INVENTORY_MANAGEMENT_DRAFT_STATEMENT_OF_OBJECTIVES.pdf

DRAFT STATEMENT OF OBJECTIVES – INVENTORY MANAGEMENT

I. Purpose:

The purpose of this Statement of Objectives (SOO) is to describe the goals and objectives of the U.S. Immigration and Customs Enforcement (ICE), Health Services Corps (IHSC) for transforming its medical inventory management system. ICE and IHSC senior leadership are seeking to procure an inventory management system capable of tracking medical, dental, and office supplies and fixed assets (medical equipment) to include maintenance schedules and lifecycle management.

II. Background:

IHSC has a multi-sector, multidisciplinary workforce of more than 1000 employees, including U.S. Public Health Service (PHS) Commissioned Officers, federal civil servants, and contract staff. The IHSC provides on-site direct patient care to ICE detainees/residents at 22 locations throughout the United States, including Headquarters, and manages the provision of off-site medical care for detainees housed in approximately 250 additional facilities. The ICE detained population is approximately 34,000 detainees per day, with an average length of stay of 30 days, and over 400,000 detainees annually. The IHSC also provides medical support during ICE enforcement operations in the air, on the ground, and at sea.

This is a diverse, multi-cultural and multi-national population where greater than 20 different cultures and languages may be encountered at any given site. The detained population often requires management consideration for facility placement stratified by risk, custody, gender, age, nationality, health and other considerations.

IHSC is the health authority for ICE on all detainee/resident medical and health-related matters.

As such, IHSC manages and provides a range of medical, dental, mental health and nursing care in order to maintain the health of adults and minors in ICE’s custody through an integrated health care delivery system. This system is governed by nationally recognized standards of care for medical practice, and is monitored by community level accreditation bodies and established ICE detention and residential standards.

In order to provide appropriate health care to this population, it is necessary to maintain a stock of medical, dental, and office supplies as well as medical dental, and office equipment.

Currently, IHSC has no formal process or capability to efficiently manage these items. The majority of IHSC clinics track these items in a rudimentary manner such as on paper or an Excel spreadsheet. There is no capability of notification of supplies falling below par levels or expired items. There is no capability to run reports on supply management. The process for procuring supplies is completely manual in that list of required items is developed. The items are quoted by a vendor; a Purchase Card Transaction Worksheet (PCTW) is generated and sent to the Approving Official (AO) along with the official quote. Once the AO has approved the PCTW, it is sent back to the purchase cardholder, who contacts the vendor and completes the purchase. A responsible third party signs for their receipt, once the items are delivered. The items are placed into the facility’s stock. From that point there is no further tracking capability. An effective inventory management system would streamline the process as well as provide the performance objectives listed in this document. IHSC is currently working to update its supply chain processes. This update includes the installation of an Inventory Management System.

III. Anticipated Contract Type

The Government anticipates that this SOO will result in a Firm Fixed Price (FFP) contract.

IV. Scope or Mission:

The scope of this SOO primarily involves the procurement of a commercial off the shelf tool that can be configured or customized to become IHSC’s inventory management system to track IHSC’s medical, pharmaceutical, dental, and office supplies and fixed assets (medical equipment) to include maintenance schedules and lifecycle management. The system shall facilitate the ordering process by notifying users when supplies fall below par levels, load shopping carts to appropriate reorder levels, route created Purchase Orders for Approving Official (AO) approval, interface with preferred BPA vendors for direct ordering through the system, and receive purchased items back into inventory. The system will interface with eClinicalWorks to link patient specific supply costs. The system shall also track maintenance schedules and lifecycle dates for fixed assets.

V. Objectives:

The Government requires a Software as a Service (SaaS) information and technology solution for the management of medical inventory and assets. The SaaS will be hosted in a FedRamp certified cloud-hosted environment that is certified at the moderate/moderate/moderate level for Confidentiality/ Integrity/ Availability (C/I/A) The services required shall accomplish the following objectives:

1. Track all medical, pharmaceutical, dental, office supplies and fixed asset medical equipment.

2. Be accessible for use at all IHSC sites.

3. Interface with supply vendor allowing direct vendor ordering through the system with multiple vendors (2-4).

4. Interface with electronic health record to link patient specific supply cost.

5. Support for multiple facility locations nationwide.

6. The ability to view stocks of other facilities and transfer assets between facilities when needed.

7. Barcode scanning with remote capability.

8. Process for approvals of Purchase Orders by approving officials with streamlined notifications and routing.

9. Comprehensive, robust reporting.

10. Just in time ordering.

11. Provide Helpdesk Services support for users who encounter issues.

12. Provide system training sessions to selected key users.

The Government also requires that the proposed solution address/include:

