Attachment 2 - Statement of Work.docx

INDIAN HEALTH SERVICE

Portland Area Statement of Work

1. Title Robotic Prescription Dispensing System – Operating Lease Renewal, Maintenance/Support, and Technology Refresh

2. Background Western Oregon Service Unit’s outpatient pharmacy relies on an on-site robotic prescription dispensing system to support safe and efficient prescription filling and patient dispensing operations. Automated dispensing supports medication safety and workflow efficiency, which are critical to patient care in a clinical setting.

The current requirement is to maintain continuous availability of the existing robotic dispensing capability and to complete a technology refresh (e.g., operating system and server/database upgrades) to remain compatible with IHS-approved standards and cybersecurity requirements.

3. Scope The contractor shall provide the following:

• Continuation of operating lease/subscription for the existing on-site robotic prescription dispensing system and its associated platform components (robotic unit, central platform/server, data terminals, and peripherals).

• Maintenance and technical support services, including corrective maintenance, preventative maintenance, and replacement of failed components with equivalent or better parts.

• Implementation of a technology refresh to supported operating system and platform versions for the robotic controller, client devices, and central server/database as required for compatibility and cybersecurity.

• Delivery of documentation, training, and service reporting necessary for Government oversight and acceptance.

4. Specific Tasks or Specifications The contractor shall provide all labor, materials, equipment, software/licenses, and incidentals necessary to maintain and support the Government’s existing on-site robotic prescription dispensing capability and complete the required technology refresh. At a minimum, the contractor shall:

• Provide continued use of the existing robotic prescription dispensing system and associated platform components for outpatient prescription filling and dispensing throughout the period of performance.

• Provide or maintain (as applicable) associated platform components and peripherals required for operations, including: one (1) central platform/server; one (1) pharmacy data terminal; two (2) pharmacy printers; and three (3) smart card scanners or equivalent devices.

• Provide ongoing software/firmware maintenance, updates/patches, and licensing/subscription entitlements required for normal operation of the system and associated platform components.

• Provide an operating system technology refresh for the robotic controller and client devices to a currently supported, IHS-approved Windows client operating system version (e.g., Windows 11) and upgrade the central server/database to currently supported, IHS-approved server operating system and database versions.

• Plan and execute the technology refresh with minimal disruption to pharmacy operations, including (1) a project plan and schedule; (2) coordination with local pharmacy leadership and local IT; (3) pre-upgrade backup/rollback plan; (4) validation testing; and (5) post-upgrade stabilization support.

• Provide cybersecurity-related services and configurations required for operation and support (e.g., endpoint protection management, full-disk encryption for covered server/workstations, and secure remote support connectivity).

• Provide help desk and technical support, including remote troubleshooting and on-site service when required. Critical incidents affecting dispensing operations shall receive priority response.

• Provide preventative maintenance (at least annually) and any manufacturer-recommended maintenance necessary to sustain reliable operations.

• Provide required deliverables, including: as-built configuration documentation; system/software version inventory; maintenance and service logs; and training for designated pharmacy staff on any upgraded components or workflow changes.

5. Performance Monitoring (if applicable) The Government will monitor contractor performance as follows:

• The Government will verify performance through review of contractor deliverables (project plan, upgrade completion report, service tickets, and maintenance logs) and through operational acceptance testing in the pharmacy.

• Availability: System operational availability shall be at least 95% per month, excluding Government-approved scheduled maintenance windows.

• Response: For critical incidents that prevent dispensing operations, contractor shall acknowledge within 1 hour and begin troubleshooting within 2 hours. For non-critical incidents, contractor shall acknowledge within 1 business day.

• On-site support: When on-site service is required, contractor shall provide an on-site technician within 2 business days for critical incidents and within 5 business days for non-critical incidents, unless otherwise approved by the COR.

• Reporting: Contractor shall provide a monthly service summary (tickets opened/closed, response times, preventive maintenance performed, and any outstanding issues/risks).

6. Security Requirements The system and related services may access, store, transmit, or process Protected Health Information (PHI) and/or Personally Identifiable Information (PII). The contractor shall comply with all applicable Federal/HHS/IHS privacy and security requirements. At a minimum:

• Limit system and remote support access to authorized personnel with a documented need-to-know and least-privilege permissions.

• Use encrypted communications for any remote connectivity and ensure session logging/auditability (date/time, user, actions performed).

• Ensure data at rest on covered servers/workstations is encrypted and endpoint protection is enabled and maintained.

• Coordinate any changes impacting IHS network connectivity with the Government and comply with local change management procedures.

• Ensure contractor personnel requiring on-site access comply with facility access procedures (e.g., escort requirements, identification, and any required background screening per Government direction).

7. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI) The Government will provide the following, as applicable:

• Access to the existing robotic dispensing system and associated installed components for maintenance, troubleshooting, and upgrade activities.

• Facility space, utilities (power), and network connectivity (as approved by local IT) necessary to operate the system.

• Government point(s) of contact for coordination, scheduling, escort (if required), and acceptance testing.

• Applicable IHS/local IT standards and configuration requirements (e.g., approved operating system baselines, patching windows, and cybersecurity requirements).

