Attachment 2 - DHA PWS Carousel ver 6.docx

Department of Defense Defense Health Agency Performance Work Statement

Pharmacy High Density Storage – Enterprise (PHDS-E) Performance Work Statement

Pharmacy Operations Division (POD)

Pharmacy Informatics Integration Branch

Solicitation Number: TBD Version: 2.0 Date: 2/28/2024

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract for software, licenses, and hardware to provide Pharmacy High Density Storage – Enterprise (PHDS-E) capabilities. The Government is not exercising any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Description of services/introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform PHDS-E capabilities as defined in this PWS.

1.3 Background: The Defense Health Agency (DHA) is the Department of Defense (DoD) agency that administers the health care plan for the Uniformed Services, retirees, and their families. DHA serves more than 9.6 million eligible beneficiaries worldwide. Under the DHA authority, the Pharmacy Operations Division (POD), provides policy guidance, and coordinates DoD pharmacy policy with the Assistant Secretary of Defense for Health Affairs (ASD/HA) and the individual Service Surgeons General through the DoD Pharmacy Board of Advisors. Furthermore, the POD is responsible for management and benefit delivery to the DoD beneficiaries. A major focus is to continue to offer the Military Health System (MHS) a set of safe, effective, and efficient tools supporting the provision of healthcare.

A full listing of MHS facilities is available on the official MHS/DHA website: http://health.mil.

1.4 Objectives: This PWS is to obtain a high-density medication storage solution with whole-hospital inventory management capabilities (hardware, software, and licenses) to meet DHA’s needs in response to COVID-19 response, MHS Genesis requirements, and general hospital requirements. Specifically, the Contractor will provide critical capabilities in support of Military Treatment Facilities (MTFs) responding to the changing healthcare Information Technology (IT) infrastructure across the MHS.

This contract requires the acquisition and deployment of a Commercial-Off-The-Shelf (COTS) PHDS-E solution offering:

· Storage – provides capability to store and manage different types of medications and pharmaceutical items.

· Interfacing – provides industry standard interface and Integration capabilities and compatibilities.

· Recovery – provides data recovery, data collection, and data retention capabilities.

· Reporting – provides documentation, generation, and management of report functionalities.

· Data Analysis – provides integrated data analysis functions and capabilities.

· Cybersecurity – provides robust data and network security methodologies aligning with DoD policies.

1.5 Scope: The Contractor shall provide PHDS-E for the MHS. The Contractor shall provide PHDS-E capabilities including, but not limited to storage, interfacing, reporting, data analysis, support, and training.

1.6 Period of Performance (PoP): The period of performance shall be a 12-month base with 4 12-month option periods.

1.6.1 Transition-in period:

1.6.1.1 De-installation of existing equipment.

1.6.1.2 Transfer de-installed components to the local disposition services office for proper disposal.

1.6.1.3 The Contractor shall provide a plan for a minimum of 180 days of incoming transition from contract award to Go-Live.

1.6.1.4 The Contractor shall coordinate with the Government in planning and implementing a complete transition to the Contractor's support model.

1.6.1.5 The Contractor shall collaborate with the Government to develop and deliver an Incoming Transition Plan (Attachment 1, CDRL A001).

1.6.2. Implementation Tasks: The following tasks are required to support the solution implementation. These tasks will no longer be required upon delivery of full functionality.

1.6.2.1 Plan of Action and Milestones - the Contractor shall prepare and maintain a Plan of Action and Milestones (POA&M) (Attachment 1, CDRL A002). The POA&M shall identify the tasks and milestones that need to be completed by the Contractor to deliver full functionality.

1.6.2.2 Monthly Status Reports (MSR) - the Contractor shall prepare and deliver an MSR to document the Contractor’s performance on the contract (Attachment 1, CDRL A003). The MSR shall document activities initiated, continued, or completed and shall include any problems encountered, resolutions implemented, resultant impacts, and actions required by the Government or the Contractor to deliver full functionality.