• System Features o FedRAMP certified Cloud Based o Compatible with latest Operating System.

o Option to be installed on a standalone PC

• Smartphone, Tablet & Barcode Scanners o Barcoding capability

• Portable Scanner, IPhone, IPAD and Microsoft HP 612

Laptop/Tablet (Win 8) Barcode Printing (using various printing capabilities) Custom Barcode Labels o Wi-Fi and 3G/4G/LTE wireless sync o Option to buy barcodes scanners and barcode label printers

• Ease of use features o Readymade Reports & Custom Reports o Built-in Search o Custom data fields o Custom role based o Concurrent User Licensing o Data import and export o Transaction-batch import o Configurable Views o Sortable Columns o Track by Person

• Asset Inventory Features o Asset Pictures and Documents o Maintenance Scheduling o Purchase/Lease Information o Warranty/Expiration Information o Parent-Child Relationships o Unlimited Number of Locations o Unlimited Number of Assets o Warranty Information / Expiration Date o Service Contract Information / Expiration Date o Lists and Picklists o Life Cycle Management

• Vendors & Purchase Orders o Add Vendors o Make Purchase Orders o Receive against Vendor o Receive against PO o Check Out to Location or Person or Both o Dynamic or blind Physical Inventory o Auto create PO's using min-max levels

• Asset/Inventory Transactions o Receive o Move / Transfer o Check Out-In o Reservations o Physical Inventory o Dispose o Set Parent-Child relationships o Stock Adjustments o Cycle Counts / Physical Inventory o Pick o Batch-Lot Tracking / Expiration Dates o Advanced Stock Inventory o Serialized Tracking

• Stock Inventory Features o Unlimited warehouses / locations o SKU pictures and documents o Multiple U/M (units of measure) o Min-Max / reorder levels o Cost and price tracking o Decimal Quantities o Negative Quantities o Lists and Picklists

• Alerts o Warranty Expiration Date Text/Email Alert o Service Contract Expiration Date Text/Email Alert o Overdue Item Text/Email Alert o Inventory Low Text/Email Alert o Product Expiration Date Text/Email Alert o Custom Alerts Text/Email Alert

• Multi-Site Features o Multiple Sites/Locations o Multiple Users o Unlimited Assets o Option to keep asset inventory separate from users

• Installation & Training o Software installer and installation guide o Web based installation session with technician o Online training videos o Web based training session with vendor

• Support o Unlimited email support o Unlimited phone support o Online FAQs

VI. Deliverables

Offerors shall propose deliverables in accordance with their proposed approach.

VII. Constraints:

1. Place of Performance

Services shall be performed at various IHSC locations throughout the National Capital Region, Washington, D.C., and in field office locations as necessary and approved by the Contracting Officer’s Representative (COR).

2. Hours of Operation

Normal on-site operations must be carried on between the hours of 0800 and 1630 local time, Monday through Friday, unless otherwise authorized by the COR.

3. Government Holidays

The following Government holidays are observed by Government personnel: New Year’s Day, Martin Luther King’s Birthday, Presidential Inauguration Day (metropolitan DC area only), President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, and any other day designated by Federal Statute, Executive Order, and/or Presidential Proclamation. Government offices may also be closed under the following circumstances: any kind of administrative leave such as acts of God (i.e. hurricanes, snow storms, tornadoes, etc.), Presidential funerals, or any other unexpected Government closures. The contractor shall not invoice labor for days when government offices are closed.

4. Travel

The contractor shall not be reimbursed travel and per diem to ICE sites within the Washington, DC Metropolitan Area up to a 50-mile radius of the worksite where a contractor has an office. Local travel expenses within the Washington, DC Metropolitan area shall not be reimbursed (this includes parking). All travel outside the Washington, DC Metropolitan area must be approved by the COR in advance. No travel will be reimbursed without prior approval from the COR. In the event the contractor is required to travel outside of the Washington, DC Metropolitan area, the contractor will provide the COR with a completed Request for Travel Authorization at least 5 (five) business days prior to the requested travel date.

The contractor will be required to travel to ERO field offices with visits for efficiency to the multiple field offices in a single trip as determined by the COR.

Travel expenses will be reimbursed consistent with Federal Acquisition Regulation (FAR) 31.205-46, Travel Costs, and the substantive provisions of the Federal Travel Regulation (FTR), as applicable, and consistent with the not-to-exceed (NTE) amount specified for this contract line item (CLIN). The FTRs may be located and downloaded from www.gpoaccess.gov/cfr or www.gsa.gov/federaltravelregulation.

