P09 Final Statement of Work.pdf

STATEMENT OF WORK (SOW)

Eastern Oklahoma VA Health Care System

Provision and Installation of Computerized Storage Cabinets

At the new Tulsa VA Medical Center

GENERAL

PURPOSE / OBJECTIVE: Eastern Oklahoma VA Health Care System (EOVAHCS) requires a contractor to provide and install computerized supply storage cabinets that can connect with the VA network and integrate with the existing computerized storage cabinet systems, software, and databases, already in use at other

EOVAHCS facilities and clinics. Contractor is required to provide and install product at the location and delivery times outlined in this SOW, in a cost effective, efficient and safe manner, while in accordance with the

VA Mission.

BACKGROUND: The Eastern Oklahoma VA Health Care System (EOVAHCS) currently uses Omnicell computerized supply storage cabinets. A building in Tulsa, Oklahoma, is currently being renovated for the purpose of being used as the new Tulsa VA Medical Center (VAMC) in September 2025. There is already an existing major system in place at EOVAHCS with Omnicell equipment that integrates with a coherent interface for end-to-end inventory and management of medications. The new computerized storage cabinets must be able to integrate with the existing local Pharmacy and Supply Chain Management logistics database and system used with the current Omnicell cabinets. No other brand has been found to be compatible with the Omnicell cabinets and database systems already in place at EOVAHCS. There currently are no computerized supply storage cabinets installed in the building intended for the new Tulsa VAMC.

LOCATION: The new Tulsa VA Medical Center will be located at 440 S. Houston Ave, Tulsa, Oklahoma

74127.

PERFORMANCE PERIOD/DELIVERY TIMES: The VA requires delivery and installation of product during September and October 2025. Support services are required following installation of the equipment and extending for a year following installation.

The Contractor shall furnish all contract oversight, management, Technically Trained Personnel, OEM authorizations to support provision and installation of OEM products, applicable licenses, uniforms, equipment, tools, materials, supplies, storage, insurances, shipping and delivery costs, and transportations necessary to provide the products, and associated installation, for EOVAHCS in accordance with this SOW. Any services associated with this product are considered non-personal services. The Contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose of fulfilling the SOW and shall be considered employees of the Contractor.

Qualifications of Contractor: For a contract of this size, scope and complexity, the successful Contractor must provide products and perform in a professional manner and quality as recognized by commercial industry standards as good to excellent. Contractor must provide to the COR and CO, and maintain for the life of the contract, written certification from the Original Equipment Manufacturer (OEM) that authorizes the Contractor to provide and install the products and software, as detailed in the Contractor’s quote and identified in this

SOW.

SCOPE: EOVAHCS requires a contractor to provide equipment and installation that meets or exceeds the physical, functional, and performance of the listed salient characteristics in the following sections. The equipment features are essential to the technical requirements to meet the department's needs and account for retrofitting an existing structure.

SALIENT CHARACTERISTICS

Contractor is required to provide the following products and software, including installation at the location outlined in this SOW.

Pharmacy

12 Each ANT-DRW-005 FLEXBIN 2222, XT SNGLDOSE

DRW GUIDELIGHT

6 Each ANT-DRW-009 DRAWER,12 BIN

LOCKING, AWS-XT

6 Each ANT-FRM-006 XT ANESTHESIA WORKSTATION

W-BIO ID

6 Each ANT-OPT-023 PANEL, EMERGENCY

BREAKAWAY, AWS-XT

6 Each ANT-OPT-025 TILT 4-BIN ORGANIZER, AWS-XT

6 Each ANT-OPT-026 TILT 5-BIN ORGANIZER, AWS-XT

6 Each ANT-OPT-027 TILT 6-BIN ORGANIZER, AWS-XT

6 Each ANT-OPT-028 EXTERNAL RETURN BIN, AWS-XT

6 Each ANT-PNT-005 SYRINGE LABEL PRINTER -

EPSON & SHELF

6 Each ANT-SCN-009 2D ITEM SCAN, AWS-XT

1 Each CPA-AIO-001 CENTRAL PHARMACY

MANAGER AIO

1 Each CPA-INT-001 EDI PURCHASE ORDER IN

INTERFACE

1 Each CPA-INT-002 EDI PURCHASE ORDER OUT

INTERFACE

1 Each CPA-INT-004 NEW ORDERS TO CENTRAL

PHARMACY

1 Each CPA-INT-005 CARTFILL TO CENTRAL

PHARMACY

1 Each CPA-LIC-001 CENTRAL PHARMACY

MANAGER LIC FIRST COPY

1 Each CPA-PNT-007 CPA SATO LABEL PRINTER, WS408

1 Each CPA-SCN-001 2D BARCODE SCANNER, CPA

1 Each CPA-SCN-002 BIO-ID READER, DESKTOP, USB

24 Each MED-DRW-010 OPEN CONFIGURABLE DRAWER

96 Each MED-DRW-009 METAL LOCKING DRAWER

3 Each MED-FRM-101 XT MED 1-CELL CABINET

Solution includes:

