SOW_ ERP Phase 3 Deployment_IHS-1526672_DRAFT.pdf

Statement of Work Enterprise Resource Planning (ERP) System (LINK) Phase 3 Deployment

1. PURPOSE OF THE PROJECT

The purpose of this Statement of Work (SOW) is to define the services, deliverables, and responsibilities required to execute Phase 3 of the IHS NSSC Supply Chain Modernization initiative. Phase 3 focuses on expanding, enhancing, and operationalizing the NSSC Supply Chain Resource Planning (SRP) solution across IHS’s warehouse network and supporting business processes. This phase delivers significant functional, technical, and operational improvements across supply chain execution, warehouse operations, Oracle Cloud applications, analytics, and AI-enabled decision support.

Phase 3 includes comprehensive system enhancements such as advanced reporting, executive dashboards, expanded VLM integrations, improved warehouse selection logic, and new user-facing capabilities within the Order Capture Portal. It also includes the migration of the existing OKC warehouses into one larger new facility, ensuring continuity of operations and alignment with future growth.

In addition, Phase 3 introduces AI-driven enhancements across procurement, supply chain, and reporting processes. This includes digital assistant capabilities, automated analytics, predictive insights, and workflow automation to improve operational efficiency and decision-making. The project also includes the transition to the Oracle Redwood User Interface and structured knowledge transfer to the IHS NSSC IT team to support long-term sustainability.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide:

Task 1 – Enhancements to Supply Chain Resource Planning solution (Base Year 09/1/2026 to 08/31/2027)

2.1 Reporting & Data Analysis Discovery

• Conduct structured discovery sessions with designated leadership stakeholders to define requirements for dashboards, key performance indicators (KPIs), and reporting needs.

• Document all reporting requirements and provide a consolidated summary of findings.

• Develop and recommend a reporting framework aligned with business and operational objectives.

2.2 VLM Integration Across All Warehouse Facilities

• Extend the existing Vertical Lift Module (VLM) integration from the OKC facility to all designated warehouse locations, including Gallup and the new facility.

• Integrate an additional five (5) to ten (10) material handling units.

• Enhance the integration to support the following capabilities:

o Integrate receiving transactions o One additional workflow enhancement identified during discovery and approved by the

Government

2.3 Order Picking Logic & Warehouse Selection Enhancements

• Enhance the Order Capture Portal to enable order entry independent of a predefined supply warehouse.

• Design, configure, and implement logic to:

o Determine the optimal fulfillment facility based on defined criteria o Split orders across multiple warehouses when required o Automatically generate multiple orders to support multi-facility fulfillment

2.4 Customer Portal Enhancements

• Implement functionality enabling users to create and manage item “favorites” lists.

• Enable users to add items from saved lists directly into orders.

• Enhance portal communication capabilities, including:

o Display of banner notifications for outstanding surveys and forms o Automated email notifications for outstanding surveys and forms o Configuration of surveys/forms as optional or mandatory o Generation of a weekly summary report to NSSC Customer Service identifying outstanding maintenance requests, including both user- and facility-related items.

2.5 Item Location Standardization & Slotting Optimization

• Analyze item movement velocity and existing warehouse slotting configurations.

• Provide recommendations to improve slotting efficiency and alignment with sourcing rules.

• Implement approved adjustments to improve picking efficiency and operational performance.

• Develop and deliver reporting to support ongoing slotting optimization and inventory rationalization.

2.6 Oracle Redwood User Interface Migration

• Support the transition of existing system processes to the Oracle Redwood User Interface.

• Validate system functionality following migration and update configurations as required.

• Support user adoption, including issue resolution and usability alignment.

2.7 Digital Assistant & AI Workflow Enablement

• Identify and document use cases for AI and digital assistant capabilities across the supply chain, procurement, and related business processes.

• Design and implement approved AI-enabled capabilities, including:

o Workflow enhancements supporting procure-to-pay (P2P) vendor collaboration.

o GenAI-based virtual assistants capable of interpreting procurement-related queries and providing automated responses.

o Automated reporting processes to generate analytical outputs, including category insights, market analysis, cross-functional summaries, and trend identification.

2.8 Executive Dashboards for High-Level Decision Support

• Design, develop, and implement ten (10) executive dashboards to support strategic and operational decision-making. The dashboards shall be configured to present data in a clear, structured, and actionable format suitable for leadership use.

• The dashboards shall include capabilities for advanced analytics and data visualization, including, but not limited to, the following functional areas:

o Budget trend analysis, including multi-year trends, variance analysis, and graphical representations o Operational performance monitoring, including modeling of order fulfillment cycle times, calculation and visualization of average cycle times, and analysis of performance against required ship dates.

• Ensure that all dashboard outputs are accurate, timely, and aligned with approved business requirements.

• Support validation of dashboard requirements, definitions, and prioritization during the Reporting & Data Analysis Discovery phase described in Section 2.1.

2.9 Knowledge Transfer & IT Team Enablement

• Provide structured knowledge transfer and hands-on training to designated IHS NSSC IT personnel.

• Enable the internal team to perform routine system configuration changes and provide ongoing operational support.

2.10 OKC Facility Migration to New Warehouse

• Implement inventory management capabilities within the new warehouse facility.

• Collaborate with NSSC stakeholders to design the inventory management solution.

• Migrate all data, configurations, and operational processes from the existing OKC facility to the new warehouse environment.

2.11 Financial Optimization

• Implement automation for invoicing of advance payments and generate required data files for the

UFMS system.

• Automate cash receipt processing for bill-for-collection and advance payment transactions.

• Implement enhancements to support reconciliation processes.

• Support the processing of third-party invoices.

• Enable reporting and analysis of budget-to-actual financial performance.

