762-25-901 - VACMOP TUCSON _ Conveyor Upgrades_Main Line Tote_2025_03_25.pdf

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Southwest VA CMOP Functional System Description & Performance Work Statement

(PWS) –

Tote Main Line Conveyor Upgrade, PV Stations and Tote Labeling Stations

Tucson, AZ

Updated - DATE: 10 January 2025

Site: Southwest VA CMOP, Tucson, AZ - 85706

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i Southwest VA CMOP –System Description – Tucson, AZ

TABLE OF CONTENTS

1. GLOSSARY OF TERMS

1.1. General Terms

1.2. Operational Terms

1.3. Order Type Definitions:

1.4. Area Definitions:

2. OVERVIEW

2.1. Facility Location

2.2. STATEMENT OF NEED

2.3. Operation Hours

2.4. Confidentiality

2.5. Drawings Supplied

2.6. Supplier Qualifications

2.7. Technical Submissions with the Quotation

2.8. Training, Maintenance, and Warranty Submissions

2.9. Prices, Risk of Loss, and Title

2.10. Exceptions and Alternates

2.11. Proposal Contents

2.11.1. Attachment 1 - Project Overview

2.11.2. Attachment 2 - Product Information

2.11.3. Attachment 3 - Subcontractors and Suppliers

2.11.4. Attachment 4 - Supplier Offered Alternatives

2.11.5. Attachment 5 - References and Qualifications

2.11.6. Attachment 6 - Technical Submissions

2.11.7. Attachment 7 - Training, Maintenance and Warranty Submissions

2.11.8. Attachment 8 - Bill of Materials

2.12. Oral Presentations

3. PROJECT SCHEDULE

3.1. Project Schedule Requirements

3.2. Project Schedule Submissions

4. OPERATIONAL REQUIREMENTS

4.1. Overall Pharmacy Process

4.1.1. Current Tote Line Layout

4.2. Current Tote Line Flow and Process

4.3. Tote Conveyor Design Requirements

4.3.1. Tote Size

4.3.2. Tote Identification

4.3.3. Tote Weight

4.3.4. Equipment Noise Exposure

4.3.5. Preferred Divert Design Requirements

4.4. Proposed Central Tote Conveyor Upgrades

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ii Southwest VA CMOP –System Description – Tucson, AZ

4.4.1. Proposed Main Loop Conveyor Upgrades

4.4.2. Labeling Recirculation Loop

4.4.3. Pharmacist Verification Recirculation Loop

4.4.4. Proposed Labeling Station Conveyor Upgrades

4.4.5. Proposed Pharmacist Verification Conveyor Upgrades

4.4.6. Proposed Manual Pack Area Conveyor Upgrades

4.5. Proposed Additional Tote PV Workstations

4.6. Proposed Additional Tote Labeling Workstations

4.7. Transition Planning

4.8. SW CMOP Implementation Phasing

4.9. Interface to PMS

5. AUTOMATION DESIGN AND FABRICATION REQUIREMENTS

5.1. General Design Criteria

5.1.1. Safety Standards and Codes

5.1.2. Quality Requirements

5.2. Mechanical

5.2.1. Guarding

5.2.2. Supports and Connectors

5.2.3. Mechanical Requirements

5.2.4. Material Requirements

5.2.5. Dimensions and Tolerances

5.2.6. Sensor Mounting

5.2.7. Compressor/Air Lines

5.2.8. Labeling

5.2.9. Welding

5.2.10. Touch Up

5.2.11. Installation Factors

5.2.12. Electrical and Control System Requirements and Architecture

5.2.12.1. Power Distribution

5.2.12.2. Device Layer

5.2.12.3. Control Layer

5.2.12.4. Control Cabinets and Enclosures

5.2.12.5. Information Layer

5.2.12.6. SCADA Layer

5.2.12.7. Interconnects

5.2.13. Electrical/Control Requirements

5.2.13.1. Static Electricity

5.2.13.2. Location of Controls

5.2.14. Equipment Control Concepts

5.2.14.1. Emergency Stops (E-Stops)

5.2.14.2. Interlocks

5.2.14.3. Separate Zone Stop and Emergency Stop Circuits

5.2.14.3.1. Emergency Stop Circuits

5.2.14.3.2. Emergency Stop

5.2.14.3.3. Restart

5.2.14.4. Wiring

5.2.14.4.1. Grounding

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iii Southwest VA CMOP –System Description – Tucson, AZ