*XT MED 1-CELL CABINET

*XT CONSOLE- BIOID, MED LBL

a. RCPT PRNTR

*SW LICENSE- PROFILE OPTION

*SW LICENSE- SCHEDULED

MEDS

*XT SCANNER, WIRED 1,2,3

CELL

4 Each MED-FRM-102 XT MED 2-CELL CABINET

*XT MED 2-CELL CABINET

*XT CONSOLE- BIOID, MED LBL

a. RCPT PRNTR

*SW LICENSE- PROFILE OPTION

*SW LICENSE- SCHEDULED

MEDS

1 Each MED-FRM-103 XT MED 3-CELL CABINET

*XT MED 3-CELL CABINET

*XT CONSOLE- BIOID, MED LBL

a. RCPT PRNTR

*SW LICENSE- PROFILE OPTION

*SW LICENSE- SCHEDULED

MEDS

8 Each MED-OPT-002 XT EXTERNAL RETURN BIN, WIRED CAB MOUNT

2 Each OMC-LIC-031 OC REMOTE ACCESS LICENSE

6 Each OMC-SFW-057 OMNICENTER UNITY

14 Each MSA-SUB-006 PREMIUM WIN10 PACKAGE; 120 MONTH

SUBSCRIPTION

1 Each OMC-SRV-091 OC SERVER WIN2019 21-175 DEVICES

1 Each OMC-SRV-094 OC VIRTUAL WIN 2019 TEST SERVER

8 Each SRD-OPT-012 XT FLEXLOCK WITH 50FT CABLE, INSTALLED

Supply Chain Management

41 Each MSA-SUB-006 PREMIUM WIN10 PACKAGE; 120 MONTH

SUBSCRIPTION

1 Each SUP-AUX-101 XT SUP AUX 1-CELL CABINET

9 Each SUP-AUX-102 XT SUP AUX 2-CELL CABINET

20 Each SUP-AUX-103 XT SUP AUX 3-CELL CABINET

13 Each SUP-FRM-102 XT SUP 2-CELL CABINET

*XT SUP 2-CELL CABINET

*XT CONSOLE- BIOID

*SW LICENSE, OPEN SUPPLY

28 Each SUP-FRM-103 XT SUP 3-CELL CABINET

*XT SUP 3-CELL CABINET

*XT CONSOLE- BIOID

*SW LICENSE, OPEN SUPPLY

1 Each SUP-OTH-001 XT SUPPLY RACK

1 Each OMC-SRV-091 OC SERVER WIN2019 21-175 DEVICES

1 Each OMC-SRV-094 OC VIRTUAL WIN 2019 TEST SERVER

1 Each XOR TRANSACTION BASED ORDER INTERFACE

Installation Support and Delivery

40 Each IFS-LAB-002 BILL INT SUPPORT SV, BUS HR, 4 HR MIN

80 Each IFS-LAB-005 BILL SYS ENG SUPPORT SV, MIN 4 BUS HRS

1 Each SRD-SUB-004 OMNICELL INSTITUTE SUBSCRIPTION

1 Each ASN ADVANCED SHIPPING NOTICE

1 Each OCE-LIC-002 OMNICELL CLOUD CONNECTION

Qualifications of Contractor OEM-Trained Technicians: Contractor shall document, in writing, their experience in working on the equipment listed in this SOW as well as the qualifications of individuals who will work on the equipment.

INSTALLATION AND TRAINING: Installation and staff training are to be provided as part of this procurement. Delivery and installation must be coordinated with the local COR. See the Performance section below.

Contractor shall provide certified in-service training for all shifts of SCM and Pharmacy staff at no additional cost to the Government, for any equipment new to this facility. Maintenance, repair, and annual certifications must be included in training.

Dates to be coordinated with facility and COR. Initial training is anticipated between October and December

2025 and will be spread out in multiple sessions over the course of a week.

Training shall include each new type of cabinet and software.

Training and support to be ongoing for users.

1. Manuals: Contractor shall provide electronic copies of the user manuals and repair manuals for each different model of product and software installed under this order or contract at no additional cost to the government.

Installation, in addition to the time required for setup of the individual cells and cabinets. The contractor will provide a senior technical expert for server setup and testing.

QUALITY

Conformance Standards

Refer to section on Safety and Compliance in this SOW.

Rework or Remedy

Rework or Remedy is defined as performing the Service again until the Purpose of this SOW is achieved in full.

This involves less than Satisfactory Service by the Contractor and as noted by the COR. Rework or Remedy occurs at no additional cost to the Government. Payment will be withheld until all services are performed to the

Satisfactory level in accordance with this SOW and as documented by the COR.

INSPECTION

Will be performed a representative from Supply Chain Management and Pharmacy. Each resultant inspection shall be documented and provided to the COR within 7 days of installation along with any inspection documentation or checklists required by the manufacturer. Any changes in inspection requirements during the period of installation will be communicated to the Contractor immediately.

