P02 - Request for Information.pdf

Department of Veterans Affairs (VA)

Procurement and Logistics Office (P&LO) Supply Chain Systems (SCS) Directorate

Logistics Operating Systems (LOS) Branch Supply Point of Use (S-POU) Systems

Request for Information

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY (as defined in FAR 15.201(e)), this is not a solicitation, a solicitation is not available at this time. Requests for a solicitation will not receive a response. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received, provide feedback to respondents with respect to any information submitted, or respond to any questions or comments that may be submitted in response to this RFI. This notice does not constitute a commitment by the United States Government and does not obligate the Government to award a contract or otherwise pay for the information provided in response. Responders are solely responsible for all expenses associated with responding to this RFI.

The purpose of this RFI is for Market Research and to gather input for use in further defining the requirement only, and to identify interested and potentially capable vendors to fulfill requirements for the acquisition, installation, initial training, and maintenance support for a weight-based Supply Point of Use (S-POU) system already in use across the Veterans Healthcare Administration (VHA). New implementations of weight-based S-POU at Veterans Affairs Medical Centers (VAMC) entail providing storage and automated inventory management with weight-based bins, shelves, and cabinets for expendable medical supplies stored in designated inventory control points (Primary and Secondary) and consumed within proximity to points of patient care clinics. The weight-based inventory management system must be approved for compatibility with the Veterans Information Systems and Technology Architecture (VistA) Generic Inventory Package (GIP), and VA’s supply chain systems of record. Vendors proposing new implementations of weight-based S-POU systems without current interoperability with VistA GIP shall make a compelling case that their solution shall easily integrate into the VA Information Technology (IT) infrastructure; network, and to the VA Enterprise Cloud (VAEC).

Requirements for integrating the weight-based S-POU shall be consistent with existing interface capabilities, cybersecurity guidelines on Authorizations to Connect and to Operate, and 508 Compliance measures.

Additionally, the Government aims to determine if any existing contract vehicles for executing the proposed tasks would be a viable pathway. The details of the system’s requirement and capabilities are found in RFI Attachment 1: Performance Work Statement - Draft.

1. BACKGROUND:

Supply chain storage and automated inventory management systems are commonly referred to as Point of Use (POU) or Point of Care (POC) in the VA. POU systems are used for a variety of use cases and scenarios in the VA Medical Centers across the country. This RFI pertains to S- POUs smart bins, shelves, scales, and cabinets used in a health care medical facility to provide physical storage, organization, and automated inventory management supply levels of a variety of general expendable medical supplies. These systems are traditionally used in VA clinics, surgery areas, storage areas, and storage rooms in proximity to areas where patient care is provided. These locations are also known as secondary supply distribution points in the VAMCs.

The S-POUs are interoperable with the VA’s Integrated Funds Distribution, Control Point Monitoring, Accounting and Procurement (IFCAP) system’s General Inventory Package (GIP), the VA’s current supply chain system of record. In October 2020, the Logistics Operating Systems Branch, Supply Chain Systems Directorate conducted a data call to VAMCs requesting information about the total inventory of S-POU systems as well as those that were in their end-of-life cycle (service life). Between March 2022 and October 2022, information from the October 2020 data call was reviewed to update any changes. It is estimated that nearly half of VA’s S- POUs in the inventory must be replaced. Three (3) S-POU systems interface and/or interoperate with the supply chain system of record in VA.

In the fourth quarter of 2020, the VA Office of Information and Technology (OIT) conducted an Analysis of Alternatives (AoA) and Technical Assessment (TA). The TA scored the weight-based S-POU system currently used by VHA as best suited for the needs of the VA to store and provide inventory management of expendable medical supplies at the VA’s secondary inventory points overall, and in each category for core S-POU business functionality, ability of OIT to support the S-POU on the VA’s network infrastructure, and compliance with VA policies and directives. In addition, the weight-based S-POU is the only solution currently suitable to outfit the VHA’s main storage areas, known as primary inventory points, because they can be scaled to a smaller footprint.