5.2.14.4.2. Terminations

5.2.14.4.3. Protection

5.2.14.4.4. Wire Color Codes

5.2.14.4.5. AC and DC Wiring Separation

5.2.14.4.6. Low-Voltage Signal Wiring

5.2.14.4.7. Conductor Sizes

5.2.14.4.8. Spare Wires

5.2.14.4.9. Conduit

5.3. PLC Hardware

5.3.1. PLC Preferred Suppliers

5.3.2. Electrical Noise Immunity

5.3.3. Hard-Wired Circuitry

5.3.4. Control Circuit Ground

5.3.5. Spare Capacities

5.3.5.1. Free I/O Requirements

5.3.5.2. Free Memory Requirements

5.3.6. Rack Grounding

5.4. System Installation and Cabinet Construction

5.4.1. Recommended Hardware

5.4.1.1. Switches:

5.4.1.2. Sensors

5.4.1.3. Contactors and Power Switching Devices

5.4.1.4. Labeling

5.4.1.5. Enclosures, Operator Panels, and Wire Troughs

5.4.1.6. General Wire and Wiring Conventions

5.4.1.7. Standard Numbering Convention for Control Wiring

5.4.1.8. Motors and Clutches

6. INSTALLATION REQUIREMENTS

6.1. Installation and Technical Support

6.2. Use of Premises by Supplier Personnel

6.3. Coordination of Laydown

6.4. Delivery and Unloading

6.5. Site Cleanliness

6.6. Site Storage

6.7. Trash Removal

6.8. Sanitation

7. INSTALLATION SITE WORKING CONDITIONS

7.1. Purchaser Access and Cooperation

7.2. Protection of Persons and Property

7.3. Equipment Supplier's Personnel and Workmanship

7.4. Working Hours

7.5. Materials Handling and Unloading

7.6. Site Cleanliness and Order

7.7. Use of Premises

7.8. Temporary Storage

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iv Southwest VA CMOP –System Description – Tucson, AZ

7.9. Safety

8. DOCUMENTATION

8.1. Pre-Installation Drawings and Specifications

8.2. Drawing Submittal Requirements

8.3. As-Constructed Drawings

8.4. Required Final Documentation

8.5. Maintenance Instructions and Manuals

8.6. Documentation Submittals Summary

9. PURCHASER TRAINING

9.1. User Training

9.2. Control System Training

10. SYSTEM WARRANTY, RELIABILITY, MAINTAINABILITY AND SUPPORT

10.1. Warranty

10.2. Customer Support

10.3. Customer Support Program (Technical)

10.4. Telephone Support

10.5. On-Site Support

11. TESTING AND VALIDATION REQUIREMENTS

11.1. Functional Equipment Testing

11.2. Site Acceptance Tests

12. PROJECT MANAGEMENT REQUIREMENTS

12.1. Project Schedule

12.2. Implementation Requirements

12.3. As-Constructed Drawings

12.4. Required Final Documentation

12.5. Maintenance Instructions and Manuals

13. APPENDIX A – TOTE PV STATION SPECIFICATION

14. APPENDIX B – TOTE LABELING STATION SPECIFICATION

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5 Southwest VA CMOP –System Description – Tucson, AZ

1. GLOSSARY OF TERMS

1.1. General Terms

VA – U.S. Department of Veterans Affairs

CMOP – Consolidated Mail Outpatient Pharmacy – VA’s high-volume prescription filling unit.

SW-CMOP – Southwest Consolidated Mail Outpatient Pharmacy Tucson, AZ

VISTA/CERNER – VA’s central system for veteran’s EHR information storage & processing

CDB –Central Database hosting the patient orders at VA’s central location

CO - Contracting Officer

COR –Contracting Officer’s Representative – Local VA official who acts on behalf of the Contracting Officer and is the primary point of contact for the VA Team.

COTS – Common off the Shelf for parts and assemblies.

APFS – Automated Prescription Fulfillment System

NFPA – National Fire Protection Association

PMS – Pharmacy Management System [this includes sub-systems such as control systems (PLC) and routing logic]

Ergonomic Design Principles – Industry standard principles to prevent musculoskeletal disorders and injuries by adherence to ergonomic design principles (e.g. allow for shortest and tallest workers, avoiding forced forward head posture, avoiding narrow viewing angles, avoiding visual obstructions, avoiding reaches above the shoulder, avoid greater than 45 degree shoulder flexion and abduction, avoid excessive reaching and repetitive movements, enable placement of items and parts between shoulders and waist height, capable of work surfaces designed just below elbow height (heavy work surfaces would be 6-8” below elbow height), maintain neutral posture, avoid repeated or sustained flexion and ulnar deviation with hands, avoid repeated or sustained pinching and allow for small hands when designing gripping tasks, allow plenty of access space for large hands, avoid repeated lifting and excessive and sustained forward bending, if possible avoid foot actuation, avoid mechanical stress on the legs, allow for long legs, provide adjustments or foot rests for shorter legs for prolonged sitting or standing, and provide anti-fatigue mats for prolonged standing). An example of the application of these principles is found at https://www.ergo-plus.com.

FMEA – Failure Mode and Effects Analysis is a process used by the VA to identify weaknesses that can cause error or harm in order to identify and reduce unanticipated adverse events and safety risks by identifying where a process can fail. The goal is a quality level of 6-Sigma for the entire system (3.4 errors per 1 million opportunities). The FMEA team at the CMOP will develop internal test documents, data validation checklists, and Standard Operating Procedures (SOPs), which include vendor subject matter experts (SME) for assistance. Additionally, the team includes training processes and supporting documents. The team will also determine validation processes for final acceptance for each step of the FMEA process.

https://www.ergo-plus.com/

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6 Southwest VA CMOP –System Description – Tucson, AZ

FTP – File Transfer Protocol IEC - International Electrotechnical Commission IT – Information Technology SCADA – Supervisory Control and Data Acquisition SFTP – Secure File Transfer Protocol Turnkey System – A complete, designed, or constructed system that is completely ready for operation; fully equipped and ready to independently and interdependently operate.

VTD – Vendor To Determine.

UPS - Uninterruptable Power Source with surge suppression protecting all connected automation equipment.

1.2. Operational Terms

AUOU – Automated Unit of Use -Typically refers to dispensing of manufacturers packaged items or prepacked single unit dispense of NDCs from A-Frames or automatic dispensing system.

UOU – Unit of Use Container (ex: retail pack format)

Container – a logistical entity that contains tablet/capsule or a Unit of Use retail pack dispensed on a prescription. Sometimes referred to as Item being dispensed.

