SOW_Policy Management System_2025.10.23.docx

Department of Health and Human Services Indian Health Service

Statement of Work (SOW) Policy Management System

1. PURPOSE OF THE PROJECT

The Oklahoma City Area Office (OCAO), Indian Health Service (IHS) has a requirement for a policy management system supporting all aspects of the document life cycle and policy management in a health care setting for the following facilities:

· Clinton Indian Health Center (includes El Reno Indian Health Center and Watonga Indian Health Center) – 290 employees. Accredited by: Joint Commission

· Haskell Indian Health Center – 80 employees. Accredited by: AAAHC

· Lawton Indian Hospital (includes Anadarko Indian Health Center and Carnegie Indian Health Center) – 500 employees. Accredited by: Joint Commission

· Pawnee Indian Health Center – 140 employees. Accredited by: Joint Commission

· Wewoka Indian Health Center – 150 employees. Accredited by: Joint Commission

· Oklahoma City Area IHS Office – 150 employees. Accredited by: Joint Commission

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

· Initial uploading/importing of current policies and procedures to include standardization and creation of uniform policies according to the template chosen by the Oklahoma City Area Office.

· User friendly interface to create, update, index, maintain, publish/distribute, and store policies.

· Unlimited training for staff, end users and administrators throughout the contract.

· Concurrent access by an unlimited number of users.

· Capability for document search functions, such as keys word or phrase search.

· Version preservation and archiving of policies.

· Ability to export all policies for monthly archiving/backup.

· Automated creation/revision, approval and review process which supports

· Creation of approval workflows by department or policy/document

· Collaborative authoring and editing functions

· Time-sensitive assignment of policies for task completion, such as review, revision, acknowledgement, approval, etc.

· Tracking and filtering of policies with regards to the following:

· Status of review/completion.

· Policies assigned to a specific supervisor, department, or program.

· Addition of new employees, editing employee accounts, enroll employees in courses.

· Oversight for managers through a dashboard that contains various reports (policies pending signature, number of days pending for signature, policies nearing expiration, staff assignment accountability, etc.).

· Access to reports for designated administrators and/or managers

· Access to a Policy & Procedure reference library which includes samples, templates and customizable forms from healthcare facilities of similar type and function

· The contractor must provide the Oklahoma City Area health facilities with information, including notification of updates or changes, to assist them in maintaining continuous compliance with the requirements of their respective accreditation and regulatory bodies, including CMS Conditions of Participation (CoP), The Joint Commission (TJC), CMS, NIAHO, CDC, OSHA, HIPAA, NCQA, AAAHC, DHHS, FDA and other applicable regulatory bodies.

· The Contractor will assign the Oklahoma City Area IHS an account representative who will serve as the primary point of contact for the contract

· The Contractor provide a consultant with extensive experience and a high degree of knowledge of the Joint Commission and AAAHC accreditation standards and CMS Conditions of Participation (CoPs) applicable to hospitals and ambulatory care clinics

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award with four option years.

4. LEVEL OF EFFORT

4.1. The contractor shall:

1) Be a FedRAMP approved if a cloud-based system is being offered for service.

2) If not FedRAMP approved, have on-site solutions such as a server or other ancillary equipment that enable them the ability to provide the services at individual facilities.

3) Provide a consultant that has good communication and people skills.

5. SPECIAL REQUIREMENTS

5.1. 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.

5.2. 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.

5.3. The contractor shall not disclose or cause to disseminate any information concerning operations of OKC Area Office or facilities. Such action(s) could result in violation of the contract.

5.4. 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 Contracting Officer Representative (COR).

5.5. Termination Amortization Schedule: A termination amortization schedule shall be included as an attachment of the awarded contract. If the government does not exercise any of the options listed in the price/cost schedule, the Government’s not exercising the options will have the same effect as if the Government terminated for convenience. All remedies afforded to contractor in regards to a termination for convenience shall be available to the contractor.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of services. 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.

6.2. 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 adequate space for the contractor to perform any onsite training.

7.2 The Oklahoma City Area facilities will provide all policies in an electronic Word or PDF format to the company prior to implementation.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

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 servers, software, and/or any other device required for on-site solutions (excluding desktop computers/devices).

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

10.1 System down time should not exceed two hours without a plan of action from the vendor with daily updates detailing actions taken by the vendor to resolve.

10.1.1 At no time shall the system be unavailable for more than two consecutive days.

10.2 Vendor response to inquiries should be returned no later than 24 hours after submission.

Department Supervisor Signature:_________________________

Chief Operating Officer Signature:_________________________ image1.emf image2.png image3.png