SOW Eye Care PACS.pdf

Department of Health and Human Services

Indian Health Service

Statement of Work (SOW)

Eye Care PACS

1. PURPOSE OF THE PROJECT

The Indian Health Service (IHS), a federal agency within the Department of Health and Human Services, is responsible for providing federal health services to American Indians and Alaska Natives. The mission of IHS is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level and assure that comprehensive, culturally acceptable personal and public health services are available and accessible to members of the 574 federally recognized Tribes across the United States.

The Lawton Service Unit is a Joint Commission accredited federal facility in Oklahoma. To meet our mission, Eye Care PACS System is medical modality that has been deemed necessary to augment the services as such are necessary to support and supplement health care within the hospital. The mission of the Lawton Service

Unit is to deliver quality care in order to attain positive health outcomes for all our valued patients with emphasis on cultural sensitivity and human dignity.

The Lawton Service Unit (LSU) which includes the Lawton Indian Hospital (LIH), Anadarko Indian Health

Center (AIHC) and the Carnegie Indian Health Center (CIHC) have a requirement for the procurement, installation, and integration of an Eye Care Picture Archiving and Communication System (PACS). This medical imaging data management platform will modernize ophthalmic imaging workflows, support clinical decision-making, and facilitate interoperability with the PATH EHR interface.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

2.1. The contractor shall provide all software licenses, connectivity modules, interfaces, installation services, configuration, testing, and training required to fully deploy an Eye Care PACS (such as or equal to Zeiss

FORUM) solution that is compatible with PATH EHR.

2.2. Required Integrations

2.2.1. The contractor shall:

2.2.1.1. Configure DICOM Modality Worklists for connected devices

2.2.1.2. Configure bi-directional HL7 communication to/from PATH EHR

2.2.1.3. Connect all supported ophthalmic instruments

2.3. System Functional Requirements

2.3.1. The system shall:

2.3.1.1. Store, manage, and display ophthalmic imaging data (visual fields, OCT, fundus, glaucoma RNFL, retina datasets)

2.3.1.2. Support real-time post-processing of raw data

2.3.1.3. Allow manipulation of historic visual field and OCT data

2.3.1.4. Display FDA-cleared ZEISS clinical analysis modules

2.3.1.5. Provide multi-site data access, role-based permissions, and secure authentication

2.3.1.6. Enable exporting data, as required

2.3.1.7. Provide all required operator and service manuals

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award with four (4) twelve (12) month option years.

4. LEVEL OF EFFORT

4.1. The contractor shall

4.1.1. Install PACS at required sites (LIH, AIHC, and CIHC)

4.1.2. Configure all device interfaces

4.1.3. Provide user acceptance testing and live validation

4.1.4. Provide training for clinical and technical staff

4.1.5. Provide one year of connectivity service plan coverage

4.1.6. Provide remote and on-site support as necessary with no more than a 48 hour response time

4.2. Training: Contractor shall provide:

4.2.1. On-site or virtual training for providers, technicians, and IT staff

4.2.2. Remote follow-up support

4.2.3. Documentation, quick guides, and workflow mapping

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV

DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management. - (Security Clearance for on-site human services)

5.2. The USPHS Lawton Service Unit 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 Lawton Service Unit 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 Lawton

Service Unit. Such action(s) could result in violation of the contract and possible legal actions.

5.4.1. 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.

6. SECTION 508 & ACCESSIBILITY REQUIREMENTS

6.1. This product must conform to the Revised Section 508 (https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines) and

WCAG 2.1 Level AA standards as outlined below.

6.2. Solicitations for supplies and services shall require the submission of a Section 508 Product Assessment

Template. The template can be found at https://www.itic.org/policy/accessibility/vpat.