Item – Drug or ancillary item. Sometimes interchangeably referred to as Container. See Container.

NDC - National Drug Code, a unique 10-digit or 11-digit code and universal product identifier for human drugs dispensed in a pharmacy. NDCs defines a specific manufacture, drug, strength, dosage form, and packaging code/quantity.

RPh or PharmD– Abbreviation for Registered Pharmacist or Doctor of Pharmacy

Package – A collection of one or more patient orders and/or prescriptions in a shippable form (bag/box/cooler etc.)

Patient Order – Identifies a single order to a specific patient and all the associated RX prescriptions contained in that order. Patient orders are unique to a package and may contain multiple RX prescriptions and multiple containers. For the purposes of this request, it can be assumed that there will be ONLY ONE DELIVERY PACKAGE PER ORDER

PIL – Patient Information Literature

RX – Referred to as a Patient Prescription, is a formal written, electronic, or verbal order from a licensed healthcare provider that directs the dispensing, administration, or use of medication for a patient. Prescriptions serve as a communication between the prescriber, pharmacist, and patient, ensuring that the patient receives the appropriate medication and instructions for its use.

PV or PV2 – Referred to as Pharmacist Verification, is the process where an RPh reviews a patient order prior to packaging and confirms the accuracy and quality of the order. The RPh insures to proper drugs, quantity and dosages have been dispensed, the correct patient identification is on the prescription and the prescription is complete. This is a requirement before ANY patient order can be packed complete.

Throughput – The amount of material or items passing through a system or process.

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7 Southwest VA CMOP –System Description – Tucson, AZ

TOTE – Plastic container that transports patient orders through the tote system. Each carrier is uniquely identified with a serial number and RFID tag that is read through the tote fulfillment system.

UUA - Unit of Use Automation. Typically, an A-Frame or Automated Dispense System

ACK - Acknowledge

ORDER – Single mailing unit to patient with all requested items/prescriptions. SEE PATIENT ORDER

NAK – Non-Acknowledge

PUCK – Single container carrier for tablet/capsule countable prescriptions counted into a vial. Can be TCA or Manual Vial Dispensers

Tablet/Capsule Vial (ex: countable pills in a bottle)

1.3. Order Type Definitions:

MANUAL – Orders filled entirely in manual work area currently

PUCK – Orders filled entirely in tablet counting automation area.

TOTE – Orders that will reach their pack area in totes; this includes orders with:

UOU: >=1 UOU containers dispensed from the AUOU work area

COMBO: >=1 UOU container and >=1 TCA container dispensed from AUOU/ATD, respectively

1.4. Area Definitions:

AUOU-Automated Unit of Use Dispensing

ATD-Automated Tablet Dispensing

MTD – Manual Tablet Dispensing

MUOU – Manual Dispensing for Unit of Use Items

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8 Southwest VA CMOP –System Description – Tucson, AZ

2. OVERVIEW

The United States Department of Veterans Affairs Consolidated Mail Outpatient Pharmacy (VA CMOP) processes over 500,000 prescriptions per day at seven regional sites. Prescriptions are entered into the patient’s Electronic Health Record (EHR) at VA hospitals and clinics, then transmitted to the assigned CMOP for processing and mailing to the veteran.

Currently, the SW CMOP processes an average of 80,000 scripts per day. The Tucson facility operates on a two-shift operation. The current APFS in the facility consists of automated tablet dispensing, manual tablet dispenses, automated unit of use dispensing, manual unit of use dispensing, manual unit of use labeling and manual pharmacist verification and a mix of manual and semi-automated packing predominately in poly bag mailers. The patient orders are processed, packed in poly bag mailers and consolidated at a 3rd party mailing consolidator located off site.

The SW CMOP has recently engaged in a project to make considerable upgrades to packing operations and a few critical points in the tote conveyor system. The upgrades will include the following:

New Puck Semi-Automated Pack Stations

New Tote Semi-Automated Pack Stations

New Tote Marriage Stations to place vials into order totes for combo orders

New Manual Tote Dispense Stations relocating manual tote dispense in a more consolidated and efficient layout

New A-Frame Sortation/Diverts to provide independent routing to each A-Frame, more recirculation for A-Frame totes and an overall reduced A-Frame Dispense Cycle Time

New SAP Sortation/Diverts to provide more efficient tote flow to pack stations, larger pack station queues, more recirculation for pack station totes and an improved flow of empty totes back into the tote loop

These upgrades are expected to be completed by the end of 2025 and fully operational in the early months of 2026. The upgrades to the tote line will include smart conveyor and provide much improved functionality and performance over the current antiquated line-shaft conveyors.

It is the intent of this RFP to continue the tote line upgrades and replace the remaining tote conveyor to support future volume and throughput increases expected for the Tucson operation.

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9 Southwest VA CMOP –System Description – Tucson, AZ

2.1. Facility Location

US Department of Veterans Affairs

Southwest CMOP

3675 East Britannia Drive

Tucson, AZ 85706

2.2. STATEMENT OF NEED

The purpose of this procurement is to obtain the following items from qualified suppliers with proven track record of professionally handling the delivery installation, commissioning and integration with the existing pharmacy PMS:

1. Proven industry standard conveyor to replace the old tote conveyor at the facility.

2. Ergonomic workstations for proposed additional Pharmacist Verification area

3. Ergonomic workstations for proposed additional Tote Labeling area

The remaining of this document will describe the functional, technical and compliancy requirements for the items being sought by the agency.