1.6.2.3 Project Management Meetings - The Contractor shall attend and participate in management meetings with POD and other program participants for the delivery of full solution functionality. These meetings do not occur on a precise schedule but should be anticipated at a minimum monthly.

1.6.2.4 Working Meetings - Working meetings are anticipated, especially prior to full deployment of full solution functionality. The Contractor shall attend and participate in working meetings with other solution owners and program participants. These meetings do not occur on a precise schedule but should be anticipated at a minimum monthly. A minimum of 6 meetings are anticipated.

1.6.2.5 Full Functionality - Upon delivery of full functionality, the Contractor shall provide a written assertion to the COR stating that full functionality is being provided (Attachment 1, CDRL A004).

1.7 Administrative specifications

1.7.1 Place of Performance: The work shall be performed at the Contractor’s facility and Government Facilities worldwide

1.7.2 Recognized Federal holidays: No observance of holidays will be recognized.

1.7.3 Hours of operation: The Contractor is responsible for conducting business 24 hours a day and seven (7) days a week, 365 days per year. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.7.4 Emergency Services: RESERVED

1.8 Contractor travel: Travel is incidental to the primary tasks identified in this PWS. Arrangements for and costs of all travel, transportation, meals, lodging, and incidentals are the responsibility of the Contractor.

1.9 Other Direct Costs (ODC): RESERVED

1.10 Quality

1.10.1 Quality Control (QC): The Contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The Contractor’s QC program is the means by which the work complies with stated requirements. After acceptance of the Quality Control Plan (QCP) the Contractor shall receive the COR’s acceptance in writing of any proposed change to his QC system (Attachment 1, CDRL A005).

1.10.2 Quality assurance: The government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP) (Attachment 2). This plan provides a systematic method for the Government to evaluate performance and to ensure that the Contractor has performed in accordance with the performance standards. The QASP defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s) as described in Performance Requirements Summary Matrix (Attachment 3).

1.11 Contractor personnel

1.11.1 Common Access Card (CAC) requirements: For all Contractors who will work in Government facilities, the Facilities Security Officer (FSO)/Company's Security point of contact (POC) will provide the Government all the required information per the DHA CAC request process (Attachment 4a and 4b) current version 2.1, January 2018, or more recent when updated. A CAC is the standard identification for eligible DoD Contractor personnel.

1.11.1.1 The Contractor shall return sponsored CACs to the COR when Contractor personnel are no longer performing contract-related service or at termination of the contract.

1.11.2 Contractor personnel management onboarding and training (Attachment 1, CDRL A006): the Contractor shall complete all requirements, training, and forms per the DHA’s Onboarding Checklist for Contractor Employees (Attachment 5), current edition February 2018 or more recent when updated.

1.11.3 Physical Security: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO.

1.11.4 Key control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO.

1.11.4.1 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the CO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.11.4.2 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the CO.

1.11.5 Lock combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s QCP.

1.12 Key personnel (Contractor): The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the CO. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:

1.12.1 Project Manager: The Contractor shall provide a Project Manager who shall be responsible for daily operations to include performance of work. The name of this person who shall act for the Contractor shall be designated in writing to the Contracting Officer. The Project Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Project Manager shall possess the following experience:

1.12.2 Information System Security Officer: The Contractor shall provide an Information System Security Officer (ISSO) who shall be responsible for the Cybersecurity program for the PHDS-E. The name of this person who shall act for the Contractor shall be designated in writing to the Contracting Officer. The ISSO shall have full authority to act for the Contractor on all cybersecurity matters relating to this contract. The ISSO shall possess the following experience:

· Experience with DoD cybersecurity policies, procedures, and regulations

· Experience (minimum 5 years) in the DoD Certification and Accreditation (C&A) process

· Nationally recognized cyber security certification required (e.g., CISSP, CISA, etc.)

