36C25525Q0309.pdf

SUBJECT* 36C25525Q0309

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048

SOLICITATION NUMBER* 36C25525Q0309

RESPONSE DATE/TIME/ZONE 04-21-2025 10:00am CENTRAL TIME, CHICAGO, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* 6515

NAICS CODE* 333993

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 15

3450 S 4th Street Trafficway

Leavenworth KS 66048

POINT OF CONTACT*

Contracting Officer

Denise Maynard denise.maynard@va.gov

913-946-1978

PLACE OF PERFORMANCE

ADDRESS Robert J. Dole VA Medical Center

5500 E. Kellogg Venue

Wichita, KS 67218

DESCRIPTION

This is a SOURCES SOUGHT announcement only. It is neither a solicitation announcement nor a request for proposal or quote and does no obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified businesses.

Responses to this notice shall include:

1. Company Name

2. Address

3. Point of Contact

4. Phone, Fax, and Email

5. UIE number

6. Must provide a capability statement that addresses the organizations qualifications and ability to perform the work in the Statement of Requirements.

See Attached:

1. Statement of Work

Please respond if you can provide.

All responses due by 10:00 am CST, Monday, April 21, 2025 Denise Maynard Contract Specialist denise.maynard@va.gov Network Contracting Office 15

See attached document: Statement of Work

STATEMENT OF WORK (SOW)

FOR

Robert J. Dole VA Medical Center

VETERANS HEALTH ADMINISTRATION

Introduction.

Department of Veterans Affairs Robert J. Dole Medical Center Wichita (RJDVAMC), Kansas is seeking to install a free-standing weight-based inventory management system for storage of medical and surgical, prosthetics, and environmental management services inventory items to ensure accurate inventory management, eliminate 100% physical scanning, and minimize risk of stockouts.

Scope of Work.

mailto:denise.maynard@va.gov

Provide and install free standing, weight-based inventory management system at the locations stated in the section below to include all bins, scales, and accessories, parts, labor, hardware, licensing, tech support, software, and training. All debris and trash are to be removed daily and once install and disassembly are complete. Contractor shall have a vehicle to transport all bins, scales, parts, and accessories identified for each location, from primary delivery location to complete installation.

1. Dodge Community Based Outpatient Clinic (CBOC), 2201 Summerlon Circle, Dodge City, Kansas, 67801. There will be approximately 206 medical surgical inventory items, 52 prosthetics inventory items, and 7 environmental management services (EMS) inventory items.

2. Hays CBOC, 4107 Vine Street, Hays, Kansas, 67601. There will be approximately 217 medical surgical inventory items, 51 prosthetics inventory items, and 6 environmental management services (EMS) inventory items.

3. Parsons CBOC, 1907 Harding Drive, Parsons, Kansas, 67357. There will be approximately 213 medical surgical inventory items, 58 prosthetics inventory items, and 7 environmental management services (EMS) inventory items.

A Variance of +/- 10 items for each inventory or each site to be included.

Technical Requirements.

The 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 levels, recommended order points, average usage levels per item and ability to track medical supply usage.

The PAR Bin System will be interfaced with GIP. The primary purpose of the interface is to identify out of balance on-hand quantities and values between GIP and the PAR bins system.

PAR BINS will identify out of balance on hand quantities and values, accounting for any due out or due in items. If the out of balance condition is caused by a pending due in or due out, it will be displayed separately to easily identify. PAR bin due-ins and due-outs will automatically be removed when GIP due-in and due-outs are “cleared”.

The Functionality of the Par Bin System Is Listed Below.

The Robert J. Dole VA Medical Center facility has a need for an Inventory Point of Use (POU) System in our Community Based Outpatient Clinics. The POU system must have the following salient characteristics:

• 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 and any future EHRM system installed by the VA.

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

• It is imperative that depletion of stock, triggers “picking” tickets based on PAR levels, Reorder points, and Emergency Stock Levels.

• Software needs to be intuitive and easy.

• 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.

1. Complete generic identification: Weight based Inventory Supply Chain Solution.

2. Applicable model/make/catalog number: PAR Express weight-based automation by PAR

Excellence.

3. Equipment Status - Communication about system status including system failures.

4. Materials Management Status –

• Open Orders

• Emergency/Critical Item Levels

• Negative Quantities on-Hand

5. Item Locator.

6. Customer Item Requisition.

7. Par Level Analysis.

8. Current Levels –

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

• Items over par level.

• Stock outs, critical hits, and Par level value over time.

9. Consumption

• Average monthly usage.

• Consumption analysis including time.

• Consumption deviation.

• Consumption over time.

10. 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.

11. Orders

• Existing orders.

• Order preview.

12. Items

• Item master history.

• Item classification

• Reconciliation history.

• Most recent recon per item.

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

Licensing.

One-year license agreement for use of Inventory Management System and related support, commencing from date system is 100% accepted. All future 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.

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.

Delivery Schedule & Location Information Delivery Location:

THOMAS TRANSFER & STORAGE Co., Inc.

7701 East Osie Street, Wichita, KS 67207 Hours of Operation: 8:00 a.m. - 4:00 p.m.

Office Phone:316-686-1111 Manager: Brian Crowe Direct Line: 316-719-7203

Delivery Schedule:

Installation and setup to be completed no later than 180 days after contract award date. POC to be contacted prior to delivery on site.