2.3. Operation Hours

The current pharmacy operating hours are between the hours of 6:00 am to 12:00 midnight Monday thru Friday. Tucson is a 2-shift operation. The Tote Lines runs continuously from 6 am to midnight and the puck line runs continuously from 7 am to 11 pm. The shifts are 8.5 hour staggered starts and breaks allowing each shift 9 hours of production including lunches and breaks. There are a total of 18 operational hours per day. Weekend overtime is often worked on Saturday.

2.4. Confidentiality

VA CMOP considers all equipment, systems, distribution processes, and documentation relating to such equipment, systems and processes to be confidential and proprietary information. The Supplier will not distribute, disclose, or disseminate, in any way, such information to anyone except its employees who are involved in this proposal response effort.

All information relating to this Project is considered business confidential information. This includes not only technical and requirements information but also non-technical information such as costs, prices, and sizes of equipment, quantities, material, etc. The Supplier agrees to keep such information in confidence. No information relative to the Project shall be released by the Supplier, either before or after completion of the project, for publication or advertising purposes without the prior written consent of the US Department of Veterans Affairs (VA).

2.5. Drawings Supplied

Plan views of the existing and planned Tucson pharmacy Tote Line are provided to scale in the attached drawing file. The drawings will highlight the areas of tote conveyor to be replaced and the new configuration of Pharmacist Verification Stations (Tote PV) and Tote Labeling Stations to be included. These will show an approximate location for the new equipment location.

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10 Southwest VA CMOP –System Description – Tucson, AZ

The provided drawings are close estimates of current state and expected future conditions at Tucson. Suppliers will be afforded the opportunity to visit the Tucson facility in advance of the due date of this proposal to make field measurements of the existing equipment and facility.

2.6. Supplier Qualifications

Suppliers should recognize that the Purchaser’s selection team may desire to visit one or more installed and operational sites in an analogous environment and should be prepared to support these requests. In lieu of travel, the Purchaser evaluation team may choose to interview past performance references without the presence of the Supplier.

2.7. Technical Submissions with the Quotation

The Supplier should also recommend the content and quantity of spare parts that should be maintained by the Purchaser with all prices and estimated delivery times. This information shall be submitted with the quotation.

All physical characteristics of the proposed equipment are to be submitted. These include the critical dimensions related to length, width, height, capacity, and clearances.

Mechanical and electrical requirements (power, air, voltage, current, etc.) of the Supplier’s proposed solution should be provided.

Any and all control software / systems and its interfaces to operating the Supplier equipment should be clearly specified and identified in the solution provided.

Numerous requirements are elicited in this RFQ. Suppliers are advised to respond in as much technical detail as possible with the quotation.

Submissions shall contain a supplier-developed plan view and elevations to demonstrate the supplier proposed equipment installation details. The plan view and elevations should be in AutoCAD .dwg format and be provided electrically with the submission. They supplier may use other drawing programs to illustrate or explain the solution, however the final submission must be in AutoCAD. The equipment provided in the drawing should match exactly the Supplier’s proposed solution.

2.8. Training, Maintenance, and Warranty Submissions

Suppliers are requested to submit information regarding available services for repair and maintenance. Such shall include the names and locations of a local representative, service hours, factory branches, or manufacturer’s representatives capable of supplying spare parts, maintenance, and warranty service to the Purchaser’s facility.

The Supplier is to provide training for the Purchaser in the proper repair and preventive/corrective maintenance of the equipment.

The Supplier shall provide a listing of the top three repairs to be expected for each type of electro-mechanical system proposed, necessary corrective action, and the expected mean time between failures for these occurrences.

Specific warranty and guarantee information is to be submitted with the quotation. For all key subcomponents (defined as those listed on the recommended spare parts inventory list), vendors should provide information from subcomponent suppliers on the anticipated life cycle of each key subcomponent. Warranty offerings will be considered in the quotation evaluation.

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11 Southwest VA CMOP –System Description – Tucson, AZ

Any warranty should be a minimum one-year unconditional extended warranty, which will include all parts and labor. Normal wear items are excluded.

2.9. Prices, Risk of Loss, and Title

All prices quoted shall be in US dollars utilized at the date of the quotation. The pricing proposed is to be FOB to the VA CMOP in Tucson, AZ. Notwithstanding the FOB point, risk of loss, or damage to the materials and title, the material shall remain with the Supplier and shall pass to the Purchaser only upon Acceptance.

2.10. Exceptions and Alternates

Exceptions taken to the base scope, technical requirements, working conditions, project management requirements, or commercial terms and conditions are to be clearly noted in the Supplier Quotation.

Suppliers are encouraged to present, as alternatives, any changes or modifications that would improve the overall operations or offer a cost-reduction potential to the Purchaser with no impairment to the performance requirements set forth in the RFQ. Such modifications shall be presented in the form of an addition, deletion, or substitution to the base bid described in the RFQ.

Layout and elevation drawings of alternatives or modifications will add clarification to such submittals.

2.11. Proposal Contents

Suppliers are required to follow the prescribed format and supply all required information to be considered in the evaluation. Furthermore, all quotations must reflect the requirements identified in this request with no deviations. The quotation format will be as follows:

2.11.1. Attachment 1 - Project Overview

A narrative summary identifying the Supplier’s understanding of the job content and an overview of the proposed system shall be provided.

2.11.2. Attachment 2 - Product Information

All available product literature, including technical literature relating to the equipment and operating software required for this project, shall be supplied as part of the quotation.

