Attachment 1 - Performance Work Statement.pdf

Data Innovations Instrument Manager (IM) Software Standard Upgrade and IM Core Training

Western Oregon Service Unit (WOSU) Portland Area Indian Health Service

April 2026

1. Purpose and Objectives

1.1 Purpose

The purpose of this requirement is to obtain contractor services to upgrade the existing laboratory instrument middleware, Data Innovations Instrument Manager (IM), to a current supported version and to ensure continued operability in the Government’s target computing environment, including support for transition away from end-of-support Windows 10 host platforms.

1.2 Objectives

The contractor shall:

• Plan and execute a standard upgrade of the Government’s existing Data Innovations Instrument Manager (IM) environment (including applicable test/non-production and production instances used to support laboratory instrument interfaces).

• The Government will provide the target hosting environment (VDI and/or server-based) that meets vendor minimum requirements.

• The contractor shall validate compatibility of the target environment with the supported IM version and document any platform constraints or risks prior to production upgrade.

• Provide implementation documentation, cutover/rollback planning, and post-upgrade knowledge transfer.

• Deliver Instrument Manager (IM) Core Training to designated Government staff.

2. Background WOSU uses laboratory instrument interface middleware to support the quality delivery of patient laboratory results and to reduce manual result entry errors that may impact patient care outcomes. The current Instrument Manager environment requires an upgrade to remain supported and to enable modernization of the hosting environment. This requirement supports sustainment and standard upgrade of an existing CPIC-governed laboratory middleware system and does not introduce new system functionality or expand system scope.

3. Scope of Work The scope of work includes contractor labor and expertise to:

• Perform a standard upgrade implementation for Data Innovations Instrument Manager (IM), inclusive of planning, installation, configuration migration as applicable, testing support, production deployment/cutover support, and limited post-deployment support.

• Provide IM Core Training to Government personnel.

4. Period of Performance

4.1 Period

The period of performance (PoP) shall be up to 15 months, starting from the date of award. The extended period of performance is intended to accommodate Government scheduling, hosting readiness, and operational constraints; active upgrade execution is expected to occur within a shorter window.

5. Place of Performance Work may be performed remotely and/or on-site as required and approved by the Contracting Officer’s Representative (COR).

Primary Government site: Western Oregon Service Unit, 3750 Chemawa Rd NE, Salem, OR 97305.

6. General Requirements

6.1 Non-personal Services

The contractor shall provide non-personal services. Contractor personnel shall not supervise Government personnel and shall not represent themselves as Government employees.

6.2 Project Management

The contractor shall provide project management sufficient to plan, execute, and control the upgrade effort. At a minimum, the contractor shall:

• Identify a primary point of contact.

• Conduct a kickoff meeting within 15 business days of award (or as mutually agreed).

• Maintain an agreed project schedule, action item log, and risk/issue tracking.

• Conduct periodic status meetings (e.g., weekly) during active phases.

6.3 Coordination and Change Control

The contractor shall:

• Coordinate with Government IT stakeholders for connectivity, accounts, access approvals, and maintenance windows.

• Document proposed changes that affect scope, schedule, risk, or downtime. Any changes beyond scope require COR approval and, if applicable, contract modification.

• Not implement production changes without documented Government approval of the change and approved scheduling.

7. Performance Requirements and Tasks

7.1 Task 1 - Discovery and Current-State Assessment

The contractor shall:

• Review the current IM environment, including version/build, licensing status as applicable, server/desktop topology, and interface inventory.

• Identify prerequisites and dependencies for operating IM in the Government’s target environment (including virtual desktop/virtual server environments as applicable).

7.2 Task 2 - Upgrade/Migration Planning (including Cutover and Rollback) The contractor shall develop an Upgrade Implementation Plan that includes:

• Planned upgrade path and version target.

• Required Government actions (e.g., server/VDI provisioning, firewall rules, accounts, certificates if applicable).

• Testing strategy, success criteria, and go/no-go criteria.

• Cutover plan including planned downtime window(s).

• Rollback plan to restore prior operations if go-live criteria are not met.

Performance standard: Plan is complete, actionable, and minimizes operational risk.

Acceptance: COR approval of Deliverable D-2 prior to production changes.

7.3 Task 3 - Test/Non-production Upgrade and Configuration Migration The contractor shall:

• Install and configure the upgraded IM software in a test/non-production environment (if available/required by the Government).

• Migrate or recreate configuration elements necessary to validate functionality consistent with current operations (e.g., instrument connections, routing, interface definitions, rules, drivers/config sets, as applicable).

• Support Government staff during test execution and document results.

Performance standard: Test environment upgraded successfully; test results demonstrate readiness for production.

Acceptance: COR acceptance of Deliverable D-3.

7.4 Task 4 - Production Upgrade and Go-Live Support

The contractor shall:

• Perform the production upgrade during an approved maintenance window.

• Execute the cutover plan and confirm interface communications are restored/operational.

• Validate message flow and routing operate consistent with pre-upgrade baseline (orders/results where applicable).

• Provide go-live support (remote or on-site as agreed) to stabilize the production environment.

Boundary: Validation shall confirm interface connectivity, message transmission, and routing consistency with the pre-upgrade baseline.

Performance standard: Production system returns to service within the agreed window; critical interfaces are operational and stable.

