Attachment 2 - Statement of Work.pdf

INDIAN HEALTH SERVICE

Fort Yuma Health Care Center

Statement of Work

Background The acquisition of a modernized inventory management system will address Fort Yuma Health Care Center (FYHCC) new operational requirements. To better align with evolving needs, we propose the implementation of an advanced inventory supply system that seamlessly integrates with Microsoft programs, features a routing approval workflow and users preconfigured dashboard. This integration will enable efficient data analysis and reporting capabilities, enhancing operational efficiency and decision-making. We will have the ability to streamline workflows and maintain the level of oversight and controls required for effective inventory management.

Objective Requesting to acquire the services of a contractor to provide cloud web-based inventory management tools that provides simple and convenient ordering, enterprise-wide inventory control, customizable reporting and analytics to improve business decisions. The management system must create purchase orders by item and vendor master lists. Allow unlimited approval layers for purchase order authorization and transmit orders to vendors electronically through EDI connectivity, as well as email or auto fax. Also streamline inventory management processes by tracking and supplying the right products to the right internal personnel while keeping accurate accounting. Ability to scan one barcode, key on-hand inventory quantities into system or with mobile app.

System Requirements

1. Inventory Management Software System must have the following modules:

a. Cloud Web-Based System: That can be accessed through a web browser and accessed from anywhere with an internet connection. Supply Management Software tool to monitor/track stock, non-stock, and record purchased products for distribution of items throughout the Clinic. Capabilities: Printing reports, downloading and attaching files including .doc, .docx, .pdf, .xlsx, .xml etc. Allows department to order supplies from Materials Management stores inventory stock via online interface. Comprehensive precise electronic requesting system. Allows requisition list to be easily accessed by various clinical departments where a pick list is printed for efficient ordering, order picking and delivery of supplies and equipment. The system shall allow users to track the progress of each order submitted by their department and the approximate estimate time of arrival (ETA) for various assets of supply from multiple live inventory assets. This feature shall allow users to track stores stock warehouse supply requests, track direct drop-ship supply government purchase card requests which will allow the user to view each purchase requisition created to fulfill their direct drop-ship supply purchase. The system shall generate unique confirmation/tracking/reference numbers that will allow the user to enter into a search query which will provide the user information pertaining to but not limited to date, date of order, time of order, item/index number, description of supply, quantity, inventory asset being ordered from, cost, extended costs, object class code, employee assigned to fulfill pick order, assigned employee delegated to purchase using government purchase card (p-card), purchase order number, requisition number, common accounting number (CAN) tied to p-card purchase, vendor code, date p-card was ordered, estimated time of arrival, requestor name, etc.

b. Inventory: Inventory Management to track and supply the right products to the right locations while keeping cost accounting accurate and cost effective. Ability to scan one barcode or key on-hand inventory quantities into system or mobile app. Includes stock list, right size or quantity on-hand inventory, automated purchasing with Vendor EDI, barcode capabilities with iPad/iPhone app, and automated departmental requisitioning.

c. Analytics & Reporting: Real time automated reporting and analytics throughout the facility. Access to preconfigured analytics or custom reports. Automatically schedule any reports to run daily, weekly, monthly or anytime necessary. Track product usage by department, monitor on-hand inventory, reorder reports, spend reports, usage reports.

Utilize barcode scanners or mobile app. Monitor and identify the purchase, receipt and use of expiration dates and serial tracking.

d. Purchasing: Create purchase orders driven by item and vendor master lists, manage authorization through preconfigured user dashboard. Control unlimited approval layers for purchase order authorization and transmit orders to connected vendors via electronic data interchange if account information is provided and linked. Allow attachments of various files to purchase order including jpeg, docx, doc, pdf etc. and allow approvers to digitally sign then reattach to continue workflow process.

e. Requisition: Create manage, approve and fill electronic requisitions. Convert lines for purchasing directly into vendor purchase orders and track supply expense by department.

f. Receiving: Track receipts by packing slips, receive by lot, serial number and expiration date, manage backorders and advanced shipment notifications with tracking details.

g. Helpdesk and online help videos: Access to online training videos, guides, best practices and 24/7 helpdesk support through phone or email.

Contract Awardee Responsibilities & Tasks

1. Software required for recording supply transactions including but not limited to supply issues, inventory adjustments, purchase order creation with non-repeating purchase order numbers, purchase order receiving for supplies/equipment with various costs, catalog numbers, costs, units of measure, maintain item numbers unique to various supplies/equipment, and maintain and report history pertaining to the life of each supply item.

2. Software required for permitting various programs and departments within the service unit to order supply requirements utilizing an online ordering dashboard which will be available 24 hours per day and 7 days per week to ensure supply availability for various shifts identified within the healthcare industry.

3. Software required for generating reports for all supply issues and completed on a daily basis.

Reports generated required to integrate effortlessly to Excel or other Microsoft programs, type format for customized reporting which may be converted to reflect real- time transactions up to the minute.

4. Software servicing, software updating, software maintenance, software troubleshooting, software enhancement, software customized alignment per customer request and contractor customer service are required for the duration of the period of performance. These factors are required to ensure positive software operation to prevent any delay in service.

5. Software required to be integrated throughout the FYHCC facility including vital areas such as the OR, Pharmacy, Central Sterile Supply, select satellite clinics and correlating departments.

