SOW VMware Replacement New 725.docx

Statement of Work (SOW) TAO VMware Replacement FY2025 Indian Health Service, Tucson Area Office Revised July 15, 2025

1. Introduction This Statement of Work (SOW) outlines the requirements for the replacement of the end-of-life virtualization infrastructure at the Tucson Area Office (TAO) of the Indian Health Service (IHS). The project will include the procurement, delivery, installation, configuration, and deployment of a fully integrated hyperconverged infrastructure (HCI) platform. This solution will consolidate compute, storage, and virtualization management into a unified system to support the TAO’s administrative, and operational IT needs. The effort addresses aging hardware, evolving cybersecurity requirements, and performance limitations in the existing system.

2. Objective The objective of this project is to implement a modern, scalable, and secure virtualization platform to replace the existing VMware-based infrastructure at TAO. The solution will improve system reliability, performance, and manageability while aligning with federal IT standards for security, privacy, accessibility, and operational efficiency. This upgrade is designed to support the continuity of critical services, reduce maintenance burdens, and enable long-term infrastructure sustainability across TAO’s IT operations.

3. Background The Tucson Area Office provides direct and indirect support to healthcare delivery operations that rely heavily on stable and secure IT infrastructure. The existing virtualization environment has reached the end of its supported lifecycle and lacks the flexibility, performance, and security features required for modern workloads. Continued use of this infrastructure poses increasing risks to data integrity, system availability, and operational resilience. As part of a broader modernization initiative, this project will allow TAO to deploy a next-generation virtual infrastructure that is compatible with existing systems, supports future expansion, and meets the evolving needs of healthcare and administrative functions.

4. Scope/Requirements The Tucson Area Office (TAO) of the Indian Health Service (IHS) delivers a variety of administrative, and support services that rely on stable, efficient, and secure IT systems. The current virtualization infrastructure has reached end-of-life, lacks manufacturer support, and no longer meets performance or security expectations. Continued use of this aging platform introduces operational risks, impedes scalability, and increases the burden on IT staff. As part of a broader infrastructure modernization effort, this project will replace the existing system with a next-generation hyperconverged solution that improves reliability, efficiency, and compliance with federal IT standards.

The Contractor shall provide all labor, equipment, software, licensing, and services necessary to deliver, install, configure, and validate a new virtualization platform at the Tucson Area Office. The solution must be built on a hyperconverged infrastructure (HCI) model and must consolidate compute, storage, and virtualization management into a single, scalable system.

Specific tasks shall include but are not limited to:

· Delivery and installation of three (3) factory-new hyperconverged nodes, each equipped with enterprise-grade processors, DDR5 memory (minimum 128GB per node), and NVMe SSD storage (minimum 3.84TB per node).

· Integration of redundant 25/10GbE network interfaces per node to support high-availability configurations.

· Installation and activation of a virtualization software stack, including cluster management tools, software-defined storage, and data services (e.g., compression, deduplication).

· Configuration of role-based access control (RBAC), CAC/PIV integration, and encryption features compliant with FIPS 140-2 standards.

· Subscription licensing and support for all CPU cores across the cluster, with support valid for a minimum of 60 months.

· On-site system deployment and configuration, including cluster creation, network setup, and performance tuning.

· Migration planning and implementation for transition of existing virtual workloads from the legacy VMware environment.

· Functional testing and validation of the production environment to ensure system readiness.

· Training for designated TAO IT staff on system administration and management best practices.

· Delivery of comprehensive system documentation, including configuration settings and maintenance procedures.

All equipment must be new, factory-sealed, Trade Agreements Act (TAA) compliant, and covered by federal-grade support services including next-business-day parts replacement and 24x7 technical support.

Technical specifications listed herein represent the minimum required performance and functionality standards. Offers of products that are technically equivalent or exceed these specifications in capability, compatibility, and compliance are acceptable.

DDR5 RDM)

configuration

(BCM57416)

distributed in up to 4 on-premises NCI clusters of a single hypervisor type at a single physical

5. Preventive Maintenance The following support and preventive maintenance services are required for all major components of the hyperconverged infrastructure (HCI) solution deployed at the Tucson Area Office. These services are essential to ensure system stability, security, and long-term performance in support of critical administrative and clinical operations.