5. Government Furnished Property, Equipment & Information

If the contractor is working on a Government site, the Government will provide only that property which is required to configure a suitable workstation, telephone, and office environment for assigned on-site personnel only. All training materials, policies, procedures, timelines or other documentation, electronic work products, are the property of DHS ICE. The contractor shall not copyright, nor own exclusive rights to products developed by contractor employees for DHS ICE. Contract personnel are not allowed to meet with external vendors or suppliers and/or represent ICE at meetings dealing with any entities external to ICE without an ICE official present.

6. Security Requirements

GENERAL

The Department of Homeland Security (DHS) has determined that performance of the tasks as described herein requires that the Contractor, subcontractor(s), vendor(s), etc. (herein known as Contractor) have access to sensitive DHS information, and that the Contractor will adhere to the following.

http://www.gpoaccess.gov/cfr http://www.gsa.gov/federaltravelregulation

SUITABILITY DETERMINATION

DHS will exercise full control over granting; denying, withholding or terminating unescorted government facility and/or sensitive Government information access for Contractor employees, based upon the results of a background investigation. DHS may, as it deems appropriate, authorize and make a favorable expedited entry on duty (EOD) decision based on preliminary security checks. The expedited EOD decision will allow the employees to commence work temporarily prior to the completion of the full investigation. The granting of a favorable EOD decision shall not be considered as assurance that a favorable full employment suitability authorization will follow as a result thereof. The granting of a favorable EOD decision or a full employment suitability determination shall in no way prevent, preclude, or bar the withdrawal or termination of any such access by DHS, at any time during the term of the contract. No employee of the Contractor shall be allowed to EOD and/or access sensitive information or systems without a favorable EOD decision or suitability determination by the Office of Professional Responsibility, Personnel Security Unit (OPR-PSU). No employee of the Contractor shall be allowed unescorted access to a Government facility without a favorable EOD decision or suitability determination by the OPR-PSU. Contract employees are processed under the DHS Management Directive 6-8.0. The contractor shall comply with the pre-screening requirements specified in the DHS Special Security Requirement – Contractor Pre-Screening paragraph located in this contract, if HSAR clauses 3052.204-70, Security Requirements for Unclassified Information Technology (IT) Resources; and/or 3052.204-71, Contractor Employee Access are included in the Clause section of this contract.

BACKGROUND INVESTIGATIONS

Contract employees (to include applicants, temporaries, part-time and replacement employees) under the contract, needing access to sensitive information, shall undergo a position sensitivity analysis based on the duties each individual will perform on the contract. The results of the position sensitivity analysis shall identify the appropriate background investigation to be conducted. Background investigations will be processed through the Personnel Security Unit.

Prospective Contractor employees shall submit the following completed forms to the Personnel Security Unit through the COR, no less than 5 days before the starting date of the contract or 5 days prior to the expected entry on duty of any employees, whether a replacement, addition, subcontractor employee, or vendor:

1. Standard Form 85P, “Questionnaire for Public Trust Positions.” Form will be submitted via e-QIP (electronic Questionnaires for Investigation Processing) (2 copies)

2. FD Form 258, “Fingerprint Card” (2 copies)

3. Foreign National Relatives or Associates Statement

4. DHS 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports

Pursuant to the Fair Credit Reporting Act”

5. Optional Form 306 Declaration for Federal Employment (applies to contractors as well)

6. Authorization for Release of Medical Information

Prospective Contractor employees who currently have an adequate current investigation and security clearance issued by the Defense Industrial Security Clearance Office (DISCO) or by another Federal Agency may not be required to submit complete security packages, and the investigation will be accepted for adjudication under reciprocity.

An adequate and current investigation is one where the investigation is not more than five years old and the subject has not had a break in service of more than two years.

Required forms will be provided by DHS at the time of award of the contract. Only complete packages will be accepted by the OPR-PSU. Specific instructions on submission of packages will be provided upon award of the contract.

Be advised that unless an applicant requiring access to sensitive information has resided in the US for three of the past five years, the Government may not be able to complete a satisfactory background investigation. In such cases, DHS retains the right to deem an applicant as ineligible due to insufficient background information.

The use of Non-U.S. citizens, including Lawful Permanent Residents (LPRs), is not permitted in the performance of this contract for any position that involves access to DHS IT systems and the information contained therein, to include, the development and / or maintenance of DHS IT systems; or access to information contained in and / or derived from any DHS IT system.

