36C24722Q0607_2.docx

SUBJECT*

WEIGHT BASED INVENTORY MANAGEMENT SYSTEM COLUMBIA SC & DUBLIN GA VAMCs INTENT TO SOLE SOURCE NOTICE

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Ralph H. Johnson VA Medical Center 109 Bee Street Charleston SC 29403-5799

POINT OF CONTACT*

Contract Specialist Aunjelaca Pouge aunjelaca.pouge@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Intent to Sole Source – Columbia SC & Dublin GA VA Medical Centers Special Notice Special Notice See attached document: SSJ-Weight Based Inventory Mgt System (003).

Special Notice

1.0. GENERAL INFORMATION:

The Columbia VA Health Care System is seeking to replace an existing Pyxis and Free Standing Inventory Management Storage with a Weight Based Inventory Management System, including support services, to ensure proper storage of medical and surgical products. This requirement shall be performed at the WJB Dorn VA Medical Center located in Columbia South Carolina.

2.0. SCOPE OF WORK:

The Contractor shall provide all supervision, labor, tools, materials, supplies, equipment, licensing, support, and software/hardware to install and maintain a Weight-Based Inventory Management System that detects and transmits real-time information into the Government owned Generic Inventory Package (GIP), via VISTA/IFCAP access. The Contractor shall be responsible for the installation of electrical and data drops in supply closets currently without those connections. The Weight-Based System must also be complaint with the Defense Medical Logistics Standard Support (DMLSS).

3.0. GLOSSARY / DEFINITIONS:

3.1. The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply.

3.2. Glossary – Acronyms used in this Performance Work Statement are referenced below:

4.0. LOCATION AND HOURS OF SERVICE:

4.1. Columbia VA Health Care System:

· WJB Dorn VAMC, 6439 Garners Ferry Road Columbia, South Carolina 29209

· Anderson CBOC, 3030 North Highway 81, Anderson, South Carolina 29621

· Florence CBOC, 1822 Sally Hill Farms Road, Florence, South Carolina 29501

· Greenville CBOC, 41 Park Creek Drive, Greenville, South Carolina 29605

· Orangeburg CBOC, 151 Magnolia Village Parkway, Orangeburg, SC 29118

· Spartanburg CBOC, 279 North Grove Medical Park Drive, Spartanburg, SC 29303

· Sumter CBOC, 407 North Salem Avenue, Sumter, South Carolina 29150

4.2. Work is to be conducted between the hours of 8:00 a.m. and 4:30 p.m. (EST), Monday through Friday, excluding the following holidays.

New Year’s Day Martin Luther King’s Birthday President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

5.0. PERFORMANCE PERIOD:

5.1. The installation of the system shall be completed within one (1) year after contract award with the work commencing sixty (60) calendar days from date of award.

6.0. PERFORMANCE REQUIREMENT:

6.1. A Contracting Officer Representative and Alternate Contracting Officer Representative shall be delegated to this procurement. Scheduling and coordination of all work performance shall be arranged through the designated COR/ACOR assigned.

6.2. In no event is the COR empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contracted services, and to notify the Contracting Officer of any deficiencies observed.

6.3. A kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR shall be conducted.

7.0. SPECIFIC TASKS REQUIREMENT:

7.1. Task 1: Provide a licensing solution that has the ability to interface the Weight-Based System with the VA’s GIP System in real time for reporting purposes. The interface is required to comply with all VA security regulations and shall be available at no additional cost to the Government.

7.2. Task 2: Provide and install Weight-Based Inventory Management System to include all bins, scales, and accessories for all locations listed under 4.0.

7.3. Task 3: The Weight-Based Inventory Management System shall produce an accurate real-time reading of quantities on-hand accessible by web-based program and provide data mining capabilities that shall include at a minimum the following:

· Minimum current stock levels.

· Recommended order points.

· Average usage levels per item.

· Verify any out of balance on hand quantities and values.

· Accounting for any due out or due ins.

7.3.1. The functionality minimal requirements are listed below:

· Must be weight based.

· Easily calibrated and accurate.

· Provide real time visibility to all Secondary Inventory locations.

· Must be able to interface with GIP package in IFCAP.

· Must be capable of tracking, adjusting, and reporting comprehensive real time information pertaining to the inventory of a secondary location.

