J01 SOW WEBEHRS 2027-2032.docx

Web-based Environmental Health Reporting System: Scope of Work This is a request for a highly configurable commercial-off-the-shelf (COTS) database driven, web-based environmental health system (Web-EHRS) that will support a nationwide environmental health program. The system will be configured or modified as described in section 2. The system will be utilized at the national, regional, and field levels by approximately 250 environmental health specialists. The contractor must have technical experience or competency in the fields of environmental and public health. The anticipated start of performance date is February 2027.

1. The COTS System shall

a. Document establishment and operator information where environmental health services are provided by IHS. Users can add or modify establishment information. Managers can verify and approve changes.

b. Allow users to document, track and report on 1) work including inspections and other activities related to establishments and 2) work that may not be related to establishments such as referrals, complaints, investigations, projects, and training.

c. Allow users to attach pictures, PDFs, spreadsheets and other common electronic files to any work record.

d. Allow users to email completed reports, with selected electronic attachments (photos spreadsheets, etc.), directly from the system.

e. Referrals, complaints, investigations, and projects should permit multiple related activities to be entered under a single overarching referral, complaint, investigation, or project. System should allow users to associate individual activities with an establishment of their choosing.

f. Provide electronic inspection data collection capability to be used by environmental health inspectors both in the field on mobile devices and in the office using a web-based version. The mobile version can be run while not connected to the internet and brings all browser-based features to mobile devices for real-time use in the field.

i. Electronic inspection forms/checklists will provide access to applicable code and regulatory references related to specific violations such that they can be integrated into the inspection report.

ii. Electronic inspection forms/checklists, referrals, complaints, investigations, projects activities available on the web browser-based version will also be available on the mobile version.

iii. The inspection form/checklist format, regardless of subject material, will emulate the form, function, and layout of the FDA Food Code checklist. An example of this checklist can be seen in Annex 7, Form 3a of the FDA 2022 Food Code.

iv. Electronic inspection forms/checklists can be printed from both the web and mobile versions. Print format will follow the same layout described in Annex 7, Form 3a of the FDA 2022 Food Code.

g. Provide user permission levels based on user roles and geographic locations.

i. User administration interface for use by IHS mangers to add/edit users or user permissions.

ii. Table update/edit interface for use by IHS Headquarters managers. Ability to add/edit/modify survey types, violation codes, definitions, canned comments and electronic inspection forms.

h. Allow users to select, monitor, trend, and report specific electronic inspection violations.

i. Provide comprehensive data export functionality with parameters defined by the user.

j. Provide user support which includes the following items:

i. Application documentation

1. User Manuals for Environmental Health Inspectors.

2. Administrator Manuals for HQ and Area (regional) managers.

ii. Ability to broadcast email to system users.

iii. A help desk which has a toll free number and email address and is available 8 am to 8 pm Eastern Time, Monday through Friday.

k. Meet Federal IT/Security/FedRAMP/Accessibility requirements.

i. Offerors shall provide their FedRAMP certification/authorization status of the proposed solution and cloud service provider or describe their current security authorization status and ability to support IHS Office of Information Technology review and IHS Authorization to Operate requirements.

ii. Offerors shall describe available deployment models, including SaaS, Government cloud-hosted, contractor-hosted, and deployments capable of operating within an IHS-managed environment or behind the IHS firewall.

iii. Offerors must demonstrate how their solution can provide secure user authentication and access management, including Single Sign-On (SSO) and Multi-Factor Authentication (MFA), role-based access control, audit logging, and support for both federal and non-federal users.

iv. Offerors shall describe how their solution supports PIV-compatible authentication or other federal identity requirements as determined by the IHS Office of Information Technology.

l. Have data redundancy and backup.

m. Ensure error resolution as follows:

i. Issues that impact overall system usability shall be resolved within 8 hours of discovery.

ii. Issues that do not impact overall system usability but do impact system users shall be resolved within 72 hours of discovery.

n. Have the capacity to support standards-based Application Programming Interfaces, web services, scheduled exports, and data exchange/integration methods to support reporting and connection with external database products or commercial databases.

o. Offerors shall describe any available mapping or geographic information capabilities, including the ability to capture location information, display records geographically, or support geographic reporting.

p. Have routine evaluations for system and data quality assurance.

q. Have routine system maintenance (hardware and software) provided by the contractor.

r. Provide a minimum of 24 hours’ notice prior to any action that will result in the system being inaccessible to users. An expected time of the system being back online will be included in the notice.

2. The contractor shall configure or modify the system to include these requirements

a. Provide additional electronic inspection forms/checklists as requested by the IHS. IHS will provide applicable violations lists and associated code or regulatory references for each additional inspection type as needed.

b. Calculate Resource Requirements Methodology (RRM) figures to determine workload and support current and historical RRM reporting. The RRM value is based on the number of establishments and the work-day factor associated with each type of establishment as well as other pre-defined factors. (Calculation methodology for RRM is available upon request).

c. Allow IHS to track the current service responsibility/status for tribes and establishments, including changes over time, to support workload tracking, reporting, and RRM calculations.

d. Establishments shall be identified using codes from the IHS coding system for Area, Service Unit, Tribe, Reservation, and Community. The IHS Standard Code Book may be viewed at http://www.ihs.gov/scb/index.cfm?module=disp_tablesSCB&newquery=1. Other IHS codes may be required and will be provided by IHS.

e. Document, track, and report tribal codes and ordinances such as food codes, fire codes, primary seat belt ordinances, and housing codes.

The implementation phase must incorporate the following critical transition activities:

· Data Migration: The contractor shall plan and execute the migration of historical inspection and establishment data from the legacy system into the new platform.

· User Acceptance Testing (UAT): Prior to final launch and acceptance, the contractor shall conduct a formal UAT period to allow IHS environmental health specialists to test the system.

3. Reporting Capability The system shall generate the following reports:

a. Resource Requirements Methodology (RRM)

b. Environmental health and management related pre-existing reports and the ability to create ad-hoc reports from all data fields

c. System flexibility to allow IHS the ability to add/modify/delete and manage ad-hoc reporting fields

d. Summary reports based on user selected parameters

e. User selected inspection violation trend reports

f. Service responsibility/status reports

g. Tribal code and ordinance reports

h. Workload planning and prioritization reports (i.e. next survey or activity due date calendar)

4. Training The contractor shall provide:

a. Up to two on-site train-the-trainer sessions the first and third years of the contract

b. Up to two live webinars per year Mandatory References:

· IHS Standard Code Book - http://www.ihs.gov/scb/index.cfm?module=disp_tablesSCB&newquery=1

· Resource Requirements Methodology

· Annex 7, Form 3a of the FDA 2022 Food Code - https://www.fda.gov/food/fda-food-code/food-code-2022