PD - BNE PAR Ex - DRAFT.docx

Brand Name or Equal PAR Excellence for VA North Texas Health Care System TAC Number: VA-26-00009928

PRODUCT DESCRIPTION (PD) TEMPLATE

DEPARTMENT OF VETERANS AFFAIRS

VA North Texas Health Care System

Brand Name or Equal PAR Excellence System for VA North Texas Health Care System

Date: November 24, 2025

VA-26-00009928

PD Version Number: 1.0 Contents

BACKGROUND

VA North Texas Healthcare System has a requirement to replace its obsolete Omnicell cabinets in secondary inventory locations with a brand name or equal PAR Excellence (PAR Ex) Weight-based Inventory Management System.

PAR Ex is an inventory management technology that uses calibrated or weighted bins to capture data related to end user usage, stock replenishment, and other inventory related transactions in a supply closet. This technology captures transactions and usage data and keeps it stored on the user’s workstation, allowing them to run reports, analyze data, and manage inventory. The primary purpose of PAR Ex is to identify on-hand quantities and values between Generic Inventory Package (GIP), via VISTA and the PAR bins system.

The period of performance shall be 12 months from date of award, with one (1) 12-month option period, to be exercised at the Government’s discretion.

PRODUCT REQUIREMENTS

The Contractor shall provide and install a brand name or equal PAR Excellence system at the locations listed below, including any ancillary components that may be required for the system to be fully operational. Installation shall include all bins, scales, accessories, parts, labor, hardware, software, and training as identified in Attachment A, PAR Ex Quantity Tables. The brand name or equal PAR Excellence system shall have the salient characteristics of section 2.1.

Installed equipment shall have a three-year warranty for all brand name or equal PAR Excellence manufactured equipment and software and up to a one-year warranty of Third-Party provided equipment, which includes replacements for defects or damage not caused by VA personnel.

Following the expiration of any brand name or equal PAR Excellence warranty periods:

· An active support agreement is required for continued maintenance and troubleshooting of PAR software.

· An extended warranty may be purchased for PAR-manufactured components, if desired. Else you may purchase components as needed.

· Third-party products must be purchased or replaced at the customer’s expense once the initial warranty period has expired.

Warranties start upon delivery and acceptance of product. Acceptance of the product is not to exceed 30 days after it is physically received or for software after it is installed.

Travel for this effort shall be built into the Contractor’s firm fixed price. Work may be performed at remote locations with prior concurrence from the Contracting Officer’s Representative (COR).

Tasks under this PD shall be performed at the following VA facilities:

Secondary Inventory Locations:

VA Medical Centers:

1. Dallas VA Medical Center, 4500 S. Lancaster Road, Dallas, Texas 75216

2. Sam Rayburn Memorial Veterans Center, 1201 East 9th Street, Bonham, TX 75418-4059

3. Garland VA Medical Center, 2300 Marie Curie Boulevard, Garland, TX 75042-5706

VA Clinics:

1. Decatur VA Clinic, 408 Park West Court, Decatur, TX 76234-3203

2. Denton VA Clinic, 2322 San Jacinto Boulevard, Denton, TX 76205-7532

3. Fort Worth VA Clinic, 2201 Southeast Loop 820, Fort Worth, TX 76119-5863

4. Granbury VA Clinic, 1210 Paluxy Medical Circle, Granbury, TX 76048-5699

5. Grand Prairie VA Clinic, 2737 Sherman Street, Grand Prairie, TX 75051-1027

6. Greenville VA Clinic, 8325 Jack Finney Boulevard, Greenville, TX 75402-3005

7. Plano VA Clinic, 3804 West 15th Street, Suite 175, Plano, TX 75075-4752

8. Polk Street VA Clinic, 4243 South Polk Street, Dallas, TX 75224-4928

9. Sherman VA Clinic, 1715 Texoma Parkway, Sherman, TX 75090-2613

10. Tyler Centennial VA Clinic, 428 Centennial Parkway, Tyler, TX 75703-7166

SALIENT CHARACTERISTCS

The brand name or equal PAR Excellence System shall have the following physical, functional and performance characteristics:

The brand name or equal PAR Excellence System shall produce an accurate real-time reading of quantities on-hand accessible by a web-based program and provide data mining capabilities that shall include at a minimum: current stock levels, recommended re-order points, average usage levels per item and ability to track medical supply usage per patient treated at the Dallas VAMC and its CBOC locations.

The brand name or equal PAR Excellence System shall be interfaced with the Generic Inventory Package (GIP). The primary purpose of the interface is to identify out of balance on-hand quantities and values between GIP and the brand name or equal PAR Excellence System. The brand name or equal PAR Excellence System shall identify an out of balance on hand quantities and values, accounting for any due outs or due ins. If the out of balance condition is caused by a pending due in or due out, it shall be displayed separately to easily identify.

The brand name or equal PAR Excellence System due-ins and due-outs shall automatically be removed when GIP due-ins and due-outs are “cleared”.

The brand name or equal PAR Excellence System shall:

1. Be weight based

2. Easily tare and accurate

3. Provide real-time visibility to our Secondary Inventory locations

4. Shall be able to interface with GIP package in IFCAP

5. Shall be capable of tracking, adjusting, and reporting comprehensive real time information pertaining to the inventory of a secondary location

6. It is imperative that depletion of stock triggers distribution tickets based on Periodic Automatic Replacement (PAR) levels, Re-order points, and Emergency Stock Levels

7. Software shall be intuitive and easy to train on

8. Software shall be able to utilize multiple users with different levels of permissions

9. Reports generated by software shall be relevant to APICS Principles of Inventory Management

10. Shall be able to handle a wide range of products based on size, thickness, and weight.

11. Complete generic identification: Weight-based inventory Supply Chain Solution

12. Applicable model/make/catalog number: brand name or equal PAR Express weight-based automation by brand name or equal PAR Excellence

13. Communication about system status including system failures

14. Materials Management Status –

a. Open Orders

b. Emergency/Critical Item Levels

c. Negative Quantities on-Hand

15. Item Locator

16. Customer Item Requisition

17. PAR Level Analysis

18. 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

19. Consumption

a. Average monthly usage

b. Consumption analysis including time

c. Consumption deviation

d. Consumption over time

20. 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

21. Orders

a. Existing orders

b. Order preview

22. Items

c. Item master Item history

d. Item classification Reconciliation history

e. Most recent reconciliation per item

LICENSING

The Contractor shall provide a license agreement for use of brand name or equal PAR Excellence System and related support. Licensing shall include 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.

INSTALLATION

The Contractor shall perform installation during normal business hours, 7:30AM to 4:30PM local time.

The Contractor shall provide notification to VA 10 days prior to starting on-site activities. The Contractor shall coordinate with site escorts for installation.

Installation shall begin no later than 30 days after contract award date. Installation shall be phased by location and begin at the Dallas VAMC. Installation and setup shall be completed at all locations no later than 365 days after contract award.

Install shall not include disassembly of existing storage devices.

The Contractor shall remove all debris and trash once installation are complete.

SUPPORT

The Contractor shall provide support to include continuous monitoring by means of a minimum of four remote checks of equipment functionality by Contractor every 24 hours. The Contractor shall provide notification and maintenance support in the event of a problem with equipment or software. The Contractor shall respond to service calls no later than 24 hours after being notified of a problem with either equipment or installed software. The Contractor’s remote Support staff shall work with VA onsite to replace supported hardware within 48hrs of notification of a problem if VA is not at fault for damage or defect. This assumes there is backup equipment onsite. If backup equipment is not onsite, the Contractor’s support staff shall work with VA onsite to replace equipment when it arrives via Contractor’s return merchandise process.

PERFORMANCE MONITORING

Completion of the installation will be verified by VA POC or designated personnel. Functionality and accuracy of the installed equipment will be continuously monitored by VA Logistics staff to ensure equipment is functioning properly and providing accurate and timely information for inventory and reordering purposes.

The Contractor shall monitor the installed equipment and software remotely by daily check-ins that shall occur remotely at least four (4) times every 24 hours. The Contractor shall provide support for any defects or functionality problems detected within 48 hours of notification by VA email or telephone. The Contractor shall communicate about support via telephone calls, electronic messaging, or email. The Contractor shall meet (e.g., in person, telephone, etc.) with the COR monthly to address any unresolved issues. The Contractor’s Support Hotline shall be available 24 hours a day/7 days a week to provide support. VA will notify the Contractor Support Hotline via vendor support phone number or email.

TRAINING

VHANTX requires Training for VA Logistics staff end users, super users, supervisor, and leadership. End users are the supply technicians, super users are the Lead Supply technicians, supervisors are supervisors for supply technicians, and leadership includes the Chief and Assistant Chiefs for Logistics Management Specialists (LMS) and the Supervisor for Acquisition.

The Contractor shall provide a detailed Training Plan that VA can use to verify the training will meet VA’s training requirement for the brand name or equal PAR Excellence system for end users, super users, supervisor, and leadership. The training plan shall be provided during the technical kickoff meeting.

The Contractor shall provide training for end-user, super-user, supervisor, and leadership at all locations where the brand name or PAR Excellence system is installed. This training shall be held at a secondary inventory location so all trainees can learn hands-on. This training shall include, but not be limited to:

a. Adding items to an inventory

b. Removing items from an inventory

c. Assigning items

d. Weighing items and recalibrating scales

e. Editing items

f. Troubleshooting

g. Reporting functions

h. Future/upcoming enhancements

i. Swapping Scales and making sure they are working.

Upon completion of setup of each secondary location (or “closet”), before the Contractor moves to setup or install the next location, the Contractor shall provide supply technician training onsite at that secondary location for one to two VA Logistics supply technicians at a time.

The Contractor shall provide Supply Technician Training Materials (brochure, book, Power Point slides) designed to facilitate VA’s train-the-trainer program throughout the lifecycle of the system. The train-the-trainer materials will be used by the Contractor-trained VA Supply Technicians to train the VA supply technicians on the next hospital/ clinic shift, who will train the VA supply technicians on the hospital/clinic shift after that, so that all VA supply technicians for that closet can operate the system.

The supply technician training shall:

a) Complete one audit of the secondary inventory closet with the VA supply technicians. This audit shall not exceed 120 items audited.

b) Provide audits to include assessing arrangement of bins/louvers in room, and ways to improve or increase efficient use of the closet.

c) Demonstrate troubleshooting of issues in the secondary, for example, scale is out of calibration, bin is not on the scale, or wrong item in in a bin.

The Contractor shall record the supply technician training at every site and leave the recording (e.g., computer-based training video) at the site so technicians can review the training at a later date. Training shall be considered successful when each supply technician can demonstrate the actions necessary to maintain a brand name or equal PAR Excellence system at the secondary.

The Contractor shall maintain records of supply technician training participants and whether the participants completed the training or not and provide the records to the COR upon request.

The Contractor shall coordinate all supply technician training dates with the COR who will communicate to the supply technicians the date of their training.

Training for VA supply technicians shall provide them with the tools and knowledge to fully operate the scales and conduct checks per the manufacturer’s instructions, as well as answer any questions personnel may have regarding the brand name or equal PAR Excellence system.

The Contractor shall ensure that VA always has two appropriately qualified VA Logistics staff members who have been trained by the Contractor who will be available to complete the following tasks:

1. Turn the PAR Location equipment on or off

2. Disconnect and reconnect power from the PAR location equipment

3. Add, change, remove and register scales

4. Properly register and exchange PAR location equipment

5. Visually and verbally assist Service Provider in diagnosing PAR location equipment problems

6. Maintain the system database

Deliverables:

A. Training Plan B. Supply Technician Training C. Supply Technician Training Recording (for each secondary inventory location)

PROJECT MANAGEMENT

CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline, and tools to be used in execution of the contract. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks, and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PD. The initial baseline CPMP shall be concurred upon and updated in accordance with Section B of the contract. The Contractor shall update and maintain the VA PM approved CPMP throughout the Period of Performance (PoP).

Deliverable:

A. Contractor Project Management Plan

TECHNICAL KICKOFF MEETING

A technical kickoff meeting shall be held within 10 calendar days after Contract is awarded. The Contractor shall coordinate the date, time, and location (can be virtual) with the Contracting Officer, VA PM, Contract Specialist, and the Contracting Officer Representative. The Contractor shall provide a draft agenda to the CO and VA PM at least 5 calendar days prior to the meeting. Upon Government approval of the final agenda, the Contractor shall distribute to all meeting attendees. During the technical kickoff-meeting, the Contractor shall present, for review and approval by the Government, the details of the intended approach, work plan, and project schedule in a Technical Kickoff Meeting Presentation. The Contractor shall submit the final updated technical kickoff meeting presentation to the CO within 3 calendar days after the meeting. The Contractor shall prepare and distribute the meeting minutes of the kickoff meeting to the CO, COR and all attendees within 3 calendar days after the meeting.

VA will provide the VA Project Team email distribution list to the Contractor at the Technical Kickoff Meeting.

Deliverables:

A. Technical Kickoff Meeting Agenda B. Technical Kickoff Meeting Presentation C. Technical Kickoff Meeting Minutes

REPORTING REQUIREMENTS

The Contractor shall provide the COR with Monthly Progress Reports in electronic form in Microsoft Word and Project formats. The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding Month. The Monthly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. The report shall also include an itemized list of all Information and Communication Technology (ICT) deliverables and their current Section 508 conformance status. The Contractor shall monitor performance against the CPMP and report any deviations. It is expected that the Contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.

The Contractor shall meet (e.g., in person, telephone, etc.) with the COR monthly to address any unresolved issues, and discuss any unresolved and/or continuous issues and corrective actions for them with the Contracting Officer (CO).

Deliverable:

A. Monthly Progress Report

VA TECHNICAL REFERENCE MODEL

The Contractor shall comply with the VA OIT Technical Reference Model (VA TRM). Compliance with the VA TRM is achieved by using only technologies and standards that are listed as approved for use in the VA TRM. The Contractor shall provide a TRM Information Document containing all necessary information requested by VA to ensure TRM approval is obtained prior to use on VA’s network.

Deliverable:

A. TRM Information Document

NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) PROCUREMENTS (SECTION 508) On January 18, 2017, the Access Board issued a final rule that updated accessibility requirements covered by Section 508 and refreshed guidelines for telecommunications equipment subject to Section 255 of the Communications Act. The final rule went into effect on January 18, 2018. The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities.

SECTION 508 – INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) STANDARDS

The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT. These standards are found in their entirety at: Revised 508 Standards and 255 Guidelines (access-board.gov). A single PDF file version of the Revised Section 508 Standards and 255 Guidelines will be supplied upon request or can be obtained from the Access Board website. Federal agencies must comply with the Rehabilitation Act of 1973, as amended.

The Contractor shall comply with “508 Chapter 2: Scoping Requirements” for all electronic ICT and content delivered under this contract. Specifically, as appropriate for the technology and its functionality, the Contractor shall comply with the technical standards marked here:

COMPATABILITY WITH ASSISTIVE TECHNOLOGY

The standards do not require installation of specific accessibility-related software or attachment of an assistive technology device. Section 508 requires that ICT be compatible with such software and devices so that ICT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.

ACCEPTANCE AND ACCEPTANCE TESTING

Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above.

The Government reserves the right to test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon delivery.

INFORMATION TECHNOLOGY USING SUSTAINABLE PRODUCTS AND SERVICES

Not applicable.

SHIPMENT OF HARDWARE OR EQUIPMENT

Inspection: Destination Acceptance: Destination Free on Board (FOB): Destination

Ship To and Mark For:

Primary

Alternate

Dallas, TX 75216

Dallas, TX 75216

SPECIAL SHIPPING INSTRUCTIONS

Prior to shipping, Contractor shall notify Site POCs, by phone followed by email, of all incoming deliveries including line-by-line details for review of requirements. The Contractor shall not make any changes to the delivery schedule at the request of Site POC.

Contractors shall coordinate deliveries with Site POCs before shipment of hardware to ensure sites have adequate storage space.

All shipments, either single or multiple container deliveries, shall bear the VA IFCAP Purchase Order number (if applicable) on external shipping labels and associated manifests or packing lists. In the case of multiple container deliveries, a statement readable near the VA IFCAP PO or Contract number shall indicate total number of containers for the complete shipment (e.g. “Package 1 of 2”), clearly readable on manifests and external shipping labels.

Packing Slips/Labels and Lists shall also include the following:

IFCAP PO # or Contract No.: TBD (e.g., 166-E11234 (the IFCAP PO number is located in block #20 of the SF 1449)) Project Description: (e.g. Tier I Lifecycle Refresh)

Total number of Containers: Package ___ of ___. (e.g., Package 1 of 3)

GENERAL REQUIREMENTS

VA TECHNICAL REFERENCE MODEL

The Contractor shall comply with the VA OIT Technical Reference Model (VA TRM). Compliance with the VA TRM is achieved by using only technologies and standards that are listed as approved for use in the VA TRM. The Contractor shall provide all necessary information requested by VA to ensure TRM approval is obtained prior to use on VA’s network.

ZERO TRUST – VA CRITICAL SECURITY CONTROLS

VA has established minimum mandatory security requirements and requires that any network connected software system or service must meet the VA Critical Security Controls as outlined in the VA Memorandum, “VA Security Controls”, https://www.voa.va.gov/DocumentView.aspx?DocumentID=5010. VA Critical Security Controls identify the minimum mandatory requirements that must be implemented across all VA enterprise infrastructure, cloud computing environments, information systems, networks, and specialized devices (medical devices/systems, special-purpose systems, and research scientific computing devices) that process, store, and/or transmit VA data. Effective July 1, 2025, the Contractor shall implement these VA Critical Security Controls, within any network connected software system or service prior to being authorized for use in the VA. This functional requirement is not negotiable, and Plan of Action & Milestones (POAM) will not be accepted in the event these controls cannot be implemented for new systems. Critical Security Controls are intended to increase VA’s security posture and provide security and privacy risk visibility into the VA network and is not a new requirement. The Contractor’s failure to maintain these VA Critical Controls after implementation will result in VA discontinuing the use of the system.

SOCIAL SECURITY NUMBER (SSN) REDUCTION

The Contractor solution shall support the Social Security Number (SSN) Fraud Prevention Act (FPA) of 2017 which prohibits the inclusion of SSNs on any document sent by mail. The Contractor support shall also be performed in accordance with Section 240 of the Consolidated Appropriations Act (CAA) 2018, enacted March 23, 2018, which mandates VA to discontinue using SSNs to identify individuals in all VA information systems as the Primary Identifier. The Contractor shall ensure that any new IT solution discontinues the use of SSN as the Primary Identifier to replace the SSN with the Integrated Control Number (ICN) in all VA information systems for all individuals. The Contractor shall ensure that all Contractor delivered applications and systems integrate with the VA Master Person Index (MPI) for identity traits to include the use of the ICN as the Primary Identifier. The Contractor solution may only use a Social Security Number to identify an individual in an information system if and only if the use of such number is required to obtain information VA requires from an information system that is not under the jurisdiction of VA.

INTERNET PROTOCOL VERSION 6 (IPV6)

The Contractor solution shall support IPv6-Only based upon the memo issued by the Office of Management and Budget (OMB) on November 19, 2020 (https://www.whitehouse.gov/wp-content/uploads/2020/11/M-21-07.pdf). Which defines IPv6-only as the state of an operational system or service when IPv4 protocol functions (addressing, packet forwarding) are not in use. The NIST USGv6 profile defines technical requirements for a product to be capable of operating in IPv6-Only environments. IPv6-Only technology, in accordance with the USGv6 Program (https://www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1), NIST Special Publication (SP) 500-267B Revision 1 “USGv6 Profile” (https://doi.org/10.6028/NIST.SP.500-267Br1), and NIST SP 800-119 “Guidelines for the Secure Deployment of IPv6” (https://doi.org/10.6028/NIST.SP.800-119), compliance shall be included in all IT infrastructures, application designs, application development, operational systems and sub-systems, and their integration. In addition to the above requirements, all devices, applications, and systems shall support all applicable functionality on native IPv6-Only as well as dual stack (IPv6 / IPv4) connectivity without additional memory or other resources being provided by the Government, so that they can function in a mixed environment. All public/external facing servers and services (e.g., web, email, DNS, ISP services, etc.) shall support native IPv6-Only and dual stack (IPv6 / IPv4) users and all internal infrastructure and applications shall support using native IPv6-Only and dual stack (IPv6 / IPv4) for all functionality and operations.

SOFTWARE AND LICENSING REQUIREMENTS

The Contractor shall be responsible for the provision of all software licenses and any associated licensing maintenance required for any development, delivery, integration, operation, and/or maintenance associated with its proposed application(s), software products, software solution, and/or system including, but not limited to, any and all application(s), software and/or software products that comprise, are a part of, or integrate with the Contractor’s proposed application(s), software products, software solution, and/or system for the life of any resulting contract.

TRUSTED INTERNET CONNECTION (TIC)

The Contractor solution shall meet the requirements outlined in Office of Management and Budget Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative“ (https://www.whitehouse.gov/wp-content/uploads/2019/09/M-19-26.pdf), VA Directive 6513 “Secure External Connections”, and shall comply with the TIC 3.0 Core Guidance Documents, including all Volumes and TIC Use Cases, found at the Cybersecurity & Infrastructure Security Agency (CISA) (https://www.cisa.gov/publication/tic-30-core-guidance-documents.)

POSITION/TASK RISK DESIGNATION LEVEL(S)

Position Sensitivity and Background Investigation Requirements by Service Task/Item Number

The Tasks identified above and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.

APPENDIX A: QUANTITY TABLES

See Appendix A in separate file.

BASE YEAR TABLE (ROLL-UP, THEN SHEETS 1 TO 9)

OPTION YEAR 1 TABLE (ROLL-UP, THEN SHEETS 1 TO 5)

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