INTELLICAB SS NOTICE.pdf

This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. Pursuant to 48 CFR Part 326, Subpart 326.603-3 and IHM 5.5-6, Indian Health Service must use the negotiation authority of the Buy Indian Act, 25 U.S.C. 47, to give preference to Indian Economic Enterprises (IEE) whenever the use of that authority is authorized and practicable.

The Government is seeking to identify Indian Small Business Economic Enterprises (ISBEEs) capable of performing the below Indian Health Services (IHS) requirement. Any vendor responding to this notice should submit their capability statement as well as the Buy Indian Act Indian Economic Enterprise Representation Form (attached). Instructions for submission are outlined below.

Indian Small Business Economic Enterprises (ISBEEs) and other small business are highly encouraged to respond to this notice. However, firms should understand that generic capability statements are not sufficient for effective evaluation of their capacity and capability to perform the work required.

Responses must directly demonstrate the company’s capability, experience, and ability to provide the Continued Lease, Maintenance and Support of a Pharmacy Will-Call Intellicab System.

The Government requests interested parties submit a written response to this notice, which includes:

a. Company Name.

b. Company Socioeconomic Status.

c. Company System for Award Management (SAM) Unique Entity Identifier (UEI) number.

d. Company point of contact, mailing address, and telephone number(s), and website address

e. Name, telephone number, and e-mail address of a company point of contact who has the authority and knowledge to clarify responses with government representatives.

f. DUNS Number:

g. Cage Code:

h. Tax ID

i. Date submitted.

j. Applicable company GSA Schedule number or other available procurement vehicle.

k. Company’s System for Award Management (SAM) registration status. All respondents must register on the SAM located at http://www.sam.gov/.

l. Submit Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form

(attached)

Disclaimer and Important Notes. This notice does not obligate the Government to award contract. Any information provided by industry to the Government as a result of this sources sought synopsis is strictly voluntary. Responses will not be returned. No entitlements to payment of direct or indirect costs or charges to the Government will arise as a result of contractor submission of responses, or the Government's use of such information or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published on a government GPE. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

How to respond: Please include the notice IHS 246-24-Q-0117 Continued Lease, Maintenance and Support of a Pharmacy Will-Call Intellicab System in the subject line. Responses must be submitted via email to the Contract Specialist, Mary Ann Yocham at maryann.yocham@ihs.gov no later than 2:00 PM CST on June 6, 2024.

Capability statements will not be returned and will not be accepted after the due date. The maximum number of pages for this submission is five (5) pages.

Department of Health and Human Services Indian Health Service Clinton Service Unit

Statement of Work Lease, Maintenance and Support of Will-Call System

1. PURPOSE OF THE PROJECT

The Clinton Service Unit (CSU), Comprised of the Clinton, El Reno and Watonga Indian Health Services, has a requirement for a continued lease, maintenance and support of a IntelliSys IntelliVault Will Call Management Operating System 2.0 – standard (NON-RMF certified), IntelliCab, four-drawer Will-Call storage cabinet, IntelliPad RFID reader, bar code scanner, and signature capture pads.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide continued lease, maintenance and support for the current IntelliCab, Intellisys, IntelliVault will-call systems at each location as follows:

Clinton Indian Health Center:

Qty: Part Number Product 1 L-RRX CTS SERVICE (CTS-CT) RRx Control Top Service/Support 1 L-RRX CAB SERVISE (ICSS-IC) RRx Intellicab Service/Support 1 L-RRX CONTROL TOP STATION RRx Operating System 2.0 1 L-RRX INTELLICAB RRx IntelliCab Four Drawer Storage Cab 2 L-RRX INTELLIPAD RFID READER RRx IntelliPad RFID Reader 6 L-RRX BAR CODE SCANNER RRx Bar Code Scanner (Reader) 4 L-RRX SIGNATURE CAPTURE RRx Signature Capture 1 M-RRX AUTONOTIFY AutoNotify – Monthly Text/VM Service 1 GSLANSET-01 AutoNotify Implementation Fee

El Reno Indian Health Center:

Part Number Product Qty: Part Number Product 1 L-RRX CTS SERVICE (CTS-CT) RRx Control Top Service/Support 1 L-RRX CAB SERVISE (ICSS-IC) RRx Intellicab Service/Support 1 L-RRX CONTROL TOP STATION RRx Operating System 2.0 1 L-RRX INTELLICAB RRx IntelliCab Four Drawer Storage Cab 2 L-RRX INTELLIPAD RFID READER RRx IntelliPad RFID Reader 6 L-RRX BAR CODE SCANNER RRx Bar Code Scanner (Reader) 4 L-RRX SIGNATURE CAPTURE RRx Signature Capture 1 M-RRX AUTONOTIFY AutoNotify – Monthly Text/VM Service 1 GSLANSET-01 AutoNotify Implementation Fee