Consequently, the VA is conducting market research to explore options for a training package on the current weight-based S-POU system used in VHA, vendor maintenance support of the weight-based S-POU system used in VHA, and new implementations of the weight-based system that will fulfill the VA’s needs. The scope of this RFI does not include the POUs currently in use in the Cardiac Catheter Lab, pharmacy, biological tissue tracking, and asset tracking systems such as WaveMark, TrackCore, and other Real Time Location Systems (RTLS).

Planned Production: Second Quarter of Fiscal Year (FY) 25

Delivery Period: Third Quarter of FY25 to First Quarter of FY30

* The information provided in the RFI is subject to change and is not binding on the Government.

INSTRUCTIONS FOR RESPONDING TO THIS RFI:

CONFIDENTIALITY: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Response Format/Page Limitations:

The overall total page limit for responses to this RFI is fifteen (15) pages. Responses should be submitted in Microsoft Word format with 12 pt. Interested parties should limit marketing material to allow sufficient space for adequately, directly, and substantively responding with the information of most interest to the Government. Responses may also optionally include the provision of resumes of qualified personnel that demonstrate expertise in the domains.

Resumes will not count towards the page limit.

The page limit will not count against the information contained in the RFI Attachment 2 - Weight-based S-POU RFI Questionnaire. Please be advised that all submissions become Government property and will not be returned.

COVER SHEET – 1 PAGE:

Please provide the following information:

a. Organization name, address, and web site.

b. Point of contact (POC) to include e-mail address and telephone number.

c. Business size (large or small). If small, please provide type of small business.

d. North American Industry Classification System (NAICS) that best fits these task areas.

e. If applicable, GSA contract number, schedule, and Special Item Number (SIN) category.

INDEX – 1 PAGE:

Please provide an index to assist the Government in identifying where you have addressed each question below in your Capabilities Statement. Please provide question number corresponding page and section heading and/or paragraph number.

Section 1 shall provide administrative information, and shall include the following at a minimum:

a. Name, mailing address, overnight delivery address (if different from mailing address), phone number, fax number, and e-mail of designated POC.

b. The number of pages in Section 1 shall not be included in the fifteen (15) page limit. The fifteen (15) page limit begins after the completion of Section 1 (Cover Sheet and Index).

c. In all correspondence relevant to this RFI please identify it as a response to the “Weight-based Supply Point of Use Acquisition” in the response and Subject Line of the email).

d. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed. Respondents are requested to limit responses to the information, and in the format provided below.

e. Companies are encouraged to include any relevant information (specifications, cut sheets, brochures, capability statement, previous experience etc.) to confirm the company’s ability to meet the requirements outlined in this request.

2. GENERAL INFORMATION:

a. Organization Name.

b. Company ownership (public, private, joint venture).

c. Business size designation in accordance with Small Business Administration (SBA) standards for the recommended NAICS code (333310, Commercial and Service Industry Machinery Manufacturing)

3. CAPABILITY AND EXPERIENCE INFORMATION:

Interested firms are requested to provide Capability Statements addressing the following data/information, by the closing date.

a. Company name

b. Company address

c. Company Point-of-Contact (POC)

d. Company phone, fax, and email address

e. Company Tax ID Number (TIN)

f. Company CAGE Code and System for Award Management (SAM) Unique Entity ID

g. Type/Size of Business relative to NAICS Code 333310. If you suggest a more accurate

NAICS, as it relates to the services noted herein, please provide it as well.

h. Federal Supply Schedule (FSS) Number (if applicable), meaning your FSS pertains to weight-based Supply Point of Use system.

i. Statement of Capability that demonstrates your business’s capability and past performance in providing the type of service(s) requirement in healthcare and medical facilities; to include data and information stated herein.

1. Provide a case study that describes how you have provided or currently provide this solution for the acquisition, installation, and support of a weight-based S- POU to an organization of similar scope, size, and complexity to the VA? Indicate the percentage of the work that was performed by your company as the prime contractor in this case study.

2. In a case study, describe how you provided technical and operational readiness of a client you supported with the acquisition and implementation of a weight-based S-POU system. Describe the complexity of the client’s scope and size.