Security Requirements.

Vendor owned software and/or program (PAR Excellence) to be installed on VA owned server, laptops, and desktop computers. Other access to vendor website and programs (PAR Admin, PAR Client and PAR Vision) will be permitted by vendor from any desktop or laptop computer using the World Wide Web.

Contractor personnel performing installation may be required to complete the Department of Veterans Affairs security screening. General Contractor’s employees shall not enter the work area without the appropriate badge. They must present themselves to the facility VA Police for a Contractor’s badge to be worn during the set-up of the system. They may be subject to inspection of their personal effects when entering or leaving the work area.

Government-furnished Equipment (GFE)/Government-furnished Information (GFI).

The Robert J. Dole VAMC will furnish a server, laptops, and desktops computer for installation of vendor owned software and related programs needed to make the installed equipment operational.

Performance Monitoring.

1. Completion of the install will be verified by POC or designated staff. 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 once a work order is submitted. Each client’s system automatically reports to the PAR Excellence support system on a scheduled basis to provide status reports on all equipment. This allows PAR Excellence to proactively monitor our system. In addition, the toll-free PAR Excellence Support Hotline is staffed 24/7 by experts who provide thorough, effective assistance from our support offices.

a. Contractor contact information:

POC: Ryan Katsetos POC Phone Number: 513-722-6036 (cell) Vendor Phone number: 1-800-888-7279 Support e-mail: vha-help@parexcellence.com mailto:vha-help@parexcellence.com

b. Identification of Possible Follow-on Work. Service agreements and license agreements will be maintained and purchased after initial one-year warranty is no longer effective.

Training.

1. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. We are requesting to be able to obtain access to contractor PIV cards with remote access for minimum 5 persons (as is necessary to support implementation). We are also requesting PIV badges be approved and issued within 1 month of any individual starting the PIV process.

2. COR will provide Contractor with “Records Management for Everyone” to review and attest completion.

3. PX9809-IBR Implementation Base Rate is the Contractor's verbiage to allow a Par Excellence Client Success Manager to come on site train all employees necessary, and audit pre-existing and new Par Excellence secondaries, and systems.

4. Training of all supply technicians should be held at Robert J. Dole (on-site).

a) 1-2 supply technicians at a time consistent with the Client Success Manager’s rotation after the initial installation of Par Excellence in the secondaries mentioned in this statement of work.

b) Robert J. Dole VAMC would like the following training provided during the quarterly on-site visits.

1. Secondary location audits by Client Success Manager.

a) Complete 1 audit with supply technician in charge of secondary.

b) Audits to include assessing arrangement of bins/louvers in room, and ways to improve.

c) Troubleshooting in the secondary.

d) Training as mentioned, but not limited to, in attachment A.

2. Training shall be recorded and considered successful when each supply technician can demonstrate the actions necessary to maintain a Par Excellence secondary.

3. Contractor shall maintain records of training participants and whether training was completed or not, to be provided to the COR upon request.

4. Contractor shall coordinate all training dates with the COR who will communicate internally with appropriate VA staff.

5. Training for Logistics personnel must provide Logistics staff with the tools and knowledge to fully operate the devices and conduct checks per the manufacturer’s instructions, as well as answer any questions personnel may have regarding Par Excellence.

Attachment A

Par Ex Training Topics

Setting up Secondary for Go Live on ParEx

1. One-time steps – Complete in GIP

a. Link a Secondary Closet – Do not unlink once linked.

b. Data Sync

1. Add/Edit process.

Controllers

1. What the controllers should look like when functioning properly

2. What the controllers should look like when they are not functioning properly

3. OPEN light and how to fix.

Bins

1. Be sure bins are completely on the proper scale and adjust if needed.

2. Remove excess packaging in the bins with product.

3. Supplies pushing up on bin above.

a. Adjust how product is placed in bin.

b. Remove excess/overstocked product.

c. Correct Par Level – Change to bigger bin / scale if needed.

4. Ensure bins do not have multiple items in one bin.

SetUp PB (see pdf for complete directions)

1. Taring a scale

2. Registering an item to a scale

a. Secondary scales

b. Tandem scales

c. Capturing weight for an item

d. Adding / Moving / Removing items

e. Deregistering an item from a scale

Creating Orders – Complete in GIP

1. QOH Sync - Adjust quantities to a secondary

a. Must wait 30 minutes before next step.

2. Run ParVision Order Preview

a. This will provide you with a quick reference of items to be ordered.

3. Autogen in GIP

4. Review order before releasing / sending order to ParClient

a. remove lines from the order you know are not needed.

5. Release order in GIP to be sent over to ParClient.

6. Once order is picked and restocked in secondary complete receiving/posting in ParClient

7. Receiving in Par Client

Par Vision

1. Bin/Scale Status – see training document and red scale PowerPoint.

a. Red Scales - Determining issue and correction options.

b. Yellow Scales - Determining issue and correction options.

c. Requesting measurement

2. Reports

a. Order Preview

b. Usage

c. Unit of Measure Differences

Par Client

1. Adding New Items

a. Add new items in GIP Secondary

i. Item will be available in drop down when registering in secondary.

b. Finding an item

i. Seeing what locations an item exists

1. Quantity on Hand for all locations

2. On a scale or not on a scale

3. UOM Issues and how to correct.

ii. Checking qty on hand for multiple locations