Watonga Indian Health Center:

Part Number Product Qty: Part Number Product 1 L-RRX CTS SERVICE (CTS-CT) RRx Control Top Service/Support 1 L-RRX CAB SERVISE (ICSS-IC) RRx Intellicab Service/Support 1 L-RRX CONTROL TOP STATION RRx Operating System 2.0 1 L-RRX INTELLICAB RRx IntelliCab Four Drawer Storage Cab 1 L-RRX INTELLIPAD RFID READER RRx IntelliPad RFID Reader 1 M-RRX AUTONOTIFY AutoNotify – Monthly Text/VM Service

1 GSLANSET-01 AutoNotify Implementation Fee

The current system is capable of identifying a patient’s medication and ensuring the medication is not associated to another patient’s medication. It can identify when a potential dispensing error could occur and eliminate the potential. The will-call system interfaces with the pharmacy management system (RPMS) which enhances data integrity. Not only should the will-call system decrease and often eliminate errors, it should streamline the non-compliance process. Radio Frequency Identification Device (RFID) technology is the desired technology because of the endless possibilities of its use. For instance, RFIS based will-call systems give the user the ability to file prescriptions in will-call randomly significantly reducing the time it takes to file prescriptions. Employ the use of wireless Radio Frequency Identification (RFID); record all instances of user interface for tracking purposes; contain lockable electronic cabinets for prescriptions; be HIPAA compliant; have an interface with the pharmacy management system (RPMS); employ RFID embedded basket that can be associated from a remote filling site; have “built-in” redundancy in system components; can obtain approval to operate system on Indian Health Service IT network; meet Indian Health Service criteria for storage of controlled drug filled prescriptions.

3. PERIOD OF PERFORMANCE

Lease continuation shall begin no later than the dates below without delay.

Base plus an additional four (4) option years Base year: 07/01/2024 – 06/30/2025 Option year 1: 07/01/2025 – 06/30/2026 Option year 2: 07/01/2026 – 06/30/2027 Option year 3: 07/01/2027 – 06/30/2028 Option year 4: 07/01/2028 – 06/30/2029

4. LEVEL OF EFFORT

4.1. The contractor shall provide the lease, maintenance and support of an IntelliSys IntelliVault Will Call Management Operating System 2.0 – standard (NON-RMF certified), IntelliCab, four-drawer Will-Call storage cabinet, IntelliPad RFID reader, bar code scanner, and signature capture pads.

4.2. If applicable, the contractor shall provide text/voice message services that may be renewable on an annual basis at discretion of the service unit.

4.3. The support plan shall cover replacement parts, labor, and equipment necessary to keep products and interfaces performing in accordance with the material specifications. If a recall is necessary, the vendor shall contact the POC and initiate a repair. Under OS- Server Support and IntelliCab Support, the Contractor shall provide replacement parts, labor, and Equipment as necessary to keep the BD Products and BD-provided interfaces performing in accordance with the material specifications. Contractor will provide updates and upgrades, as defined as Software Updates. “Update” means a bug fix, error correction, virus update, minor enhancement, or modification to existing features to maintain the security or operation of the Software. Update also includes BD-approved software patches for its Software. During the Support Term, if BD generally releases an Update to the Software, then BD will install the Update and Customer will promptly test the connections between the Product and Customer's information system. Software Upgrades. “Upgrade” means a major enhancement, new feature, or other improvement to the Software, but does not include any Equipment, Third Party Software, or any other Software that BD generally licenses separately. During the Support Term, if BD generally releases an Upgrade to the Software, then BD will install the Upgrade and will deliver notice to

Customer of the Upgrade. Support and maintenance with base year plus four option years, will be inclusive of, but not limited to equipment and parts mentioned in Section 2 of this SOW.

4.4. Work Schedule:

4.4.1. The Contractor shall provide maintenance to the equipment during regular clinic hours unless prior arrangements are made with the Chief Pharmacist. Regular clinic hours are Monday through Thursday 7:00 a.m. to 4:30 p.m. CST, and Fridays 8:00 a.m. to 4:30 p.m. CST. The Contractor shall complete the maintenance and restore equipment to working condition in a timely manner.

