SOW - Lawton Service Unit Automation Workflow Solution- 12.15.25.pdf

Department of Health and Human Services

Indian Health Service

Statement of Work (SOW)

Lawton Service Unit – Pharmacy Workflow, Automation, Dispensing, & Inventory System

1. PURPOSE OF THE PROJECT

The Lawton Service Unit, Indian Health Services (IHS) has a need for a highly automated completely walk away pharmacy solution for the safe and accurate dispensing of medications to the patients of the service unit.

This system must protect PHI and be compatibility with IHS computer systems. This system will be needed at the following pharmacies within the service unit:

I. Lawton Indian Hospital Outpatient Pharmacy, 1515 Lawrie Tatum, RD Lawton, OK 73507 (580) 354-

II. Anadarko Indian Health Center Outpatient Pharmacy, 201 Parker McKenzie Drive, Anadarko, OK

73005 (405) 247-7947

III. Carnegie Indian Health Center Outpatient Pharmacy, 212 E 4th St, Carnegie, OK 73015 (580) 121-1109

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide a pharmacy workflow solution for 3 pharmacies at the Lawton Service Unit. This equipment will be leased and supported at the following sites as outlined below: The Lawton Indian Hospital

Pharmacy, the Anadarko Indian Health Center Pharmacy, and the Carnegie Indian Hospital Pharmacy.

I. Lawton Indian Hospital Pharmacy

Item Quantity

Script Pro Work Stations or equivalent, Windows 11 installed 13

SP Printer or Equivalent, Windows 11 installed 8

Script Pro Robot SP200 or equivalent, Windows 11 installed 2

Script Pro Robot SPCRS or equivalent, Windows 11 installed 1

Script Pro Robotic Cell Multiplexor or equivalent, Windows 11 installed 2

Number pad keyboard (new) 1

ScriptPro Inventory Management (SIM) Or Equivalent, Windows 11 installed 1

SP Report Printer or equivalent, Windows 11 installed 1

Eyecon 9420 with Script Pro Interface or equivalent, Windows 11 installed 1

Interface with Oracle Health PATH EHR 1

II. Anadarko Indian Health Center Pharmacy

Item Quantity

Script Pro Work Stations or equivalent, Windows 11 installed 5

SP Printer or Equivalent, Windows 11 installed 5

SP Central Server or equivalent, Windows 11 installed 1

Script Pro Robot SP200 upgraded to windows 11 or later or equivalent 1

Script Pro Robotic Cell Multiplexor or equivalent 2

SP Report Printer or equivalent, Windows 11 installed 1

Signature pad or equivalent, Windows 11 installed 1

Eyecon 9430 able to scan vials with Script Pro Interface or equivalent, Windows 11 installed 1

ScriptPro Inventory Management (SIM) Or equivalent, Windows 11 installed 1

Interface with Oracle Health PATH EHR 1

III. Carnegie Indian Health Center Pharmacy

Item Quantity

Script Pro Work Stations or equivalent, Windows 11 installed 3

SP Printer or equivalent, Windows 11 installed 3

SP Central Server or equivalent, Windows 11 installed 1

Script Pro Robot SP100 upgraded to windows 11 or later or equivalent with gripper calibrated to same vials as other pharmacies

SP Printer or equivalent, Windows 11 installed 1

Backup batteries (internal) 2

Signature pads – (new) 2

Backup batteries (external) 3

Number pad keyboard (new) 1

Eyecon 9430 able to scan vials with Script Pro Interface or equivalent, Windows 11 installed 1

ScriptPro Inventory Management (SIM) Or Equivalent, Windows 11 installed 1

Interface with Oracle Health PATH EHR 1

This system and its equipment must display compatibility with RPMS and the equipment required must be able to fit in all three pharmacy locations without the need to remodel existing pharmacy spaces. Specifically at the

Lawton Indian Hospital, the Script Pro Robot SPCRS or equivalent must fit within the existing narcotics room with existing equipment without requiring a remodel of the space due to the room’s proximity to the sterile compounding area. The automated dispensing robots must operate independently of staff intervention with the exception of refilling the robot with the appropriate cells and should integrate with the inventory management software to ensure up to date inventory levels. The contractor shall provide technical support, customer service, software updates, and labor and parts when needed to ensure proper system functionality.

The contractor shall provide/support a bi-directional interface with the IHS Oracle Health (PATH EHR/

Millennium) Outpatient Pharmacy software to receive prescription information.

The contractor shall provide/support a bi-directional interface to the BD GSL will call system to send prescription information and to receive pick-up information back from BD GSL.

3. PERIOD OF PERFORMANCE

3.1 The base period of performance will be 9 months from the date of the award with 2 option years (33 months total).

4. LEVEL OF EFFORT

4.1. The contractor shall be responsible for the delivery and installation of equipment at the Indian Health

Service sites and perform system tests to verify proper installation and communication with IHS systems.

