Attachment 1 Revised Performance Work Statement - 09232026.pdf

Attachment 1

PERFORMANCE WORK STATEMENT (PWS)

Optimized Storage and Replenishment Solution 23 September 2026

1. Purpose

The Indian Health Service (IHS), Gallup Service Unit (GSU), Gallup Indian Medical Center (GIMC), requires a contractor to furnish and implement an optimized medical-supply storage and replenishment solution that is brand name or equal to the BlueBin 2-Bin Kanban System.

The required outcome is a standardized, sustainable, highly visual, point-of-use inventory-management environment that improves inventory visibility, supply availability, replenishment reliability, workflow efficiency, and control of excess, duplicate, and expired inventory.

2. Scope

Except for Government-furnished property, information, access, and Government-provided assistance expressly identified in this PWS, the Contractor shall provide all labor, supervision, materials, equipment, system configuration, implementation support, information-exchange capability, training, reporting, and other resources necessary for complete performance of this requirement. The solution shall be based on a standardized, visual inventory-management methodology utilizing a two-bin Kanban system and shall be designed to improve inventory control, reduce waste, and increase supply availability at the point of use.

The scope of work includes assessment and redesign of existing storage areas managed by Medical Supply; standardization of visual inventory systems and replenishment processes; space optimization within existing constraints; design and implementation of the centralized medical supply storage location; compatibility and operational coordination with GIMC’s existing information-technology environment; exchange of inventory information with the Morris System (M-System); support for barcode-based inventory workflows; staff training and change-management support; and establishment of sustainable replenishment workflows and performance-monitoring practices. A GIMC employee will be assigned as the Contracting Officer’s Representative (COR) to coordinate and monitor services.

3. Place of Performance and Operating Conditions

3.1 Centralized Medical Supply Storage Location

The centralized medical supply storage location is:

Gallup Indian Medical Center 516 East Nizhoni Boulevard Gallup, NM 87301

Additional site-specific location information, as applicable, will be provided to the Contractor after award.

3.2 Existing Storage Locations and Inventory Baseline

The Contractor shall assess, design, and implement the optimized storage and replenishment solution at the following existing clinical and warehouse storage locations:

• 6W-06 (Ortho/Pod)

• 4S-84/94/96/100 (Pediatrics)

• 3S-W102 (Women’s Labor and Delivery)

• 3W-07 (Medical Surgical)

• 2W-07 (Recovery)

• 2SE-70-72 (ICU/IV)

• 2S-97/98/101 (Operating Room)

• 2S-83 (Anesthesia)

• 2E-39-41 (ICU-PreOP)

• Emergency 114/122/124/223

• Building 2018 Internal Medicine

• Family Medicine/PT 2221/2211

• Clinic WIPCC

• Store Room/Warehouse 5S

The Government currently manages approximately 3,538 distinct inventory items/stock-keeping units (SKUs) across these existing storage locations. The SKU estimate is provided for planning and pricing purposes.

3.3 Space Limitations

Space has been allocated to the department for this project. The centralized medical supply storage area is located on the Ground East floor of Gallup Indian Medical Center.

The centralized medical supply storage area is depicted in Appendix A, Centralized Medical Supply Storage Area Reference Floor Plan and Approximate Dimensions, which is incorporated into this PWS for Contractor planning and design. The floor plan depicts the centralized storage area, relevant entrances and adjacent areas, and the approximate electrical-panel location.

The floor plan and approximate dimensions shown in Appendix A are provided for planning and quotation purposes. The Contractor shall verify field conditions and dimensions before finalizing the storage layout, furnishing materials, or beginning installation.

No additional space limitations beyond the allocated area and field conditions depicted in Appendix A have been identified.

3.4 Installation Hours

On-site installation activities may be performed between 8:00 a.m. and 4:30 p.m. Mountain Time, unless otherwise approved in writing by the Contracting Officer’s Representative (COR).