Establish a correlation between the size of that customer (VA or Private Industry). Indicate the percentage of the work performed by your company as the prime contractor in this case study. Describe how you provided end-to-end service implementation, coordination of the weight-based S-POU system for a client scope, size, complexity, and contact volume like the VA. Indicate the percentage of the work that was performed by your company as the prime contractor in this case study.

3. Provide a list of the number of clients that you have successfully implemented and supported as a prime contractor. The client’s scope, size, complexity, and patient volume must be like the VA. Reference RFI Attachment 3 - Veterans Affairs Medical Facilities Complexity Levels for a description of the size and complexity of VA facilities. See Column 3 of Tables 1 and 2, pages seven (7) through ten (10) of this RFI.

4. Indicate whether your solution meets all the Key Performance Parameters (KPP), Key Skills Attributes (KSA), and Additional Skills Attributes (ASA) requirements identified in RFI Attachment 2 - Weight-based S-POU RFI Questionnaire and how the vendor’s solution meets the requirement. If these cannot be entirely met, contractor shall identify which capabilities are shortfalls, and can possibly be met with a business process outsourcing solution. Identify alternative approaches to meeting the capabilities if available. Use RFI Attachment 2 - Weight-based S- POU RFI Questionnaire to respond. The attachment does not count against the page count of the response.

5. What are your company’s processes to satisfy the requirements for adherence to schedule, agility, flexibility, responsiveness, scalability and reliability, service quality and consistency, and continuous improvement? Describe how your company will execute a new installation, training, and support to the site before, during, and after the installation in accordance with the Original Equipment Manufacturer (OEM) literature?

6. Define the minimum system requirements or hardware specification for the implementation and hosting of your product to fulfill business, security, reporting, performance, and capacity requirements for VA IT Enterprise (servers, storage devices, etc.). Provide a system design and/or architecture diagram for a typical implementation of your product(s).

In addition to providing your company’s capability statement as it pertains to the requirements of this RFI, interested and capable firms are also required to provide answers to the following questions:

a. [ ] Yes [ ] No Does your company exceed the required number of employees/millions based on the appropriate NAICS Code that the VA is requesting?

b. [ ] Yes [ ] No Will at least 50 percent of the cost of performance incurred be expended for employees of your concern or employees of other eligible SDVOSB/VOSB concerns?

c. [ ] Yes [ ] No Will your company supply the end item of a small business manufacturer, processor or producer made in the United States, or obtains a waiver of such requirement pursuant to paragraph (b)(5) CFR 121.406.

“Small business concern” means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the criteria and size standards in 13 CFR part 121. A small business concern for the purposes of this procurement is generally defined as a business, including its affiliates, averaging no more than ____[fill-in]____ million dollars in annual receipts. Annual receipts of a concern that has been in business for 3 or more complete fiscal years means the annual average gross revenue of the concern taken for the last 3 fiscal years. Annual receipts of a concern that has been in business for less than 3 complete fiscal years means its total receipts for the period it has been in business, divided by the number of weeks including fractions of a week that it has been in business, and multiplied by 52.

Respondees are cautioned, however, that this is a general description only. Additional standards and conditions apply. Please refer to Federal Acquisition Regulation FAR 19 for additional detailed information on Small Business Size Standards. The FAR is available at http://www.arnet.gov.

d. What is the normal pricing methodology for your S-POU products?

e. New weight-based S-POU implementation/fielding:

1. How many sites are you capable of fielding on an annual basis?

2. How many sites are you capable of fielding simultaneously?

3. Describe how you plan on executing fielding operations across the (widely spread out) locations (Primaries, Secondaries, and Community Based Outpatient Clinics (CBOCs) within a given VAMC?

4. Describe, in detail, how you will itemize billing for ALL services; Travel, Man Hour (labor hour) charges, etc.

5. Itemize all associated third-party charges associated with each implementation;

shipping fees to the respective sites, other software requirements/vendors for interface, cost for any additional network drops or electrical outlets; and cost for modifying any existing VA-owned or leased facilities to install louvers/standards on walls of supply locations. NOTE: The Government is not seeking pricing, but categories for potential costs.