1.12.3 Substitution of Key Personnel: Proposed substitutes should have comparable qualifications to those of the persons being replaced and be assigned to PHDS-E a minimum of 90 days. The Contracting Officer will notify the Contractor within 15 days after receipt of all required information of the consent on substitutes. No change in fixed unit prices may occur as a result of Key Personnel substitution.

1.13 Data rights: In accordance with DFARS 252.227-7015, 252.227-7025, and 252.227-7037, the Government has unlimited rights to all documents/material and data exclusively produced under this contract. All documents and materials produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All contract exclusive materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.14 Reporting

1.14.1 Contractor Manpower Reporting (CMR): RESERVED.

1.14.2 Non-Disclosure Agreement (NDA): All Contractor personnel who will obtain access to proprietary, classified, or confidential information or any information release of which is protected or governed by law or regulation associated with DHA acquisitions shall be required to complete and sign a DHA Contractor NDA (DHA Form 49) (Attachment 1, CDRL A007) prior to beginning work on the subject contract. The Contractor shall execute an NDA on behalf of the company and shall ensure that all staff assigned to, including all sub-Contractors and consultants, or other personnel performing on contract/Task order execute an NDA protecting the procurement sensitive information of the Government and the proprietary information of other Contractors. The NDA shall be executed not later than first day of employment and to be renewed upon exercising a contract option period. Assignment of staff who has not executed this statement or failure to adhere to this statement shall constitute default on the part of the Contractor. The Contractor shall maintain originally signed NDAs.

1.14.3 Government’s COR: The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.14.4 Post award conference/periodic progress meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Government will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

The Contractor shall provide meeting agendas and meeting materials (Attachment 1, CDRL A008) to Government participants prior to the meeting, and that data presented at program reviews is current within not more than ten (10) days.

The Contractor shall provide meeting minutes (Attachment 1, CDRL A009) to Government participants post meeting.

1.15 Contractor Identification

1.15.1 Contractor personnel performing services in a Contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. All Contractor personnel shall identify themselves as Contractor support personnel in all forms of communication with all entities with whom DHA/Deputy Assistant Director for Acquisition (DAD-A)/Head of the Contracting Activity (HCA) has business dealings. The Contractor shall: Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is Contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the DAD-A understands that the person is Contractor support personnel. Include a title block in all emails that states the fact that the person is Contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA/DAD-A/HCA understands that the person is Contractor support personnel.

1.15.2 Contractor personnel will be required to attend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements of this order. Contractor personnel shall make their Contractor status known during introductions.

1.15.3 Contractor personnel, while performing in a Contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the contracts in which they provide services.

1.16 Contractor Access to Health Affairs (HA)/DHA Network(s)

1.16.1 FSO/Company's Security POC shall notify the DHA Personnel Security Office after being awarded a contract that requires access to a DoD system. Contractor personnel requiring access to the HA/DHA networks for performance of their tasks require a background investigation and the security awareness training. The Contractor shall be prepared for this process as it could take two (2) or more weeks. The FSO/Security POC shall submit a Standard Form (SF) 85/86 to DHA's Personnel Security Office for a background investigation.

1.16.2 Company's FSO/Security POC must notify the Personnel Security Office when the Contractor has submitted the SF-85/86. The FSO/Security POC, or the COR must notify the DHA Personnel Security Office in writing of a Contractor's termination from the contract, including the termination date.

1.17 Personnel Security

1.17.1 The Contractor shall comply with Department of Defense Manual (DoDM) 8140.03, “Cyberspace Workforce Qualification and Management Program”; 8500.01, “Cybersecurity”, dated March 14, 2014; DoD Manual (DoDM) 6025.18, “Implementation of the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule Compliance in DoD Health Care Programs” dated March 3, 2019, Department of Defense Instruction (DoDI) 6025.18 “HIPAA Privacy Rule Compliance in DoD Health Care Programs”, dated March 13, 2019; and DoDM 5200.02 “Procedures for the DoD Personnel Security Program (PSP),” incorporation change 3, effective September 24, 2020. Contractor responsibilities for ensuring personnel security include, but are not limited to, meeting the following requirements:

1.17.1.1 Follow the DHA Personnel Security Office guidelines for submittal of security clearances. Contact the DHA Personnel Security Office for guidance on the appropriate background investigation required for personnel on the contract. The DHA Personnel Security Office can be reached at (703) 275-6038.