3.5 Infection Control Requirements

The Contractor shall coordinate with the appropriate GIMC Infection Control personnel upon arrival and prior to beginning on-site installation activities, as applicable

3.6 Electrical and Network Conditions

An electrical panel is accessible on the Ground East floor of the facility. No electrical or network limitations have been identified at this time.

3.7 Facility Access

Required facility access will be coordinated with the COR, or the COR’s designee, who in turn will coordinate with IHS IT, Security, Facilities, Infection Control, Medical Supply, clinical-area representatives, and other GIMC stakeholders, as applicable, to facilitate the Contractor’s appropriate access to the Ground East floor and other applicable areas within Gallup Indian Medical Center.

3.8 Information Technology Requirements

The optimized storage solution shall be compatible with, and operate in coordination with, GIMC’s existing information-technology environment and infrastructure. This requirement is for compatibility and operational coordination with the existing environment.

The M-System will remain GIMC’s system of record for the two-bin workflow. A separate contractor-furnished software platform is not required to serve as the system of record.

The Contractor shall ensure compatibility with existing wired and wireless networks and shall support the use of six (6) Government-furnished AML Scepter Pro barcode scanners, Model M8803-16-01-57, which will be used as part of the new workflow.

The optimized storage solution shall operate alongside GIMC’s existing Morris System (M- System) and shall exchange inventory information with the M-System. Information exchanged shall include, at a minimum, item-master data, inventory usage/consumption data, par levels, replenishment/reorder triggers, and inventory transaction records.

The solution shall support barcode-based inventory workflows, Government data access and export, and future integration with Government analytics or reporting platforms. The solution shall be designed to allow the Government to access, retrieve, and export Government inventory information in a usable, nonproprietary format.

The Contractor shall coordinate all system connectivity, information exchange, configuration, technical approach, testing, data migration or synchronization activities, and use of GIMC network resources with GIMC IT personnel. The Contractor shall not establish connectivity to, alter, configure, access, transmit data to, or extract data from the M-System except as authorized in writing by the Contracting Officer and coordinated with GIMC IT personnel.

The solution shall be capable of operating within a Government-controlled environment, including on-premises or virtual-server configurations, as applicable. The Contractor shall comply with all applicable Government information-security, privacy, cybersecurity, and data-handling requirements. The Contractor shall not use contractor-hosted, cloud-hosted, or other external systems to process, store, transmit, or maintain Government data unless expressly authorized in writing by the Contracting Officer after coordination with GIMC IT personnel.

4. Brand Name or Equal and Salient Characteristics

4.1 Brand Name or Equal Requirement

The optimized storage and replenishment solution shall be brand name or equal to the BlueBin 2- Bin Kanban System. The BlueBin 2-Bin Kanban System is referenced solely to describe the level of quality, functionality, and performance required by the Government. An offered equal product shall meet or exceed the salient characteristics in Section 4.2.

4.2 Salient Characteristics

The optimized storage and replenishment solution shall meet or exceed the following salient characteristics:

1) Two-bin Kanban functionality. The solution shall use a standardized two-bin replenishment process in which each applicable supply item is maintained in two separately identified bins or equivalent physical containers. When the active bin is depleted, an empty-bin signal, card, barcode scan, or equivalent signal shall initiate or document replenishment while a reserve bin remains available for continued clinical use.

2) Visual inventory management. The solution shall provide standardized visual controls that enable authorized personnel to determine supply status, bin location, item identification, replenishment quantity or par level, and replenishment condition without reliance on manual inventory counts.

3) Healthcare point-of-use suitability. The solution shall be suitable for hospital and clinical point-of-use medical-supply environments, including inpatient, outpatient, procedural, emergency, warehouse, and centralized medical supply storage areas.

4) Physical storage components. The solution shall include, as applicable, durable bins or equivalent containers, dividers, holders, labels, visual signals, Kanban cards or equivalent replenishment indicators, reuse of existing shelving that is available and suitable for use, and any additional shelving or storage-configuration components necessary to implement the approved design.

