RFI Pharmacy Temperature Monitoring.docx

Department of Homeland Security (DHS) – U.S. Immigration and Customs Enforcement (USICE) – Pharmacy Temperature Monitoring System

U.S. Immigration and Customs Enforcement (ICE)

ICE Health Service Corps (IHSC) Pharmacy Temperature Monitoring System Request for Information (RFI)

Office of the Chief Information Officer (OCIO)

October 2025 Washington, DC

Procurement Sensitive. This document is confidential and intended solely for the use and information of the company to whom it is addressed.

Requirements Document 1.0

TABLE OF CONTENTS

Background The Department of Homeland Security (DHS) Immigration and Customs Enforcement (ICE) Office of Enforcement and Removal Operations (ERO) enforces U.S. immigration laws. ERO identifies, apprehends, detains, and removes individual unlawfully present in the United States. ICE Health Service Corps (IHSC) serves as the health authority for ICE / ERO on all matters related to detainee healthcare.

IHSC healthcare services include activities necessary to support immigration law enforcement and national security. Currently, IHSC manages 17 detention facilities, which dispensed over 350,000 prescriptions in fiscal year 2024. IHSC is conducting market research to identify vendors capable of providing modernized temperature monitoring systems for medical refrigerators, freezers, and storage areas where medications and vaccines are kept.

Purpose of request for information This RFI is issued to help IHSC identify vendors capable of providing temperature monitoring systems that meet ICE’s requirements. Vendors must demonstrate their product’s:

· Software/Hardware Requirements

· System Functionality

· Interoperability and Standards Compliance Product Description and tasks System Functionality Vendors must address the following:

1. Data Monitoring.

a. What data points does your product monitor (e.g., room temperature, humidity, door status, refrigerator/freezer temperatures)?

b. What conditions trigger alarms?

2. Accessories

a. What accessories (e.g., probes, sensors, monitors) are required?

b. Does your product use detachable buffered temperature probes?

c. What information is displayed on monitors (e.g., current, maximum, minimum temperatures)?

3. Alerts and Communication

a. How does your product alert users (e.g., audible alarms, text, email) when temperatures are out of range?

b. What redundancies ensure timely alerts during network or power failures?

4. Describe situations in which your product needs to utilize a reset button.

a. How are the minimum/maximum temperatures reset (manually or electronically via application), and how often do they need to be reset?

5. Power Source

a. What power source does your product use?

b. If battery-operated, how does the system indicate low battery status? Are batteries rechargeable?

c. How does the system operate after a power outage?

6. Accuracy and Logging

a. What is the temperature measurement accuracy (+/- °F)?

b. What is the uncertainty of the measurement?

c. What is the logging interval (e.g., every 30 minutes)?

7. Data Storage

a. Is data storage cloud-based or on-premises?

b. What data points are recorded, and how long is data retained?

c. What happens when storage is full (e.g., overwrite old data)?

8. Reporting

a. What types of reports are available (e.g., compliance, alerts, root cause)?

b. Can reports be scheduled or exported (e.g., Excel, PDF)?

c. Describe system support for ad-hoc reporting.

d. Does the system support a separate reporting database (e.g., a distinct database used to generate reports against a datastore other than the production database). If so, describe the compatibility.

e. Do reports include the period where the temperature is out of range?

9. User Management

a. How many users can the system support?

b. How are user accounts managed, and what are the associated costs?

10. Access and Compatibility

a. What operating systems and browsers are required (e.g., 32-bit or 64-bit compatibility)?

b. Can the system be accessed remotely (e.g., from home)?

System Upgrades and Updates

1. Describe the process for software updates, including timelines, downtime, and communication.

2. Can existing components be upgraded, or must new components be purchased?

3. What is the system’s uptime guarantee?

Calibration

1. Describe the calibration process, frequency, and NIST traceability.

a. Does your device require additional equipment to be purchased in a specific time frame in lieu of calibration? If so, how frequently is new equipment recommended/required to be purchased and installed?

2. Can calibration be performed on-site by the user, or does it require a technician?

a. Can your product be calibrated by a third-party contractor who conducts each facility’s annual biomedical equipment inspection?

b. Do you issue a certificate of calibration testing? If so, provide an example of the certificate issued.

3. Provide the recurring costs for calibration.

4. How long does the product maintain accuracy without calibration?

Implementation and Timeline

1. Describe the installation process and timeline for 17 sites (e.g., phase or all-at-once).

a. Describe the key personnel involved in implementation and installation (e.g., project manager, engineer).

2. Can facilities self-install, or is a technician required?

3. What training is offered for users (e.g., in-person, virtual)?

4. How will additional facilities be accommodated in the future?

System Support

1. Describe customer support services, including coverage hours and after-hours support.

2. Are support services tiered? If so, explain the levels and services provided.

3. What are the costs associated with support?

Software/Hardware Requirements Hardware Requirements: Please describe the minimum server hardware specifications required to support a typical enterprise of IHSC’s size and geographic scope.

Network Diagram: Please provide a network architecture diagram that describes network and system communications and interfaces.

A. Database Requirements and Integration

1. What is the underlying database technology? (e.g., IBM DB2, Microsoft SQL, Oracle, Cloud, etc.)

a. Can the database be centralized into one unified store, clustered, or reside on a Storage Area Network?

