36C24722Q0607.docx

SUBJECT*

WEIGHT BASED INVENTORY MANAGEMENT SYSTEM, SUPPLY CHAIN (Columbia VA Medical Center) REQUEST FOR INFORMATION

GENERAL INFORMATION

SET-ASIDE

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

PLACE OF PERFORMANCE

6439 Garners Ferry Road

Columbia SC 29209

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

This is a Request for Information Only; it is not a request for quotations or offers.

Network Contracting Office (NCO) 7 on the behalf of the Columbia VA Medical Center has developed this Request for Information (RFI)/Sources Sought Notice to solicit market research information from industry to assist the Government with analysis of a Government requirement and provide commercial insight on performance-based solutions, best practices, possible contractual arrangements, and potential issues. This RFI is to determine the availability of businesses (preferably Service-Disabled and/or Veteran-Owned Owned) entities within the local and surrounding areas.

THIS IS A REQUEST FOR INFORMATION ONLY. It is not a Request for Proposal, a Request for Quotation, an Invitation for Bids, a Solicitation, or an indication that NCO 7 will contract for the items contained in the RFI/Sources Sought Notice. This RFI/Sources Sought Notice is part of a Government market research effort to determine the scope of industry capabilities and interest, in accordance with Federal Acquisition Regulation (FAR) Part 15.201(e), response to this RFI / Sources Sought Notice are not offers and cannot be accepted by the Government to form a binding contract. Responses to this RFI / Sources Sought Notice are strictly voluntary and are consider as information only. The Government will not pay respondents for information provided in response to this RFI / Sources Sought Notice. Responses to this RFI / Sources Sought Notice will not be returned and respondents will not be notified of the result of the review. If a solicitation is issued, it will be announced a later date, and all interested parties must respond to that solicitation announcement separately from any response to this announcement. This RFI / Sources Sought Notice do not restrict the Government’s acquisition on a future solicitation.

NCO-7, Charleston SC is conducting market research for Weight Based Inventory Management System. The Columbia VA Medical Center 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.

The Contractor shall furnish all personnel, materials, tools and equipment necessary to perform the task in accordance with the schedule and to comply with all guidelines established by Federal, State, County and local laws and ordinances.

Please review the draft Performance Work Statement (PWS) provided below before responding to the market research questions as the Government desires that respondents offer their experience and recommendations on the following questions and issues related to this requirement. When addressing these items, respondents should consider the size and scope of the requirement described herein. Also note the compliance and transmission requirements detailed in the attached PWS.

PERFORMANCE WORK STATEMENT

WEIGHT BASED INVENTORY MANAGEMENT SYSTEM

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.

THIS IS A REQUEST FOR INFORMATION/SOURCE SOUGHT NOTICE ONLY.