1.17.1.2 Initiate, maintain, and document personnel security investigations appropriate to the individual’s responsibilities and required access to Controlled Unclassified Information (CUI).

1.17.1.3 DHA Personnel Security Office does not deny any access to any automated information system (AIS), network, or Controlled Unclassified Information (CUI). If a Contractor receives an unfavorable background investigation, the request for access will be sent back to the FSO for further action. Any unfavorable adjudication will result in DHA Personnel Security Office not signing off on any access request.

PART 2

2.0 DEFINITIONS, ACRONYMS, AND APPLICABLE PUBLICATIONS/INSTRUCTIONS

2.1 Definitions:

2.1.1 Category D: Information Technology (IT) and Telecommunications Services (called D-Services)

2.1.2 Category R: Support (Professional/Administrative/Management) Services (called R-Services)

2.1.3 Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.1.4 Contracting Officer’s Representative (COR): An individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the CO to perform specific technical or administrative functions. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 Nonpersonal services contract: a contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

2.1.6 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance. The Government may either prepare the QASP or require the offerors to submit a proposed quality assurance surveillance plan for the Government’s consideration in development of the Government’s plan.

2.1.7 Data: Recorded information regardless of the form or method of recording. The term includes technical data, computer software documentation, financial information, management information and any other information required by a contract to be delivered to the Government.

2.1.8 Downtime: That time, during the pharmacy’s normal business hours, when the equipment is not available for production use due to instrument malfunction, ongoing preventative and/or corrective maintenance, or safety concerns.

2.1.9 External Causes: An “External Cause” includes: (i) abuse, misuse, or vandalism; (ii) unauthorized repairs, including modification, alternation, and adjustment; (iii) failure of equipment not supplied by Contractor; (iv) a computer virus or other disabling code introduced by a source other than the Contractor.

2.1.10 Local Site Personnel: any facility staff authorized to coordinate system repairs with the Contractor

2.1.11 Preventative Maintenance: Those periodic and “as required” services necessary to maintain equipment in an operating condition which minimizes corrective maintenance, including but not limited to calibration, adjustment, lubrication, updating and upgrading software for security, safety, compliance, and compatibility issues, as well as that testing required to maintain a safe environment of care, output testing (non-electrical), replacement of worn components and other components excluding consumables per Original Equipment Manufacturer (OEM) Preventative Maintenance (PM) Schedule basis (which becomes corrective maintenance if the component fails due to lack of preventative maintenance).

2.1.12 MHS Application Access Gateway (MAAG): The MHS Virtualization (MHSV) program serves as a foundational and transitional infrastructure component for future Medical Community of Interest (Med-COI) capabilities and requirements within the Department of Defense (DoD). The MHSV program and associated MAAG sites represent a key enabler to the MHS Enterprise Architecture goal of evolving the distributed architecture and processes to enable rapid, secure delivery and life cycle support of IT products and services. This is directly aligned with the DHA Quadruple Aim: achieve medical readiness, improve the health of our people, enhance the experience of care, and lower our healthcare costs.

MHSV is designed to provide a uniform and universal platform on which MHS applications will be hosted and delivered. Comprised of both a Server Virtualization Hosting Environment (SVHE) and Application Virtualization Hosting Environment (AVHE), combined with standardized hardware and modern blade technologies, the MHSV platform will provide the vehicle for health care providers and other authorized users to attain secure and stable access to current and future clinical and business applications. MHSV capabilities are hosted across 20 worldwide, geographically-dispersed MAAG sites. Each MAAG site represents a centrally-managed, standard, integrated, robust and scalable computing infrastructure to support the regional delivery of applications and services to the entire MHS community. Med-COI will provide the network transport, protection and inspection for all services residing within a MAAG site.