2. Explain your capability of interfacing with Amazon Web Services and/or Microsoft Azure services and products.

B. Software Components

1. Explain the technology, platform, and architecture needed for your application/product. Does the system offer on-prem and or cloud hosted solutions?

2. Explain any Service Level Agreements (SLA) your product maintains.

3. If the system is cloud-based, are you or your cloud services provider FedRAMP authorized?

4. Explain the primary location of your product/application. If vendor or cloud hosted, explain any required firewall access or restrictions.

5. What software does your product utilize?

a. Describe the licensing structure associated with the use of the software.

b. Are licenses transferable if a user no longer needs the license?

6. Does your system utilize multi‐tier architecture such that it can leverage load balancing and failover capabilities for the application?

7. Is customization of the software possible by the customer?

a. If yes, describe what user interfaces and modules the customer can modify. Does customization occur at the system‐level or do users modify their individual user interfaces?

8. Describe how your product would perform in various correctional facilities with diverse architectural footprints, taking into consideration communication/technological challenges, i.e., space limitations and dense walls that may interfere with internet connectivity.

a. How well does your wireless communication system work in solid concrete buildings?

9. Describe the ways that information can be transmitted (e.g., via Wi-Fi, Bluetooth, or other means that do not require a physical connection).

a. Describe if your product can function without Wi-Fi, cell phone connectivity, or data ports at the device location.

10. Describe the different remote viewing capabilities of your product/system.

a. If your system is mobile‐friendly, indicate which mobile operating systems are compatible (e.g., iOS, Android, etc.)

i. If your product utilizes a mobile application that can be downloaded on a phone, please describe the features that can be controlled via this application.

System Security Specifications

1. If the system is web‐based, describe how it is encrypted.

2. How does the system require users to log in?

a. Is unique user authentication required for each authorized user (i.e., to prevent the same user from being concurrently logged into the system multiple times)?

b. Explain the system’s single sign-on capability that meets the Homeland Security Presidential Directive-12 policies.

3. Describe if the system is capable of tiered‐role privileges that distinguish between clinical disciplines, users, administrators and their authorized functions.

4. Describe if the system’s security configuration includes user audit trail capabilities.

5. Explain how you as the vendor, anticipate and plan to prevent data security issues with your solution for our agency.

6. Describe your solution for when a security vulnerability is identified; include a timeframe for the security patch or fix.

7. Provide a summary of the approach used to support the data security for access management, auditing, and controls.

Interoperability and Standards Compliance

1. Describe how data is transmitted utilizing the vendor software.

a. Can the data be transmitted directly to IHSC utilizing the vendor software installed on an IHSC machine?

b. Does data need to be transmitted to the vendor first before it comes to IHSC?

2. Describe if there is a mechanism in place for IHSC to receive the data and utilize our own interface for tracking this information.

3. How does your product comply with CDC and VFC standards for vaccine storage?

4. How does your application comply with FDA 21 CFR part 11?

a. What features does your application utilize to ensure compliance?

5. Are you accredited in accordance with national standards?

a. Please list your accreditations and provide certificates.

Cost

1. Describe your current pricing model/methodology. Include the following:

a. Itemized one-time, startup costs, and recurring annual/monthly costs.

b. List all services and features included in the proposed pricing.

c. At what level do you provide volume discounts?

d. Are your builds all-inclusive packages or individually priced?

2. What limits are imposed upon users, training hours, professional services, and data? Describe your upgrade process if we need to increase our scope.

3. What are your cancellation and renewal terms?

4. Explain any standard licensing requirements needed per user and any limitations on the number of users.

a. How is the software licensed (single-user or transferable)?

b. By number of users and type of users?

c. By some other metric?

5. Describe the unit pricing scheme (users, sites, servers, or # of processor cores, etc.). Describe any additional license costs (e.g., for third‐party integration, for report access, etc.).

6. Provide an estimated cost for approximately 17 pharmacy sites with 57 refrigerators and 22 freezers. In addition, there are 75 storage areas that require room temperature monitoring; however, 41 of these medication storage areas also contain a refrigerator/freezer.

a. See the table below for a breakdown of each facility’s number of refrigerators, freezers, and medication storage areas, including the connectivity issues that may exist.

Table 1: IHSC Facility Data

RESPONSE CRITERIA

***ALL RESPONSES ARE TO BE UNCLASSIFIED. DO NOT PROVIDE CLASSIFIED INFORMATION IN A RESPONSE TO THIS RFI.***

Vendor responses should not exceed fifteen (15) pages and shall be submitted in a PDF file type. The format for the RFI responses is described below.

The Cover Page shall contain:

· Company name, address, and primary point-of-contact information for questions on submittal

· A brief description of your company

· Dun & Bradstreet (DUNS) number

· Contact information (telephone, e-mail, website address)

· Cage Code

· Primary NAICS Code

· Federal Supply Schedule (FSS) Contract Number(s) or DHS Strategic Sourcing Vehicle Contract Number(s), if applicable

· Has your company worked with DHS or other Federal Agencies? Provide specific DHS components along with POC info. Provide the same information for other Federal Agencies.

· Provide all Best-in-Class contracts information and contract numbers.

Each response to sections shall:

· Reference the section number, header, and question number.

· Text, visuals, graphs, or tables can be used to respond to questions.

Responses to this RFI must be received no later than [Insert Date] at 1:00 PM Eastern and must be emailed to image1.png image2.png