5) Standardized item identification. The solution shall support clearly legible item identification and standardized labeling, including, as applicable, item description, item number or SKU, unit of measure, bin location, par level or replenishment quantity, and barcode identification.

6) Replenishment workflow. The solution shall support repeatable replenishment workflows using empty-bin, card, barcode, or equivalent visual replenishment signals. The workflow shall support defined par levels, replenishment or reorder triggers, inventory usage or consumption recording, and inventory transaction records.

7) Barcode-based workflows. The solution shall support barcode-based inventory workflows and be compatible with GIMC’s existing AML barcode scanners, subject to Government authorization.

8) M-System inventory-information exchange. The solution shall operate alongside GIMC’s existing Morris System (M-System) and shall exchange inventory information with the M- System through a Government-authorized automated or semi-automated electronic method.

The method shall not rely solely on manual reentry of inventory information. The required inventory-information exchange shall include item-master data, inventory usage and consumption data, par levels, replenishment and reorder triggers, and inventory transaction records.

9) Government data access and export. The solution shall provide the Government access to Government inventory information and the ability to export the information in a usable, nonproprietary, Government-accessible format.

10) Analytics readiness. The solution shall support future integration with Government analytics or reporting platforms. This requirement does not require the Contractor to furnish an analytics platform.

11) Implementation capability. The Contractor shall provide assessment, design, slotting, par-level development, installation, labeling, inventory transition, go-live support, and post-implementation validation.

12) On-site training. The Contractor shall provide on-site system and Kanban training at GIMC for twenty-two (22) Government personnel. The total of 22 personnel includes train-the-trainer instruction for seven (7) Government personnel from within the total group of 22 personnel.

13) Scalability and sustainment. The solution shall support the listed GIMC storage locations, future expansion, and sustainment by trained Government personnel after contract completion.

5. Performance Requirements

5.1 Assess and Validate Existing Storage Operations

The Contractor shall assess the storage locations identified in Section 3.2 and validate the current-state inventory baseline. The assessment shall identify storage inefficiencies, workflow gaps, space-utilization concerns, inventory-control issues, inconsistencies in labeling or bin configuration, and opportunities to reduce excess, duplicate, or expired inventory.

The Contractor shall validate the Government’s approximate 3,538-SKU baseline and document material discrepancies identified during the assessment. The Contractor shall coordinate assessment activities with Medical Supply and the COR to minimize disruption to patient-care operations.

5.2 Design the Optimized Storage and Replenishment Solution

The Contractor shall develop a design that standardizes storage and replenishment practices across the storage locations identified in Section 3.2 and the centralized medical supply storage location. The design shall include, as applicable, storage layouts, slotting logic, bin types, labeling conventions, visual controls, two-bin Kanban methodology, par-level methodology, replenishment triggers, workflow configuration, and inventory-transfer and transition practices.

The design shall address continuity of clinical operations, emergency supply availability, safety, infection-control coordination, installation conditions, and the Contractor’s proposed approach for the required M-System inventory-information exchange.

The Contractor shall obtain Government approval of the optimized storage design, information-exchange approach, and implementation plan before establishing system connectivity or information exchange with the M-System.

5.3 Implement the Solution

The Contractor shall implement the Government-approved optimized storage and replenishment solution at the storage locations identified in Section 3.2 and the centralized medical supply storage location. Implementation shall include physical setup and configuration of applicable shelving, bins, labels, visual controls, storage locations, par levels, replenishment triggers, barcode-based workflows, and standardized processes. GIMC Medical Supply staff will assist with the physical transfer of approximately 30 percent of the existing inventory/stock into the new bins and designated storage locations. The Contractor shall be responsible for physically transferring the remaining approximately 70 percent of the existing inventory/stock into the new bins and designated storage locations.

The Contractor shall phase work to minimize disruption to patient care, clinical operations, emergency supplies, and routine supply availability.

