Statement of Work
Background
The Employee Health Program consists of one (1) full-time nurse for over 1200 employees. The acquisition of a locally-hosted employee health database in 2016 allowed the Employee Health Program to develop and maintain an electronic repository for employee health documentation, including immunization records, fit-testing results, and tuberculosis screening. The initial contract with the vendor Occupational Health Systems allowed PIMC to purchase outright a site license of the employee health product, MediTrax, in perpetuity. Also included in the initial contract was a series of four (4) option years to pay for ongoing technical support and software updates. Use of the employee health software has allowed the Employee Health program to ensure that employee health records are segregated from the patient employee health record. Use of an electronic employee health software package has streamlined record-keeping and has reduced the need for storage of paper-based documentation. PIMC’s current employee health software program is currently used by other IHS facilities in New Mexico, Arizona, and Oklahoma. The recent requirements for mandatory Covid-19 immunizations for IHS staff has required new reporting formats, for which Employee Health has needed urgent technical support from the vendor. PIMC has identified a need to proceed with a new acquisition task to purchase technical support services.
Objective
This objective of this request is for unlimited toll-free and WebEx technical support and software updates to PIMC's employee health database (MediTrax). PIMC purchased MediTrax in September 2016 and owns the site license. This employee health database provides a structure for the documentation of all employee health activities, such as annual tuberculosis skin tests and screening, influenza vaccinations, immunization tracking, respirator fit testing, blood-born pathogen and communicable disease exposure, color vision testing, spirometry, audiology testing, and worker injury tracking and follow-up. This requisition is for a new period of performance for ongoing technical support for the existing product so that our Employee Health staff can seek assistance for any technical issues that might arise. This is particularly important now, given the recent IHS mandate for all employees to document Covid-19 vaccination status.
System Requirements
Contract Awardee Responsibilities & Tasks
The awarded vendor shall be fully responsible for support and maintenance of the MediTrax employee health database.
Support and Maintenance Services
The contractor shall provide support and maintenance as follows:
Training
Initial on-site training was included in the original purchase of the site license in 2016. Free webinars must be available to provide refresher education on current functionality or updates.
Web Requirements
The current software is locally hosted and has no web requirements. No additional software is requested in this statement of work.
Period of Performance (POP)
One base year plus 4 option years.
Minimum Qualifications
The contractor shall have a minimum of 10 years of experience software and consulting for comprehensive, affordable data management in the field of occupational and employee health.
Brand Name
Technical support and updates to the current proprietary employee health database, MediTrax.
Delivery
Delivery of services is required within 15 days after receipt of order or sooner.
Contracting Officer Authority
Authority to negotiate changes in the terms, conditions, or amounts cited in this contract is reserved for the Contracting Officer.
Contracting Officer’s Representative (COR)
The person identified below is hereby designated as the Contracting Officer's Representative (CO) for this contract.
Contacts: Heather Garcia, Contracting Officer’s Representative
Email: heather.garcia@ihs.gov
Phone Number: (480) 849-7170
Invoice Submission and Payment
The Contractor shall submit its original invoice via Invoice Processing Platform (IPP)
