Work of Statement Weight Baised Inventory System .pdf

Work of Statement Weight Based Inventory System

1. Background

Oklahoma City VA Health Care System has used cycle counting to monitor inventory levels within our service’s supply closets. This resupply process of the supply closets is labor and time intensive, in times of heavy workloads due to low availability of supply personnel and/or hospital patient load, it can potentially decrease the ability to restock supplies in a timely manner. Some of the counts proved to be inaccurate, causing staff members to frequently run to the primary located in the basement of the hospital. A weight-based system will augment supply chain management’s effectiveness and timeliness to resupply inventory while decreasing the work-load of supply personnel and overall bettering the care received.

2. Scope

To install the inventory management system at the Wichita Falls VA Medical Center in Wichita Falls, TX, and ensure the system is fully operational, and fully train staff to be knowledgeable on the use of the new system.

3. Specific Tasks

3.1 Installation: To supply and install scales and bins at Wichita Falls VA Medical Center. The installed equipment shall have a one-year full equipment replacement for defects or damage not caused by VA personnel. Installation does not include disassembly of existing storage devices or installation of wall mounted louvers (to be completed by VAMC personnel).

3.2 Hardware and Software

3.2.1 Install: Install the program and software packages used to add, delete, and edit items stored in the bins/platforms on VA owned desktops or laptop computers at each designated facility. Install software on 1 (one at minimum) 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.

3.2.2 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:

• Adding items

• Removing items

• Assigning items

• Weighing items

• Editing Items

• Troubleshooting

• Reporting functions

• Par Vision

3.2.3 Capabilities: 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 current stock level, recommended order points, and average usage levels per item. The weight-Based inventory system shall interface with the Generic Inventory Package (GIP) interface. The primary purpose of the interface is to identify out of balance on-hand quantities and values between GIP and the weight-Based inventory management system. The weight-based Inventory Management System will identify any out of balance on hand quantities and values, accounting for any due out or due ins. If the out of balance condition is caused by a pending due in or due out, it will be displayed separately to easily identify.

The functionality of the weight-Based inventory System is listed below.

• 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

• Analysis Current Levels

• Level recommendations by cost and usage demand SKU reduction recommendations items

• Stock outs and critical hits of 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 Bin Emergency levels

• Orders

• Existing orders

• Order preview items

• Item master Item history

• Item classification Reconciliation history

• Most recent recon per item

3.2.4 Licensing

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 to be available on any computer and/or mobile device for reporting purposes and evaluation of inventory levels for an unlimited number of users.

3.2.5 Support

Support to include continuous monitoring by means of a minimum of 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 to be replaced within 48 hours of notification of a problem if user is not at fault for damage or defect.

4. Performance Monitoring Completion of the installation will be verified by designated personnel. Functionality and accuracy of the installed equipment will be continuously monitored by Logistics staff to ensure the equipment functions properly and provide 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 Section III.

5. Delivery Location

Oklahoma City VAMC 921 N.E. 13th St Oklahoma City, Ok 73104

6. Brand Name or Equal Evaluation Criteria

1) Essential/significant physical, function, or performance Characteristics.

a. Shall be weight based

b. Easily calibrated and accurate

c. Provide real time visibility into our secondary inventory locations

d. Shall be able to interface with GIP package in IFCAP

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

f. A quantity on hand adjustment communication must be sent to GIP package to trigger accurate pick ticket

g. Shall have a training program available for VA staff to take advantage of

h. Software is to be intuitive and easy to train on

i. Software is to be able to utilize multiple users with different levels of permissions

j. Reports generated by software are to be relevant to APICS Principles of Inventory Management

k. Must be able to handle a wide range of products in variation of size, thickness, and weight.

2) Complete generic Identification: Weight Based Inventory Supply Chain Solution

3) Applicable model/make/catalog number: Par Express weight-based automation by Par Excellence

4) The salient characteristics listed above are essential to the Government’s requirements.