Intent to Sole Source Robotic Prescription Dispensing System Lease and Support for Portland Area Indian Health Services

Statement of Work (SOW) / Performance Work Statement (PWS)

To maintain continuous availability of the existing robotic prescription dispensing capability and to complete a technology refresh to ensure compatibility with current standards and cybersecurity requirements for the Western Oregon Service Unit's outpatient pharmacy.

• Continuation of the operating lease/subscription for the current robotic prescription dispensing system and its associated platform components.

• Provision of maintenance and technical support services, including corrective, preventative, and component replacement.

• Implementation of a technology refresh for the operating system and platform versions (robotic controller, client devices, central server/database) to meet current IHS-approved standards and cybersecurity requirements.

• Delivery of documentation, training, and service reporting.

• Provision of specific platform components: one central platform/server, one pharmacy data terminal, two pharmacy printers, and three smart card scanners.

• Ongoing software/firmware maintenance, updates, patches, and licensing.

• Planning and execution of the technology refresh with minimal disruption, including project plans, coordination, backup/rollback plans, validation testing, and post-upgrade support.

• Cybersecurity services such as endpoint protection management, full-disk encryption, and secure remote support.

• Help desk and technical support, with priority response for critical incidents.

• Preventative maintenance (at least annually) and manufacturer-recommended maintenance.

• System operational availability: at least 95% per month (excluding scheduled maintenance).

• Critical incident response: acknowledge within 1 hour, begin troubleshooting within 2 hours.

• Non-critical incident response: acknowledge within 1 business day.

• On-site support for critical incidents: within 2 business days.

• On-site support for non-critical incidents: within 5 business days.

• Monthly service summary reports.

• Base Period: April 1, 2026 – March 31, 2027

• Option Periods: April 1, 2027 – March 31, 2031

• Place of Performance: Western Oregon Service Unit – Chemawa Indian Health Center, Salem, OR 97305

• Compliance with Federal/HHS/IHS privacy and security requirements, including PHI/PII protection.

• Use of encrypted communications for remote access and session logging.

• Data at rest encryption and enabled endpoint protection.

• Coordination of network changes with the Government.

• Compliance with facility access procedures for on-site personnel.

• Work must be coordinated with the pharmacy to avoid disruption of patient care.

• Potential follow-on work may include option-year renewals, capacity expansion, cybersecurity hardening, or system modernization.

• Acceptance requires successful technology refresh, operational test and verification, and resolution of critical defects.

Form / Attachment / Pricing Sheet

This document, "Schedule of Items," provides the detailed CLIN structure and pricing requirements for the Robotic Prescription Dispensing System Lease and Support opportunity. It outlines the specific items to be priced and the period of performance for each.

• CLINs (Contract Line Items): Details specific items such as "WIN 11 & Server 2019 Upgrade," "Workflow Platform Server Lease/Support," and "Robotic Prescription Dispensing System Lease/Support."
• Period of Performance: Specifies the duration for each CLIN, ranging from 04/01/2026 to 03/31/2031, including a base year and four option years.
• Pricing Structure: Requires offerors to enter separate pricing for each CLIN in U.S. dollars, including Unit Price and Extended Price. Pricing must encompass all labor, materials, travel, software, maintenance, support, and other incidentals.
• Option Years: Clearly delineates pricing for Option Years 1 through 4, noting that these years include only recurring monthly CLINs.
• Notes: Provides important clarifications, including that the Base Year includes a one-time CLIN (0001) and recurring monthly CLINs, while Option Years include only recurring monthly CLINs. It also states that the government may evaluate the total price for the base year and all option years, and that the schedule above governs for evaluation purposes.

This document is critical for bidders as it dictates how they must structure and submit their pricing. Offerors must carefully review each CLIN, its period of performance, and the instructions for pricing to ensure their proposals are compliant and accurately reflect the total cost of providing the required goods and services over the entire contract period, including all option years.