Initial SOW.docx

STATEMENT OF WORK (SOW)

Completion and Expansion of Weight-Based Inventory Management System Salt Lake City VA Medical Center (SLCVA)

1. CONTRACT TITLE

a. Completion and Expansion of Weight-Based Inventory Management System for Salt Lake City VA Medical Center (SLCVA)

2. BACKGROUND

a. The Salt Lake City VA Medical Center (SLCVA) transitioned from manual, non-weighted Point-of-Use (POU) inventory systems to a weight-based automated inventory management solution to reduce labor burden, stock-outs, and supply costs.

b. SLCVA previously procured a PAR Excellence weight-based inventory management system; however, full installation was not completed due to circumstances beyond the Government’s control, including:

c. Flood damage at select locations

d. Active construction delays

e. Dissolution of a subcontractor relationship

f. Failure of a separate third-party electrical and data contract

g. This Statement of Work provides for completion and expansion of the previously procured system.

3. SCOPE

a. General

i. This is a contract to complete the installation of the PAR Excellence Weight Based Inventory System. This is a Sole Source Justification as there are no other alternatives. Must be fully integrated into the current PAR Excellence network.

ii. The Contractor, as the Original Equipment Manufacturer (OEM), shall provide turn-key completion and expansion of a free-standing, weight-based inventory Point-of-Use (POU) system.

iii. The Contractor shall provide all bins, scales, accessories, hardware, software, parts, labor, training, and services necessary to complete installation and place the system into full operational use.

iv. The Contractor shall remove all debris and trash resulting from installation activities to the facility’s designated trash and recycling collection points.

b. Locations and Item Counts

i. The list of locations and estimated item counts are provided in Attachment A – SOW Remaining Locations and Item Counts.

4. SYSTEM REQUIREMENTS

a. Salient Characteristics

i. The Inventory Point-of-Use (POU) system shall meet the following minimum requirements:

1. System Characteristics

a. Weight-based inventory system

b. Easily calibrated and accurate

c. Capable of handling a wide range of products by size, thickness, and weight

d. Provides real-time visibility of secondary inventory locations

2. Inventory Control

a. Automated depletion tracking

b. Pick ticket generation triggered by:

i. PAR levels

ii. Reorder points

iii. Emergency stock levels

3. Software

a. Intuitive and easy to train

b. Supports multiple users with varying permission levels

c. Web-based access from any computer or mobile device

d. Unlimited user access

e. Automatic software upgrades

4. Reporting and Analytics

a. Open orders

b. Emergency/critical item levels

c. Negative quantities on-hand

d. Item locator

e. Customer item requisitions

f. PAR level analysis

g. Current inventory levels

h. Items over PAR

i. Stock-outs and critical hits

j. PAR value over time

k. Consumption reporting:

i. Average monthly usage

ii. Consumption analysis by time

iii. Consumption deviation

iv. Consumption over time

5. Item Management

a. Item master

b. Item history

c. Item classification

d. Reconciliation history

e. Most recent reconciliation per item

5. GIP / IFCAP INTERFACE

a. The PAR Bin System shall interface with the Generic Inventory Package (GIP) within IFCAP.

b. The interface shall:

i. Identify out-of-balance on-hand quantities and values

ii. Display due-ins and due-outs separately

iii. Automatically clear PAR Bin due-ins and due-outs when corresponding GIP transactions are cleared

6. TASKS

a. Project Management

i. Conduct kickoff meeting within 30 days of contract award

ii. Verify site readiness (space, power, data availability)

iii. Develop phased installation schedule

iv. Provide monthly status reports to the Contracting Officer’s Representative (COR)

b. Equipment Installation

i. Install PAR bins, scales, controllers, and accessories

ii. Verify secure mounting and connectivity

iii. No disassembly of existing storage devices unless authorized

iv. Furnish and install all required electrical power and network data drops

c. System Configuration and Integration

i. Calibrate all scales

ii. Configure PAR levels, reorder points, and emergency stock levels

iii. Configure user permissions

iv. Validate GIP/IFCAP integration for:

1. On-hand quantities

2. Due-ins and due-outs

3. Out-of-balance conditions

d. Expansion Equipment

i. Furnish and install additional PAR Excellence equipment required to complete all locations and item counts listed in Attachment A

e. Testing and Acceptance

i. Perform functional and accuracy testing

ii. Resolve deficiencies

iii. Support go-live at each location

iv. Acceptance verified by Government COR

f. Training

i. Training shall be conducted primarily through hands-on instruction during installation and supplemented by up to three classroom-style sessions.