6. Describe how you will address any known or unknown risks or constraints like weather, delay with parts, etc. will be mitigated. Provide a detailed communication plan with VA and other stakeholders. The communication plan shall outline what, when, and how information will be shared with VA and other stakeholders.

7. Describe any timeframe requirements for completing set-up for each location based on the range/number of bin/shelves for each installation. In other words, how long would it take to field a site with 140-160 locations or 80-100 locations?

https://www.ecfr.gov/current/title-13/chapter-I/part-121/subpart-A/subject-group-ECFR0fca5207262de47/section-121.406#p-121.406(b)(5) http://www.arnet.gov/far/current/html/FARTOCP19.html http://www.arnet.gov/

8. Provide Rough Order of Magnitude based on the requirements provided in this

RFI.

9. Describe the duration and scope of your warranty. Specify the expected turn-around time for support while equipment is under warranty.

10. Describe the nature of testing usually performed on the equipment to ensure quality during and after installation.

11. Describe the type of and duration of maintenance and support provided after the initial installation has been completed at the facility.

12. Is your system web-based? Which browser versions does your solution work with?

13. Is your system hosted in a Cloud-based server? If so, can it be hosted on the VA’s Enterprise Cloud; Azure or Amazon Warehouse Services (AWS)?

14. Describe how your cybersecurity team will meet VA cybersecurity requirements and work with the VA OIT office to support cybersecurity requirements and needs throughout the lifespan of the S-POU.

15. Can your software application be hosted on VA-owned equipment, or do you require the customer to purchase servers, computers, etc. from your company?

Describe the turnaround time for service support if one (1) of the S-POUs requires hardware replacement due to equipment failure. Specify how the customer will coordinate service support request within the timeline.

16. Describe the type and process of testing conducted during and after installation to ensure quality of the equipment. Does your system support weight-based open bin and cabinet models?

17. Does your system include an embedded operating system? If so, what is the operating system?

18. Does your software application have a license? How is this license structured (per user, per site, per cabinet, enterprise license etc.)?

F. Recommended Service Level metrics, targets, and measurement windows for the following: 100% Successful User Acceptance tests.

1. Demonstrate real time capability of interface to VA supply chain system of record at the sites.

2. Demonstrate implementation of business event level triggers to VA supply chain system of record at the sites.

3. Maintain signed roster for Users and Supervisors trained.

4. Successfully train VA Staff in support duties such as system calibration, inclusion of new items, discontinuation of items, preliminary troubleshooting, and daily operational checks.

5. Optimize use of limited VA physical space.

6. Optimize bin arrangement (i.e., preclude empty, or non-used bins, etc.); requires per site collaboration with local staff.

4. THE TABLE BELOW DISPLAYS THE APPROXIMATE NUMBER OF SITES SLATED TO

BE FULFILED AS A PART OF THIS RFI:

Table 1. Potential New Installations, Initial Training, Standard Maintenance Support

VISN

Station Number

Facility Complexity

Facility Name Number of Facility

Secondary Inventory

Points

Number of Facility Primary

Inventory Points

1 402 2 Togus, ME 35 5

1 405 2 WRJ VHAMC, MA 32 1

1 608 3 Manchester VAMC, NH 20 1 2 528A7 1C Syracuse VAMC, NY 7 0 2 561 1C VHANJ Healthcare System, NJ 10 1 2 528 1C Albany Stratton VA Medical Center, NY

50 14

2 526 1B James J. Peters VA Medical Center, NY

60 20

2 632 1C Northport VAMC, NY 0 6 4 642 1B Corporal Michael J. Crescenz VAMC, PA

45 22

5 512 1A VAMHCS, MA 119 7

5 517 2 Beckley VAMC, WV 44 0 5 540 1C Clarksburg VAMC, WV 87 4 5 581 1B Huntington VAMC, WV 81 1 5 613 1B Martinsburg VAMC, WV 141 5 5 688 1B Washington DC VAMC 95 1 7 534 1A Ralph H Johnson VAMC SC 70 3 7 619 1A CAVHCS, AL, Tuskegee VAMC, 35 2 7 619 1A CAVHCS AL Montgomery VAMC w/5

