DRAFT SOW 04.30.2025.pdf

Statement of Work

Contract Title: Comprehensive Nursing and Allied Health Literature Database Requiring Activity Name: DHA Medical Libraries Organizational Management Office (DML OMO)/Executive Skills, Continuing Education, & Libraries (EXCEL)/J-7, Falls Church, VA

1. Scope and Background

1.1. Scope

This is a Statement of Work (SOW) for subscriptions to a single-platform, commercial-off-the-shelf (COTS) comprehensive database collection of indexed and abstracted literature covering nursing and allied health. This database is required to provide full-text journals, magazines, dissertations, and books, as well as free continuing education credit and evidence-based care sheets for Department of Defense (DOD) Medicine and the Military Health System (MHS), which include and consist of medical, nursing, clinical support, educational, health administrative functions, all medical-related personnel regardless of location (Continental United States (CONUS), Outside the Continental United States (OCONUS), Military Treatment Facilities (MTFs), shipboard, submarine, forward deployed, or other operational settings), and components located within and belonging to the organizations specified below (here-in known as supported organizations):

• Military Health System (MHS)

• Defense Health Agency (DHA)

• DOD Medical Laboratories

• DOD Medical Research Organizations

• United States Coast Guard Medicine

• Uniformed Services University of the Health Sciences (USUHS)

• United States Air Force (USAF)

• United States Army (USA)

• United States Navy (USN)

• United States Public Health Service personnel assigned to one of the covered components above

The contract period of performance will be a base year plus 4 option years.

1.2. Background

The DOD and MHS require access to an authoritative database of indexed and abstracted literature covering nursing and allied health, as well as continuing education credit and evidence-based care sheets.

Regardless of locality (e.g., CONUS, OCONUS, MTFs, shipboard, submarine, forward deployed, or other operational settings), it is imperative to have up to date, evidenced-based information readily available.

Literature written by subject matter experts in their specialties is key to providing safe and quality care.

The subscription supports the patient care, professional development, and research information needs of nurses and allied health professionals, researchers, nurse educators, and students.

1.3. Place of Performance: The work to be performed under this contract will be performed at the vendor’s facilities.

1.4. Period of Performance

Base Year Period of Performance

CINAHL Period of Performance Base Year 31 DEC 2025-30 DEC 2026

Option Years Periods of Performance

Option Year Period of Performance

Option Year 1 31 DEC 2026-30 DEC 2027

Option Year 2 31 DEC 2027-30 DEC 2028

Option Year 3 31 DEC 2028-30 DEC 2029

Option Year 4 31 DEC 2029-30 DEC 2030

52.217-8 31 DEC 2030-30 JUN 2031

1.5. The vendor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, technical support, supervision, and other items and non-personal services necessary to provide and maintain access to the databases for supported organizations as defined in this SOW.

1.6. Contracting Officer Representative (COR): The COR will be identified by separate letter. 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 vendor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the vendor’s concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor vendor’s performance and notifies both the Contracting Office and vendor of any deficiencies; coordinate availability of government furnished property; and provide site entry to vendor personnel. A letter of designation issued to the COR, a copy of which is sent to the vendor, states the responsibilities and limitations of the COR, especially regarding 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.

2. Requirements

2.1. Content Requirements

2.1.1. The product shall include indexing by the Cumulative Index of Nursing & Allied Health Literature (CINAHL) dating back to 1937 and include CINAHL Subject Headings.

2.1.2. The product shall include CINAHL indexing to at least 3,600 active, peer-reviewed journals. In this SOW, “active” is defined as regularly updated with new issues with the latest research.

2.1.3. The product must index and include comprehensive collection of at least 3,000 full-text, online nursing and allied health journals.

2.1.4. The product shall index and provide current (non-embargoed) access to at least 400 active, full-text, peer-reviewed nursing and allied health journals.

2.1.5. The product shall provide access to the latest content for all current (non-embargoed) active, full-text journals within two (2) days of publication on the publisher’s platform.

This excludes online first and epubs ahead-of-print.

2.1.6. The product shall provide Continuing Nursing Education (CNE) at no additional cost to the government or the user.

2.1.6.1. The product shall provide the ability to accrue, track, and claim CNE credit.

2.1.6.2. The product shall provide users access to CNE history indefinitely.

2.1.6.3. CNE transcripts shall be owned by the CNE earner.

2.2. Functions

2.2.1. The product shall be stand-alone with complete content not requiring a subscription to other products to retrieve an article.

2.2.2. The product interface shall support Boolean searching.

2.2.3. The product interface shall allow users to search across multiple search fields.

2.2.4. The product shall be searchable by PubMed identifier (PMID).

2.2.5. The product shall be searchable by CINAHL Subject Heading.

2.2.6. The product interface shall support adjacency searching.

2.2.7. The product interface shall have auto-suggest capability with a drop-down menu of possible matches after typing the first few characters

2.2.8. The product shall allow the user to filter searches by publication date and publication type.

2.2.9. The product shall allow users to temporarily save citations in a folder or file during the user session, without logging into a personal account.