4.4.2. Maintenance and Service shall be performed on site within 24 hours for a fully down system and on site within 48 hours for a system that is functional but has limitations.

4.4.3. Scheduled regular maintenance shall be coordinated 7 calendar days in advanced with the Chief Pharmacist.

4.4.4. The contract oversight may request any service/maintenance performed outside of vendor dispatch-able hours of Monday through Friday 8:00 am – 6:00 pm, with prior government funding authorization. In the case, the need occurs, the contractor shall mention in writing the estimated cost to the contract oversight.

4.5. Training: N/A

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1303, To ensure compliance with Homeland Security Presidential Directive-12: Policy for a Common Identification Standard for Federal Employees and Contractors (HSPD-12), it is the IHS policy that all staff and contractors who require physical access to federally controlled facilities and logical access to the IHS Information Technology (IT) networks and systems must obtain an HSPD-12-compliant access card. Individuals will be issued an access card upon meeting the HSPD-12 requirements and a favorable background investigation.

5.2. The USPHS Clinton Indian Health Center is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Clinton Indian Health Center official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of

Clinton Indian Health Center. Such action(s) could result in violation of the contract and possible legal actions.

5.5. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

5.6. Contractor shall comply with IHS Business Associate Agreement at the time of award.

5.7. Privacy Act and Confidentiality of Information: Services under this contract are to be performed in accordance with the requirements, provision of, and applicable agency regulations. Copies of these items are available upon request of the Contracting Officer and/or the Contracting Officer Representative.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the delivery, installation and training date with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:15pm.

Driver needs a valid ID.

6.1.1. Location information as the following:

6.1.1.1. Clinton Indian Health Center: 10321 N. 2274 Rd, Clinton, OK 73601 – Dock Access

6.1.1.2. El Reno Indian Health Center: 1801 Parkview Dr, El Reno, OK 73036 – No dock, would require lift gate for shipments.

6.1.1.3. Watonga Indian Health Center: 1305 S. Clarence Nash Blvd, Watonga, OK 73772 – No dock, would require lift gate for shipments.

6.2.Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3.Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered 24/7, 365 day of the year.

6.4.Personnel Qualifications: The contractor is responsible for providing all permits, licenses, manifests, and safety day sheets required by law and regulation. Personnel with the necessary level of expertise to support the task activities and requirements in this SOW. The contractor shall provide a single point of contact that shall serve as the project manager for the life of the contract. Certifications shall include but not limited to: ETL listed, FCC: Part 15, subpart E requirement.

6.5.Indemnity and Insurance: The government assumes no responsibility of negligent acts of the Contractor.

Therefore, the Contractor is responsible for personal insurance if the Contractor indicates that it is necessary. The Contractor shall hold harmless and indemnify the government against any or all loss, cost, damage, claims, expense or liability whatsoever as a result from the performance of the Contractor.

The Contractor shall hold the Federal Government and its agents immune from civil or professional liability for all acts, including negligent acts, related to management and enforcement of this contract.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

The Government shall supply: The government shall provide the space available for the IntelliCab system.

Should any maintenance occur the government will ensure area to be serviced is free from obstruction.

Desktop workstations and VPN connection support shall be provided to the contractor for any remote support deemed necessary by the Contract oversight.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

Required personnel, materials, software, supplies and equipment: The contractor shall furnish all personnel, materials, software, supplies and equipment required to perform work under the contract including replacement parts from the manufacturer.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

Measureables to be evaluated at the conclusion of awarded contract:

Performance is acceptable ☐YES ☐NO ☐N/A

Responsibilites of contractor have been fulfilled, including reports submitted on time.

☐YES ☐NO ☐N/A

Upheld Standards & Guidelines of accrediting organizations, national, state, and local regulating agencies, and CSU Policy and Procedures

Quality Control met and provided when required ☐YES ☐NO ☒N/A

Quality Improvement information provided when required. ☐YES ☐NO ☒N/A

Customer Service was provided to CSU Vision “Exceed the Need”. ☐YES ☐NO ☐N/A

Additional Measureables to be evaluated for awarded contract providing temporary employees (excluding medical staff).

License / BLS were maintained, current at all times and provided to CSU Human Resources prior to expiration

Evidence of staff competency provided when requested & required prior to expiration (Q3 years).

Staff competency conducted by contractor is acceptable and submitted prior to expiration (Q3 years).

COMMENTS:

Department Supervisor Signature:________________________

Administrative Officer Signature:_________________________