Attachment_1_-_SOW_DMS_-_3_May_18.pdf

AIR FORCE MEDICAL OPERATIONS AGENCY

STATEMENT OF WORK (SOW)

FOR

DOCUMENT MANAGEMENT SYSTEM

AFMOA/SGHQ

3 MAY 2018

TABLE OF CONTENTS

Page

1.0 DESCRIPTION OF SERVICES 3

1.1 Background 3

1.2 Scope 3

1.3 Acronyms 3

2.0 SUMMARY OF REQUIREMENTS 3

2.1 Subscription Requirements 3

2.2 Subscription Content 4

3.0 GENERAL CONTRACTOR PERSONNEL REQUIREMENTS 5

4.0 APPENDICES

4.1 APPENDIX A: AF MTFs 6

4.2 APPENDIX B: Customer Feedback Form 9

STATEMENT OF WORK

Document Management System

1.0 DESCRIPTION OF SERVICES:

1.1 Background: The mission of the Air Force Medical Operations Agency (AFMOA) is to support Department of Defense (DoD) health professionals in optimizing the health and wellness of their populations through appropriate, effective, and efficient healthcare practices and service delivery through coaching and partnering for improved performance. There is a significant need to standardize processes for cleaning and sterilizing multiple types of instrumentation used in Air Force Military Treatment Facilities (MTFs).

Currently, MTFs use variable systems that lack vendor authorization and reliable instruction for cleaning and processing surgical instruments. Incorporation of a Document Management System (DMS) across the Air Force Medical Service (AFMS) will promote higher levels of quality and safety by ensuring access to the latest specific manufacturers’ instructions for use (IFU) for reprocessing.

1.2 Scope: This contract shall provide manufacturers’ IFU database available for viewing via a user name and password. The web-based commercial sterile processing DMS stores and updates device manufacturer’s IFU for reprocessing and sterilizing instruments. A link to the database and internet protocol (IP) authentication shall be required for each U.S. Air Force Military Treatment Facility (MTF).

1.3 Acronyms:

ACRONYM DEFINITIONS

AF Air Force AFMS Air Force Medical Service AFMOA Air Force Medical Operations Agency CO Contracting Officer DMS Document Management System DoD Department of Defense IFU Instructions For Use IP Internet Protocol MSDS Material Safety Data Sheet MTF Military Treatment Facility PM Program Manager POC Point of Contact SDS Safety Data Sheet SOW Statement of Work

2.0 SUMMARY OF REQUIREMENTS:

2.1 Subscription Requirements:

2.1.1 Database shall have search features and a user-friendly interface. This service shall provide multiple, simultaneous access to the site via internet/world wide web. This service shall also incorporate use of an internet browser, such as Explorer, Firefox, or Netscape to enable authorized users to retrieve manufacturers’ IFU for reusable medical equipment that includes: surgical instruments, dental instruments, flexible endoscopes, and other reusable medical equipment. This database is for use at 76 MTFs world-wide. A list of the AF MTFs is located in Attachment 1.

2.1.2 Ensure site is available (24/7x365) days a year excluding website maintenance requirements.

2.1.3 Provide 24/7 customer technical support for this contract for assistance with technical problems accessing the site within 15 calendar days of award.

2.1.4 Provide 30 calendar days prior notice of accessibility or unavailability resultant from upgrade or other electronic maintenance requirements. Notice will be accomplished by submission of an email to the Government Program Manager (PM) and by posting a notice to the website.

2.2 Subscription Content:

2.2.1 The Surgical Instrument Database shall provide access online to manufacturers’ IFU documents for decontamination, assembly, and sterilization of reusable instruments. The search engine provides multiple paths, i.e., general instrument name, manufacturer, product number etc., to all needed documents.

2.2.2 The Dental Database shall provide access to sterilization and reprocessing documents for dental instruments and equipment, including surgical instrument IFU documents used in dental procedures and oral surgery. The database shall also include Safety Data Sheets (SDS) and Biologic Tissue Bank Registrations, Certifications and State Licenses.

2.2.3 The Equipment Database shall provide access online to manufacturers’ instruction documents for cleaning equipment outside of the sterile field, such as compression sleeves and pumps. The search engine shall also provide multiple paths, i.e., general instrument name, manufacturer, product number etc., to all needed documents.

2.2.4 A username and password will be issued upon receipt of the purchase order for unlimited access for a one

(1) year period per facility.

2.2.5 The subscription shall provide a monthly usage report to the Government PM or designated representative displaying the number of users and number of reviews accessed.

2.2.6 The subscription shall provide 24/7 access to the website to authorized users via both internet protocol (IP) authentication and some form of token/key generation. For IP-based authentication, access shall be granted for all AFMS duty locations. The Government will supply a list of IP ranges for AFMS duty locations. As IP ranges are changed, an updated list will be provided, and the Contractor shall enable access from the new IP ranges within two (2) business days.

2.2.7 The subscription shall provide enhanced accessibility to IFUs and “Tech-Ready” abbreviated versions (which provide a snapshot of all the critical cleaning, decontamination, assembly and sterilization parameters found in the original IFU), which helps ensure compliance with the manufacturer’s standards.

3.0 GENERAL CONTRACTOR PERSONNEL REQUIREMENTS: The Contractor shall provide personnel that meet the following standards:

3.1 Contractor personnel must be able to read, understand, speak fluently, and write in the English language, and are citizens of the United States.

