SOW Okinawa Pharmacy Modular Casework.pdf

Statement of Work

Modular Pharmacy Casework for Naval Hospital Okinawa

I. Introduction The purpose of this Statement of Work (SOW) is to procure and install commercial healthcare-grade modular pharmacy casework to support the operations of the US Naval Hospital Okinawa Pharmacy on Camp Foster, Japan.

The contractor shall supply all items, transit, delivery, assembly, installation, and cleanup services necessary to meet the requirements described herein, in accordance with standard commercial practices and military installation guidelines.

II. Description of Supplies/Equipment The contractor shall provide, deliver, and install commercially available items meeting the following requirements or their approved equivalents.

Item

Item Name Qty Specifications & Configurations

1 Check Station 1 Four (4) terminals with pass-thru capability, integrated holding area, base cabinets with dedicated openings/cutouts for trash receptacles, and upper storage units featuring gravity-fed shelves and secure doors.

2 Fill Station Counter

1 Four (4) terminals configured back-to-back (2x2). Each terminal must include a base cabinet optimized for a gravity-fed storage drawer, an integrated trash receptacle opening, and upper storage units with gravity-fed shelves and secure doors.

3 High-Density Mobile Shelving Cabinet

1 Floor-surface mounted unit measuring precisely nine (9) feet long by nine (9) feet wide by approximately seven (7) feet tall (9’ x 9’ x 7’).

Salient Physical and Functional Characteristics All modular pharmacy casework must meet or exceed the following operational standards:

• Medical Suitability: Specially designed for active pharmacy settings, facilitating efficient preparation, dispensing, and restocking of sensitive medications.

• Adjustability: Upper and lower shelving must be fully adjustable to accommodate variable pharmaceutical packaging sizes.

• Durability: Drawers must feature full-extension, heavy-duty ball-bearing slides rated for continuous pharmaceutical inventory loads.

• Security: All drawers and cabinets must be individually lockable with master-key compatibility.

• Workflow Integration: Physical layouts must seamlessly accommodate standard pharmacy technology, including computer terminals, barcode scanners, label printers, pill counters, balances, and automated dispensing systems.

• Modular Maintenance: Component design must allow for the maintenance, repair, and independent replacement of individual panels, drawers, or shelves without requiring the dismantling or removal of adjacent casework units.

• Ergonomics & Accessibility: Construction must conform to applicable Americans with Disabilities Act (ADA) or equivalent accessibility guidelines.

• Hygiene & Sanitization: All surfaces must be non-porous, seamless, resistant to degradation from harsh hospital-grade disinfectants, and designed to prevent dust/contaminant accumulation (e.g., sloped cabinet tops and sealed bases).

• Information Requirements (Submittals): The Contractor shall submit the following documentation to the Government for approval prior to shipping or fabrication:

1. Manufacturer product datasheets & finish/color swatches.

2. Detailed shop drawings/layout plans matching Attachment A: Pharmacy As-Built Drawing.

3. Manufacturer-published load ratings for shelves, drawers, and countertops.

4. Detailed seismic anchoring plan and instructions.

III. Shipping, Delivery, and Installation Requirements To ship to an overseas military base, you must follow strict international shipping and base access rules.

• Shipping Destination (Consignee):

US Naval Hospital, Okinawa Bldg 966, Camp Foster Pharmacy Department, Room# 1W0306 Tarawa Road, Ginowan Shi Okinawa, Japan 901-2221

• Base Access & Customs: The Contractor is solely responsible for obtaining all necessary Japanese customs clearances, SOFA (Status of Forces Agreement) stamps, and Camp Foster base access passes for personnel and delivery vehicles.

• Delivery Conditions: Delivery must be coordinated at least ten (10) business days in advance with the Government Point of Contact (POC). High-density mobile shelving and heavy casework components must be shipped via air or ocean freight packaged to withstand maritime environments.

Scope of Installation Services The Contractor shall provide complete "white glove" installation services. This is not a "drop-ship" requirement.

• Pre-Installation Site Verification: The Contractor must verify all physical dimensions of the pharmacy space, hallways, doorways, and service elevators leading to the final installation site prior to equipment fabrication or shipment. Dimensions must align with Attachment A: Pharmacy As-Built Drawing.