CBOCs 40 2

7 544 1B Columbia VA Healthcare Systems, SC 60 6 7 679 3 Tuscaloosa, AL 10 2 8 548 1C VAMC West Palm Beach, FL 66 28 8 672 1A VA Caribbean Healthcare System, PR 120 15

10 552 1A Dayton, Ohio VA 67 8 10 515 3 Battle Creek, MI 95 10 10 553 1C Detroit John D. Dingell, MI 54 15 10 583 1A Indianapolis VAMC, IN 30 6 12 676 3 Tomah VAMC, WI 30 3 12 607 1B William S. Middleton Mem. VAMC, WI 4 4 12 537 1B Jesse Brown VA Medical Center, IL 6 6 12 578 1A Edward Hines Jr. VA Hospital, IL 90 20 12 695 1A Clement J. Zablocki VAMC, WI 90 30 12 550 3 Illiana HCS, IL 0 1 12 556 1C Captain James A. Lovell FHCC, IL 45 10

15 589 1B Kansas City VA Medical Center, MO 61 16 15 589A4 1C Harry S. Truman VAMC. MO 14 5

589A5/ A6

EKHCS, KS

15 589A7 2 Robert J Dole VAMC, KS 20 0 15 657 1A St. Louis VAMC, MO 5 5 15 657A4 3 John J Pershing VAMC, MO 2 1 15 657A5 2 Marion VAMC, IL 20 2 16 586 1C GV Sonny Montgomery VAMC, MS 40 5 16 629 1B SE Louisiana Veterans HCS, LA 60 16 17 504 2C Amarillo Texas VA HCS, TX 50 6 17 519 3 West Texas VA HCS, TX 26 3 17 549 1A North Texas VA HCS, TX 122 8 17 671 1A South Texas VA HCS, TX 163 6 17 671 2 NW HCS, San Antonio, TX 25 3 17 740 2 Texas Valley Coastal Bend VA HCS, TX

36 2

19 635 1B VA Oklahoma City HCS, OK 30 6 19 660 1A VA Salt Lake City HCS, UT 5 3 21 570 1C Central California HCS, CA 100 1 21 593 3 VA Southern Nevada Hospital, NV 71 4 22 600 1A Long Beach, CA 28 2

Table 2. Potential Sites for Maintenance Support Only

***This maintenance support shall commence ONLY after the vendor stops maintaining the equipment after the standard maintenance support that comes with new installations. The sites listed here already have the S-POU in place.

VISN Station Number

Facility Complexity

Facility Name Number of Facility

Secondary Inventory

Points

Number of Facility Primary

Inventory Points

2 526 1B James J. Peters VAMC, NY 60 20 6 558 1A Durham VA HCS, NC 40 2 6 652 1A Central Virginia VA HCS, VA 100 3 6 637 1C Western North Carolina VA HCS, Charles

George VA Campus 81 11

6 659 1B Salisbury VAMC, NC 0 6 6 659 1B Charlotte HCC, NC 0 7 6 659 1B Kernersville HCC, NC 0 6 6 658 1C Salem VAMC, NC 45 0 6 565 1C Fayetteville VAMC, NC 108 17

6 590 1C Hampton VAMC, VA 51 10 6 1C Ashville VAMC, NC 10 2 7 508 1A Atlanta VA HCS, GA 132 20 7 557 2 Carl Vinson VAMC, GA w/7 CBOCs 40 2 9 596 1B Bowling Green VA Clinic 91 0 9 596 1 Lexington VAMC: Leestown Division w/4

CBOCs 50 1

9 603 1B Robley Rex VAMC w/8 CBOCs 77 1 9 614 1A Memphis VAMC, w/3 CBOCs 82 0 9 621 1C James H. Quillen VAMC w/10 CBOCs 102 7 9 626 1A Tennessee Valley HCS - Nashville Campus w/7 CBOCs 118 3