A. 24x7x365 Federal-Grade Support (Minimum 3 Years)

· Round-the-clock access to certified support engineers via phone, web, or email

· Remote troubleshooting and root cause analysis

· Access to technical knowledgebase and case tracking portal

· Support for both hardware and virtualization software components B. Onsite Hardware Service with Next Business Day Response

· Advanced replacement of failed hardware components

· Onsite field technician dispatch for covered repairs or diagnostics

· Inclusion of power supplies, processors, memory, and storage devices under warranty C. Firmware and Software Lifecycle Maintenance

· Continuous updates for system firmware, hypervisor, and management software

· Non-disruptive rolling upgrade capabilities

· Access to all security patches and feature enhancements during the subscription period D. Hardware Retention Policy (If Applicable)

· Option to retain failed storage devices (e.g., SSDs) to ensure data security and compliance with IHS data protection policies E. Deployment and Knowledge Transfer Services

· Remote and/or onsite configuration and deployment support

· Pre-installation planning and system readiness assessment

· Post-deployment knowledge transfer sessions for TAO IT staff All support services shall align with federal IT operational standards, and service levels must be clearly defined in the vendor’s support agreement. Preventive maintenance terms shall begin upon acceptance of the fully deployed system. Period of performance for support and warranty coverage will be confirmed upon award and may be extended or modified based on operational needs.

6. Section 508 and Accessibility 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.

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.

See HHSAR clause 352.239-74 and Provision 352.239-73 under the Terms & Conditions.

7. Delivery and Acceptance All hardware and materials shall be delivered FOB Destination to the following address within 45 calendar days from the time of the award:

Tucson Area Office Attn: Bernard Howell 7900 S. J. Stock Rd.

Tucson, AZ 85746 The Contractor shall complete delivery, installation, and configuration of all specified equipment. Delivery shall not be considered complete until the Government Contracting Officer’s Representative (COR) verifies successful installation and confirms all items are fully functional in accordance with contract requirements. Final acceptance is contingent upon successful inspection, operational testing, and documented Government approval.

Notice Regarding Late Delivery:

If at any time the Contractor anticipates a delay in delivery, the Contractor shall immediately notify the COR and any other designated Government representative. The notice shall include the reason for the delay, a proposed revised schedule, and the anticipated project impact. This notification does not limit the Government's rights to pursue contractual remedies, including termination for default.

8. IHS Contracting Officer Representative:

The major responsibility of the COR is to ensure contractor accountability, monitor performance, and assist the Contractor in the resolution of problems encountered during the performance.

The COR, who the CO shall designate in writing, will be responsible for working with the CO in ensuring that Contractor complies with contract requirements. However, the COR does not have the authority to modify or change the terms and conditions of the contract. The COR’s duties will be specifically identified in the COR Appointment Letter issued by the CO at the time of the award.

The designated COR for this contract is:

Bernard Howell Bernard.howell@ihs.gov

(520) 295-2502

9. Method of Payment/Invoice Submission

a. Payment shall be made:

In compliance with the Office of Management and Budget (OMB) M-15-19 memorandum “Improving Government Efficiency and Saving Taxpayer Dollars through Electronic Invoicing” directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors.

Invoices submitted under any award resulting from this solicitation will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests” IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis (FRSTL). Respondents to this solicitation are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register, however, we encourage you make sure your organization and designated IPP user accounts are valid and up to date.

The IPP website address is https://www.ipp.gov If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973-3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov

b. Improperly prepared invoices will be returned to the Contractor resulting in delayed payment.

The following shall constitute a “proper” invoice.

· Name of Vendor

· Invoice Date

· Government Contract Number

· Description, price, and quantity of goods and services rendered

· Shipping and payment terms

· Taxpayer Identification Number (TIN), EIN or Social Security Number

· Unique Entity ID (UEI) number (to ensure payment is made to the correct bank account) and vendor mailing address, as provided in the System for Award Management (SAM).

· Vendor contact name, title and telephone number