TRANSFERS FROM OTHER DHS CONTRACTS:

Personnel may transfer from other DHS Contracts provided they have an adequate and current investigation (see above). If the prospective employee does not have an adequate and current investigation an eQip Worksheet will be submitted to the Intake Team to initiate a new investigation.

Transfers will be submitted on the COR Transfer Form which will be provided by the Dallas PSU Office along with other forms and instructions.

CONTINUED ELIGIBILITY

If a prospective employee is found to be ineligible for access to Government facilities or information, the COR will advise the Contractor that the employee shall not continue to work or to be assigned to work under the contract.

The OPR-PSU may require drug screening for probable cause at any time and/ or when the contractor independently identifies, circumstances where probable cause exists.

The OPR-PSU may require reinvestigations when derogatory information is received and/or every 5 years.

DHS reserves the right and prerogative to deny and/ or restrict the facility and information access of any Contractor employee whose actions are in conflict with the standards of conduct, 5 CFR 2635 and 5 CFR 3801, or whom DHS determines to present a risk of compromising sensitive Government information to which he or she would have access under this contract.

The Contractor will report any adverse information coming to their attention concerning contract employees under the contract to the OPR-PSU through the COR. Reports based on rumor or innuendo should not be made. The subsequent termination of employment of an employee does not obviate the requirement to submit this report. The report shall include the employees’ name and social security number, along with the adverse information being reported.

The OPR-PSU must be notified of all terminations/ resignations within five days of occurrence.

The Contractor will return any expired DHS issued identification cards and building passes, or those of terminated employees to the COR. If an identification card or building pass is not available to be returned, a report must be submitted to the COR, referencing the pass or card number, name of individual to whom issued, the last known location and disposition of the pass or card. The COR will return the identification cards and building passes to the responsible ID Unit.

EMPLOYMENT ELIGIBILITY

The contractor shall agree that each employee working on this contract will successfully pass the DHS Employment Eligibility Verification (E-Verify) program operated by USCIS to establish work authorization.

The E-Verify system, formerly known as the Basic Pilot/Employment Eligibility verification Program, is an Internet-based system operated by DHS USCIS, in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees. E-Verify represents the best means currently available for employers to verify the work authorization of their employees.

The Contractor must agree that each employee working on this contract will have a Social Security Card issued and approved by the Social Security Administration. The Contractor shall be responsible to the Government for acts and omissions of his own employees and for any Subcontractor(s) and their employees.

Subject to existing law, regulations and/ or other provisions of this contract, illegal or undocumented aliens will not be employed by the Contractor, or with this contract. The Contractor will ensure that this provision is expressly incorporated into any and all Subcontracts or subordinate agreements issued in support of this contract.

SECURITY MANAGEMENT

The Contractor shall appoint a senior official to act as the Corporate Security Officer. The individual will interface with the OPR-PSU through the COR on all security matters, to include physical, personnel, and protection of all Government information and data accessed by the Contractor.

The COR and the OPR-PSU shall have the right to inspect the procedures, methods, and facilities utilized by the Contractor in complying with the security requirements under this contract. Should the COR determine that the Contractor is not complying with the security requirements of this contract, the Contractor will be informed in writing by the Contracting Officer of the proper action to be taken in order to effect compliance with such requirements.

The following computer security requirements apply to both Department of Homeland Security (DHS) operations and to the former Immigration and Naturalization Service operations (FINS).

These entities are hereafter referred to as the Department.

DHS ENTERPRISE ARCHITECTURE COMPLIANCE

All solutions and services shall meet DHS Enterprise Architecture policies, standards, and procedures. Specifically, the contractor shall comply with the following HLS EA requirements:

• All developed solutions and requirements shall be compliant with the HLS EA.

• All IT hardware and software shall be compliant with the HLS EA Technical Reference Model (TRM) Standards and Products Profile.

• Description information for all data assets, information exchanges and data standards, whether adopted or developed, shall be submitted to the Enterprise Data Management Office (EDMO) for review, approval and insertion into the DHS Data Reference Model and Enterprise Architecture Information Repository.

• Development of data assets, information exchanges and data standards will comply with the DHS Data Management Policy MD 103-01 and all data-related artifacts will be developed and validated according to DHS data management architectural guidelines.

• Applicability of Internet Protocol Version 6 (IPv6) to DHS-related components (networks, infrastructure, and applications) specific to individual acquisitions shall be in accordance with the DHS Enterprise Architecture (per OMB Memorandum M-05-22, August 2, 2005) regardless of whether the acquisition is for modification, upgrade, or replacement. All EA-related component acquisitions shall be IPv6 compliant as defined in the U.S. Government Version 6 (USGv6) Profile National Institute of Standards and Technology (NIST) Special Publication 500-267) and the corresponding declarations of conformance defined in the USGv6 Test Program.