2.2.10. The product shall allow users to print, email, or export multiple citations and full-text articles simultaneously from the above-described temporary folder or file during the user session, without logging into a personal account.

2.2.11. The product shall allow users to export citations to citation management programs.

2.2.12. The product shall provide persistent or durable URLs to content.

2.2.13. The product shall allow authorized users to register for a personal account while accessing it on the MHS Medical Community of Interest (Med-COI) Network (DHA network) or through OpenAthens Single Sign-On, Command Access Card (CAC) and Public Key Infrastructure (PKI) technologies, or proxy service.

2.2.14. The product settings and branding shall be customizable by library, location, or access method (e.g., OpenAthens).

2.2.15. The product shall support integration of separate openURL resolver per library, location, or access method.

2.2.16. The vendor shall provide an administrative account to COR and government civilians in the DML OMO to track usage and to manage customizations and other technical functions for individual libraries, locations, and access methods.

2.2.17. The vendor shall authorize use of content to fill interlibrary loan (ILL) requests within confines of copyright law and ILL guidelines.

2.2.18. The product shall use session cookies rather than persistent cookies to insure privacy.

2.3. Accessibility

2.3.1. The products shall be capable of unlimited, simultaneous access by authorized users.

2.3.2. The vendor shall provide direct access to the product over the MHS Med-COI Network Internet Protocol (IP) architecture.

2.3.3. The vendor shall allow access through COTS authentication solutions, including but not limited to OpenAthens Single Sign-On and EZproxy and other Government-approved, secure methods that prevent unauthorized access.

2.3.4. The vendor shall allow all authorized users access to the product from any computer, tablet, or mobile device with an internet connection (mobile web).

2.3.5. The vendor shall provide installable mobile applications for leading tablets and mobile devices (e.g., iPhone and Android) which shall be downloadable through respective application stores.

2.3.6. The product shall have minimal downtime, and the COR and the DML OMO are notified when such downtime occurs.

2.4. Support

2.4.1. The vendor shall accept and manage up to 2.5 million IP addresses. The vendor shall have the documented ability to support the Military Health System (MHS) operational networking environment and multiple physical sites within this environment who access content electronically.

2.4.2. The vendor shall support access through COTS authentication solutions, including but not limited to OpenAthens Single Sign-On and EZproxy and other Government-approved, secure methods that prevent unauthorized access.

2.4.3. The vendor shall provide telephone and email technical support for authorized users worldwide.

2.4.4. The vendor shall provide virtual user training sessions upon request at no additional cost.

2.4.5. The vendor shall provide promotional and instructional flyers and brochures upon request at no additional cost.

2.4.6. The vendor shall provide a monthly Counter 5 usage report to the COR or designated government civilian in the DML OMO.

2.4.7. The vendor shall provide reports to the COR or government civilian(s) in the DML OMO on an ad-hoc basis within five (5) business days of request.

2.4.8. The vendor shall provide an administrative portal into which the COR and government civilians in the DML OMO can log to manage holdings, settings, pull statistics, etc.

2.4.9. The vendor shall provide statistics on demand.

3. Deliverables

3.1. (Deliverable #1) The vendor shall provide access to the product over the Med-COI Network via IP addresses provided by the COR or designated government civilian(s) in the DML OMO. The vendor shall enable access from new or updated IP ranges within 2 business days after notification.

(See SOW sections 2.3.2 and 2.4.1)

3.2. (Deliverable #2) The vendor shall provide statistics and ad-hoc reports as requested by the COR or designated government civilian(s) in the DML OMO by email within 5 business days of request.

(See SOW section 2.4.7)

3.3. (Deliverable #3) The vendor shall provide telephone and email technical support for authorized personnel worldwide. All site content and support of the web site is the responsibility of the vendor. Technical issues unresolved within 24 hours shall be reported via email to both the COR and the DML OMO at dha.ncr.education-trng.mbx.mhs-medical-library@health.mil. (See SOW sections 2.4.3)

3.4. (Deliverable #4) System downtime resulting from upgrade or other electronic maintenance requirements shall be minimal, and the vendor shall notify the COR and the DML OMO at dha.ncr.education-trng.mbx.mhs-medical-library@health.mil 10-15 calendar days prior to a scheduled maintenance start date. The vendor shall notify the COR and the DML OMO a minimum of 24 hours before an unplanned system downtime occurs or as soon as a system outage occurs or is noticed. (See SOW section 2.3.6)

3.5. (Deliverable #5) The vendor shall provide a monthly Counter 5 usage report to the COR or designated government civilian in the DML OMO by the 15th day of the month. (See SOW section 2.4.6)

3.6. (Deliverable #6) The vendor shall provide monthly reports of technical support requests from users to the COR or designated government civilian in the DML OMO by the 15th day of the month.

Each report shall provide at a minimum the following columns in Excel format with:

3.6.1. Ticket number

3.6.2. Date of creation

3.6.3. Assigned representative

3.6.4. Customer name

3.6.5. Customer email address

3.6.6. Issue/request statement

3.6.7. Status

mailto:dha.ncr.education-trng.mbx.mhs-medical-library@health.mil mailto:dha.ncr.education-trng.mbx.mhs-medical-library@health.mil