SOW - SP Mail Order Interface 2026.pdf

Department of Health and Human Services

Indian Health Service Clinton Service Unit

Statement of Work (SOW)

Pharmacy Prepaid Postage Mail System Interface with ScriptPro

1. PURPOSE OF THE PROJECT

The purpose of this contract is to provide contract services for the Clinton Service Unit (CSU) that is comprised of the Clinton Indian Health Center (CIHC), El Reno Indian Health Center (EIHC) and Watonga Indian Health Center (WIHC).

The Indian Health Services (IHS) has a requirement for mail and pharmacy home prescription delivery programs by modernizing the information systems and creating an interface between the ScriptPro Central Robotic Prescription and mail systems. The interface will result in automated package tracking, enhanced user metrics, and reduction in errors.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide an electronic postage software solution that must interface with the ScriptPro Central Robotic Prescription system and create shipping labels with a single scan process. The software solution must print United States Postal Service (USPS) labels in accordance with all USPS regulations, and ensure mail is properly labeled in USPS Publication 52, Hazardous, Restricted and Perishable Mail (Pub 52) section 435. The electronic postage software must be a commercial off the shelf product, must have web-based reports with IHS user and delivery metrics, customer support by phone available Monday through Friday during business hours.

3. PERIOD OF PERFORMANCE

12 months from date of award

4. LEVEL OF EFFORT

4.1. The contractor shall provide an electronic postage software solution that must interface with the ScriptPro Central Robotic Prescription system and current Electronic Health Record system.

4.2. The contractor shall customer support by phone available Monday through Friday during business hours.

4.3. Training: Contractor shall provide remote training as part of implementation for all of its users.

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.

5.2. The US PHS Clinton Indian Health Center 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 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 Clinton Indian Health Center official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of Clinton Indian

Health Center. Such action(s) could result in violation of the contract and possible legal actions.

5.5. 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: Contractor shall travel to the Pharmacy department to deliver and install the requested equipment and related software when appropriate. The contractor will configure, test, and validate the new equipment prior to activating system and ensure proper workflow before leaving.

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.

6.3. Location information as the following:

• Clinton Indian Health Center: 10321 N. 2274 Rd, Clinton, OK 73601 – Dock Access

• El Reno Indian Health Center: 1801 Parkview Dr, El Reno, OK 73036 – No dock, would require lift gate for shipments.

• Watonga Indian Health Center: 1305 S. Clarence Nash Blvd, Watonga, OK 73772 – No dock, would require lift gate for shipments.

6.4. 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.

6.5. 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 supply

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

Measureables to be evaluated at the conclusion of awarded contract:

Performance is acceptable ☐YES ☐NO ☐N/A

Responsibilites of contractor have been fulfilled, including reports submitted on time.

☐YES ☐NO ☐N/A

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

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

Quality Improvement information provided when required. ☐YES ☐NO ☐N/A

Customer Service was provided to CSU Vision “Exceed the Need”. ☐YES ☐NO ☐N/A

Additional Measureables to be evaluated for awarded contract providing temporary employees (excluding medical staff).

Contractor provided all materials and support requested. ☐YES ☐NO ☐N/A

Issues were addressed in a timely manner. ☐YES ☐NO ☐N/A

Contractor provided the software solution on time and complete.

Department Supervisor Signature: __________________

Administrative Officer Signature:

10. DELIVERABLES/PERFORMANCE MATRIX