2.2 Acronyms:

2.3 Applicable Publications, DHA Administrative Instructions (AI): DHAPI 6025.31 MTF Pharmacy Operations

PART 3

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

The Requiring Activity Authority has assessed the need for Government Furnished Property, Equipment, and Services and determined:

3.1 Services: The Government:

☒ Will NOT provide Government Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Government Furnished Services required in support of this contract/task orders. These Services are described below: provide

3.2 Facilities: The Government:

☒ Will NOT provide Facilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Facilities in support of this contract/task orders. The Government provided Facilities are described below:

3.3 Utilities: The Government:

☒ Will NOT provide Utilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Utilities in support of this contract/task orders. The Government provided Utilities are described below:

3.4 Equipment: The Government:

☐ Will NOT provide Equipment in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Equipment in support of this contract/task orders. The Government provided Equipment is described below:

2 computers necessary for network access for remote support work. ______________________________________________________________________________

3.5 Materials: The Government:

☒ Will NOT provide Materials in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ IS providing Materials in support of this contract/task orders. The Government-provided Materials are described below:

PART 4

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 Services: The Contractor:

☒ Will NOT provide Contractor Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Contractor Furnished Services required in support of this contract/task orders. These Services are described below:

4.2 General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work listed under Section 5 of this PWS.

4.3 Secret Facility Clearance: RESERVED

4.4 Materials: The Contractor shall furnish all materials, supplies, and equipment necessary to meet the requirements under this PWS.

4.5 Equipment: The Contractor shall provide all equipment necessary to meet the requirements under this PWS.

4.6 Facilities: The Contractor shall furnish all facilitates necessary to meet the requirements under this PWS.

PART 5

5.0 SPECIFIC TASKS

The Contractor shall comply with and meet the specific PHDS-E requirements defined in this Section for the MHS.

5.2 Functional Requirements

5.2.1 The solution shall be able to store medications and products in various packaging forms, sizes, and types, including but not limited to:

· Ampules

· Bags (e.g., intravenous (IV) bags, TPN bags, IV piggyback, Ready-To-Use IV bags, premixed IV bags)

· Bottled medications (e.g., oral liquids, spray, canister, droppers)

· Box (e.g., dose packs, inhalers, cream, ointment)

· Syringes up to 60ml (e.g., oral syringes, intravenous (IV) syringe)

· Unit dose packaged medications (e.g., blister packs, liquid cups)

· Vials (e.g., single-dose, multi-dose)

5.2.2 The solution shall provide motorized revolving vertical shelving.

5.2.2.1 The solution will allow the use of a manual rotating mechanism to access next shelf when the motorized capability is unavailable.

5.2.3 The solution shall be configurable to support local sites’ capacity needs. Each shelf of the unit shall support item sizes up to 6” x 12” x 4”

5.2.4 The solution shall have the capability to read uniquely-derived barcodes from varying sources such as manufacturers and site-generated barcodes (1D and 2D barcodes).

5.2.5 The solution shall utilize read barcodes to perform functions in the software, rotate shelving, leverage light-to-pick capabilities, and enable replenishment activities.

5.2.6 The solution shall have a feature requiring barcoded medications to be scanned into or out of the unit to increment and decrement.

5.2.7 The solution will identify what shelf, row, and bin a medication is located via visual indicators near or at medication location.

5.2.8 The solution will generate labels for solution bins, bag tags, delivery totes, patient-specific products that are human and machine readable (i.e., text and barcodes).

5.2.8.1 The solution may generate additional label formatting.

5.2.9 After a medication transaction is successfully completed, the solution will be configurable to automatically identify or rotate to the location of the next medication to be pulled.

5.2.10 The solution will allow real-time configuration within the software of stored products.

5.2.10.1 The software will use product utilization data to recommend optimal unit configuration.

5.2.11 The solution will be configurable by local sites to prompt users to identify, capture, and store expiration dates within the software.