· It is imperative that depletion of stock triggers “pick” tickets based on PAR levels, Re-order points, and Emergency Stock Levels.

· Software needs to be intuitive and easy to train on.

· Software needs to be able to utilize multiple users with different levels of permissions.

· Reports generated by software need to be relevant to APICS Principles of Inventory Management.

· Must be able to handle a wide range of products based on size, thickness, and weight.

7.3.2. Equipment Status:

· Communication about system status including system failures

7.3.3. Materials Management Status:

· Open Orders

· Emergency/Critical Item Levels

· Negative Quantities on-Hand

· Item Locator

· Customer Item Requisition

· Current Levels –

· Level recommendations by cost and usage demand SKU reduction recommendations

· Items over par level

· Stock outs and critical hits Par level value over time

· Consumption

· Average monthly usage

· Consumption analysis including time

· Consumption deviation

· Consumption over time

· Reports

· Activity detail (sales, receipts, adjustments, etc.) to include time inventory on hand changed.

· Quantity on-hand Value on-hand

· Department transactions

· Cycle count sheet

· Out of balance with GIP - on hand Due-ins

· Due-outs

· Issue multiple discrepancy between GIP and Par Bin

· Emergency levels

· Orders

· Existing orders

· Order preview

· Items

· Item master Item history

· Item classification Reconciliation history

· Most recent recon per item

7.4. Task 4: Hardware Installation/Access

7.4.1. Install on one VA owned desktop or laptop computer the program and software package used to add, delete, and edit items stored in the bins/platforms in order to manage inventory items and levels at each designated facility. Install software on one (1) VA owned laptop for system set-up and installation. Install and prepare VA owned server for transmission of information between Contractor and VA for maintenance and monitoring of equipment in use.

7.4.2. Grant accesses and train VA employees for the web-based program that shall have unlimited user access and provide reports and data mining capability of current inventory including but not limited to current stock levels, recommended order levels, and average usage levels. The system shall be capable of producing reports in Excel or text delimited format using commercially available software.

7.4.3. Training includes but is not limited to:

· Adding items

· Removing items

· Assigning items

· Weighing items

· Editing Items

· Troubleshooting

· Reporting functions

· PAR Vision

7.5. Task 5: Provide Licensing and Support

· One (1) year license agreement for use of Inventory Management System and related support.

· Automatic software upgrades of the installed program and software.

· Web-based program shall be available on any computer and/or mobile device for reporting purposes and evaluation of inventory levels for an unlimited number of users.

· Support to include continuous monitoring by means of a minimum of four (4) remote checks of equipment functionality by Contractor personnel every twenty-four (24) hours. Notification and maintenance support from Contractor personnel in the event of a problem with equipment or software. Contractor personnel shall respond to service calls no later than twenty-four (24) hours after being notified of a problem with either equipment or installed software.

· Equipment and related hardware shall be replaced within forty-eight (48) hours of notification of a problem if user is not at fault for damage or defect.

7.6. All work performed shall be accomplished in accordance with the manufacturer’s instructions including, but not limited to, adjustments, calibrations, cleaning, lubrication, testing, disassembly, inspection, replacement of worn or defective parts, etc., required to keep the equipment in operating condition. Contractor’s maintenance of the equipment must satisfy all requirements as set forth by the manufacture.

7.7. Contractor must ensure all trash and debris is removed from site after work is completed.

8.0. COMPLETION AND MONITORING:

8.1. Completion of the installation and functionality shall be verified by COR. Functionality and accuracy of the installed equipment shall be continuously monitored by Supply Chain Management staff to ensure equipment is functioning properly and providing accurate and timely information for inventory and reordering purposes.

8.2. Installed equipment and software is monitored by Contractor employees by daily check-ins that shall occur remotely at least four (4) times every twenty-four (24) hours.

8.3. Contractor support to be provided for any defects or functionality problems by contacting Contractor via email or telephone within time frames designated under Task 5.

8.4. The Contractor shall meet (e.g., in person, telephonic, or other means agreed upon) with the COR monthly to address any unresolved issues. Any unresolved and/or continuous issues shall be addressed to the Contracting Officer for corrective action.