2.11.3. Attachment 3 - Subcontractors and Suppliers

A list of all planned suppliers/subcontractors shall be attached to the Proposal Form. The list shall contain the names and addresses of tentative suppliers/subcontractors and identify major components or services that would be provided. The socio-economic status of any proposed subcontractor should be provided. Written confirmation from key subcontractors that they have agreed to be part of the supplier’s team should be provided. Prior to the award of any contract, the Purchaser must approve the actual suppliers/subcontractors.

2.11.4. Attachment 4 - Supplier Offered Alternatives

The base quotation is to be bid per this RFQ, which should include all “standard” equipment and will consist of the “minimum” design requirements set forth by this request. HOWEVER, SUPPLIER-OFFERED ALTERNATIVES ARE SOLICITED WHERE THE SUPPLIER FEELS THE

PERFORMANCE OF THE SYSTEM CAN BE IMPROVED. A DESCRIPTION OF THESE OPTIONS AND THE

COST IMPACT OF EACH MUST BE CLEARLY IDENTIFIED AS AN “ADD,” “DEDUCT,” OR

“ALTERNATIVE” FROM THE BASE QUOTATION.

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12 Southwest VA CMOP –System Description – Tucson, AZ

2.11.5. Attachment 5 - References and Qualifications

A list of current and/or recently completed projects of similar scope and nature showing contract value, type of system supplied, and when completed, shall be provided in the quotation. A contact’s name and phone number for each project shall be included. A minimum of three such projects are to be listed. Contacts provided should be knowledgeable in the history of the installation, operating performance, and maintenance history of the installation. Contacts in the Mid-South region are preferred but need not be limited to this geographical area. If applicable, federal government procurements should be included.

2.11.6. Attachment 6 - Technical Submissions

As described in the related sections of this document.

2.11.7. Attachment 7 - Training, Maintenance and Warranty Submissions

As described in the related sections of this document.

2.11.8. Attachment 8 - Bill of Materials

A complete Bill of Materials shall be supplied with the quotation reflecting total component quantities, required software, delivery weight, and expected number of truckloads to be shipped.

2.12. Oral Presentations

In addition to the written response Suppliers may be invited to conduct oral presentations, such invitations will be at the discretion of the VA and will take place at the SW CMOP.

Travel and labor funding for oral presentations will be the responsibility of the Supplier. The Government will not provide any reimbursement for oral presentations.

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13 Southwest VA CMOP –System Description – Tucson, AZ

3. PROJECT SCHEDULE

3.1. Project Schedule Requirements

As part of the quotation, Suppliers are to provide a proposed schedule for the work. The Purchaser envisions the schedule below.

Event Date

Solicit RFPs From Vendors TBD

Industry Day Visit TBD

Proposal Due Date TBD

Oral Presentations TBD

Final Award Date TBD

Functional Design Review and Approval TBD

Functional Equipment Testing TBD

Installation Transition Plan Approval TBD

Start Delivery to Site TBD

Installation and Training Complete TBD

Beneficial Use of the Equipment TBD

Complete Acceptance – Warranty Period Begins TBD

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14 Southwest VA CMOP –System Description – Tucson, AZ

3.2. Project Schedule Submissions

With the quotation, the Supplier shall submit a firm schedule for the packing automation being quoted. At a minimum, this schedule shall detail the elements and duration relating to the following milestones.

1. Functional Design Review and Approval by Purchaser. This milestone constitutes the approval of the equipment design for the physical layout and mechanical configuration. All design criteria listed in the RFQ must be met. This approval does not relieve the equipment Supplier of the responsibility for the operational or structural integrity of the designs. Functional design review/approval meetings will be held at the CMOP in Tucson, AZ, or remotely.

2. Installation Transition Plan. This milestone constitutes a schedule sequence approval for the installation and the plan to maintain continuous operations on the tote line. This plan shall be reviewed and updated by the Supplier with approval by the VA COR.

3. Fabrication Timeline. This milestone constitutes a schedule approval for the procurement and fabrication of major components. This schedule shall be reviewed and updated by the Supplier with approval by the VA COR.

4. Functional Equipment Testing – FET- Reduced scale system testing of key components (diverts & limited workstations) at the Supplier’s facility prior to shipping to the site if required.

5. Shipment to Site. This milestone constitutes the approval by the Purchaser of the scheduled delivery date(s) to the job site. Any deviations from the required schedule defined in this document are to be approved in writing at least ten working days prior to shipment.

6. Installation Timeline. Upon receipt at the facility, the equipment components will be unloaded by the equipment Supplier. The Purchaser reserves the right to make a complete inspection of the delivered materials. Upon Purchaser approval, the Supplier shall begin or continue installation, training, and commissioning as required for the respective system.

7. Acceptance. The Purchaser shall conduct acceptance testing as defined in this RFQ. The Supplier shall be responsible for a quality, reliable product that meets the criteria, capacity, and loading described in all sections of this request. Beneficial use of the equipment may take place before full project installation and acceptance are complete.

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15 Southwest VA CMOP –System Description – Tucson, AZ

4. OPERATIONAL REQUIREMENTS

4.1. Overall Pharmacy Process

The Consolidated Mail Outpatient Pharmacy (CMOP) in Tucson is part of network of automated pharmacies that fills and mails prescriptions for the Department of Veterans Affairs (VA). The operation fills prescription for counted tablets in vials and/or unit of use drugs in manufacturers packaging. Each prescription is dispensed, labeled with a unique patient label, is pharmacist verified, is consolidated/sorted (if required), and is packaged for shipment.