• Professional Assembly: Casework must be assembled and installed by manufacturer-certified installers.

The contractor must supply all tools, leveling shims, anchoring hardware, and equipment required for complete installation.

• Seismic Anchoring: Due to the high seismic activity level in Japan, all casework—specifically the High- Density Mobile Shelving Cabinet—must be securely anchored to the floor or wall structure in compliance with local structural engineering standards to prevent tipping, sliding, or displacement.

• Site Protection: The Contractor shall install temporary protective floor and wall coverings (e.g., Masonite, corner guards) along the transit path and within the pharmacy. Any damage to existing finishes, HVAC, electrical, or medical equipment caused during delivery/installation shall be repaired to original condition at the Contractor’s sole expense.

• Final Calibration: The Contractor shall perform all final adjustments to ensure doors, drawers, and mobile tracks operate smoothly, and that all casework is plumb, level, square, and fully functional.

• Waste Removal: Daily and final cleanup is mandatory. The Contractor must remove all packaging, crates, shrink-wrap, and construction debris from the military installation. Disposal of materials in Government dumpsters is strictly prohibited.

Delivery/Execution Schedule & Milestones

• Contractor Representative: The Contractor shall ensure a designated English-speaking contractor representative within five (5) business days of award to coordinate scheduling and milestone tracking with the Government.

• The minimum delivery and on-site installation of the modular pharmacy casework shall be 5 months after contract award.

• The contractor shall provide delivery and on-site installation schedule or timeline based on Manufacturing or Assembly, Inventory status, Freight Logistics (CONUS Port & Freight Consolidation, and Ocean Transit (Port-to-Port)), Customs Clearance, Base Access Plan/Delivery, and Unboxing & Professional Installation.

IV. Quality Assurance & Inspection Conformance & Inspection Protocol

• New Equipment Only: All items delivered under this contract must be newly manufactured. Refurbished or B-grade stock will not be accepted.

• Government Quality Inspection: Upon completion of physical installation, a joint inspection will be conducted by the Contractor Representative and the Government POC (Mr. Stephen Clements).

• Acceptance Criteria: Final Government acceptance and payment authorization will only occur once:

• All casework is fully installed, anchored, leveled, and verified functional.

• All required submittals and warranty documents are turned over.

• The installation site is completely swept, vacuumed, and free of contractor-generated trash.

• Latent Defects: Acceptance does not relieve the Contractor of liability for latent defects, fraud, or gross mistakes. The Contractor must remediate any structural or material failures discovered post-acceptance.

Warranty Requirements

• Minimum Coverage: The Contractor shall provide a comprehensive warranty covering all parts, materials, and installation labor for a minimum period of one (1) year starting from the date of final Government acceptance.

• Response Window: For any warranty claims filed during the coverage period, the Contractor must provide a response/resolution plan within forty-eight (48) hours of notification.

V. Invoicing and Payment - Wide Area WorkFlow (WAWF) Portal Invoices must be submitted electronically through the DoD WAWF system in accordance with DFARS 252.232- 7003.

WAWF Billing Role Contact Information

WAWF Point of Contact Sanemi Oshiro

Email Address usn.butler.usnmrtc-okinawa.mesg.contractadmin@health.mil

Phone Number DSN 315-646-7489

• Payment Trigger: Payments will be processed and disbursed only upon successful digital acceptance

(Combo/Receiving Report) signed by the Government Inspector in WAWF.

VI. Points of Contact

Role Name Organization / Contact Info

Government Technical/Delivery POC

Mr. Stephen Clements

Naval Hospital Okinawa Materiel Management Department Camp Foster, Japan Stephen.m.clements2.civ@health.mil / DSN 315-646-7490 https://www.google.com/url?q=mailto%3Ausn.butler.usnmrtc-okinawa.mesg.contractadmin%40health.mil https://www.google.com/url?q=mailto%3AStephen.m.clements2.civ%40health.mil

Alternate Government POC Rinka Yoshihara rinka.yoshihara.ln@health.mil mailto:rinka.yoshihara.ln@health.mil mailto:rinka.yoshihara.ln@health.mil