5.2.11.1 The solution will be able to track expiring products within a configurable timeframe.

5.2.11.2 The solution will utilize expiration date data to perform functions in the software, rotate shelving, and leverage light-to-pick capabilities to allow removal of expired or expiring products.

5.2.12 The solution shall be able to track and utilize data for products not physically stored in the solution (e.g., creating virtual locations)

5.2.13 The solution shall allow users to individually select products to rotate shelving and activate light-to-pick functionality.

5.2.14 The solution shall operate in a networked environment.

5.2.15 The vendor will maintain an up-to-date drug file database within the solution to support software functionality, product identification, and product recalls.

5.2.16 The solution shall utilize configurable roles to enable end-user functionality.

5.2.17 The solution shall analyze order fulfillment lists then generate a replenishment list.

5.2.17.1 The solution shall automatically route replenishment list data to an external packaging solution for fulfillment.

5.2.18 The solution shall utilize multiple search criteria for cross-referencing when performing product searches within the system (i.e., user searches using brand name, while the solution displays the generic name for reference).

5.2.19 The solution shall have a minimum underlying Operating System (OS) of Microsoft® Windows™ 11 vers and Windows™ Server 2019

5.2.20 The solution shall have a minimum underlying Microsoft® SQL Server 2019.

5.2.21 Reporting and Data Analysis Tool Requirements

5.2.21.1 The solution shall utilize network printer via the DHA print servers for hard copy reports.

5.2.21.2 The solution shall be capable of printing reports and labels derived from templates provided by the DHA Pharmacy Operations Division.

5.2.21.3 The solution shall be capable of generating customizable reports and labels for any data field (e.g., dates, times, medications, drug schedule).

5.2.21.4 The solution shall be capable collect, store, and report user and system transactions.

5.2.21.5 The solution shall be capable to document and generate reports including, but not limited to, user transaction reports (load, refill, unload, remove, return, waste, override, log-in attempts), expired medication reports, user name reports (active, inactive, expiring, administrative functions), medication list reports (load list, refill list, inventory list), and formulary reports (add, edit, deletion), and system reports (e.g. user database, formulary, data dictionary, data schema, maintenance report, failed shelves/motor, system status)

5.2.21.6 The solution shall generate audit reports.

5.2.21.7 The solution shall be capable of importing and exporting editable file formats including, but not limited to, Excel, Portable Document File (PDF), Comma Separated Values (CSV), and delimited file formats.

5.2.21.8 The solution shall allow authorized users to connect DoD provided Structured Query Language (SQL) based third party reporting and analytical tools (e.g., Business Objects, Statistical Analysis Software (SAS®), Tableau®, OpenRefine).

5.2.21.9 The solution shall be capable of providing descriptive statistical analysis reports including, but not limited to average usage, frequency distribution, and standard deviations.

5.2.26.10 The solution shall be capable of creating visual representation of descriptive statistical analysis reports including, but not limited to histograms, bar charts, pie graph, and frequency tables.

5.2.26.11 The solution shall be capable of generating reports in real-time without negatively affecting system performance.

5.2.26.12 The solution shall be capable of unarchiving and integrating archived data for reporting purposes.

5.2.27 Backup and Recovery Requirements

5.2.27.1 The solution shall maintain transaction data upon loss of network connectivity.

5.2.27.2 The solution shall automatically reconcile transaction data upon reestablishment of network connectivity.

5.2.27.3 The solution shall back-up and restore transaction data per site based on Government defined timeframe (e.g., 30 days, 45 days, or 60 days).

5.2.27.4 The solution shall be capable of rebuilding damage/lost files during data recovery process using database back-up data.

5.2.27.5 The solution shall be configurable by local sites to setup the parameters for incremental database back-up data.

5.2.28 Interface Requirements: The solution shall support interface connections to external systems. The Contractor shall create, maintain, and update the Interface Control Document (ICD) (Attachment 1, CDRL A010) for each interface connection.

