A.2 Revised Statement of Work.docx

A.2 STATEMENT OF WORK

1. Background VA Phoenix Healthcare System has used cabinet-based Point of Use (POU) systems to manage inventory levels within our facility’s supply areas. Our facility’s current supply system process relies heavily on clinical staff entering quantities as they pull product. When they fail to enter, or enter incorrect quantities, our process fails. This leads to workload issues, as Supply Techs must be pulled from current duties to perform urgent resupply requests to affected areas. This also presents potential patient safety issues during emergency situations if stock is not available due to inaccurate stock level information. Further, the current supply process is labor- and time-intensive. This is compounded in times of heavy workload due to availability of supply personnel and/or hospital patient load, increasing risks associated with patient care / safety.

VA Phoenix Healthcare System is looking for a fully automated weight-based inventory management system that does not require end users to input data or interface with the system to increase or decrease material items stocked or consumed by the user. The station requires a system that removes or heavily limits the amount of human interface required to maintain accurate and real time inventories. This creates a more accurate and efficient system while simultaneously addressing the patient safety / care concerns mentioned above, eliminating the frequent emergent supply requests created by inadequate inventory management systems.

A fully automated weight-based inventory management system will augment the supply chain’s management effectiveness and timeliness with resupply inventory while decreasing the workload of supply personnel. It will also improve the overall patient care throughout the facility, particularly in the cardiac catheterization and electrophysiology labs, by effectively maintaining appropriate periodic automatic replacement levels.

2. Scope The scope of this requirement is to obtain and install an automated inventory management system at VA Phoenix Healthcare System, ensure system is fully operational, and fully train staff to be knowledgeable on the use of system.

This is a brand name or equal requirement; a Fully Automated Weight-Based Inventory Management System or equal to PAR Excellence. Contractors must provide a brand name or equal that meets or exceeds the physical, functional, and performance of listed characteristics described in this Statement of Work. Contractor must show clear and compelling, and convincing evidence that all equal to items meet all required salient characteristics including brand name and model numbers IAW FAR 52.211-6 Brand Name or Equal. The proposed software must have HL7 interface at the time of offer. Contractors must validate and prove that the system communicates to VA Generic Inventory Package (GIP) in VistA through HL7 interface prior to award. Software must have an approved IT Authority to Operate (ATO) on the VA system at the time of offer.

3. Specific Tasks

3.1. Installation

To supply and install all equipment and parts, to include mounting hardware, if necessary, for a weight-based inventory management system at VA Phoenix Healthcare System located in 650 E Indian School Road, Phoenix, AZ 85012. Installed equipment shall have a one-year full equipment replacement warranty for defects or damage not caused by VA personnel. Installation shall not include disassembly of existing storage devices. Installation shall include costs on any additional equipment required for new inventory management system.

3.2. Hardware and Software

· Install: Install the program and software packages used to add, delete, and edit items stored in the storage/dispensing stations 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.

· Access: The system shall be accessible from multiple access points throughout the facility. Grant accesses and train VA employees for the 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. Software must support multiple users with different levels of permissions. The system shall be capable of producing reports in Excel or text delimited format using commercially available software.

· Capabilities Including Physical, Function, and Performance Characteristics: The inventory management system shall have a HL7 Interface that communicates with VA GIP in VistA. The system must be an approved IT Authority To Operate (ATO) on the VA system at the time of offer. The system shall produce an accurate real-time perpetual reading of quantities on-hand, accessible on VA provided computers via automated inventory management system software and provide data mining capabilities that shall include at a minimum current stock level, recommended order points, average usage levels per item. The periodic automatic replacement bin System must interface with Generic Inventory Package (GIP). The primary purpose of the interface is to accurately report on-hand quantities in real time for each secondary supply area for restocking purposes, and to identify out of balance on-hand quantities and values between GIP and the periodic automatic replacement system. Periodic automatic replacement system will identify any out of balance on-hand quantities and values, accounting for any due-outs 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. Periodic automatic replacement bin due-ins and due-outs will automatically be removed when GIP due-in and due-outs are “cleared”.