All Information and Communication Technology (ICT) deliverables under this contract (e.g., websites, applications, electronic documents, and multimedia) must comply with the Revised Section 508 Standards (36

CFR Part 1194) and the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA standards. The

Contractor shall ensure accessibility of all ICT deliverables and provide conformance documentation in the form of a Voluntary Product Accessibility Template (VPAT?) / Accessibility Conformance Report (ACR), or by completing the HHS Section 508 Accessibility Checklists. The current VPAT 2.5 template includes fields for reporting conformance to WCAG 2.1 and shall be used to document accessibility. The Contractor shall remediate any identified accessibility issues at no additional cost. The Contracting Officer will include the applicable Health and Human Services Acquisition Regulation (HHSAR) clauses 352.239-73 and 352.239-74 in the solicitation and resulting contract.

7. PRIVACY AND INDEMNIFICATION CLAUSES

7.1. The contractor will comply with the following listed regulations:

7.1.1. Privacy Act, 5 U.S.C. 552a - Office of Privacy and Civil Liberties | Privacy Act of 1974

7.1.2. Health Insurance Portability and Accountability Act (HIPAA) - eCFR :: 45 CFR Part 164 --

Security and Privacy

7.1.3. CFR 42 Part 2 - eCFR :: 42 CFR Part 2 -- Confidentiality of Substance Use Disorder Patient

Records

7.2. Indemnification and Governing Law

7.2.1. Indemnification, Liability, Statute of Limitations: Any provisions in the Terms of Service (TOS) related to indemnification and filing deadlines are hereby waived, and shall not apply except to the extent expressly authorized by law. Liability for any breach of the TOS as modified by this amendment, or any claim arising from the TOS as modified by this amendment, shall be determined under the Federal Tort Claims Act, or other governing federal authority. Federal statute of limitations provisions shall apply to any breach or claim.

7.2.2. Governing law: Any arbitration, mediation or similar dispute resolution provision in the TOS is hereby deleted. The TOS and this amendment shall be governed by and interpreted and enforced in accordance with the laws of the United States of America without reference to conflict of laws. To the extent permitted by federal law, the laws of the State of Oklahoma will apply in the absence of applicable federal law.

8. DELIVERABLES AND REPORTING REQUIREMENTS

8.1.1. Delivery: The contractor will coordinate the delivery, installation and training date with the designated government employee. The contractor shall deliver necessary items to the following sites with all installation instructions, warranty documents, and specifications. No deliveries can be made after 4:15pm. Driver needs a valid ID.

https://www.itic.org/policy/accessibility/vpat https://www.justice.gov/opcl/privacy-act-1974 https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-C/part-164 https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-C/part-164 https://www.ecfr.gov/current/title-42/chapter-I/subchapter-A/part-2 https://www.ecfr.gov/current/title-42/chapter-I/subchapter-A/part-2

8.1.1.1. Lawton Indian Hospital at 1515 Lawrie Tatum Rd, Lawton OK 73507

8.1.1.2. Anadarko Indian Health Center at 201 E Parker McKenzie Rd, Anadarko OK 73005

8.1.1.3. Carnegie Indian Health Center at 212 E 4th St, Carnegie OK 73015

8.2. 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.

8.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

9. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

9.1. IAW FAR Part 52.245-1, The Government shall supply the facilities, supplies and the equipment of the

Optometry Department and all hospital specialty/support staff. Use of government furnished facility space, equipment, supplies, and personnel are for the provision of services set forth in this contract only.

10. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

10.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract.

11. CHANGES TO THE STATEMENT OF WORK (SOW)

11.1. 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.

12. DELIVERABLES/PERFORMANCE MATRIX

12.1. The contractor shall deliver:

12.1.1. Installed PACS system

12.1.2. Fully configured interfaces

12.1.3. Training completion

12.1.4. Documentation and manuals

12.1.5. Warranty coverage documents

12.1.6. Service activation for Connectivity Plan

12.1.7. Integration validation results for HL7 + DICOM

Services delivered and completed within time frame as set forth in contract Yes or No

Contractor was professional Yes or No

Item delivered meets specifications of this SOW Yes or No

Contractor provided a POC Yes or No

Government Property inventory and inspection Yes or No

4/17/2026

X Randy Cox

Randy Cox

Chief of Optometry

Signed by: PIV