5.2.28.1 The vendor shall establish and maintain an interface with the PIAS-E (Pharmacy Inpatient Automation Solution – Enterprise). The current PIAS-E platform is BD Pyxis ES®.

5.2.28.2 The vendor may interface with other pharmacy and supply solutions. When required, the Government shall negotiate, and the vendor shall separately price new interface requirements.

5.2.29 Test Environment Requirements

5.2.29.1 The Contractor shall establish and maintain a test environment within the DoD enclave that is indicative of the deployed solution in support of Cybersecurity including but not limited to, network vulnerability scanning, security patch deployment, and software testing.

5.2.30 Program Support Requirements

5.2.30.1 Monthly Status Report: The Contractor shall prepare and deliver a MSR (Attachment 1, CDRL A003), in accordance with a mutually agreed upon format between the Government and the Contractor. The MSR should outline deliverables submitted with problems encountered, and schedule deviations to include but not limited to deployment status, ongoing and projected concerns, lessons learned from deployment, lessons learned from training, and root cause analysis. The MSR shall measure the Contractor’s schedule performance as mutually agreed upon by the Government and the Contractor.

5.2.31 Training Requirements

5.2.31.1 The Contractor shall develop a training plan (Attachment 1, CDRL A011) to include frequency, course objectives, teacher guides, student guides, course materials, training manuals, distance learning tools, and computer-based tools.

5.2.31.1.1 The Contractor shall plan, schedule, and conduct formal training for all levels of users (e.g., system administrators and pharmacy).

5.2.31.2 The Contractor shall make available to local site users training and implementation materials to include user guides with answers to frequently asked questions (FAQs) via public-facing and/or internal DoD hosted websites.

5.2.31.3 The Contractor shall document lessons learned in the MSR (PWS Section 5.2.30.1) and modify the training plan (PWS Section 5.2.31.1) when appropriate.

5.3 Maintenance and Support Requirements

5.3.1 The Contractor shall provide diagnostic and repair services, as well as preventative maintenance via on-site or remote support (e.g., telephone, Business-to-Business (B2B) Gateway, email).

5.3.2 The Contractor shall perform root cause analysis for issues and repairs involving hardware, software, or procedural problems that causes substantial operational difficulty, and prevents a system from dispensing products, causing system downtime to include remote connectivity.

5.3.3 The Contractor shall document a Service Event Report (SER) with the following information about each service site service visit:

Name of Contractor;

Contract Number;

Name of Field Service Technician performing service;

Contractor log/Control # (i.e., Work Order #);

Date, time (beginning and ending), and hours on-site for service call;

Description of problem reported by user;

Equipment identification factors to include: original and replacement;

Equipment Manufacturer Model Serial number Description of problem identified by the Contractor;

Description of services and tests performed, parts used, corrective action taken;

Problem resolution or pending actions; and Names;

Field Service Technician signature; and Authorized local site personnel signature

5.3.4 The Contractor shall provide SERs (PWS Section 5.3.3) to authorized local site personnel upon completion of each service event.

5.3.5 The Contractor shall coordinate on-site maintenance visits with authorized local site personnel (e.g., Medical Repair customer service desk, Pharmacy department).

5.3.6 The Contractor shall physically check-in and check-out with the authorized local site personnel.

5.3.7 The Contractor shall provide authorized local site personnel an initial assessment of the operational condition of the solution upon arrival for maintenance.

5.3.8 The Contractor shall immediately notify authorized local site personnel when the Contractor is unable to locate equipment and shall escalate to the COR when the authorized personnel are unavailable or unresponsive.

5.3.9 The Contractor shall provide maintenance and repair visits that include preventative and corrective maintenance, inspections, replacement of defective and worn parts, and testing services in accordance with Contractor Original Equipment Manufacturer (OEM) specifications.