4.2. Training: Contractor shall provide training on site for initial operator, management, and administrator roles.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV

DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management. - (Security Clearance for on-site human services)

5.2. The Lawton Service Unit is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. The product selected must have an existing RPMS interface or have the capacity to supply

RPMS interface by the time of contract implementation.

5.4. The product selected must have an interface with Oracle Health PATH EHR or have the capacity to supply an Oracle Health PATH EHR interface by the time of contract implementation.

5.5. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery 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 Lawton Indian

Hospital or Anadarko Indian Health Center officials, presenting valid identification, smoking restriction and any safety procedures.

5.6. Section 508 and Accessibility:

5.6.1. This product must conform to the Revised Section 508 (https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines) and WCAG 2.0 Level AA standards as outlined below.

5.6.2. Solicitations for supplies and services shall require the submission of a Section 508 Product

Assessment Template. The template can be found at https://www.itic.org/policy/accessibility/vpat.

Electronic and Information Technology Accessibility Notice (DEC 2015)

(a) Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the

Workforce Investment Act of 1998 and the Architectural and Transportation Barriers

Compliance Board Electronic and Information (EIT) Accessibility Standards (36 CFR part

1194), require that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

Section 508 also requires that individuals with disabilities, who are members of the public http://www.itic.org/policy/accessibility/vpat seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

(b) Accordingly, any offeror responding to this solicitation must comply with established

HHS EIT accessibility standards. Information about Section 508 is available at http://www.hhs.gov/web/508. The complete text of the Section 508 Final Provisions can be accessed at http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards.

(c) The Section 508 accessibility standards applicable to this solicitation are stated in the clause at 352.239-74, Electronic and Information Technology Accessibility.

In order to facilitate the Government's determination whether proposed EIT supplies meet applicable Section 508 accessibility standards, offerors must submit an HHS Section 508

Product Assessment Template, in accordance with its completion instructions. The purpose of the template is to assist HHS acquisition and program officials in determining whether proposed EIT supplies conform to applicable Section 508 accessibility standards. The template allows offerors or developers to self-evaluate their supplies and document - in detail

- whether they conform to a specific Section 508 accessibility standard, and any underway remediation efforts addressing conformance issues. Instructions for preparing the HHS

Section 508 Evaluation Template are available under Section 508 policy on the HHS Web site http://www.hhs.gov/web/508.

In order to facilitate the Government's determination whether proposed EIT services meet applicable Section 508 accessibility standards, offerors must provide enough information to assist the Government in determining that the EIT services conform to Section 508 accessibility standards, including any underway remediation efforts addressing conformance issues.

(d) Respondents to this solicitation must identify any exception to Section 508 requirements.

If a offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies or services delivered do not conform to the described accessibility standards, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense

5.7. The contractor shall not disclose or cause to disseminate any information concerning operations of Lawton

Indian Hospital, Carnegie Indian Health Center, or Anadarko Indian Health Center. Such action(s) could result in violation of the contract and possible legal actions.

5.7.1. 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.

http://www.hhs.gov/web/508 http://www.access-board.gov/guidelines-and-standards/communications-and-http://www.hhs.gov/web/508

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will 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 employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:15pm. 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 meets 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 24 hours per day 7 days per week.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall supply the facilities, supplies and the equipment of the Pharmacy Department and all hospital specialty/support staff. Use of government furnished facility space, equipment, supplies, and personnel are for the provision of services set forth in this contract only.

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, to include but not limited to:

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

Measurables to be evaluated at the conclusion of awarded contract:

Performance is acceptable ☐YES ☐NO ☐N/A

Responsibilities of contractor to provide onsite maintenance annually and at request of LSU have been fulfilled timely and appropriately.

☐YES ☐NO ☐N/A

Upheld Standards & Guidelines of accrediting organizations, national, state, and local regulating agencies, and LSU Policy and

Procedures

☐YES ☐NO ☐N/A

Quality Control met and provided when required ☐YES ☐NO ☐N/A

Technical Support provided when required. ☐YES ☐NO ☐N/A

Customer Service was provided to LSU ☐YES ☐NO ☐N/A

Interfaces to PATH EHR and BD-GSL Will Call system ☐YES ☐NO ☐N/A

Additional Measurables to be evaluated:

Software Updates were maintained. ☐YES ☐NO ☐N/A

Labor and Parts were provided when requested or necessary. ☐YES ☐NO ☐N/A

Staff training conducted by contractor is acceptable. ☐YES ☐NO ☐N/A

Department Supervisor Signature: ______________________________

Administrative Officer Signature: _______________________________