LIH Inventory Management System- Statement of Work (SOW) (002).pdf

Statement of Work (SOW)

Lawton Indian Hospital

Inventory Management System

1. PURPOSE OF THE PROJECT

1.1 The primary objective for this contract is implementation and sustainability of an all-inclusive supply inventory/ordering management system for the Lawton Indian Hospital in

Lawton, Oklahoma

1.2 Period of Performance:

Base Year: 08/01/21 thru 07/31/22

Year One: 08/01/22 thru 07/31/23

Year Two: 08/01/23 thru 07/31/24

Year Three: 08/01/24 thru 07/31/25

Year Four: 08/01/25 thru 07/31/26

2. BACKGROUND INFORMATION

The Lawton Indian Hospital, Materiel Management Department manages the purchase and distribution of: office supplies, general medical, and other health care related supplies. Our current process only allows us to manually input and update inventory data. As a result, valuable time is spent requisitioning and identifying needed items, thus taking away opportunities to support patient care.

3. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

3.1 The all-inclusive supply inventory/ordering management system, herein after referred to as

“the system”, shall be utilized to track, report, and process all orders of office supplies, general medical and other health care related supplies that are ordered and distributed through the

Materiel Management Department. The system will also be utilized to manage the in-house inventory of the Materiel Management Department. No supplies will be awarded or bought through this award. The Lawton Indian Hospital is only looking for a system to manage the process.

The system should have the ability to add, edit, or delete any of the below functionality based on the future needs of the government and/or federal requirements.

IHS, Lawton Indian Hospital Materiel Management does not have the capability to use

Electronic Data Interchange (EDI).

3.2 Ordering System

The system shall have ordering capabilities for external customers and Materiel Management staff. The system shall have, at minimum, the following capabilities:

Internet interface for Materiel Management and customers.

System shall be contractor hosted.

System shall be 508 compliant.

System shall have 99.9% system availability.

Technical support shall be provided to the Materiel Management Department Monday through

Friday 7:00 a.m. to 6:00 p.m. CST.

System shall allow for at least two (2) Administrative users whose functions include but are not limited to adding/editing customers, users, items, and catalog items. The System must have the capability to reset customer passwords.

Capability for thirty (30) internal users with the ability to run reports, authorize purchases, research items and orders, etc.

System shall provide for daily, weekly, and monthly offsite back-up.

System shall include user manuals and documentation online.

System shall have an auto-generated numbering field for unique numbering systems to be assigned to certain records. These numbers will be used throughout the process, from cradle to grave. These numbers must be able to stay consistent throughout the process.

System upgrades. Materiel Management Department shall be notified of upgrades.

Training/technical support shall be provided for upgrades if necessary.

Creation of customized favorite’s item list for easy and fast ordering for internal users

Unlimited external customer access for ordering purposes.

3.3 Inventory Management

The system shall have the capability to track and manage the in-house inventory for the Materiel

Management Department. The system shall be able to, at minimum, have the following capabilities:

Generate a pick list

Track backorders from internal customer orders

Document of receipt of purchased items and post to inventory stock.

Historical average and current pricing information per item.

Physical tracking of item location in warehouse.

Listing of current inventory (“Total on Hand”) as well as “Total on Order” for each item.

Allow manual inventory adjustments when necessary.

To delete, create, and print count sheets.

To perform physical inventory by account codes.

To Suspend/Resume Issues and Receipts.

To Input physical inventory counts.

To post the Inventory when completed.

Capability for system lockdown for specified period of time during physical inventory counts.

Ability to input physical inventory counts.

3.3.1 Materiel Management Department Item Files

Item files must contain at least the following:

Item Number

Item description field

Vendor data from at least the last 3 purchases.

Vendor data of purchases shall include but is not limited to:

Vendor name

Vendor’s catalog number

Manufacturer

Order cost

Unit of measure

List price

Contract number with contract start and end date, if applicable.

Historical Data such as:

Quantities ordered within the last 12 months, by month

Month to date usage

Average monthly usage

Date of last issue

Date of last ordered

List price update date

Last cost update date

Last Inventory date

Comment section with the capability to add notes for each item.

Capability to search by item specific criteria.

Examples would include but are not limited to key word, manufacture item number, and description.

Include storage requirements field that would contain but is not limited to date range, product expiration dates, National Distribution Codes (NDC), and lot numbers.

Category(s) field for each item.

Fields that would allow the item to be identified as “active” or “inactive”.

Reorder point (ROP) and Reorder Quantity (ROQ).

Various fields, and capabilities identified by the government.

3.3.2 Issuing Items

Facilities have multiple ways of placing orders. The Issuing Items is what is used for specialty items that are submitted via paper request. This component is used to identify which facility and department to charge. The issuing file must include, at minimum:

Facility placing order

Department within the facility.

Items ordered including quantity.

Ability to manually edit back order items.

3.3.3 Pick List.

A “Pick List” is a report that is generated after an order is placed via electronic means or paper means. The Pick list must include, at minimum:

The ability to print a document, showing the physical location of the item ordered.

The ability to edit the pick list.

3.3.4 Purchasing.

The system shall have the ability to create a document that is used throughout the purchasing process. This document must include at least:

A unique number that identifies the purchase.

A living document that can be changed throughout the life of the order.

Contains data such as suggested vendor, item description, price, quantity, overall total, etc.

3.3.5 Receiving

The system must have the ability to receive items purchased and places the stock in inventory.

The function must include:

Ability to pull up the purchasing document.

Confirm physical receipt of items ordered.

Ability to manipulate quantities of items received.

Ability to delete file upon a found discrepancy.

3.4 Materiel Management Department Customers

The system shall include the following information regarding customer data

Customer data shall include but is not limited to:

Customer name

Customer identification number

Customer Department Head name

3.5 Reports

Reports must be available in real time, printable, and downloadable in any format identified by the Materiel Management Department. Reports must have the capability to be periodically generated for a specified time period. Reports shall allow for statistical analysis of all functions including but not limited to real time inventory, item history, order status, vendor and customer information, etc. Example of reports would include but is not limited to the following:

Current Stock Report

Suggested Reorder Report

Back Order Report

Receiving Report

Category Listing Report

Trial Variance Report

Activity reports for inventory and sales.

Customer Reports which would include sales, items purchased on historical data.

Reports which would include sales, items purchased on historical data.

4. REFERENCE MATERIAL

N/A

5. LEVEL OF EFFORT

Implementation of this system will require additional hardware for system operation (server).

Additionally, monthly licensing, support, and system training will be required.

6. SPECIAL REQUIREMENTS

The system will be a standalone database that requires no interaction with current databases within the hospitals operating system.

7. DELIVERABLES AND REPORTING REQUIREMENTS

The contractor’s activities are to be carried out during the hours of operation of the Materiel

Management Department. Their hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding Federal Holidays. Anytime the contractor is on site, the contractor should report to the

Materiel Management Department upon arrival.

GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

The service unit will provide the contractor the following:

Working space and equipment (i.e. conference room, computer, & projector) required for training and presentation of system capabilities to the Lawton Indian Hospital Staff.