Area-Wide Software Application SOW.docx

Department of Health and Human Services Indian Health Service Oklahoma City Area Office

Statement of Work (SOW) Policy Management System

1. PURPOSE OF THE PROJECT

The Oklahoma City Area, Indian Health Services has a requirement for a policy management software for the following facilities:

1. Lawton Indian Hospital (includes Anadarko and Carnegie Health Centers)

2. Claremore Indian Hospital

3. Haskell Indian Health Center

4. Wewoka Indian Health Center

5. Pawnee Indian Health Center

6. Clinton Indian Health Center (includes Watonga and El Reno)

7. Oklahoma City Area Office

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

1. Initial uploading/importing of current policies and procedures to include standardization and creation of uniform policies according to the template that is chosen by each facility.

2. Vendor to provide robust training program to support the following:

· Implementation of system with each facility

· Competency in users with software enhancements and updates

· Onboarding of new users

3. A dashboard for managers containing various reports (policies pending signature, number of days pending for signature, policies set to expire, etc.).

4. Archiving of older versions of policies that have been updated and are now obsolete.

5. Ability to create various approval workflows for each department or policy/document.

6. Ability to export all policies and their attachments for archiving/backup.

7. Ability to assign policies to staff for acknowledgement.

8. Ability to have user groups for each facility (i.e. ICU, Dental, Radiology)

9. Ability to have multiple different policy areas/categories

10. Ability for the facility administrator(s) to add and remove users

11. Ability for the facility administrator(s) to set and edit user permissions

12. Ability to relocate users from facility to facility in the event of personnel transfer

13. Ability to restrict viewing and/or access to specific policies

14. Ability to clone, revised, and adopt policies from other facilities in the Oklahoma City Area

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 Be FedRAMP approved, if a cloud based system is being offered for service

4.1.2 If not FedRAMP approved, have on-site solutions such as a server or other ancillary equipment that enable them the ability to provide the services at individual facilities.

4.1.3 Provide a consultant that has excellent technical communication and people skills.

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.

5.2. All Indian Health Facilities are 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 facility 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 any of the above listed facilities in section one (1). 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.

5.5. Termination Amortization Schedule: A termination amortization schedule shall be included as an attachment of the awarded contract. If the Government does not exercise any of the options listed in the price / cost schedule, the Government’s not exercising the options will have the same effect as if the Government terminated for convenience. All remedies afforded to contractor in regards to a termination for convenience shall be available to the contractor.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the delivery, installation and training with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The government requires a minimum of 24 hour notice of the contractor’s need to deliver or provide services. 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.

6.2. 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 during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The adequate space for the contractor to perform any onsite training.

7.2. The Oklahoma Area facilities will provide all policies in an electronic word or PDF format to the company prior to implementation.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract, to include but not limited to servers, software, and/or any other device required for on-site solutions (excluding desktop computers/devices).

9. CHANGES TO THE STATEMENT OF WORK (SOW)

9.1 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.

10. DELIVERABLES/PERFORMANCE METRICS

10.1 System down time should not exceed two hours without a plan of action from vendor with daily updates detailing actions taken by the vendor to resolve.

10.1.1 At no time shall the system be unavailable for more than two consecutive days

10.2 Vendor response to inquiries should be returned no later than 24 hours after submission.

10.3 Vendor shall provide maintenance and system support to IHS I.T. staff in the event the contract contains on-site servers