5.4 Information Technology and M-System Coordination

The optimized storage solution shall be compatible with, and operate in coordination with, GIMC’s existing information-technology environment and infrastructure. This requirement is for compatibility and operational coordination with the existing environment.

The Contractor shall provide technical documentation, product specifications, system architecture information, interface information, data-format information, test procedures, and other information reasonably requested by the COR or CO to support Government review.

The storage solution shall exchange required inventory information with the M-System through a Government-authorized automated or semi-automated electronic method. The method shall not rely solely on manual reentry of inventory information. The Contractor shall demonstrate that the proposed method supports accurate, timely, secure, and traceable exchange of item-master data, inventory usage and consumption data, par levels, replenishment and reorder triggers, and inventory transaction records.

The solution shall support barcode-based inventory workflows, Government data access and export, and future integration with Government analytics or reporting platforms.

The Contractor shall not establish connectivity to, access, transmit data to, or extract data from the M-System until authorized by the Government through the CO following Government internal coordination by the COR or the COR’s designee. The Contractor shall provide reasonable technical support and conduct approved testing needed to implement the authorized information-exchange approach.

5.5 Training and Change Management

The Contractor shall provide structured, on-site system and two-bin Kanban training at GIMC for a total of twenty-two (22) Government personnel. The total of 22 Government personnel includes the 7 personnel designated by the COR to receive enhanced train-the-trainer instruction.

The Contractor shall provide instructor labor, training materials, job aids, standard-work documentation, equipment, and other resources necessary to conduct effective on-site training.

Training shall use the installed optimized storage solution and, when practical, occur in applicable clinical, warehouse, and centralized medical supply storage areas to provide hands-on instruction in the actual operating environment.

Training shall address barcode-based inventory workflows, two-bin Kanban operations, replenishment processes, par-level management, labeling and visual-management practices, and use of the optimized storage solution in coordination with the M-System. The Contractor shall provide enhanced on-site train-the-trainer instruction to COR-designated personnel selected from within the total group of 22 trainees. The train-the-trainer instruction shall enable designated personnel to provide refresher training, orient new personnel, reinforce standard work, and support continued operation after contract completion.

The Contractor shall provide a formal training program that includes competency validation or certification for the twenty-two (22) designated Government personnel. The training shall demonstrate that personnel are capable of performing applicable standardized processes, including barcode-based workflows, two-bin Kanban operations, replenishment processes, par-level management, labeling and visual-management practices, and use of the storage solution in coordination with the M-System. The Contractor shall document attendance and competency-validation results and provide those records to the COR. The Contractor shall conduct post-implementation follow-up validation within ninety (90) calendar days after completion of implementation and training to assess successful adoption and long-term sustainability of the optimized storage solution

5.6 Provide Post-Implementation Validation and Closeout

After implementation and training are completed, the Contractor shall conduct post-implementation validation to assess user adoption, operational effectiveness, replenishment workflow performance, use of the solution, and long-term sustainability. The Contractor shall identify unresolved issues and provide recommendations or corrective actions within the scope of the contract.

6. Deliverables and Performance Standards

The Contractor shall submit the following deliverables by the required due dates. Deliverable acceptance will be determined using the applicable performance standards in this section.

No. Deliverable Minimum Required Content Due Date/ Timeframe

Performance Standard

1 Project Management Plan and Integrated Project Schedule

Project approach; key personnel;

communication and escalation procedures; milestones; risks and mitigation; coordination requirements;

and a schedule covering the 44-week implementation-and-training phase and the 90-calendar-day validation phase.

Within 15 calendar days after award

Submitted by the due date and provides a complete, feasible schedule for performance through the 60-week period of performance.

2 Current-State Assessment and Inventory Validation Report

Assessment findings for the locations in Section 3.2; workflow and inventory-control findings; validation of the approximately 3,538-SKU baseline; and material discrepancies.