9 626 1A Alvin C. York (Murfreesboro) Campus with 4 CBOCs

55 5

10 539 1B Cincinnati VAMC, OH 30 6 10 655 3 Aleda E. Lutz VAMC – Saginaw, MI 53 2 10 583 1A Indianapolis VAMC, IN 30 6 12 695 1A Clement J. Zablocki VAMC, WI 90 30 16 564 1C Veterans HCS of the Ozarks, MO 15 0 16 667 1C Overton Brooks VAMC, LA 58 24 17 549 1A North Texas VA HCS, TX 69 4 17 674 1A Central Texas VA HCS, TX 30 6 17 674A4 1A Doris Miller VAMC, TX w/6 CBOCs 30 6 17 671 1A South Texas VA HCS, TX 163 6 17 671 2 Northwest HCS 25 3 19 554 1A VA Eastern Colorado HCS, CO 30 6 19 635 1B VA Oklahoma City HCS, OK 30 6 20 653 3C Roseburg VA HCS, OR 3 1 20 648 1A Portland VA HCS, OR 6 4 20 687 3C Walla Walla VAMC, WA 3 1 20 663 1A Puget Sound HCS, WA 65 2 20 692 3C White City VA, OR 4 1 20 463 3C Anchorage VAMC, AK 4 1 20 531 2B Boise VA HCS, ID 4 1 20 668 3C Spokane VAMC, WA 4 1 21 570 1C Central California HCS, CA 100 1 21 654 2 Sierra Nevada HCS, NV 2 10 23 437 2 Fargo VAMC, ND w/9 CBOCs 79 6 23 438 2 Sioux Falls VAMC, SD 54 3 23 568 2 Fort Meade VAMC, MD 73 11 23 568 1 Hot Springs VAMC w/1 CBOC 2 10 23 618 1A Minneapolis VAMC, MN w/15 CBOCs 95 6

23 636 1B Omaha / NWI, NE w/9 CBOCs 111 13 23 636A6 2 Central Iowa VAMC, IA w/5 CBOCs 43 3 23 636A8 1C Iowa City VAMC, IA w/13 CBOCs 37 8 23 656 3 Saint Cloud Health Center VAMC, MN w/3

CBOCs 144 7

5. RESPONSES:

THERE IS NO SOLICITATION AT THIS TIME.

Responses to this notice are not offers and cannot be accepted by the U.S. Government to form a binding contract or agreement. This notice shall not be construed as a commitment by the Government to issue a solicitation, or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Submission of any information in response to this market survey is purely voluntary; the Government assumes no financial responsibility for any costs incurred. Your responses may be shared with all stakeholders, thus, information received will not be considered proprietary.

Respondents may optionally identify other activities, capabilities, or deliverables they believe would be of benefit to this tasking.

The purpose of this RFI is for Market Research and to gather input for use in further defining the requirement only, and to identify interested and potentially capable vendors.

Submission: Responses to this RFI shall be submitted via email to the Contracting Officer, Caitlin.Ruc@va.gov and Contract Specialist, Shaundrica.Close@va.gov no later than 4:30 PM Eastern Standard Time (EST) on October 21, 2024.

Questions: No Questions are being accepted. Depending upon the responses received, VA may request additional information, may conduct future question and answer sessions, or may conduct meetings or an industry day.

52.215-3 Request for Information or Solicitation for Planning Purposes (Oct 1997)

(a) The Government does not intend to award a contract based on this RFI or to otherwise pay for the information solicited except as an allowable cost under other contracts as provided in subsection 31.205-18, Bid and proposal costs, of the Federal Acquisition Regulation.

(b) Although “proposal” and “offeror” are used in this Request for Information, your response will be treated as information only. It shall not be used as a proposal.

(c) This Request is issued for the purpose of: Information.

(End of provision)

Please see the following attachments to support this RFI below.

Attachments:

a. Attachment 1 – Performance Work Statement – Draft

b. Attachment 2 - Weight-based S-POU RFI Questionnaire

c. Attachment 3 - Veterans Affairs Medical Facilities Complexity Levels