The diagram below graphically illustrates the future state fulfillment process within the SW CMOP facility:

Print RX Label

Apply Label

Assign Puck

Dispense Method

ATD

KALISH

FINGERS (10)

Manual Dispense

(4)

Pharmacist Verification

(PV)

Auto Capper

Heat Seal

Order Type Puck / Tote

# of Pucks

A- Frame?

Puck Sort

Accumulation

Combo

Puck Only

Single Puck / Super Tote

Multi Puck

Manual?

A-Frame Picks

Manual Dispense

Cold Chain Dispense

NoNo

YesYes

Pharmacist Verification

(PV) 2

Bag/Box/ Cooler

Bag

Outbound

# of Pucks ?? 2

De-Puck

Tote

Puck Sort

Accumulation 2

Single Puck

MultiPuck

Central Labeling

Semi Auto Packers /

Manual Bag

Manual Pack Stations

Empty Totes

To: Combo

Box Pack

Print Documents 2

Print Documents 4

Print Documents

Vault Drug

Dispense Drug & Label

Yes 50%

Pack

Manifest

To: UOU Only

Manual Pack

Stations

Print Documents

Box

Bulk Dispense

Cold/Bulk

PV2

Cold/Bulk Box/ Cooler Pack Box / Cooler

Southwest CMOP – General Pharmacy Flow Diagram

This project will address the legacy tote conveyor system that transports tote orders through unit of use dispensing operations to include main transport conveyors, tote recirculation conveyors, and all required diverts and tote conveyor to support labeling stations, Tote PV stations and packing stations.

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16 Southwest VA CMOP –System Description – Tucson, AZ

4.1.1. Current Tote Line Layout

Below is the Current Southwest CMOP tote line and overall pharmacy layout with the areas highlighted for upgrades in this proposal. Reference drawing file 2024.0432_01_01_B1I_PN_RA__2025_02_18.dwg

4.2. Current Tote Line Flow and Process

The current tote line is an enclosed loop. The tote orders start as empty totes leaving the packing areas enroute to the beginning of the dispensing processes. As the empty totes leave packing, they are added to the empty tote system queue for order processing. Prior to the tote marriage area, the totes pass an RFID reader and are scanned, identified and assigned the next task location. This starts the tote order process.

There are three main types of tote orders handled by the main tote conveyor line. The three types of orders are the following:

1) Combo Orders – Totes that contain a single patient order and require a dispense from the Tablet Counting Area (PUCK LINE) and a dispense from the Unit of Use Area (A-Frame or Manual Unit of Use Dispense). These orders must go to the Tote Marriage Area FIRST and the patient order is assigned when the vials from the puck line are dropped into the tote at marriage.

Tote Conveyor Upgrade Areas

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17 Southwest VA CMOP –System Description – Tucson, AZ

2) Tote Orders – Totes that contain a single patient order and only require unit of use dispenses from either the manual unit of use stations and/or the one or both of the A-frames. These orders are assigned prior to entering tote marriage and these totes bypass tote marriage and head directly to the first dispense location.

3) SuperTote Order – Totes that contain multiple patient orders that are only single container unit of use items. These orders are exclusively A-frame dispenses and typically contain 15 single item orders. These orders are assigned prior to entering tote marriage and these totes bypass tote marriage and head directly to the A-frames. These orders help reduce the total number of totes carried by the main conveyor line.

The first operation at the beginning of the tote process is tote marriage. The tote marriage station is split into two diverts, each divert leading to a vial depucking machine and vial drop location. The tote marriage stations accumulate and collate patient order vial prescriptions from pucks dispensed from the tablet counting areas. These completed vials travel in RFID tagged pucks and have been through dispensing, pharmacist verification, capping and sealing. These pucks will require additional unit of use dispense to be collated with the vials into the patient order totes. The empty, unassigned totes arrive at the marriage drop stations and completed order vials are dropped into the tote. At this point, the tote is assigned the patient order associated with the vials dropped. The system then sends this tote to the remaining dispense areas to pick up the remaining unit of use dispenses. For orders that bypass the tote marriage stations, the tote will be assigned an order enroute to the first dispense area assignment for the empty tote.

The next area in the process will be the manual unit of use dispense stations. There are 2 manual dispense stations and order totes requiring dispenses from that area will be diverted to these stations as the assigned task sequence dictates. Manual unit of use dispenses will be labeled as dispensed and the labeled items will be placed into the tote.

After completion of any manual unit of use dispenses, the totes move to the A-frame dispense area.

There are two A-Frame lines that are pass-through units. The two A-Frame lines are mutually exclusive operations in that the conveyor routing is designed to allow a tote to bypass A-Frames not required for order dispensing or to route to both A-frames if dispensing is required. The table below shows the splits between A-frame #1, A-frame #2 and both A-frames:

Once the tote has completed all dispenses from the required A-Frames, the tote moves on the main conveyor to the tote labeling area. The tote labeling area is required for all totes that have unit of use dispenses from the A-Frames or any unit of use dispense that requires patient labels. Unit of use dispenses from the manual area should have patient labels applied at the time of dispense, therefore, the remaining items in a tote requiring patient labels will most likely be A-Frame dispenses.

SuperTotes containing multiple orders will be handled the same as regular single order totes. All single item orders must be cleared before the tote can continue to the next operation.