5.3.10 The Contractor shall be specifically excluded from coverage related to external causes (e.g., abuse, misuse, vandalism, unauthorized repairs), environmental hazards such as fires, floods, acts of nature (e.g., earthquakes, hurricanes, tornados), unregulated power, gas/atmosphere contamination, and physical damage that is not in the normal course of instrument operation.

5.3.11 The Contractor shall perform all preparations to necessitate hardware replacement, including packing and transportation of the asset at no additional cost to the government.

5.3.12 The Contractor shall only use OEM-approved replacement parts for maintenance and repairs.

5.3.13 The Contractor shall upgrade the Operating System 180-calendar days prior to end-of-lifecycle (i.e., security updates or technical support from Microsoft®) as approved by the DHA Cybersecurity Division (CSD) in the current and amended RMF ATO configurations.

5.3.14 When commercially offered, the Contractor shall upgrade the Server and Operating System to latest versions.

5.3.15 The Contractor shall maintain the solution at the commercially offered application versioning to include required hardware updates.

5.3.16 The Contractor shall support planned network changes (e.g., facility IP changes)

5.3.17 If equipment failure or damage is a result of the Contractor’s failure to perform or negligence in performing repairs, the Contractor shall provide repair or replacement at its expense or, if repaired or replaced at agency expense, the Contractor shall reimburse the agency for losses attributable to the Contractor’s failure or negligence.

5.4 Preventative Maintenance

5.4.1 Preventative maintenance work includes equipment inspections, tests, calibrations, and preventative maintenance tasks and actions required to ensure that systems operate as intended. The Contractor shall be responsible for preventative maintenance of all installed systems.

5.4.2 The Contractor shall prepare a written definition of preventative maintenance requirements and preventative maintenance work procedures and checklists for each installed system.

5.4.2.1 The Contractor shall train Government personnel in user maintenance work procedures when applicable.

5.4.3 The Contractor shall maintain adequate and necessary records from inspections.

5.4.4 The Contractor shall maintain a Hot Swappable List (HSL) (Attachment 1, CDRL A012) of furnished/forward-staged replacement parts required for all repairs performed by Contractor-trained authorized local site personnel.

5.5 B2B / MTF Support

5.5.1. The Contractor shall complete all tasks related to the documentation and implementation of Business-to-Business (B2B) Gateway telecommunications links. Tasks include:

· Coordination among the POD, MTFs, and other Contractors as required

· Completion of all B2B required documentation

· Virtual Private Network (VPN) or related equipment procurement and configuration

· Initiation and completion of all testing and implementation activities

· Support includes all follow-on activities to include but not limited to:

· Internet Protocol (IP) address changes

· Configuration changes

5.6 Licensing: The Contractor shall provide upgradeable perpetual licenses as Contractor Acquired Property (CAP). All licenses required for the operations and sustainment of the PHDS-E are CAP. Perpetual licenses shall be upgraded at no additional cost to the government. When subscription-based licensing is required, the Contractor shall acquire the licensing as CAP. Hardware shall be upgraded to accommodate licensing requirements at no additional cost to the government.

5.6.1 The Contractor shall upgrade licenses when commercial offerings are available.

5.6.2 The Contractor shall acquire licenses to maintain the cybersecurity posture of the solution.

PART 6

6.0 INFORMATION TECHNOLOGY & SECURITY

6.1 All work under this contract is unclassified

6.2 The TIER 1 or TIER 2 levels and position sensitivity designation for positions under this contract is:

6.2.1 TIER II: Non-critical sensitive position

6.3 Personally Identifiable Information (PII)/Protected Health Information (PHI), Procurement, and Federal information requirements:

6.3.1 The contractor shall comply with all PHI/PII and Federal information requirements to include DoDI 5400.11, “DoD Privacy and Civil Liberties Program” (https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/540011p.pdf)

6.3.2 The contractor shall comply with the document entitled ‘Personally Identifiable Information (PII), Protected Health Information (PHI) and Federal Information Requirements,’ which is incorporated by reference in its entirety.

6.3.3 The contract shall comply with DHA Administrative…