long-term sustainability of the optimized storage solution.

7. CONFIDENTIALITY

The Contractor shall maintain the confidentiality of all GIMC operational, financial, and inventory data and shall not disclose such information without prior written authorization from the Government. The Contractor shall comply with all applicable federal, healthcare, privacy, and cybersecurity requirements, including safeguarding sensitive information in accordance with Government policies and applicable laws and regulations.

8. PERSONNEL

Contractor personnel shall be properly trained and supervised; coordinate activities with the COR; comply with all GIMC facility access requirements; and wear visible identification while on-site.

9. PERIOD OF PERFORMANCE

The period of performance shall be a one-time project not to exceed twelve (12) months from the date of contract award. The period of performance includes assessment, design, delivery, installation, implementation, training, and project closeout of the optimized storage and replenishment system.