Within 45 calendar days after award

Submitted by the due date and addresses all storage locations in Section 3.2.

3 Optimized Storage Design, IT Information- Exchange Approach, and Implementation Plan

Storage design; layouts or storage approach; Kanban and barcode workflows; par-level and replenishment methodology; proposed M-System information-exchange approach; testing approach; required materials; and implementation sequence.

Within 60 calendar days after award and before M-System information exchange begins

Submitted by the due date and addresses all requirements in Sections 4 and 5.

4 Installation, Transition, and On- Site Training Plan

Location-by-location implementation sequence; proposed work dates;

continuity-of-operations measures;

infection-control coordination; access needs; supply-transfer process; on-site training schedule for 22 trainees; and train-the-trainer curriculum.

At least 15 calendar days before on-site installation or training begins

Submitted by the due date and provides a feasible plan to minimize disruption to clinical operations.

5 Implemented and Operational Storage Solution

Completed implementation of the approved solution, including required physical setup, visual controls, labels, bins, par levels, replenishment workflows, barcode workflows, and authorized M-System inventory-information exchange.

No later than the end of Week 44

All required storage locations and the centralized medical supply storage location are safe, organized, labeled, and operational; required barcode workflows and authorized information exchange have been tested.

6 Training Completion Records and Go- Live/Stabilization Report

On-site training attendance for 22 trainees; competency-validation results;

confirmation of enhanced train-the-trainer instruction; go-live status by location; identified issues; and corrective-action status.

Within 10 calendar days after training and go-live, but no later than the end of Week 44

On-site training is completed for 22 of 22 Government personnel, including the train-the-trainer subset of 7; attendance and competency-validation results are documented.

7 Ninety-Day Post- Implementation Validation Report

Adoption results; operational effectiveness; replenishment workflow performance; unresolved issues; actions taken; and sustainability recommendations.

Within five (5) business days after completion of ninety (90)-calendar-day post-implementation validation period

Submitted by the due date and documents post-implementation validation and any unresolved issues or recommendations.

8 Final Project Closeout Report

Work-completion summary; final status of all required locations; inventory/SKU validation status; deliverable and training status; deficiency disposition;

documentation turnover; support contacts, if applicable; and sustainment recommendations.

No later than the end of Week 60 and after completion of the Ninety-Day Post- Implementation Validation Report and disposition of Government-identified deficiencies

Submitted by the due date and documents completion of all PWS requirements, disposition of identified deficiencies, completion of post-implementation validation, documentation turnover, and project closeout.

9 Deliverable Review and Correction

Corrected deliverables in response to Government-identified deficiencies.

As required The Government will complete technical review within 10 business days after receipt. The Contractor shall correct and resubmit a deficient deliverable within 5 business days after Government notification, unless another timeframe is approved in writing by the COR.

7. Government-Furnished Information, Access, and Coordination

Subject to applicable law, policy, privacy, security, and system-access requirements, the Government will make available existing inventory information and other information reasonably available and necessary for Contractor performance. This may include available item-master data, inventory data, usage and consumption information, par-level data, reorder information, transaction information, facility information, applicable operational procedures, and information relevant to the Morris System (M-System) and existing AML barcode scanners. The Government will facilitate coordination with Morris Systems, Inc., as needed, for the authorized M-System information-exchange approach.

The Government will designate a COR to coordinate and monitor Contractor performance. The COR, or the COR’s designee, will coordinate required internal Government activities with IHS IT, GIMC IT personnel, Security, Facilities, Infection Control, Medical Supply, clinical-area representatives, and other GIMC stakeholders, as applicable.

The Government will facilitate required access to GIMC facilities, the centralized medical supply storage location, the storage locations identified in Section 3.2, and available existing inventory information when necessary for performance and authorized by the Government. The Government will identify the 22 Government personnel to receive on-site training and will identify the 7 COR-designated train-the-trainer participants from within the total group of 22 personnel.