Will be used to track & document all aspects of supply inventory management, online customer self-order processing, generating supply & equipment reports and data mining cost analysis information for program use and cost reduction for supply and equipment for minimum FYHCCC expenditures in accordance with the requirements listed below, as may be required to meet the needs of the Indian Health Service (IHS).

6. Project Manager (PM) weekly meetings for the initial 90 days to setup and integrate inventory data with FYHCC Support Services Supervisor to say on target and roll out program obligations:

PM will create and track progress of project via a project plan. PM will guide Customer software program processes to include best practices. PM will send data files through our data team for consolidation and clean-up and will help load data provided by FYHCC Support Services Supervisor into the solution. PM will help guide FYHCC Support Services Supervisor in creating facility order guides & templates. PM will help provide user training (several sessions and also record the training). PM will be single point of contact for project but steps out when live and transitions FYHCC Support Services Supervisor to support help desk, once 90 day project setup is complete.

Support and Maintenance Services

1. License and Support services shall be in accordance with all Federal, State, Local, Tribal and IHS regulations and shall be made with minimal divergence from the schedule established and with minimum disturbance and maximum protection of government personnel, property and general public.

2. Contractor shall ensure that the Inventory Management, Web-Based Electronic Requisitioning (Electronic Order) systems is fully functional and operational and that it will continue to perform as designed and fulfills its role 24/7, 365 days per year. The contractor shall provide support services for any problems with the Inventory Management System and all its modules.

3. Contractor shall provide telephone and/or electronic mail communications with Contracting Officer Representative (COR) to resolve any problems.

4. The Contractor shall provide a designated representative to help resolve technical and/or contractual issues throughout the term of the contract.

Training The contractor shall provide training on any new or updated features that significantly modify the application process of the software and training can be provided via in-person, by telephone, conference call, web-based video conference, guides, videos and other versions of web-based communication such as Microsoft Teams. All training pertaining to new or updated software features is requested be coordinated with scheduled application changes to ensure the point of contact (POC) and Contracting Officer Representative (COR) are communicated in advanced to verify application use is acquired.

Training and access for facility employee use will be provided by the POC or COR or selected training employees within the Property & Supply department at FYHCC for software features and software package.

Web Requirements The contractor shall provide written communication via letter or via email in advance of internet web changes that may adversely affect the contractor software which may limit or remove the use of the software application from customer use. The contract shall verify the software package is usable on selected internet navigation software used by the organization/facility such as, Safari, Google Chrome, Firefox, etc., to ensure very limited interruption occurs during the duration of the contract.

Period of Performance (POP) Period of Performance shall be for a base year with four (4) one (1) year option periods.

Minimum Qualifications Contractor shall have a minimum of _20_ years of experience in inventory management and healthcare software development. The software must be compatible with current 64-bit operating systems such as Windows 10 and future operating systems such as Windows 12. The software system must be operable 24 hours per day, 365 days per year and each module must have the ability to be used by multiple users simultaneously across the organization conducting supply, property and scheduling transactions. The software has to be setup to include login accessibility from the facility Intra-net Homepage so all department users have accessibility at the clinic. The system needs to be operable 24 hours per day to ensure users on multiple shifts have access to the system at all hours with the ability to add additional users when required.

Delivery Delivery and installation to all items is required by: N/A

Contracting Officer Authority Authority to negotiate changes in the terms, conditions, or amounts cited in this contract is reserved for the Contracting Officer.

Contracting Officer’s Representative (COR) The person identified below is hereby designated as the Contracting Officer's Representative (COR) for this contract.

Edmund Thundercloud, Management Analyst; Phone: (760) 572-4167, Email:

Edmund.Thundercloud@ihs.gov is hereby designated as COR for this service.

TPOC: Jill Shubert, Support Services Supervisor, Phone: 760-572-4206, Email: Jill.Shubert@ihs.gov

The COR’s responsibilities will be to coordinate with the contractor the technical aspects of this service and the review of performance hereunder. The COR does not have the authority to change or alter the order amount, terms and conditions.

The COR’s responsibilities include ensuring contractor accountability, monitoring the contractor's technical progress- including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements, interpreting the statement of work, performing technical evaluations as required, performing technical inspection and acceptance required, assisting the contractor in the resolution of technical problems encountered during performance and receiving and processing invoices for payment.

Contacts:

I.T. Support Jerry Tsosie IT Supervisor FYHCC IT Department Telephone: 760-572-4676 Email: Jerry.Tsosie@ihs.gov 401 Picacho Rd Winterhaven, CA 92283

Invoice Submission and Payment The Contractor shall submit its original invoice to the Fort Yuma Health Center, Admin Dept. 401 E.

Picacho Rd. Winterhaven, CA 92283 and/or via email to Edmund.Thundercloud@IHS.GOV. The Contractor agrees to include the following information on each invoice. (1) Contractors name, address;

(2) Contract Number (entire contract number must be included); (3) Invoice number and date; (4) Cost or price; (5) Dates of Service including the number of hours worked; and (6) Remit to address. FYHCC, Admin Dept. 401 E. Picacho Rd. Winterhaven, CA 92283 shall make payment.

Invoice Submission and Payment