8. Other Pertinent Information or Special Considerations Work must be coordinated with the pharmacy to avoid disruption of patient care. The contractor shall propose planned maintenance windows and coordinate all on-site work (including deliveries, staging, and disposal of packing materials) with the Government. The contractor shall ensure that any work areas are kept clean and safe and that all activities comply with facility infection control and safety requirements.

a. Identification of Possible Follow-on Work Follow-on work may include additional option-year renewals, expansion of system capacity (e.g., additional storage/cassettes or additional peripheral devices), additional cybersecurity hardening, and/or replacement/modernization of the robotic dispensing solution as mission needs evolve.

b. Inspection and Acceptance Criteria Inspection and acceptance will be performed by the Government (COR and/or designee). Acceptance requires:

• Successful completion of the technology refresh with verification that the robotic dispensing system and all associated platform components operate as intended.

• Successful operational test and verification (OT&V) in the pharmacy, including: (1) prescription fill/dispense workflow; (2) label/report printing; (3) user authentication/access controls; (4) audit logging; and (5) verification that cybersecurity controls (encryption/endpoint protection) are functioning.

• Resolution (or Government-approved deferral with mitigation) of any critical defects identified during OT&V.

9. Risk Control (Contracting Officer to delete if not applicable) Key risks include: (1) system downtime impacting patient care; (2) schedule delays for upgrades; and (3) cybersecurity vulnerabilities associated with outdated software. Mitigation measures include: coordinated maintenance windows, a documented backup/rollback plan prior to upgrades, staged implementation with validation testing, and timely application of security patches/updates in accordance with Government-approved procedures.

10. Place of Performance / Delivery Address / Location Western Oregon Service Unit – Chemawa Indian Health Center 3750 Chemawa Rd NE Salem, OR 97305

11. Period of Performance Base Period: 04/01/2026 – 03/31/2027 Option Period 1: 04/01/2027 – 03/31/2028 Option Period 2: 04/01/2028 – 03/31/2029 Option Period 3: 04/01/2029 – 03/31/2030 Option Period 4: 04/01/2030 – 03/31/2031

12. Delivery Schedule The contractor shall ensure full continuity of services with no degradation in system performance or availability at the start of the new period of performance. All systems, support, and required services shall be fully operational on the first day of the base period, and any necessary transition activities shall be completed in a manner that does not disrupt pharmacy operations.

13. Invoice Processing Platform (IPP) The contractor shall submit all invoices electronically through the U.S. Department of the Treasury’s Invoice Processing Platform (IPP) at https://www.ipp.gov.

The contractor shall ensure registration in IPP prior to submission of the first invoice. No invoices shall be accepted via mail, email, or other methods outside of IPP unless expressly authorized by the Contracting Officer.

Invoices submitted through IPP shall include, at a minimum:

· Contract number

· Order number (if applicable)

· Contract Line Item Number (CLIN)

· Description of supplies/services provided

· Period of performance covered by the invoice

· Quantity, unit of measure, and unit price

· Total invoice amount

· Contractor name and UEI The Government will review and process invoices in accordance with the Prompt Payment Act. Improper invoices will be rejected in IPP and returned to the contractor for correction.

The contractor is responsible for ensuring that all invoicing information is accurate and complete at the time of submission.

UPDATED LANGUAGE INSERTS (WOSU-26-016)

Section 3 – Scope (Added Paragraph) The contractor shall provide all hardware, software, licensing, labor, materials, and components necessary to maintain a fully operational robotic prescription dispensing system throughout the period of performance. This includes all items required for continued system functionality, compatibility, and support, whether explicitly identified or reasonably implied for proper system operation.

Section 4 – Licensing Clarification Provide all software/firmware maintenance, updates/patches, and all required licenses and subscription entitlements necessary for normal operation of the system and associated platform components. All licensing required for system functionality shall be included in the contract.

Section 4 – On-Site Support Clarification Provide help desk and technical support, including remote troubleshooting and on-site service as necessary to maintain a fully operational robotic prescription dispensing system.

Section 4 – Deliverables (Quote-Aligned) Base Period Deliverables:

- One-time technology refresh/upgrade implementation and associated system updates

- Operating lease/subscription for technology refresh components (monthly)

- Maintenance and support for technology refresh components (monthly)

- Operating lease/subscription for the existing robotic prescription dispensing system (monthly)

- Maintenance and support for the existing robotic prescription dispensing system (monthly)

Option Period Deliverables (each option year):

- Operating lease/subscription for technology refresh components (monthly)

- Maintenance and support for technology refresh components (monthly)

- Operating lease/subscription for the existing robotic prescription dispensing system (monthly)

- Maintenance and support for the existing robotic prescription dispensing system (monthly)

Section 4 – CLIN Alignment CLIN 0001: Technology refresh implementation (one-time) CLIN 0002: Technology refresh lease/subscription CLIN 0003: Technology refresh maintenance/support CLIN 0004: Existing system lease/subscription CLIN 0005: Existing system maintenance/support Option year CLINs (1001–4004) correspond to recurring lease and support services.