Inspection and Acceptance of Products and Services: The Government reserves the right to inspect and test services in accordance with this SOW and the Contract. The only individual authorized to officially accept services is the COR. While inspection of services may be delegated by the COR and a shared responsibility with departmental management staff, the COR is ultimately the only authorized individual to approve and accept services on behalf of the VA.

WARRANTY OF EQUIPMENT

Government requirement for standard manufacturer industry warranty term. The government does not accept an extended warranty, which requires advance payment. Warranty to begin on 1st Patient Day, currently date is Jan

20, 2026

PERFORMANCE PERIOD AND DELIVERY:

Delivery and receipt of the proposed items are anticipated to be directed to the location identified below.

Confirmation of delivery location will be provided by the VA COR post-award. Delivery must be coordinated with VA COR before any delivery attempts. Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company.

Contractor`s responsibility will include offloading the equipment from the truck, moving the equipment to the correct delivery location in the space, uncrating or unboxing the equipment, removing all trash, and setting up the equipment according to the manufacturer`s specifications, followed by testing the equipment to verify that it is operational. Equipment installation paperwork & warranty information must be handed to the approved government contact onsite.

VA STANDARD BUSINESS HOURS AND FEDERAL HOLIDAYS

Normal duty hours are 8:00 a.m. through 4:00 p.m., Monday through Friday, not including federal holidays.

Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated COR.

In accordance with 5 U.S.C. 6103, Executive Order 11582, and Public Law 94-97, the following national holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays.”

New Year’s Martin Luther King’s Birthday

President’s Day Memorial Day

Juneteenth Independence Day

Labor Day Columbus Day

Veteran’s Day Thanksgiving Day

Christmas Day

In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute

Any other day designated by Executive Order

Any other day designated by the President of the United States to be a Federal holiday.

SAFETY AND COMPLIANCE

Waste Removal

The contractor is responsible for removing and properly disposing of all waste related to the services provided on-site at all VA facilities.

The Contractor must perform services and ensure equipment functions in accordance with:

a) local, state, and federal Occupational Safety and Health guidelines and legislation, to include Occupational

Safety and Health Administration (OSHA), the American National Standards Institute (ANSI) safety guidelines.

b) local, state, and federal Fire and Safety legislation and guidelines, to include VA Health Care System directives and legislation on Fire and Safety, as well as the latest published edition of NFPA-99 (Health Care

Facilities Code)

REGULATORY REQUIRMENTS:

a. Food and Drug Administration (FDA) Quality System Regulation as stated in 21 CFR Part 820

b. Occupational Safety and Health Administration (OSHA)

Medical Center Policies

Each VA Medical Center has policies that are updated from time to time. The COR can provide more detailed information to the contractor of these upon commencement of the contract and throughout the term of the contract, as needed, especially policies regarding, parking, possession of weapons, cell phone use and photography as well as smoking on VA property. Violations of such policies may result in individual fines or citation answerable in the United States (Federal) District Court

Contractor Point of Contact (POC)

The Contractor shall specify an individual who shall serve as a single point of contact for all contract issues

(POC). Contractor must provide the COR and Contracting Office with the POC contact details, to include business phone number or cell phone number and email, as a minimum:

a) Within 5 business days of contract award,

b) Within 5 business days after renewal or extension of services in accordance with, and if permitted by applicable FAR clause, and

c) Within 5 business days prior to a change in the POC by the Contractor.

The POC must be easily accessible by phone and return COR calls within 48 hours of a voice message left by the COR.

LIABILITIES AND INSURANCES

Protection from Damage

Contractor shall provide all labor, materials, and equipment necessary for protection of VAMC personnel, furnishings, equipment and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish.

Liability Insurance

Contractor must provide the COR and the CO with written confirmation that Contractor has adequate insurance protection against negligent work and other forms of liability.

SECURITY:

Information Security

The vendor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard contract language, conditions laws, and regulations. The vendor’s firewall and web server shall meet or exceed the government minimum requirements for security. All government data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA Project Manager and the VBA Headquarters Information Security Officer as soon as possible. The vendor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation.

Contract Personnel Security

All contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and

Investigations Center (07C). The level of background security investigation will be in accordance with VA

Directive 0710 dated September 10, 2004, and is available at: http://www.va.gov/pubs/asp/edsdirec.asp (VA

Handbook 0710, Appendix A, Tables 1 - 3). Appropriate Background Investigation (BI) forms will be provided upon contract (or task order) award and are to be completed and returned to the VA Security and Investigations

Center (07C) within 30 days for processing. Contractors will be notified by 07C when the BI has been completed and adjudicated. These requirements apply to all subcontractor personnel requiring the same access.

If the security clearance investigation is not completed before the start date of the contract, the employee may work on the contract while the security clearance is being processed, but the contractor will be responsible for the actions of those individuals they provide to perform work for the VA. In the event that damage arises from work performed by contractor personnel, under the auspices of the contract, the contractor will be responsible for the resources necessary to remedy the incident.