CONFIGURATION MANAGEMENT (IT SECURITY REQUIREMENTS)

Hardware or software configuration changes, to IT systems/applications, shall be in accordance with ICE’s configuration management policy. The ICE Office of Chief Information Security Officer (OCISO) shall be informed of and involved in all configuration changes to the IT environment including systems, software, infrastructure architecture, infrastructure assets, and end user assets. The OCISO shall approve any request for change prior to any development activity occurring for that change and will define the security requirements for the requested change.

The contractor shall ensure that the system remains secure and maintains the security posture throughout the lifecycle of the IT systems/applications. Any substantial changes to the IT systems/applications may require that the system be recertified and reaccredited/reauthorized.

The reauthorization process may involve the testing/assessment of all or some of the DHS 4300A policies/requirements and NIST 800-53 controls (including vulnerability scans). The extent of testing/assessment will be determined by ICE based on the changes being made. The contractor shall provide all support (including providing vulnerability scan results) necessary to complete the testing/assessment.

The contractor shall certify IT systems/applications are fully functional and operate correctly as intended on systems using the Federal Desktop Core Configuration (FDCC) and US Government Configuration Baseline (USGCB). The standard installation, operation, maintenance, updates, and/or patching of software shall not alter the configuration settings from the approved FDCC/USGCB configuration. Offerings that require installation should follow OMB memorandum 07-18. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges. The contractor shall use Security Content Automation Protocol (SCAP) validated tools with FDCC/USGCB Scanner capability to certify their products operate correctly with FDCC/USGCB configurations and do not alter FDCC/USGCB settings.

COMPLIANCE WITH DHS SECURITY POLICY

All hardware, software, and services provided under this task order must be compliant with DHS 4300A DHS Sensitive System Policy and the DHS 4300A Sensitive Systems Handbook.

ENCRYPTION COMPLIANCE

If encryption is required, the following methods are acceptable for encrypting sensitive information:

1. FIPS 197 (Advanced Encryption Standard (AES)) 256 algorithm and cryptographic modules that have been validated under FIPS 140-2.

2. National Security Agency (NSA) Type 2 or Type 1 encryption.

3. Public Key Infrastructure (PKI) (see paragraph 5.5.2.1 of the Department of Homeland Security (DHS) IT Security Program Handbook (DHS Management Directive (MD) 4300A) for Sensitive Systems).

ACCESS TO UNCLASSIFIED FACILITIES, INFORMATION TECHNOLOGY

RESOURCES, AND SENSITIVE INFORMATION

The assurance of the security of unclassified facilities, Information Technology (IT) resources, and sensitive information during the acquisition process and contract performance are essential to the DHS mission. DHS Management Directive (MD) 11042.1 Safeguarding Sensitive But Unclassified (For Official Use Only) Information, describes how contractors must handle sensitive but unclassified information. DHS MD 4300.1 Information Technology Systems Security and the DHS Sensitive Systems Handbook prescribe policies and procedures on security for IT resources. Contractors shall comply with these policies and procedures, any replacement publications, or any other current or future DHS policies and procedures covering contractors specifically for all Task Orders that require access to DHS facilities, IT resources or sensitive information. Contractors shall not use or redistribute any DHS information processed, stored, or transmitted by the contractor except as specified in the task order.

SECURITY REVIEW

The Government may elect to conduct periodic reviews to ensure that the security requirements contained in this contract are being implemented and enforced. The Contractor shall afford DHS, including the organization of the DHS Office of the Chief Information Officer, the Office of the Inspector General, authorized Contracting Officer’s Technical Representative (COR), and other government oversight organizations, access to the Contractor’s facilities, installations, operations, documentation, databases and personnel used in the performance of this contract. The Contractor will contact the DHS Chief Information Security Officer to coordinate and participate in the review and inspection activity of government oversight organizations external to the DHS.

Access shall be provided to the extent necessary for the government to carry out a program of inspection, investigation, and audit to safeguard against threats and hazards to the integrity, availability and confidentiality of DHS data or the function of computer systems operated on behalf of DHS, and to preserve evidence of computer crime.

INTERCONNECTION SECURITY AGREEMENTS

Interconnections between DHS and non-DHS IT systems shall be established only through controlled interfaces and via approved service providers. The controlled interfaces shall be accredited at the highest security level of information on the network. Connections with other Federal agencies shall be documented based on interagency agreements; memoranda of understanding, service level agreements or interconnect service agreements.