9.0. OPERATION AND WARRANTY:

9.1. If a problem occurs and is covered under warranty, Contractor shall coordinate with the respective manufacturer to correct the fault. Those faults that occur that the Contractor can identify may be corrected by the installing Contractor. Any fault covered under warranty and requiring coordination with the manufacturer for technical support/replacement parts shall be closely managed/supervised by the Contractor to ensure prompt action.

9.2. Any damage, fault or other malfunction resulting from workmanship, manufacturing defect or any other fault/failure covered by a manufacturer’s warranty shall be corrected by the installing Contractor. Any correction that shall require coordination with manufacturer for replacement parts related to warranty coverage shall be coordinated by or managed by the Contractor.

9.3. Any fault/failure or damage resulting from actions/incidents which falls outside of workmanship or warranty coverage specifications may be corrected by the Contractor at the direction and expense of the VA. Any such failure shall be noted on an Inspection Report and specifically addressed with the COR.

10.0. PARTS REQUIREMENT:

10.1. Only new, standard parts shall be furnished by the Contractor. All parts shall be of the manufacture and have versatility to be installed at the facility with as little structural augmentation as possible.

10.2. All newly installed equipment and parts become the property of the Government. Replaced parts are to be disposed of legally by the Contractor in accordance with industry standards.

11.0. DELIVERABLES REQUIREMENT:

11.1. A written Status Report shall be provided to the COR following the completion of each workday via electronic email to the COR.

11.2. A detailed Maintenance Report shall be provided following each visit for repair or maintenance.

12.0. CONTRACTOR PERSONNEL QUALIFICATIONS:

12.1. The Contractor shall provide personnel capable of performing the installation of all components as well as general instruction on the operation immediately after installation. Additionally, all personnel shall be subject to a Government specified background investigation prior to working with Personally Identifiable Information.

12.2. The Contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the specifications and requirements.

12.3. The position sensitivity for this effort has been designated as Low Risk and the level of background investigation is a National Agency Check with Written Inquiries.

12.4. All personnel shall be U.S. Citizens. The Contractor shall coordinate with the COR for all Security Issues.

12.5. The work history of each Contractor employee shall contain experience directly related to the task and functions he/she is intended to perform for this service. The Government reserves the right, during the life of the resulting contract, to request work histories on any Contractor employee for the purposes of verifying compliance with the above requirements; additionally, the Government reserves the right to review resumes of Contractor personnel proposed to be assigned. Personnel assigned to, or utilized by, the Contractor in performance of work shall be fully capable of performing the requirements in an efficient, reliable, and professional manner.

12.6. The Contractor’s Project Manager is a Key Person. Any changes to the Contractor key personnel shall be approved to be working on the project by the Government within five (5) business days of any change in the key personnel originally assigned.

13.0. IDENTIFICATION REQUIREMENT:

13.1. Government Badges. The COR/ACOR shall coordinate the issuance of required access badges assigned to Contractor personnel. Contract personnel shall wear laminated identification badges provided by the Government at all times when performing. Badges shall be worn on the outer garment, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

13.1.1. Government issued identification badge remains the property of the Government and shall be returned to the issuing office or other designated Government personnel upon transfer of Contractor employees from the contract.

13.2. Contractor Badges. Notwithstanding the requirement to wear a Government furnished badge, Contractor personnel shall also wear a laminated Contractor identification badge at all times when performing services under this Contract, including when on Government directed travel. The badge shall contain a personal picture, name of employee, and Contractor's name. Badges shall be worn on the outer garment attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

14.0. GOVERNMENT FURNISH EQUIPMENT:

14.1. The VAMC shall furnish a server, laptop, and desktop computer for installation of Contractor owned software and related programs need to make the installed equipment operational.

15.0. AUTHORIZED SERVICES:

15.1. The services authorized is installation, inspection, and general instruction of the new medical storage carts. Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. Contractor is cautioned that only the Contracting Officer may authorize additional services or repairs and reimbursement will not be made unless this prior authorization is obtained.

16.0. DISCONTINUANCE OF SERVICE:

16.1. The Government reserves the right to terminate service on individual systems with a thirty (30) calendar day written notice to the Contractor with payment to be prorated.

17.0. SUBCONTRACTING REQUIREMENT:

17.1. Due to the complexity of the services required herein, subcontracting will not be permitted without prior written approval by the Contracting Officer.

18.0. PERFORMANCE STANDARDS AND QUALITY MONITORING:

18.1. Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets, or does not meet these standards. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL). The Quality Assurance Surveillance Plan (QASP) method of surveillance shall be by random inspection.

