Attachment 1- SOW for SLC Weight Based Inventory Mgmt System.docx

STATEMENT OF WORK (SOW)

as of 04/28/2022

1. Location.

Fax Number:

E-Mail Address:

2. Contract Title. Weight Based Inventory Management System for VA Salt Lake City Health Care System (HCS)

3. Background.

Historically, the Salt Lake City HCS has used a non-weighted bin based POU system for inventory management. The facility has realized this system is not efficient as it requires staff to continuously scan the inventories to track changes. The facility leadership researched how similar size facilities were able to gain better inventory tracking systems, reduce stock outs, and to reduce cost. The facilities that have been the most successful in these transitions have moved to weight-based systems that automatically track the inventory.

4. Scope.

To install a weight-based inventory management system at the Salt Lake City HCS, ensure system is fully operational, and fully train staff to be knowledgeable on the use of the new system.

5. Specific Tasks.

5.1 Task 1 - Installation. To supply and install scales and bins at the following facilities: The location Salt Lake City HCS

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 level, recommended order points, average usage levels per item and ability to track medical supply usage per patient treated at the Salt Lake City HCS.

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 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. PAR bin due-ins and due-outs will automatically be removed when GIP due-in and due-outs are “cleared”.

PAR BINS shall have color-coded stickers for item identification based on standard color-coding system shown in attachment A.

The functionality of the PAR BIN System is listed below.

1. Essential/significant physical, functional, or performance characteristics.

The Salt Lake City HCS facility is in need of an Inventory Point of Use (POU) System. The POU system must have the following salient characteristics:

A. Must be weight based B. Easily calibrated and accurate C. Provide real time visibility to our Secondary Inventory locations D. Must be able to interface with GIP package in IFCAP E. Must be capable of tracking, adjusting, and reporting comprehensive real time information pertaining to the inventory of a secondary location F. It is imperative that depletion of stock triggers “pick” tickets based on PAR levels, Re-order points, and Emergency Stock Levels G. Software needs to be intuitive and easy to train on H. Software needs to be able to utilize multiple users with different levels of permissions I. Reports generated by software need to be relevant to APICS Principles of Inventory Management J. Must be able to handle a wide range of products based on 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. Equipment Status - Communication about system status including system failures

5. Materials Management Status – A. Open Orders B. Emergency/Critical Item Levels C. Negative Quantities on-Hand

6. Item Locator

7. Customer Item Requisition

8. Par Level Analysis

9. Current Levels – A. Level recommendations by cost and usage demand SKU reduction recommendations B. Items over par level C. Stock outs and critical hits Par level value over time

10. Consumption A. Average monthly usage B. Consumption analysis including time C. Consumption deviation D. Consumption over time

11. Reports A. Activity detail (sales, receipts, adjustments, etc) to include time inventory on hand changed B. Quantity on-hand Value on-hand C. Department transactions D. Cycle count sheet E. Out of balance with GIP - on hand Due-ins F. Due-outs G. Issue multiple discrepancy between GIP and Par Bin H. Emergency levels

12. Orders A. Existing orders B. Order preview

13. Items A. Item master Item history B. Item classification Reconciliation history C. 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.

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

4.1.2 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.

5. Hardware and Software.

5.2.1 Install: Install on 1 (one) VA owned desktop or laptop computer the program and software package used to add, delete and edit items stored in the bins/platforms in order to manage inventory items and levels at each designated facility. Install software on 1 (one) 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.

5.2.2 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

· Process definition

6. Performance Monitoring

Completion of the install will be verified by POC 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 Section 4.1.2. The Contractor will meet (e.g. in person, telephone, etc.) with the POC monthly to address any unresolved issues. Any unresolved and/or continuous issues will be addressed to the Contracting Officer for corrective action.

7. Security Requirements

Vendor owned software and/or program (PAR Excellence) to be installed on VA owned server, laptop and desktop computer. Other access to vendor website and programs (PAR Vision) 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.

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

The SLCHCS will furnish a server, laptop and desktop computer for installation of vendor owned software and related programs need to make the installed equipment operational.

9. Other Pertinent Information or Special Considerations.

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.

10. 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 finger print analysis. Contractor employees shall obtain VA badge and wear on their person above their waist and visible at all times.

Contractor may be installing a supply storage and tracking system in an area under construction. Workers will need to be cognizant of staff movements, equipment and a plethora of activity during certain periods of the work day. Installation staff shall have no patient contact or access to sensitive patient information. VA Point of Contact (POC) will be available for risk intervention should the need arise.

11. Places of Performance.

Salt Lake City HCS 500 Foothill Blvd Salt Lake City, UT 84148

12. Period of Performance

Installation and setup to be completed no later than 180 days after contract award date.

12.1 Monthly support and License period of performance

Will be determined by NCO VISN 19 upon award.

13. Delivery Schedule.

Installation shall begin no later than 30 days after contract award date. Installation shall be phased by locations. Installation and setup to be completed no later than 180 days after contract award date.

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