A-Frame Tote Splits Total Totes @ Design A-Frame #1 Only A-Frame #2 Only Both A-Frame #1 & #2

44,176 16,939 15,693 11,544 100% 38% 36% 26%

Totes per Day @ Design Year

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18 Southwest VA CMOP –System Description – Tucson, AZ

The operator will remove each item from the tote, regardless of label status, and transfer them to an empty tote. Items with a patient label are scanned and accounted for, to include all labeled UOU items and all labeled vials from the puck area. A-Frame dispensed items are scanned, a patient label is generated, and the operator flags the patient label on the unit of use package. The new patient label is then scanned and accounted for, and the item is placed in the new tote. The system transfers the order number to the new tote ID and releases the tote for pharmacist verification. The old tote, now empty, is available to transfer the next order.

The tote then continues to the pharmacist verification area or Tote PV. The pharmacist scans and reviews each item in the tote. The pharmacist verifies each dispensed item to ensure order accuracy and completeness. Once all items have been verified the pharmacist releases the order for packing.

The tote then moves to the packing area. If the tote requires a box it will be diverted to a pack station that can pack boxes. Totes that contain large cube order or have fragile dispenses will most likely be packed in a box. Box packing accounts for roughly 5% of the total orders shipped. All other orders will be packed in polybag mailers. These can be packed in manual pack stations or Semi-Automated Pack Stations (SAPs). The tote contents are placed into the order package with a patient-order specific document package (PIL – Patient Information Literature) and the package is sealed.

The packages are transported onto an overhead belted package takeaway conveyor to the dock area.

The sealed packages are collected into bulk mail containers and sent to a 3rd Party Logistics firm for sortation and manifesting.

4.3. Tote Conveyor Design Requirements

Tote conveyor is anticipated to be primarily 1.9-inch diameter motor driven roller conveyor used to transport totes between system automation areas from tote marriage through the A-frame, tote labeling, tote PV and tote packing. Smart conveyor that provides the most flexibility to adjust zones of accumulation (e.g. shifting from slug to singulation mode) is preferred. Conveyor that automatically shuts down while not in active use after a fixed period of time is preferred.

All tote conveyors will be equipped with side rails as required to ensure totes remain in the system.

In addition, side rails should be utilized when required to keep totes centered in the direction of travel and provide for smooth transitions and reduction in totes being jammed. The Supplier shall support the ability to turn off workstations as required based on workload.

4.3.1. Tote Size

Current tote size is 15.0” long (in the direction of conveyor travel) x 10.75” wide X 8.5” high. The current totes will be used in any upgraded conveyor solution and should be considered a hard requirement for any vendor design solutions.

4.3.2. Tote Identification

Totes will be identified with a 4-digit tote ID and each tote will have an RFID chip located in the center of the tote bottom that will be readable from the underside of the tote.

4.3.3. Tote Weight

The maximum weight of any order tote is expected to be less than 25 lbs.

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4.3.4. Equipment Noise Exposure

The SW CMOP is committed to limit noise exposure within the pharmacy consistent with OSHA standard per 29 CFR 1910.95 "Occupational Noise Exposure". The OSHA guidelines for permissible exposure limit (PEL) is 90 decibels (dBA) for an 8-hour time-weighted average (TWA).

If noise levels reach or exceed an 8-hour TWA of 85 dBA, employers are required to implement a hearing conservation program. It is the desire of the SW CMOP to go beyond the OSHA standard and any new conveyor system should not exceed 80 dBA for an 8-hour TWA.

4.3.5. Preferred Divert Design Requirements

The requirement for future tote diverts are prescribed below. These requirements should apply to any 90-degree tote transfer unless otherwise noted on the drawings as an angle other than 90 degrees. These requirements include:

• 90 deg transfer – Unless otherwise noted, 90-degree transfers are required due to limited operational space available. Any other type of transfer will increase the operational footprint and create operational line constraints. If a divert other than 90 deg transfer is required operationally, this should be noted and detailed explanation provided.

• Non-pusher Diverts – The Southwest CMOP has mandated the requirement that NON- PUSHER DIVERTS be installed. Currently most of the existing diverts are mechanical pneumatic pushers. These pushers are very noisy, slow and unreliable creating issues in tote line operation.

• High throughput – The sort diverts must be high throughput capability and handle the number of sorts expected based on the conveyor speeds needed. An estimated max surge of 4,500 totes per hour could be seen in the peak hour in the design year. Tote diverts should be designed to handle between 15 and 25 totes per minute (TPM) at peak.

• Low profile – There are sections that may require over/under conveyor with diverts on the upper or lower conveyor. Given the clearance between conveyors and tote height, it is desired to have low profile diverts to avoid extreme elevation changes in conveyor levels.

• 200 ft. per min maximum conveyor speed – The conveyor speeds should have the capability of 200 ft. per minute or greater. Any divert should be able to accommodate conveyor speeds at least in this range.

• Appropriate gapping of totes – Diverts and conveyors should be able to appropriately gap totes for diverts. Gapping will be required to ensure correct diverting of totes, reducing tote conveyor jams and a reduction in tote recirculation.

4.4. Proposed Central Tote Conveyor Upgrades

This section outlines upgrades to the existing legacy tote conveyor to support higher throughput through the pharmacy, specifically in the Unit of Use Tote Dispensing Areas. The central conveyor is the backbone of the tote order operations. The legacy conveyor system is outdated and has limited capability to support continued growth in total pharmacy operations.

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The Central Tote Upgrades will consist of the following major areas:

Main Loop Conveyor

Labeling Recirculation Conveyor

PV Recirculation Conveyor

Labeling Stations Conveyor

PV Stations Conveyor

Manual Packing Stations Conveyor

The following sections will address each area to be upgraded. Each area ties into the main tote loop and is an integral piece to tote order processing and completion. All totes will flow through each area to complete the orders. While there are individual areas handling tote orders, they all comprise a single tote loop system for processing orders. This system must tie in seamlessly to the latest tote conveyor upgrades completed around the A-Frames, Manual Tote Dispense, Tote Marriage and Tote SAP Stations.