18.2. The QASP and its performance objectives are as follows:

Paragraph Location

7.1.

7.2.

7.3.

7.4.1.

7.4.2.

7.5 7.6

The Contractor shall have five (5) business days to provide a response that includes an improvement strategy for addressing the issues.

Thirty (30) calendar days after issuing the CDR, the Contractor shall be re-rated. If performance does not comply with PWS, the CO shall be notified, the performance record shall be documented, and CO may pursue contract action.

7.4.3.

7.5.

8.3.

19.0. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (Amended October 25, 2021)

Contractor employees who work in or travel to VHA locations must comply with the following:

19.1. Documentation requirements:

19.1.1. If fully vaccinated, shall show proof of vaccination. i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

19.1.2. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

19.1.3. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

19.1.4. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

19.1.5. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

19.2. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable inform Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

20.0. COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS:

20.1. The Contractor shall ensure that services provided to the Government under this agreement comply with all applicable laws, statutes, regulations, and guidelines that govern the operation of systems by the Government. The Contractor shall also ensure that all services provided to the Government under this agreement comply with all Government mandated procedures, standards, and requirements.

20.2. As the Government develops and implements new or modified policies and procedures either to comply with internal agency rules and procedures or to comply with applicable rules, regulations, statutes, or other binding obligations ("Additional Compliance Terms"), the Government reserves the right to incorporate such Additional Compliance Terms into this Agreement. The Contractor hereby acknowledges and agrees that such Additional Compliance Terms shall become part of this agreement. The Government shall provide the Contractor with prior written notice regarding the date by which the Contractor shall comply with each set of Additional Compliance Terms ("Compliance Date"). Failure to comply with the Additional Compliance Terms prior to the Compliance Date shall be cause for the Government to immediately terminate this agreement. In the event that the Government terminates this agreement because of the Contractor's failure to comply with Additional Compliance Terms by the Compliance Date, the Contractor shall be liable for such reasonable costs as may be associated with the Government’s efforts to procure a replacement Contractor and associated systems and services.

21.0. SERCURITY: PER REVIEW OF VA HANDBOOK 6500.6, CONTRACT SECURITY, APPENDIX A- INFORMATION SECURITY AND PRIVACY CHECKLIST:

21.1. “The C&A requirements do not apply, and a Security Accreditation Package is not required.”

21.2. Acquisition of this service does not involve the storage, generating, transmitting, or exchanging of VA sensitive information to the Contractor

21.3. There may exist exposure to VA sensitive information, in particular to sensitive personal information (SPI) while implementing contractual services

22.0. MINIMUM STATUTORY REQUIREMENTS:

22.1. Prohibition on unauthorized disclosure: Information made available to the Contractor or subcontractor by VA for the performance or administration of this contract or information developed by the Contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the Contractor/subcontractor’s rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). See VA Handbook 6500.6, Appendix C, paragraph 3.a.

22.2. Requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the Contractor/subcontractor has access, the Contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO, and Privacy Officer for the contract. The term ‘security incident’ means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph 6.a

22.3. Requirement to pay liquidated damages in the event of a data breach: Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the Contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the Contractor/subcontractor processes or maintains under this contract.

22.4. The Contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

22.5. Each risk analysis shall address all relevant information concerning the data breach, including the following:

(a) date of occurrence;

(b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and

(11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

Based on the determinations of the independent risk analysis, the Contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

(a) Notification;

(b) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports;

(c) Data breach analysis;

(d) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;

(e) One year of identity theft insurance with $20,000 coverage at $0 deductible; and

(f) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs (see VA handbook 6500.6, appendix c, paragraph 7.a, 7.d)

23.0. CONFIDENTIALITY AND NONDISCLOSURE:

It is agreed that:

23.1. The Contracting Officer (CO) will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the Contractor. Any request for information relating to this contract presented to the Contractor shall be submitted to the CO for response.

23.2. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

24.0. INVOICE REQUIREMENT:

24.1. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:

· Invoice Number and Date

· Contractor’s Name and Address

· Accurate Purchase Order Number

· Supply or Service provided

· Period Supply or Service Provided

· Total Amount Due

24.2. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.

24.3. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

24.4. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP

25.0. COVID-19 SAFETY PROTOCOLS FOR FEDERAL CONTRACTORS:

25.1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, shall show proof of vaccination. i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

b. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable inform Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

PERFORMANCE WORK STATEMENT

WEIGHT BASED INVENTORY MANAGEMENT SYSTEM

Page 1 of

PERFORMANCE WORK STATEMENT

WEIGHT BASED INVENTORY MANAGEMENT SYSTEM

A. GENERAL INFORMATION:

Department of Veterans Affairs Medical Center (VAMC) Carl Vinson, Dublin Georgia is seeking to replace existing Pyxis and free standing inventory management storage with a weight based inventory management system to ensure proper storage of medical and surgical products. This contract will be performance based. Contractor will provide at contractor’s expense all supervision, tools, materials, supplies, equipment and labor to perform the work.

1. SCOPE OF WORK: The contractor will provide all supervision, labor, tools, materials, supplies, equipment, licensing, support and software/hardware to install and maintain a weight-based inventory management system that detects and transmits real-time information into the Government owned Generic Inventory Package (GIP), via VISTA/IFCAP access The weight-based system must also be complaint with the Defense Medical Logistics Standard Support (DMLSS).

2. HOURS OF SERVICE: Work is to be done between the hours of 8:00a.m. and 4:30p.m., Monday through Friday, excluding holidays.

Federal Holidays

3. INSTALLATION:

Installation will be performed during the working hours of 8:00am thru 4:30pm, Monday through Friday. Work at the government site shall not take place on Federal holidays or weekends unless coordinated with the Contracting Officer Representative (COR). The Contractor must notify the Facility’s point of contact or COR for coordination of any required access to additional work areas. Contractor(s) will need to obtain an Identification Badge which shall be worn at all times while on station. After all work is completed, the Contractor must notify the facility’s POC or COR of completion. A verbal or written status report will be provided to the COR following the completion of the work day as determined by the COR.

SPECIFIC TASKS (ST):

ST# 1: Provide a licensing solution that has the ability to interface the weight-based system with the VA’s GIP system in real time for reporting purposes. The interface must comply with all VA security regulations and shall be available at no additional cost to the Government.

ST# 2: Provide and install weight-based inventory management system at the following locations (to include all bins, scales, and accessories):

· Albany CBOC,Albany Marine Corps Logistics Base 814 Radford Blvd., Building 7000 Albany, GA 31701

· Brunswick CBOC, 1111 Glynco Parkway, Bldg. 2, Suite 200 Brunswick, GA 31525

· Macon CBOC,5566 Thomaston Road Macon, GA 31220

· Milledgeville CBOC,A Wing - 1st Floor Pete Wheeler Bldg 2249 Vinson Hwy SE Milledgeville, GA 31061

· Perry CBOC,2370 S. Houston Lake Road Kathleen, GA 31047

· Tifton VA CBOC, 1824 Ridge Avenue North Tifton, GA 31794

· Robins Air Base, Warnner Robins, Georgia

ST# 3: The weight-based inventory management system shall produce an accurate real-time reading of quantities on-hand accessible by web-based program andprovide data mining capabilities that shall include at a minimum the following:

· Minimum current stock levels

· Recommended order points

· Average usage levels per item

· Verify any out of balance on hand quantities and values

· Accounting for any due out or due ins

The functionality minimal requirements are listed below:

· Must be weight based

· Easily calibrated and accurate

· Provide real time visibility to our Secondary Inventory locations

· Must be able to interface with GIP package in IFCAP

· Must be capable of tracking, adjusting, and reporting comprehensive real time information pertaining to the inventory of a secondary location

· It is imperative that depletion of stock triggers “pick” tickets based on PAR levels, Re-order points, and Emergency Stock Levels

· Software needs to be intuitive and easy to train on

· Software needs to be able to utilize multiple users with different levels of permissions

· Reports generated by software need to be relevant to APICS Principles of Inventory Management

· Must be able to handle a wide range of products based on size, thickness, and weight.