3.2 Contractor Point of Contact (POC): The Contractor shall provide a POC that shall be responsible for the performance of the work. The point of contact shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The Contractor shall designate this individual, in writing, to the Contracting Officer before the contract start date. An alternate may be designated, but the Contractor shall identify those specific times when the alternate shall be the primary point of contact.

4.0 APPENDICES

4.1 APPENDIX A: AF MTF Location List

4.2 APPENDIX B: Customer Feedback Form

APPENDIX A

AF MTF Location List

Alpha # MTF Hospital Clinic ASC

Limited Scope

Facility # Beds 1 Academy (USAFA), CO/10 MDG x 2 RAF Alconbury, England/423 MDS x 3 Altus AFB, OK/97 MDG x 4 Andersen AFB, Guam/36 MDG x 5 Aviano AB, Italy/31 MDG x

6 Barksdale AFB, LA/2 MDG x 7 Beale AFB, CA/9 MDG x 8 Buckley AFB, CO/460 MDG x 9 Cannon AFB, NM/27 MDG x

10 Columbus AFB, MS/14 MDG x 11 RAF Croughton, England/422 MDS x 12 Davis-Monthan AFB, AZ/355 MDG x 13 Dover AFB, DE/436 MDG x 14 Dyess AFB, TX/7 MDG x 15 Edwards AFB, CA/95 MDG x 16 Eglin AFB, FL/96 MDG x 56 17 Eielsen AFB, AK/354 MDG x 18 Ellsworth AFB, SD/28 MDG x 19 Fairchild AFB, WA/92 MDG x 20 FE Warren AFB, WY/90 MDG x 21 Geilenkirchen NATO AB, Germany/407 MDF x 22 Goodfellow AFB, TX/17 MDG x 23 Grand Forks AFB, ND/319 MDG x 24 Hanscom AFB, MA/66 MDG x 25 Hill AFB, UT/75 MDG x 26 Holloman AFB, NM/49 MDG x 27 Hurlburt Field, FL/1 MDG x 28 Incirlik AB, Turkey/39 MDG x 29 JB Anacostia-Bolling, DC/579 MDG x 30 JB Andrews, MD/779 MDG

31 JB Charleston, SC/628 MDG x 32 JB Elmendorf-Richardson, AK/673 MDG x 52 33 JB Langley-Eustis, VA/633 MDG x 48 34 JB Lewis-McChord, WA/446 AMDS x 35 JB McGuire-Dix-Lakehurst, NJ/87 MDG x

36 JB Pearl Harbor-Hickam, HI/15 MDG x 37 JB San Antonio-Lackland, TX/59 MDW x 38 JB San Antonio-Randolph, TX/359 MDG x 39 Kadena AB, Japan/18 MDG x 40 Keesler AFB, MS/81 MDG x 50 41 Kirtland AFB, NM/377 MDG x 42 Kunsan AB, ROK /8 MDG x 43 RAF Lakenheath, England/48 MDG x 16 44 Laughlin AFB, TX/47 MDG x 45 Little Rock AFB, AR/19 MDG x 46 Los Angeles AFB, CA/61 MDG x 47 Luke AFB, AZ/56 MDG x 48 MacDill AFB, FL/6 MDG x 49 Malmstrom AFB, MT/341 MDG x 50 Maxwell AFB, AL/42 MDG x 51 McConnell AFB, KS/22 MDG x 52 Minot AFB, ND/5 MDG x 53 Misawa AB, Japan/35 MDG x 12 54 Moody AFB, GA/23 MDG x 55 Mountain Home AFB, ID/366 MDG

56 Nellis AFB, NV/99 MDG x 50 57 Offutt AFB, NE/55 MDG x 58 Osan AB, ROK/51 MDG x 7 59 Patrick AFB, FL/45 MDG x 60 Peterson AFB, CO/21 MDG x 61 Pope Field, NC/43 MDS x 62 Ramstein AB, Germany/86 MDG x 63 Robins AFB, GA/78 MDG x 64 Scott AFB, IL/375 MDG x 65 Seymour-Johnson AFB, NC/4 MDG x 66 Shaw AFB, SC/20 MDG x 67 Sheppard AFB, TX/82 MDG x 68 Spangdahlem AB, Germany/52 MDG x 69 Tinker AFB, OK/72 MDG x 70 Travis AFB, CA/60 MDG x 103 71 Tyndall AFB, FL/325 MDG x 72 Vance AFB, OK/71 MDG x 73 Vandenberg AFB, CA/30 MDG x 74 Whiteman AFB, MO/509 MDG x

75 Wright-Patterson AFB, OH/88 MDG x 57 76 Yokota AB, Japan/374 MDG x 12

APPENDIX B

Customer Complaint Record

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION BUILDING NUMBER INDIVIDUAL PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

Customer Complaint Record Template, Feb 05 (SAF/AQCP) COMPLAINANT -

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION BUILDING NUMBER INDIVIDUAL PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

Customer Complaint Record Template, Feb 05 (SAF/AQCP) COR

SOURCE OF COMPLAINT

ORGANIZATION BUILDING NUMBER INDIVIDUAL PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

Customer Complaint Record Template, Feb 05 (SAF/AQCP) CONTRACTOR

SOURCE OF COMPLAINT

ORGANIZATION BUILDING NUMBER INDIVIDUAL PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR