P02 - RFI Attachment 2 - Weight-based S-POU RFI Questionnaire.xlsx
XLSX spreadsheet 27 KB Posted
- Solicitation number
- 36C10X25Q0007
About this file
This document is a Request for Information (RFI) Attachment 2 regarding a Weight-based Supply Point of Use (S-POU) system for medical facilities. It defines Key Performance Parameters (KPP) and Key System Attributes (KSA) that the S-POU system must meet, including automating inventory management and supply level management, providing cataloged supply information, auto-generating reorder requests, physical scalability, interoperability with VA systems, and operating on the VA enterprise network. The KSAs cover inventory management reporting, self-monitoring, compatibility with VA infrastructure, ease of use, concurrent user workloads, and compliance with VA policies. The document also defines reliability, availability, and maintainability requirements. This RFI is related to a pre-solicitation for a "Weight-Based Supply Point of Use (S-POU) System Support" contract opportunity from the Department of Veterans Affairs Strategic Acquisition Center.
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KPP
Definition of Requirements Key Performance Parameters (KPP): The S-POU system shall automate inventory management by updating the quantity on hand (QOH) levels, for items stored within the S-POU hardware, in real time at a facility’s supply distribution points.
| Criteria | Questions | |||
| Compliance Y/N | Describe how your product will meet the Threshold requirement (in a health care facility providing care services to humans) | Describe how your product will meet the Objective requirement (in a health care facility providing care services to humans) | Describe your mitigation plan if you do not meet one or more of the Threshold or Objective requirements. | |
| KPP 1: Automate inventory management by updating the Quantity On-Hand (QOH) levels, for items stored within the S-POU hardware, in real time at a facility’s supply distribution points | ||||
| Threshold: Ability to provide the minimal capability to automate updates to QOH | ||||
| Provides automation of updates in less than 1 hour of increment or decrement of an item, to the QOH level of items stored within the S-POU. Updates to QOH may be produced via personnel interaction with the system (i.e., personnel login, personnel must take actions to increment or decrement within the system, and similar technologies etc.) or without personnel interaction with the system (via weight-based automation or equitable technologies) | ||||
| Provides on-demand update of QOH | ||||
| Provides ability to edit quantity on hand as a result of physical inventory | ||||
| Objective: provides the desired capability to automate updates to QOH | ||||
| Provides automation of real-time updates in less than 30 minutes of increment or decrement of an item, to the QOH levels without requiring personnel interaction with the POU system to update (via weight-based automation or equitable technologies). | ||||
| Ability to automate syncing/updates of the POU’s QOH levels to the Supply Chain System of Record (currently Generic Inventory Package (GIP) | ||||
| Provides ability to edit QOH as a result of physical inventory. | ||||
| KPP 2: The S-POU system shall provide automated inventory supply level management for expendable (EX) medical supplies at a facility’s Supply Distribution Points. | ||||
| Threshold: Provides a minimum capability to automate inventory level management | ||||
| Provides Periodic Automatic Replenishment (PAR) levels or normal level | ||||
| Provides Reorder Levels | ||||
| Objective: Provides a desired capability to automate inventory management levels | ||||
| Ability to automate syncing and updating of the Periodic Automatic Replenishment (PAR) levels or normal level with the Supply Chain System of Record (Currently GIP) | ||||
| Ability to automate syncing and updating of the Reorder Levels with the Supply Chain System of Record (Currently GIP) | ||||
| Provides emergency or critical low stock level notification | ||||
| KPP 3: The S-POU System shall provide cataloged information for EX supplies at a facility’s Supply Distribution Points. | ||||
| Threshold: Provides a minimum capability to automate cataloged item information | ||||
| Provides cataloged information for expendable supplies such as Transaction Identifier Code, Item Location Serial Identifier, Location Name, Materiel Item Identifier, Short Item Description, Customer Identifier, Threshold Level Quantity, Unit of Sale (UOS) Code or UOS Pack Code, UOS Price Amount, Delete Indicator, New Tracking Item Indicator, UOS Quantity, Item Serial Identifier, Manufacturer, Manufacturer part number, National Stock Number. Cataloged data fields will be dependent on the catalog system used. | ||||
| KPP 4: The S-POU system shall auto-generate real-time and on-demand supply reorder requests to the Supply Chain System of Record (Currently GIP). | ||||
| Threshold: Provides the minimum capability to auto-generate supply reorder requests | ||||
| Ability to to auto-generate an order for supplies when the item reaches the re-order level to the Supply Chain System of Record (currently GIP) | ||||
| Ability to generate an order for supplies when the user makes an on-demand order to the Supply Chain System of Record (Currently GIP) | ||||
| Objective: Provides the minimum capability to auto-generate supply reorder requests | ||||
| KPP 5: The S-POU system shall provide physical scalability for containment of (EX) medical supply inventory near the vicinity of patient care and main storage areas. |
| Threshold: Provides the minimum capability of physical scalable configuration containment |
| Able to be physically sized and installed with multiple configurations for accommodation of different size EX medical supplies (e.g. bandages, sutures, syringes, staples, gloves, masks, gowns, sealants, catheters, antiseptics, crutches etc.) required to conduct patient care in a facility. |
| Able to be physically sized and installed with multiple configurations for accommodation to fit system hardware into facility locations of differing sizes such as large main storage areas, medium supply storage rooms and storage closets, and smaller clinic areas without a specified storage area in the vicinity of patient care. |
| Provides flexibility for secured physical storage for highly pilferable or expensive EX medical supplies, and unsecured physical storage of inexpensive EX medical supplies for ease of “take and go” retrievability by clinicians. |
| Objective: Provides the desired capability of physical scalable configuration containment |
| Able to be physically sized and installed with multiple configurations for accommodation of different size EX medical supplies (e.g. bandages, sutures, syringes, staples, gloves, masks, gowns, sealants, catheters, antiseptics, crutches etc.) required to conduct patient care in a facility. |
| Able to be physically sized and installed with multiple configurations for accommodation to fit system hardware into facility locations of differing sizes such as large main storage areas, medium supply storage rooms and storage closets, and smaller clinic areas without a specified storage area in the vicinity of patient care. |
| Provides flexibility for secured physical storage for highly pilferable or expensive EX medical supplies, and unsecured physical storage of inexpensive EX medical supplies for ease of “take and go” retrievability by clinicians. |
| Provides EX containment that can use both a smart cabinet-type enclosure for high-cost items or “take and go” smart open weight-sensing bins for high consumption items using the same S-POU inventory management system software application. (VHA Directive 1761 dated 12/30/20) |
| Provides Mobile Smart Cart Model POU system (i.e. crash cart, bleeding cart etc.) |
| KPP 6: The S-POU system shall provide interoperability with VA systems. |
| Threshold: Provides the minimum interoperability with VA systems |
| Provides interoperability and functionality with the VA Supply Chain System of Record (Currently GIP) |
| Objective: provides the desired interoperability with VA logistics systems |
| Provides interoperability and functionality with the supply chain system of record (currently GIP)to sync inventory management supply levels data |
| Ability to provide interoperability and functionality with the VA Medical Health Record/Electronic Health Record system (EHRM) to track medical supplies to patients and medical procedures; enables patient billing, ability to create consult/order for exportation. |
| Note: Interoperability with EHRM is not currently in use with S-POUs in the VA. |
| KPP 7: The S-POU system shall be able to operate on the Department of Veterans Affairs Enterprise Network. |
| Threshold: Provides the minimum capability to operate on the Department of Veterans Affairs Enterprise Network |
| Provides compliance with VA cybersecurity regulations |
| Complies with Risk Management Framework (RMF) criteria |
| Qualifies for an Authority to Operate (ATO) if designated a major system or an Enterprise Risk Analysis (ERA) if designated as a minor application within another ATO boundary |
| Qualifies for an Authority to Connect (ATC) |
| Compatibility with the Medical Device Isolation Architecture (MDIA) or Special Device Isolation Architecture (SDIA) |
| Local Area Network (LAN) connection to the network |
| Objective: provides the desired capability to operate on the Department of Veterans Affairs Enterprise Network |
| Provides compliance with VA cybersecurity regulations |
| Complies with Risk Management Framework (RMF) criteria |
| Qualifies for an Authority to Operate (ATO) if designated a major system or an Enterprise Risk Analysis (ERA) if designated as a minor application within another ATO boundary |
| Qualifies for an Authority to Connect (ATC) |
| Compatibility to operate on the VA Open Network or compatibility to operate in the VA Enterprise Cloud (VAEC) platform. |
| FIPS compliant wireless connection to the VA network |
KSA
Definition of Requirements Key System Attributes (KSA): Key System Attributes (KSA) are additional system characteristics below that of a Key Performance Parameter that provide crucial performance capabilities
| Criteria | Questions | |||
| Compliance Yes / No | Describe how your product will meet the threshold requirement (in a health care facility providing care services to humans) | Describe how your product will meet the objective requirement (in a health care facility providing care services to humans) | Describe your mitigation plan if you do not meet one or more of the Threshold or Objective requirements. | |
| KSA 1: The S-POU system shall produce inventory management reports generated by software relevant to and in accordance with VHA policies and principles of inventory management. | ||||
| Threshold: Provides the minimum inventory management reports generated by software | ||||
| Provides site inventory management reports with expendable supply catalog part information, PAR levels, Re-order Levels, QOH, due-in orders, and other supply transactions | ||||
| Provides reports with analysis on usage over time, costs over time, and analysis with recommended supply levels | ||||
| Provides self-monitoring operational status report of the S-POU system | ||||
| Objective: Provides the desired inventory management reports generated by software | ||||
| Provides inventory management reports with expendable supply catalog part information, PAR levels, Re-order Levels, QOH, emergency low stock, due-in orders, and other supply transactions | ||||
| Provides reports with analysis on usage over time, costs over time, and analysis with recommended supply levels. | ||||
| Provides discrepancy and/or error reports | ||||
| Provides transaction report | ||||
| Provides self-monitoring operational status report of the S-POU system | ||||
| Provides roll-up consolidated reports for VISN reporting | ||||
| Provides roll-up consolidated inventory management reports for Enterprise Reporting | ||||
| Provides reports dashboard for use by leadership | ||||
| Provides missing data field report | ||||
| Provides a prompt for Expiration of Items and their location | ||||
| KSA 2: The system shall provide self-monitoring and reporting of its operational status for hardware and software | ||||
| Threshold: Provides the minimum capability to provide self-monitoring and reporting of operational status for hardware and software | ||||
| The system alerts the user to faulty operational status of hardware | ||||
| The system alerts the user to faulty operational status with software | ||||
| The system provides corrective action instructions to the user and/or administrator | ||||
| Objective: Provides the desired capability to provide self-monitoring and reporting of operational status for hardware and software | ||||
| The system alerts the user to faulty operational status of hardware | ||||
| The system alerts the user to faulty operational status with software | ||||
| The system provides corrective action instructions to the user and/or administrator | ||||
| The system provides a security group or administrator an alert to faulty operational status | ||||
| KSA 3: The system shall provide compatibility with the VA clean/sterile medical facility infrastructure | ||||
| Threshold: Provides the minimum compatibility with the VA clean/sterile medical facility | ||||
| Provides electrical compatibility with standard electrical power distribution and systems 60Hz/120v | ||||
| Compatible with the requirements for clean/sterile supply, breakout rooms, and bulk storage/warehouse and does not interfere with positive air flow, 20-60% humidity, and 66-75 degrees Fahrenheit in these areas. (VHA Directive 1761 dated 12/30/20 and VA HVAC Manual) | ||||
| Compatible with the requirements for clean/sterile supply, breakout rooms, and bulk storage/warehouse in that the lowest shelves in storage areas must be solid and must have at least eight inches of space between the floor and bottom shelf. Closed shelving systems must have the ability or mobility to allow floors to be cleaned under and around the unit. This will allow access for cleaning to avoid contamination. (VHA Directive 1761 dated 12/30/20) | ||||
| System top shelves and contents must be arranged at least five inches from the ceiling and at least 18 inches from sprinkler deflector. (VHA Directive 1761 dated 12/30/20) | ||||
| Hardware must be at least two inches from exterior building walls to avoid condensation and contamination. (VHA Directive 1761 dated 12/30/20) | ||||
| Shelving must be nonabsorbent, non-corrodible, easily cleanable, and must meet all applicable National Standards Foundation (NSF)/American National Standards Institute (ANSI) standards. Bare wood shelves are prohibited. (VHA Directive 1761 dated 12/30/20) | ||||
| Objective: Provides the desired compatibility with the VA medical facility | ||||
| * Threshold = Objective | ||||
| KSA 4: The system shall provide ease of use for users and administrators. | ||||
| Threshold: Provides the minimum ease of use for users and administrators | ||||
| Requires 20 hours or less of end user training to gain proficiency | ||||
| Requires 40 hours or less of administrator training to gain proficiency | ||||
| Requires 40 hours or less of train-the-trainer training to gain proficiency | ||||
| System Automation of on-hand inventory requires users no more than 2 minutes on average to input data or interface with the system item per single supply item to increment or decrement material items restocked or consumed by the user. | ||||
| Objective: Provides the desired ease of use | ||||
| Requires eight (8) hours or less of end user training to gain proficiency | ||||
| Requires eight (8) hours or less of administrator training to gain proficiency | ||||
| Requires 20 hours or less of train the trainer training to gain proficiency | ||||
| System Automation of on-hand inventory does not require users to input data or interface with the system to increment or decrement material items stocked or consumed by the user, allowing the user to “stock and go” or “grab and go” | ||||
| KSA 5: The system shall provide concurrent user workloads over average, peak, and heavy conditions. This refers to the number of user accounts that can be active and fully functional at the same time during average, peak, and heavy conditions. Average conditions are defined as 7am - 3pm daily with peak and heavy conditions being determined by traffic monitoring from a population of 500 user accounts. | ||||
| Threshold: Provides the minimum concurrent user workload | ||||
| 25 user accounts simultaneously active over a total of 500 user accounts (5%) | ||||
| Objective: Provides the desired concurrent user workload | ||||
| 50 user accounts simultaneously active over a total of 500 user accounts (10%) | ||||
| KSA 6: The system shall provide compliance with all Department of Veterans Affairs (VA) applicable policies, directives, and regulations. This compliance includes all Occupational Safety and Health Administration (OSHA) regulations, Health and Human Services (HHS) regulations, Americans with Disabilities Act (ADA), 508 regulations, Food and Drug Administration (FDA) regulations, and other overarching VA regulations and policies regarding the installation, operation, and maintenance management of S-POU systems. | ||||
| Threshold: Minimum compliance with VA policies, directives, and regulations | ||||
| Able to obtain waiver or complies with Veterans Health Administration regulations | ||||
| Able to obtain waiver or complies with Dept of VA Patient Safety Standards | ||||
| Able to obtain waiver or complies with Occupational Safety and Health Administration regulations | ||||
| Able to obtain waiver or complies with Food and Drug Administration regulations | ||||
| Able to obtain waiver or complies with Health and Human Services regulations | ||||
| Able to obtain waiver or complies with Americans With Disabilities Act regulations | ||||
| Able to obtain waiver or complies with US Code Section 508 regulations | ||||
| Objective: Provides the desired compliance with VA policies, directives, and regulations | ||||
| Complies with Veterans Health Administration regulations | ||||
| Able to obtain waiver or complies with Department of VA Patient Safety Standards | ||||
| Complies with Occupational Safety and Health Administration regulations | ||||
| Complies with Food and Drug Administration regulations | ||||
| Complies with Health and Human Services regulations | ||||
| Complies with Americans With Disabilities Act regulations | ||||
| Complies with US Code Section 508 regulations |
ASA
| Definition of Requirements | Additional Systems Attributes (ASA): The Additional System Attributes (ASA) include those attributes associated with reliability, availability, and maintainability (RAM) | |||
| Criteria | Questions | |||
| Compliance Yes/No | Describe how your product will meet the threshold requirement (in a health care facility providing care services to humans) | Describe how your product will meet the objective requirement (in a health care facility providing care services to humans) | Describe your mitigation plan if you do not meet one or more of the Threshold or Objective requirements. | |
| ASA 1: The system shall have an Operational Availability (Ao) of greater than 99.5%. Ao is defined as a measure of the degree to which an item is in an operable state and stated as a percentage of downtime per month out of 720 operational hours per month (30 days x 24 hours of POU operation). Downtime should be measured per month in total service unavailability. | ||||
| Threshold: provides the minimum Operational Availability (Ao) | ||||
| Operational Availability is 99.5%; less than 3.6 hours of down time per month | ||||
| Note: The Dept of VA Federal Supply Service (FSS) for Omnicell Contract 03/01/2023 - 02/29/2028 specifies that “uptime” will be at 95% for Omnicell equipment per site. The inability to meet the threshold is waived for POUs purchased from the stated National Contract. | ||||
| Objective: provides the desired Operational Availability (Ao) | ||||
| ASA 2: The system shall have an Operational Reliability of Mean Time Between Failures (MTBF) of greater than or equal to 720 hours or 30 business days of normal operation. Operational Reliability is defined as the probability of an item to perform a required function under stated conditions for a specified period. A good measure of this is Mean Time Between Failure (MTBF). | ||||
| Threshold: provides the minimum Operational Reliability (MTBF) | ||||
| MTBF is 720 hours (30 calendar days) | ||||
| Objective: provides the desired Operational Reliability (MTBF) | ||||
| MTBF is 4,320 hours (180 calendar days) | ||||
| ASA 3: The system shall provide Operational Maintainability expressed in Mean Corrective Maintenance Time (MCMT) of less than or equal to Four (4) hours of corrective maintenance time for 90% of failure occurrences. Operational Maintainability is the ability of an item to be retained in, or restored to, a specified condition when maintenance is performed. MCMT is a good measure of this. | ||||
| Threshold: provides the minimum Operational Maintainability (MCMT) | ||||
| Four (4) hours corrective maintenance time for 90% of failure occurrences | ||||
| User Operational and Maintenance manuals provided and available for reproduction for the Dept of VA’s user organizations | ||||
| Objective: provides the desired Operational Maintainability (MCMT) | ||||
| 30 minutes (0.5 hours) of corrective maintenance time for 90% of failure occurrences | ||||
| User Operational and Maintenance manuals provided and available for reproduction for the Dept. of VA’s user organizations |
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