Equipment Status - Communication about system status including system failures

Materials Management Status –

· Open Orders

· Emergency/Critical Item Levels

· Negative Quantities on-Hand

· Item Locator

· Customer Item Requisition

· Current Levels –

· Level recommendations by cost and usage demand SKU reduction recommendations

· Items over par level

· Stock outs and critical hits Par level value over time

· Consumption

· Average monthly usage

· Consumption analysis including time

· Consumption deviation

· Consumption over time

· Reports

· Activity detail (sales, receipts, adjustments, etc.) to include time inventory on hand changed

· Quantity on-hand Value on-hand

· Department transactions

· Cycle count sheet

· Out of balance with GIP - on hand Due-ins

· Due-outs

· Issue multiple discrepancy between GIP and Par Bin

· Emergency levels

· Orders

· Existing orders

· Order preview

· Items

· Item master Item history

· Item classification Reconciliation history

· Most recent recon per item

ST # 4: Hardware Installation/Access

Install on 1 (one) VA owned desktop or laptop computer the program and software package used to add, delete and edit items stored in the bins/platforms in order to manage inventory items and levels at each designated facility. Install software on 1 (one) VA owned laptop for system set-up and installation. Install and prepare VA owned server for transmission of information between Contractor and VA for maintenance and monitoring of equipment in use.

Grant accesses and train VA employees for the web-based program that shall have unlimited user access and provide reports and data mining capability of current inventory including but not limited to current stock levels, recommended order levels, and average usage levels. The system shall be capable of producing reports in Excel or text delimited format using commercially available software.

Training includes but is not limited to:

· Adding items

· Removing items

· Assigning items

· Weighing items

· Editing Items

· Troubleshooting

· Reporting functions

· Par Vision

ST # 5: Provide Licensing and Support

One-year license agreement for use of Inventory Management System and related support. Automatic software upgrades of the installed program and software. Web-based program shall be available on any computer and/or mobile device for reporting purposes and evaluation of inventory levels for an unlimited number of users. Support to include continuous monitoring by means of a minimum of four remote checks of equipment functionality by Contractor personnel every 24 hours. Notification and maintenance support from Contractor personnel in the event of a problem with equipment or software. Contractor personnel shall respond to service calls no later than 24 hours after being notified of a problem with either equipment or installed software. Equipment and related hardware shall be replaced within 48 hours of notification of a problem if user is not at fault for damage or defect.

Government Furnished Equipment:

The VAMC will furnish a server, laptop and desktop computer for installation of vendor owned software and related programs need to make the installed equipment operational.

Performance Monitoring:

Completion of the install will be verified by COR or designated personnel. Functionality and accuracy of the installed equipment will be continuously monitored by Logistics staff to ensure equipment is functioning properly and providing accurate and timely information for inventory and reordering purposes. Installed equipment and software is monitored by Contractor employees by daily check-ins that shall occur remotely at least 4 times every 24 hours. Contractor support to be provided for any defects or functionality problems by contacting Contractor via email or telephone within time frames designated in ST # 5. The Contractor will meet (e.g. in person, telephone, etc.) with the COR monthly to address any unresolved issues. Any unresolved and/or continuous issues will be addressed to the Contracting Officer for corrective action.

B. INVENTORY MANAGEMENT/STORAGE SYSTEMS AND OPERATION:

If the problem is covered under warranty, contractor shall coordinate with the respective manufacturer to correct the fault. Those faults that occur that the contractor can identify may be corrected by the installing contractor. Any fault covered under warranty and requiring coordination with the manufacturer for technical support/replacement parts will be closely managed/supervised by the contractor to ensure prompt action. A detailed maintenance report will be provided following each visit for repair or maintenance.

Any damage, fault or other malfunction resulting from workmanship, manufacturing defect or any other fault/failure covered by a manufacturer’s warranty shall be corrected by the installing contractor. Any correction that will require coordination with manufacturer for replacement parts related to warranty coverage shall be coordinated by or managed by the contractor.

Any fault/failure or damage resulting from actions/incidents which falls outside of workmanship or warranty coverage specifications may be corrected by the contractor at the direction and expense of the VA. Any such failure will be noted on the inspection report and specifically addressed with the COR.

C. PERFORMANCE AND DELIVERABLES:

All work must be performed by competent trained personnel who are experienced and qualified to work on the specific equipment. All work performed shall be accomplished in accordance with the manufacturer’s instructions including, but not limited to, adjustments, calibrations, cleaning, lubrication, testing, disassembly, inspection, replacement of worn or defective parts, etc., required to keep the equipment in operating condition. Contractor’s maintenance of the equipment must satisfy all requirements as set forth by the manufacture. Contractor must ensure all trash and debris is removed from site after work is completed.