2.12 Inventory Optimization

• Implement inventory tracking using barcode scanning at the location level, including lot number and expiration date tracking.

• Optimize product distribution based on customer geographic location and historical ordering patterns.

2.13 FedEx and Printer Migration to Cloud and Printer

• Establish and configure the required connectivity to enable FedEx integration within the cloud environment.

• Collaborate with IHS to design and implement a solution to support printing from Oracle Cloud to

IHS network printers, utilizing methods including, but not limited to, VPN tunneling or approved network port configurations.

Task 2 - Production Operations Support (09/1/2027 to 08/31/2029)

• Provide incident, change, and release management support, including tracking, prioritization, and resolution of service requests in accordance with defined service levels. This shall include coordination with Oracle support services for issue escalation, service requests (SRs), and defect resolution, as well as support for custom-developed applications, including the Order Capture and Customer Portal.

• Support application monitoring, including Oracle Fusion Cloud and all custom-developed components, as well as integration and interface management, to ensure reliable system performance and data integrity.

• Support quarterly Oracle Fusion Cloud update cycles, including impact assessment, testing, and validation of business processes across both Oracle Fusion and integrated custom applications, including the portal.

• Maintain system configurations within Oracle Fusion, including business rules, workflows, roles, and security settings, and shall support configuration and minor enhancements (less than 40 hours), in accordance with approved change management processes.

• Provide support for the custom portal, including user access management, defect resolution, and ensuring continued alignment with business requirements.

• Maintain and update system documentation, standard operating procedures (SOPs), and knowledge artifacts for both Oracle Fusion and custom-developed applications to support ongoing operations and continuous improvement.

• Provide periodic operational reporting and participate in governance reviews, including reporting on incidents, service levels, system performance, and enhancement backlog status across Oracle Fusion and the portal, to ensure alignment with business and technical objectives.

• Support monthly operational reviews by providing monthly operational reports, including production incident metrics and enhancement backlog status.

Task 3 – Optional Task: Additional Process Improvements and Enhancements (Time and Materials,) (09/01/2026 to 08/31/2028)

• Provide additional process improvements, system enhancements, and technical support services on a Time and Materials (T&M) basis, as directed by the Government, with a total level of effort not to exceed 1 million dollars.

• The scope of this task is intended to support emerging requirements, continuous improvement initiatives, and enhancements identified during the execution of Task 1 or at any time during the period of performance.

• Perform activities under this task only upon written authorization from the Government, including approval of scope, level of effort, and prioritization of work.

• Activities performed under this task may include, but are not limited to:

o Enhancements to Oracle Fusion Cloud configurations, workflows, and business processes o Enhancements to custom-developed applications, including Order Capture and Customer Portal o Development of additional reports, dashboards, and analytics capabilities

Process optimization and automation across supply chain, procurement, and warehouse operations o Enhancements to system integrations, interfaces, and data flows o Deployment of additional AI-enabled capabilities, reporting improvements, or decision-support tools o Usability improvements, user experience enhancements, and functional refinements

• Shall provide estimates for each requested effort, including level of effort, schedule, and expected outcomes, for Government review and approval before execution.

• Track and report hours expended under this task and provide periodic status updates, including work completed, work in progress, and remaining available hours.

• All work performed under this task shall align with the overall system architecture, security requirements, and operational standards established under Tasks 1 and 2.

3. PERIOD OF PERFORMANCE

• Task 1 – Enhancements to Supply Chain Resource Planning Solution (Base Year):

September 1, 2026 – August 31, 2027

• Task 2 – Production Operations Support:

September 1, 2027 – August 31, 2029

• Task 3 – Optional Task: Additional Process Improvements and Enhancements:

September 1, 2026 – August 31, 2028

4. LEVEL OF EFFORT

The contractor shall provide the following level of support:

4.1. Supply Enterprise Resource Planning (ERP) with phase three software installation and integration.

Include consultants, technical developers, integration specialists, data analysts, and project management resources necessary to support ERP enhancements, warehouse integration, reporting, AI enablement, and system migration activities.

Propose a detailed plan that aligns with the scope of work and ensures the timely delivery of all Task requirements.

Include resources necessary to support incident management, system maintenance, Oracle updates, integration support, and user support services. Staffing shall be scaled to meet service level requirements and system demand.

4.5 Provide training.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1303, To ensure compliance with Homeland Security Presidential Directive-12: Policy for a Common Identification Standard for Federal Employees and Contractors (HSPD-

12) It is the IHS policy that all staff and contractors who require physical access to federally controlled facilities and logical access to the IHS Information Technology (IT) networks and systems must obtain an HSPD-12-compliant access card. Individuals will be issued an access card upon meeting the HSPD-12 requirements and a favorable background investigation.

5.2. The US PHS National Supply Service Center (NSSC) is a tobacco/smoke-free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government-designated point of contact upon arrival when reporting for service calls or delivering supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include, but are not limited to, escort by a National Supply Service Center (NSSC) official, presenting valid identification, smoking restriction, and any safety procedures.

5.4. The contractor shall not disclose or cause to be disseminated any information concerning the operations of the National Supply Service Center (NSSC). Such action(s) could result in a violation of the contract and possible legal actions.

5.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor shall coordinate the delivery, installation, and training date with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employees will work with the pertinent government agency(s) to secure the needed dock access. No deliveries can be made after 3:15 pm. Driver needs a valid

ID.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meet the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

7. GOVERNMENT-FURNISHED PROPERTY, FACILITIES, AND SERVICES

7.1. The Government shall not need to provide property, facilities, or services for this requirement.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES, AND SERVICES

8.1. Required personnel, materials, supplies, and equipment: The contractor shall furnish all personnel, materials, supplies, and equipment required to perform work under the contract.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

TBD.