· The functional and salient characteristics required:

· Must show equipment Status for communication about system status, including system failures

· Must show Materials Management Status including:

· Open Orders

· Emergency/Critical Item Levels

· Negative Quantities on-Hand

· Must have an Item Locator function

· Must have a Periodic Automatic Replacement (PAR) Level Analysis to advise the levels of inventory the facility needs to maintain in order to fulfill demand, which shall include:

· 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

· Must provide Consumption Data including:

· Average monthly usage

· Consumption analysis including time

· Consumption deviation

· Consumption over time

· Must generate reports including:

· Activity detail (sales, receipts, adjustments, etc.) to include date/time of any inventory changes

· 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 indicating low stock warning

· Generated reports must be relevant to APICS Principles of Inventory Management as VA requires all inventory systems communicating to VistA GIP/HL7 to provide reports

· Must show orders

· Existing orders

· Order preview

· Must show items describing:

· Item master / Item history

· Item classification Reconciliation history

· Most recent reconciliation per item

· Must be able to install the weight system compatible with the facility’s current existing storage methods and infrastructure including shelving, cabinets, and carts

· System must be accessible from multiple access points throughout the facility

· Must be accessible on VA provided computers via automated inventory management system software

· Employees must be able to recalibrate for different packaging sizes (10’ vs 12’s)

· Must provide real-time visibility to primaries and secondaries inventory locations (will provide the list as an attachment on the notice)

· Depletion of stock must rigger “pick” tickets based on Periodic Automatic Replenishment (PAR) levels, re-order points, and emergency stock level. All quantity on hand adjustment communication must be sent to GIP package to trigger accurate pick tickets

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

· Must be able to handle a wide range of medical/surgical products with variations of size, thickness, and weight, including but not limited to minimum scale of band aids, dressings, and maximum scale of large custom packs up to 3 ft long by 2 ft wide with a weight up to 20 pounds

· Must have a training program available for VA staff, which should include but not limited to adding items, removing items, assigning items, editing items, troubleshooting, and reporting functions

3.3. 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 evaluation of inventory levels and reporting purposes, for an unlimited number of users. On premises solutions will be considered.

3.4. Support

Support must include continuous monitoring by means of a minimum of 4 remote checks of equipment functionality by Contractor personnel every 24 hours. Monitoring contractor personnel must provide notification and maintenance support 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. 24/7x365 service is required. Equipment and related hardware must be repaired and/or replaced within 48 hours of notification of a problem if user/facility is not at fault for damage or defect. Solutions with real time monitoring capable of identifying errors and or equipment problems will be considered.

3.5. Performance Monitoring

Completion of the installation will be verified by COR and/or designated personnel. Functionality and accuracy of the installed equipment will 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. 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 V. 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 referred to the Contracting Officer for corrective action. On-premises solutions will be considered.

4. Security Requirements Offeror shall identify vendor-owned software and/or programs that have to be installed on VA owned server, laptop, and desktop computer. Other access to vendor website and programs will be permitted by vendor from any desktop 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.

5. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

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.

6. Other Pertinent Information or Special Considerations.

Identification of Possible Follow-on Work. Service agreements and license agreements will be maintained and purchased after initial 1-year warranty is no longer effective.

7. Risk Control Employees of contractor responsible for installation and setup will have background check completed or show proof of background check completed no longer than one (1) year ago, from date of award including fingerprint analysis. Contractor employees shall obtain VA badge and wear on their person, above their waist and always visible. Contractor will be installing a supply storage and tracking system in an area under construction. Workers will need to be cognizant of staff movements, sensitive medical equipment, and diverse activities during certain periods of the workday. Installation staff shall have no patient contact or access to sensitive patient information. COR will be available for risk intervention should the need arise.

8. Period of Performance.

Installation to begin no later than 45 days after contract award date. If not, please provide a realistic time for product delivery and installation completion. Installation will be phased by facility and will be at the discretion of the Contracting Officer or Designee (COR). The facility will provide the Contractor a deployment plan, to include time and location of installation. Installation and setup to be completed no later than 90 days after contract award date. This timeline is dependent on the facility meeting a facility required tasks and tollgates, otherwise the timeline will be revised via modification.