4.4.1. Proposed Main Loop Conveyor Upgrades

Main Loop Conveyors refer to the sections of conveyor carrying totes between the A-Frame Loop Exit and each operation area up to the Semi-Automated Tote Pack Loop. This conveyor will move totes through the Labeling Area, through the Tote PV area and into Manual Packing Area and to the SAP Loop Entrance. This conveyor consists of the main carry through line and the diverts required for the following areas:

• Labeling Station Conveyor Zones

• Labeling Station Recirculation Loop

• Tote PV Station Conveyor Zones & Spurs

• Tote PV Station Recirculation Loop

• Manual Pack Station Zones

The conveyor sections to be replaced will meet the following volume and speed requirements:

Conveyor Throughput Requirements by Area:

Conveyor Speed Requirements Surge Factor 1.25

Design TPM Surge TPM

DESIGN TOTE RATE - TOTAL TOTES 60 TPM 75

Conveyor Speed Requirment Normal Speeds Surge Speeds Tote Length 18 inches 18 Length to Travel in 1 min 1080 inches 1350 Required Conveyor Speed to Meet Throughput 90 ft/min 112.5

CONVEYOR STRESS POINTS Design TPM Surge TPM Number of

Stations/Diverts Totes per

Hour Design Tote Diverts per Hour (Ea Divert)

Tote Diverts per Min (Ea Divert)

TOTE LABELING 60 75 22 3,600 164 2.7

TOTE PV2 SPUR 60 75 5 3,600 720 12.0

TOTE MANUAL PACK 60 75 17 3,600 212 3.5

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21 Southwest VA CMOP –System Description – Tucson, AZ

The Main Loop conveyor is the center through conveyor of the loop. This conveyor will continuously pass through each area of the tote line. This conveyor will have diverts to divert totes to the following:

• Exit to Tote Recirculation (Labeling & Tote PV Areas Only)

• Exit to Labeling Zones

• Exit to Tote PV Spur Zones

• Exit to Manual Tote Pack Zones

• Entry from Tote Recirculation (Labeling & Tote PV Areas Only)

• Entry from Labeling

• Entry from Tote PV Spur Zones

• Entry from Manual Tote Pack

The Main Loop Conveyor sections will include:

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RED Blocks indicate Conveyor Upgrades for Main Tote Line

Main Line Images:

A-FRAME LOOP EXIT

LABELING AREA

Tote PV AREA

MANUAL PACKING

AREA

SAP LOOP ENTRANCE

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Main Loop Turn from Labeling to Tote PV Main Line Through Labeling (End of Zone)

Main Line Through Tote PV Main Line Through Manual Pack

Main Line Through Manual Pack (End of Zone) Main Line Through Labeling (Beginning of Zone)

Tote flow of main loop conveyor from Labeling Area to Tote PV Area:

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RED Arrows Indicate Main Tote Loop Flow

The Main Tote Loop Conveyor will require the following functionality:

• Minimum Clearance: Must be low profile and maintain clearance from the top of conveyor to the bottom of any overhead stations integrated on the line or overhead package take-away conveyor. The clearance must include the height of the tote plus 4 inches to account for items possibly sticking out of the top of a tote.

• Zone Accumulation: Must have the ability to accumulate totes through the main tote path in the event a divert is blocked and/or a zone is full. The zones should be 18-inch accumulation zones to handle the length of one tote without collision, zero pressure accumulation. In addition, curved sections should be included in the zones and have the ability to accumulate.

• Divert Traffic Control: Must have the ability to stop totes when entering or exiting diverts to prevent tote collisions. The diverts must have RFID readers, photo eyes and stops to maintain traffic control and the consistent and efficient routing of totes through the divert points at the rates required.

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4.4.2. Labeling Recirculation Loop

The tote recirculation conveyor will carry totes that reach the end of the labeling zone and still require labeling due to:

Missed Diverts

Zone Full

Insufficient Labeling Capacity

Any Unlabeled Items Identified in a Tote that require labeling

These totes will divert on a 90 deg transfer onto the inner loop and return to the beginning of the tote labeling area. After the tote reaches the beginning of the tote labeling area it will divert on a 90 deg divert to re-enter the main tote through conveyor in the labeling area. The recirculation conveyor will require the following functionality:

• Minimum Clearance: Must be low profile and maintain clearance from the top of conveyor to the bottom of any overhead stations integrated on the line or overhead package take-away conveyor. The clearance must include the height of the tote plus 4 inches to account for items possibly sticking out of the top of a tote.

• Zone Accumulation: Must have the ability to accumulate totes through the end of the recirculation loop to prevent totes from blocking main line totes arriving in the zone. The accumulation should assist in recirculation tote traffic control allowing totes be temporarily held until there is an opening on the main line to reintroduce the tote. The zones should be 18-inch accumulation zones to handle the length of one tote without collision, with zero pressure accumulation.

• Divert Traffic Control: Must have the ability to stop totes when entering or exiting diverts to prevent tote collisions. The diverts must have RFID readers, photo eyes and stops to

Tote Labeling Recirculation

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Labeling Recirculation Flows:

RED Arrows Indicate Labeling Recirculation Conveyor Flow Direction

BLUE Arrows Indicate Main Tote Line Flow Direction

The labeling recirculation loop is identified above. Totes are diverted to the inside conveyor and returned in the opposite direction of…