36C24723Q0400 0001.docx

RFQ 36C24723Q0400 WEIGHT BASED INVENTORY SYSTEM

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*

Contracting Officer Darius Crane darius.crane@va.gov

(843) 762-5559

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs

Tuscaloosa VA Healthcare System

3701 Loop Road East

Tuscaloosa AL

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

DESCRIPTION

Page 1 of

Amendment to a Previous Combined Solicitation

The purpose of this amendment is to respond to vendor questions, to provide clarification of the solicitation and make adjustments that will assist offerors in preparing an offer.

A cost/price schedule and edited SOW is provided, along with a list of quantities per location.

QUESTIONS 4/26/2023

Page 14-15, section 12.0.2 – The solicitation document lists the inventory point locations but doesn’t list the amount of items per location. To avoid confusion on the scope of the requirement and which locations are to be addressed, requesting to add the item counts per location to eliminate potential confusion on which locations are to be included in the scope. Can the requested adjustment to add item counts per location be added to Pages 14-15? See attachment of locations count.

Page 18, section 16 – Request to have this section adjusted for 16.0.1. Typically, with this type of inventory management project, a phased approach is taken as to not negatively impact the facility’s ability to function overall. Supplying a daily report will likely slow down the overall pace for project completion and would result in additional billed hours. For all other VA previous projects for this type weight based inventory management system, all other VA customers have bi-weekly calls set up with the facility’s COR to provide status updates and reporting on overall project progress and urgent issues are conveyed to the COR immediately. Our request is to adjust 16.0.1 to substitute daily reporting with bi-weekly status update calls/meetings to include the COR for project status updates? And also adjust to reflect that urgent issues will be conveyed to the COR immediately. Can this change be made? Yes, this can be changed to a bi-weekly status update for calls/meetings.

Page 20, bottom of page “End of PWS” – States delivery shall be 180 days ARO and will be FOB destination. This type of project typically takes 365 days to complete and due to onsite space constraints, the necessary material is typically shipped onsite to the VAMC in phases as an average project can easily require up to 220+ pallets. We are requesting to have period of performance updated to reflect 1 year as well as to the delivery timeframe. Can this change be made? Yes, this can be changed to reflect 1 year.

LOCAL STOCK NUMBER: PX9110_301+PAR

LOCAL STOCK NUMBER: PX9120U

LOCAL STOCK NUMBER: PX9176

LOCAL STOCK NUMBER: PX9196

LOCAL STOCK NUMBER: PX9186

LOCAL STOCK NUMBER: PX9809-PMFR

LOCAL STOCK NUMBER: PX9809-IBR

TOTAL SERVICE FEES

LOCAL STOCK NUMBER: PX3950C

SCALES TOTAL

LOCAL STOCK NUMBER: PX7532

LOCAL STOCK NUMBER: QS-LR36

LOCAL STOCK NUMBER: 30-618Q

LOCAL STOCK NUMBER: 30-636Q

GRAND TOTAL ______________________

PERFORMANCE WORK STATEMENT

WEIGHT BASED INVENTORY MANAGEMENT SYSTEM

1.0. GENERAL INFORMATION: Department of Veterans Affairs Medical Center (VAMC) Tuscaloosa, Alabama is seeking to replace existing free standing inventory management storage with a weight-based inventory system to ensure proper storage of medical and surgical products. Contractor will provide all supervision, tools, materials, supplies, equipment, and labor to perform the work.

2.0. TITLE OF PROJECT: Weight-Based Automated Inventory Systems

3.0. 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 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).

4.0. LICENSING: One-year license agreement during the base year of the purchase order for use of the weight-based inventory systems 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. Per FAR 12.212, commercial computer software or commercial computer documentation shall be acquired under licenses customarily provided to the public to the extent such licenses are consistent with Federal law and otherwise satisfy the Government’s needs.

5.0. SUPPORT: Support to include continuous monitoring by means of a minimum of four (4) 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. After initial 12-month period of performance, the Contractor shall provide a continuation of the support and maintenance activities.

6.0. GLOSSARY / DEFINITIONS:

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

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

7.0. 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.

8.0. PERFORMANCE REQUIREMENT:

8.1.1 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.

8.1.2 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.

9.0. 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

10.0. 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 workday as determined by the COR.

11.0. ACCESS: 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:

11.0.1 Adding items

11.0.2 Removing items

11.0.3 Assigning items

11.0.4 Weighing items

11.0.5 Editing items

11.0.6 Troubleshooting

11.0.7 Reporting functions

11.0.8 Par Vision

11.0.9 Process definition

12.0. SPECIFIC TASKS (ST):

12.0.1 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.

12.0.2 ST# 2: Provide and install Weight-Based Automated Inventory system at the following locations (to include all bins, scales, and accessories):

Inventory Point Locations: 31

12.0.3 ST# 3: The Weight-Based Automated 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.

12.0.4 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.

12.0.5 Equipment Status:

· Communication about system status including system failures

12.0.6 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

12.0.7 Installed equipment shall have a one-year warranty (full equipment replacement) for defects or damage not caused by VA personnel. Installation does not include disassembly of existing storage devices.

12.0.8 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.

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

13.0. COMPLETION AND MONITORING:

13.0.1 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.

13.0.2 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.

13.0.3 Contractor support to be provided for any defects or functionality problems by contacting Contractor via email or telephone within time frames designated under 4.0 and 5.0.

13.0.4 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.

14.0. OPERATION AND WARRANTY:

14.0.1 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.

14.0.2 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.

14.0.3 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.

15.0. PARTS REQUIREMENT:

15.0.1 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.

15.0.2 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.

16.0. DELIVERABLES REQUIREMENT:

16.0.1 A written Status Report shall be provided to the COR bi-weekly via electronic email or via calls/meetings to the COR.

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

17.0. CONTRACTOR PERSONNEL QUALIFICATIONS:

17.0.1 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.

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

17.0.3 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.

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

17.0.5 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.

17.0.6 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.

18.0. IDENTIFICATION REQUIREMENT:

a. 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.

13.0.1 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.

b. 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.

19.0. GOVERNMENT FURNISH EQUIPMENT:

a. 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.

20.0. AUTHORIZED SERVICES:

a. 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.

21.0. DISCONTINUANCE OF SERVICE:

a. 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.

22.0. SUBCONTRACTING REQUIREMENT:

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

END OF PWS

Delivery shall be 365 days after receipt of order (ARO) and will be FOB Destination.

See attached document: Item Count Per Location.