D. PEFORMANCE PERIOD:

The installation of the system shall be completed within one-year after contract award with the work commencing 60 days from date of award.

E. KEY PERSONNEL:

Key Personnel, as specified in Contractor’s Technical Proposal must be listed and approved to be working on this project by the Government within five business days of any change in the Key Personnel. The Contractor’s Project Manager is a Key Person as defined by this section.

F. CONTRACTOR PERSONNEL REQUIREMENTS

The Contractor shall provide personnel capable of performing the installation of all components as well as general instruction on the operation immediately after installation. Additionally, all personnel shall be subject to a Government specified background investigation prior to working with Personally Identifiable Information. The position sensitivity for this effort has been designated as Low Risk and the level of background investigation is a National Agency Check with Written Inquiries. All personnel shall be U.S. Citizens. The Contractor will coordinate with the COR for all Security Issues.

G. CONTRACT TYPE:

This is a firm fixed price contract

H. TRAVEL:

The Department of Veterans Affairs Medical Centers (VAMCs) is NOT responsible for any travel expenses associated with this requirement.

I. AUTHORIZED SERVICES:

The services authorized under this contract is installation, inspection and general instruction of the new medical storage carts. Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. Contractor is cautioned that only the Contracting Officer may authorize additional services or repairs and reimbursement will not be made unless this prior authorization is obtained.

J. COR AUTHORITY:

In no event is the COR empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Officer of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR.

K. DISCONTINUANCE OF SERVICE:

The Government reserves the right to terminate service on individual systems with a thirty day (30) written notice to the Contractor with payment to be prorated.

L. SUBCONTRACTING:

Due to the complexity of the services required herein, subcontracting will not be permitted withoutprior written approval by the Contracting Officer.

M. PARTS:

(a) Only new, standard parts shall be furnished by the Contractor. All parts shall be of the manufacture and have versatility be installed at the facility with as little structural augmentation as possible.

(b) All newly installed equipment and parts become the property of the Government. Replaced parts are to be disposed of legally by the Contractor in accordance with industry standards.

N. GOVERNMENT FURNISH EQUIPMENT:

The VAMC will not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within.

O. QUALITY CONTROL:

After contract award, the Contractor shall implement and follow a Quality Control Plan or Quality Assurance and Surveillance Plan (QASP) that will be accepted by the Government. The solution-based Quality Control Plan or QASP with performance goals and acceptable quality levels is necessary to ensure quality for this project. The Contractor shall address any issues established by the Government performance goals as needed. The Contractor will provide full access of its internal QASP for the COR to monitor performance.

1. QUALITY ASSURANCE:

As stated in the Quality Control Plan or QASP, the Government shall evaluate the Contractor's performance under this agreement. For those tasks listed in the Quality Control Plan or QASP, the COR or evaluators shall follow the methods of surveillance specified in this agreement. Such surveillance shall be done according to standard inspection procedures or other agreement provisions. Any action taken by the contracting officer as a result of surveillance shall be in accordance with the terms of this agreement.

P. COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS:

The Contractor shall ensure that services provided to the Government under this agreement comply with all applicable laws, statutes, regulations, and guidelines that govern the operation of systems by the Government. The Contractor shall also ensure that all services provided to the Government under this agreement comply with all Government mandated procedures, standards, and requirements.

As the Government develops and implements new or modified policies and procedures either to comply with internal agency rules and procedures or to comply with applicable rules, regulations, statutes, or other binding obligations ("Additional Compliance Terms"), the Government reserves the right to incorporate such Additional Compliance Terms into this Agreement. The Contractor hereby acknowledges and agrees that such Additional Compliance Terms shall become part of this agreement. The Government shall provide the Contractor with prior written notice regarding the date by which the Contractor shall comply with each set of Additional Compliance Terms ("Compliance Date"). Failure to comply with the Additional Compliance Terms prior to the Compliance Date shall be cause for the Government to immediately terminate this agreement. In the event that the Government terminates this agreement because of the Contractor's failure to comply with Additional Compliance Terms by the Compliance Date, the Contractor shall be liable for such reasonable costs as may be associated with the Government’s efforts to procure a replacement Contractor and associated systems and services.