Acceptance: COR acceptance of Deliverable D-4 and successful stabilization.

7.5 Task 5 - Post-Deployment Support and Transition

Following go-live, the contractor shall provide limited post-deployment support to address issues related to the upgrade, and transition the system back to Government operational ownership.

Performance standard: Post-go-live issues are triaged and addressed within agreed response times and documented.

Acceptance: COR acceptance of Deliverables D-5 and D-7.

7.6 Task 6 - IM Core Training

IM Core Training shall be provided for up to four (4) Government personnel. Training may be delivered remotely unless otherwise agreed. Any additional participants or advanced training are outside scope unless modified. Training shall include:

• Scheduling coordination with the Government.

• Delivery of training content consistent with the vendor’s standard IM Core Training offering.

• Provision of training materials and/or access instructions.

• Proof of completion (roster and completion confirmation/certificates if available).

Performance standard: Training delivered as scheduled; participants receive access to required materials.

Acceptance: COR acceptance of Deliverable D-6.

8. Deliverables and Delivery Schedule The Government may adjust due dates by mutual agreement in writing (email acceptable) via the COR, provided the overall completion date remains within the period of performance (PoP).

Deliverable ID Deliverable Format Due Date

Accept ance

Author ity

D-1 Kickoff meeting agenda and minutes PDF/DOCX 15 days COR

D-2 Upgrade Implementation Plan (testing approach, cutover, rollback)

PDF/DOCX 30 days COR

D-3 Test/Non-production Upgrade Completion Report (issues, results, readiness)

PDF/DOCX As scheduled COR

D-4 Production Go-Live Checklist and Go-Live Summary PDF/DOCX Within 7 days of go-live

COR

D-5 As-Built / Configuration Baseline Documentation (post-upgrade)

PDF/DOCX Within 15 days of go-live

COR

D-6 Training Plan and Training Completion Documentation (roster and confirmation)

PDF/DOCX As scheduled COR

D-7 Project Closeout Report (open items, recommendations, transition steps)

PDF/DOCX Within 30 days of end of PoP

COR

9. Government-Furnished Property, Information, and Services The Government is responsible for maintaining valid Data Innovations software licensing and support agreements. The contractor may coordinate with the vendor as necessary to perform the upgrade but shall not procure licenses on behalf of the Government. The Government will provide, as applicable:

• Access to relevant Government systems and environments (e.g., virtual desktop/virtual server resources) needed to perform the upgrade.

• Network connectivity, firewall approvals, and accounts in accordance with Government security processes.

• Availability of Government SMEs (Laboratory, LIS/RPMS, and IT/Network) for testing and acceptance.

• Maintenance window approvals and coordination with clinical operations.

10. Contractor-Furnished Items The contractor shall provide all labor, supervision, and technical expertise necessary to perform the upgrade and training. The contractor shall furnish any tools used to perform work, provided such tools comply with Government security requirements and are approved for use (as required).

11. Security, Privacy, and Access Requirements

11.1 Sensitive Information (PHI/PII)

Instrument Manager processes laboratory messages that may contain PHI/PII. The contractor will have no independent access to PHI/PII. Limited viewing may occur only while viewing a Government-controlled desktop during guided troubleshooting activities. The contractor shall not intentionally access, retain, extract, or remove PHI/PII from Government-controlled environments and shall comply with all applicable HHS and IHS privacy and security requirements. The contractor shall:

• Comply with all applicable Federal, HHS, and IHS security and privacy requirements.

• Not remove Government data from Government-controlled environments unless explicitly authorized in writing.

11.2 Remote Access

If remote access is required, the contractor shall use Government-approved remote access methods and comply with Government multi-factor authentication (MFA) and access control requirements.

11.3 System Changes

The contractor shall not implement production changes without COR-approved scheduling and a documented rollback plan.

12. Quality Assurance Surveillance The Government will monitor contractor performance using surveillance methods such as deliverable review, meetings, status reporting, and validation/acceptance testing. Minimum acceptable performance standards include:

• Schedule adherence: at least 85% of deliverables on-time (excluding Government-caused delays).

• Implementation quality: no unresolved Severity 1 defects at go-live acceptance; all Severity 2 defects documented with a remediation plan.

• Documentation quality: deliverables complete, accurate, and usable for operations and maintenance.

• Training quality: training delivered and completion documented.

13. Acceptance Criteria The COR will accept deliverables when:

• Deliverables satisfy the content requirements in this PWS.

• The upgraded IM environment demonstrates stable operations consistent with pre-upgrade baseline and agreed test criteria.

• Required documentation and training completion artifacts are provided.

If a deliverable is not accepted, the COR will provide written feedback and the contractor shall correct and resubmit at no additional cost.

14. Invoicing and Payment Unless otherwise specified in the contract, invoices shall be submitted in accordance with contract invoicing instructions and shall reference the contract number, period of performance, line items, and deliverables completed and accepted. Invoices shall include dates of performance, a description of work performed, and supporting documentation (e.g., acceptance email, deliverable transmittal, training roster).

15. Contract Line Items (for Reference) This PWS supports acquisition of the following, as applicable to the award document:

• IM-SVC-01-U8H - Implementation services for IM software standard upgrade (Qty: 1 EA).

• TR-IMC-11 - Instrument Manager core training (Qty: 1 EA).