1. Training shall include:

a. Adding items

b. Removing items

c. Assigning items

d. Weighing items

e. Editing items

f. Troubleshooting

g. Reporting functions

h. Par Vision

i. Process definition

ii. The Government shall maintain at least two trained personnel capable of:

1. Powering equipment on/off

2. Disconnecting and reconnecting power

3. Adding, changing, and registering scales

4. Registering and exchanging PAR equipment

5. Assisting with troubleshooting

6. Maintaining the system database

7. HARDWARE, SOFTWARE, AND LICENSING

a. Installation

i. Install software on one Government-owned server

ii. Install software on one Government-owned desktop or laptop

iii. Install software on one Government-owned laptop for system setup

iv. Prepare Government server for data transmission and remote monitoring

b. Licensing

i. License agreement for Inventory Management System and related support

ii. Automatic software upgrades

iii. Web-based reporting access

iv. Unlimited users

8. SUPPORT AND MAINTENANCE

a. Warranty

i. Three (3) year warranty on all PAR Excellence manufactured equipment and software

ii. Up to one (1) year warranty on third-party provided equipment

iii. Warranty includes replacement for defects or damage not caused by Government personnel

iv. Warranties begin upon delivery and acceptance

v. Acceptance shall not exceed 30 days after receipt or software installation

b. Support Services

i. Continuous monitoring via PAR Excellence Proactive Technical Product Support (PTPS)

ii. Minimum of four (4) remote system checks every 24 hours

iii. Remote response to service calls within 24 hours of notification

iv. Hardware replacement:

1. Within 48 hours if backup equipment is onsite, or

2. Via RMA process if backup equipment is not onsite.

c. Post-Warranty

i. Active support agreement required after warranty expiration

ii. Optional extended warranty for PAR-manufactured components

iii. Third-party equipment replacement at Government expense after warranty expiration

9. PERFORMANCE MONITORING

a. Installation completion verified by Government COR

b. Ongoing monitoring by VA Logistics staff

c. Monthly Contractor/Government meetings

d. Unresolved issues escalated to the Contracting Officer

10. Quality Assurance Surveillance Plan

11. SECURITY REQUIREMENTS

a. Contractor personnel shall complete VA security screening

b. Contractor ID badges required and worn at all times

c. No patient contact or access to sensitive patient information

d. Subject to inspection of personal effects

12. GOVERNMENT-FURNISHED EQUIPMENT (GFE)

a. The Government shall furnish:

i. Server

ii. Desktop computer

iii. Laptop computer

13. PLACES OF PERFORMANCE

a. Primary Location Salt Lake City VA Medical Center 500 Foothill Blvd Salt Lake City, UT 84148

i. Buildings 550 / 590

b. Secondary Locations

i. Cache Valley 2380 North 400 East, Suite G North Logan, UT 84341 Elko – Elko, NV

ii. Elko 2767 Mountain City Highway Elko, NV 89801-2414

iii. Idaho Falls 640 South Woodruff Avenue Idaho Falls, ID 83401

iv. Ogden 3945 South Washington Boulevard, Suite 1 South Ogden, UT 84403.

v. Orem 774 South State Street Orem, UT 84058

vi. Pocatello 500 South 11th Avenue Pocatello, ID 83201

vii. Price 189 South 600 West, Suite B Price, UT 84501

viii. Roosevelt 245 West 200 North Roosevelt, UT 84066

ix. South Jordan 5119 West Daybreak Parkway South Jordan, UT 84009

x. St. George 230 North 1680 East, Building N St. George, UT 84790

14. PERIOD OF PERFORMANCE

a. Installation and setup shall be completed no later than 12 months after contract award. Installation shall be phased by location.