The COR, or the COR’s designee, will coordinate Government internal review of the Contractor’s proposed M-System inventory-information-exchange approach and will facilitate required Government technical, security, privacy, facility, and operational coordination.

The Government does not warrant that existing inventory information is complete, current, error-free, or sufficient for any purpose beyond its intended use in contract performance. The Contractor shall validate the available inventory information as part of the required assessment and identify material discrepancies to the COR.

8. Personnel, Confidentiality, and Information Security

Contractor personnel shall be properly trained and supervised; coordinate activities with the COR;

comply with all GIMC facility-access, safety, security, identification, and infection-control requirements; and wear visible identification while on-site. Contractor personnel requiring physical access to GIMC and/or logical access to IHS systems shall comply with applicable IHS HSPD-12 personnel-security and credentialing requirements, including applicable PIV credentialing, criminal fingerprint checks, and background investigations.

The Contractor shall protect all Government information and Government information systems used, accessed, created, received, maintained, transmitted, or exchanged in performance of this contract. The Contractor shall comply with applicable IHS, HHS, and Federal information-security, privacy, confidentiality, records-management, and incident-reporting requirements communicated by the Government.

The Contractor may use a contractor-hosted, cloud-hosted, commercial off-the-shelf, or other external system involving Government information only after written Government approval. Before deployment, connection, or production use, the Contractor shall provide the technical, security, privacy, architecture, records-management, and other documentation reasonably requested by the Government to support required review and authorization.

The Contractor shall notify the COR and CO immediately, and no later than one (1) hour after discovery, of any actual or suspected unauthorized access, disclosure, loss, theft, alteration, transmission, malware event, security incident, or breach involving Government information, the GIMC network, or the M-System. The Contractor shall preserve relevant records and evidence, cooperate with Government incident-response activities, and take no public-disclosure action unless authorized in writing by the CO.

8.1 Information and Communication Technology Accessibility

All contractor-furnished information and communication technology (ICT), including hardware, software, applications, platforms, electronic interfaces, electronic documentation, training materials, and support services furnished under the resulting purchase order, shall conform to applicable Section 508 accessibility requirements.

The Contractor shall comply with the Revised Section 508 Standards at 36 CFR Part 1194. The following Chapter 2 Scoping Requirements apply to ICT furnished under this requirement:

E204 – Functional Performance Criteria E205 – Electronic Content, including applicable WCAG 2.0 Level A and Level AA requirements E206 – Hardware E207 – Software E208 – Support Documentation and Services

Contractor-furnished ICT shall be compatible with applicable assistive technologies, including screen readers, screen magnifiers, and speech-recognition software, as required by the applicable Section 508 standards.

The Contractor shall provide current accessibility-conformance documentation for contractor-furnished ICT. Government acceptance of ICT deliverables may include validation of conformance with the applicable Section 508 requirements. The Government reserves the right to test contractor-furnished ICT for Section 508 conformance prior to acceptance. The Contractor shall correct Government-identified accessibility deficiencies in accordance with the resulting purchase order.

9. Period of Performance

The period of performance shall be sixty (60) weeks from the date of award.

The first forty-four (44) weeks are for assessment, design, delivery, installation, implementation, authorized M-System inventory-information exchange, on-site training, go-live, and correction of deficiencies identified during implementation and training.

The ninety (90)-calendar-day post-implementation validation period shall begin after completion of implementation and training. During the post-implementation validation period, the Contractor shall perform follow-up validation, assess adoption and sustainability of the optimized storage solution, address deficiencies within the scope of the contract, and submit the required validation documentation to the COR.

Following completion of the post-implementation validation period, the Contractor shall complete final deficiency disposition, documentation turnover, and project closeout.

All services, deliverables, corrective actions within scope, and project-closeout requirements shall be completed within the sixty (60)-week period of performance.

Appendix A – Centralized Medical Supply Storage Area Reference Floor Plan and Approximate Dimensions Ground East Floor i