RFQ 36C26121Q1046-SOW and Salient Characteristics-VA RENO.pdf

Statement of Work Automated Inventory Management System

1. Requesting Service Section: Logistics, Reno VA

2. Contract Title.

Purchase, set-up, and service of Automated Inventory Management System specifically for Medical Supplies for Reno VA Medical Center.

3. Background.

Historically, The Reno VA Medical center has used cabinet based POU systems to manage inventory levels within our facility’s supply areas. Our facility’s current supply system process relies heavily on clinical staff entering quantities as they pull product. When they fail to enter, or enter incorrect quantities, our process fails. This leads to workload issues, as Supply Techs must be pulled from current duties to perform urgent resupply requests to affected areas. This also presents potential patient safety issues during emergency situations if stock is not available due to inaccurate stock level information. Further, the current supply process is labor- and time-intensive. This is compounded in times of heavy workload due to availability of supply personnel and/or hospital patient load, increasing risks associated with patient care / safety.

An automated inventory management system that does not require end users to input data or interface with the system to increase or decrease material items stocked or consumed by the user. It removes or heavily limits the amount of human interface required to maintain accurate and real time inventories.

This creates a more accurate and efficient system while simultaneously addressing the patient safety / care concerns mentioned above, eliminating the frequent emergent supply requests created by inadequate inventory management systems.

An automated inventory management system will augment the supply chain’s management effectiveness and timeliness with resupply inventory while decreasing the workload of supply personnel. It will also improve the overall patient care throughout the facility, particularly in the cardiac catheterization and electrophysiology labs, by effectively maintaining appropriate periodic automatic replacement levels.

Finally, an automated inventory management system aligns with the ideals and expectations of a High Reliability Organization by greatly reducing or eliminating the risk of human error due to automation.

4. Scope.

To install an automated inventory management system at the Reno VA Medical Center, ensure system is fully operational, and fully train staff to be knowledgeable on the use of system.

5. Specific Tasks.

5.1 Task 1 - Installation. To supply and install all equipment and parts, to include mounting hardware, if necessary, for an inventory management system at the Reno VA Medical Center, 975 Kirman Ave, Reno, NV 89502 and multiple off-site clinical locations and/or Community-Based Outpatient Clinics (CBOC’s) listed below.

VA Medical Center, 975 Kirman Ave, Reno, NV 89502

1020 New River PKWY STE 304, Fallon, NV 89406

Diamond View Outpatient Clinic, 110 Bella Way, Susanville, CA 96130

VA Carson Valley Outpatient Clinic, 1330 Waterloo Ln Suite 101, Gardnerville, NV 89423

Winnemucca Rural Outreach Clinic 3298 Traders Way, Winnemucca, NV 89445

VA East Annex Outpatient Clinic, 1201 Corporate Blvd, Reno, NV 89502

VA Dental Clinic, 3674 South Virginia St, Unit E4 Reno NV 89502

VA North Campus, 1140 Lab Service Selmi Drive, Suite 704, Reno NV 89512

Installed equipment shall have a one-year full equipment replacement warranty for defects or damage not caused by VA personnel. Install does not include disassembly of existing storage devices. Install does include costs on any additional equipment required for new inventory management system.

5.2 Hardware and Software

5.2.1 Install: Install the program and software packages used to add, delete, and edit items stored in the storage/dispensing stations on VA owned desktops or laptop computers at each designated facility.

Install software on 1 (one at minimum) VA owned laptop for system set-up and installation. Install and prepare VA-owned server for transmission of information between Contractor and VA for maintenance and monitoring of equipment in use.

5.2.2 Access: The system shall be accessible from multiple access points throughout the facility including CBOC’s. Grant accesses and train VA employees for the program that shall have unlimited user access and provide reports and data mining capability of current inventory including, but not limited to, current stock levels, recommended order levels, and average usage levels. The system shall be capable of producing reports in Excel or text delimited format using commercially available software. Training should include, but is not limited to:

• Adding items

• Removing items

• Assigning items

• Editing Items

• Troubleshooting

• Reporting functions

5.2.3 Capabilities: The inventory management system shall produce an accurate real-time perpetual reading of quantities on-hand, accessible on VA provided computers via automated inventory management system software, and provide data mining capabilities that shall include at a minimum current stock levels, recommended order points, average usage levels per item. The periodic automatic replacement bin System must interface with GIP. The primary purpose of the interface is to accurately report on-hand quantities in real time for each secondary supply area for restocking purposes, and to identify out of balance on-hand quantities and values between GIP and the periodic automatic replacement system. Periodic automatic replacement system will identify any 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 will be displayed separately to easily identify. Periodic automatic replacement bin due-ins and due-outs will automatically be removed when GIP due-in and due-outs are “cleared”.

The functionality of the Automated Inventory Management System is listed below.

•Equipment Status Communication about system status, including system failures •Materials Management Status Open Orders Emergency/Critical Item Levels Negative Quantities on-Hand •Item Locator •Customer Item Requisition

• Periodic Automatic Replacement Level Analysis Current Levels Level recommendations by cost and usage demand SKU reduction recommendations Items over par level Stock outs and critical hits Par level value over time •Consumption Average monthly usage Consumption analysis including time Consumption deviation Consumption over time •Reports Activity detail (sales, receipts, adjustments, etc.) to include date/time of any inventory changes Quantity on-hand / Value on-hand Department transactions Cycle count sheet Out of balance with GIP – on-hand Due-ins / Due-outs Issue multiple discrepancy between GIP and Par Bin Emergency levels •Orders Existing orders Order preview •Items

Item master / Item history Item classification Reconciliation history Most recent reconciliation per item

5.2.4 Licensing

One-year license agreement for use of Inventory Management System and related support. Automatic software upgrades of the installed program and software. Web-based program to be available on any computer and/or mobile device for evaluation of inventory levels and reporting purposes, for an unlimited number of users.

5.2.5 Support

Support to include continuous monitoring by means of a minimum of 4 remote checks of equipment functionality by Contractor personnel every 24 hours. Notification and maintenance support from Contractor personnel in the event of a problem with equipment or software. Contractor personnel shall respond to service calls no later than 24 hours after being notified of a problem with either equipment or installed software. Equipment and related hardware to be replaced within 48 hours of notification of a problem if user/facility is not at fault for damage or defect.

6. Performance Monitoring Completion of the installation will be verified by COR and/or designated personnel. Functionality and accuracy of the installed equipment will be continuously monitored by Logistics staff to ensure equipment is functioning properly and providing accurate and timely information for inventory and reordering purposes. Installed equipment and software is monitored by Contractor employees by daily check-ins that shall occur remotely at least 4 times every 24 hours. Contractor support to be provided for any defects or functionality problems by contacting Contractor via email or telephone within time frames designated in Section V. The Contractor will meet (e.g. in person, telephone, etc.) with the COR monthly to address any unresolved issues. Any unresolved and/or continuous issues will be referred to the Contracting Officer for corrective action.

7. Security Requirements Vendor-owned software and/or programs to be installed on VA owned server, laptop and desktop computer. Other access to vendor website and programs will be permitted by vendor from any desktop computer using the World Wide Web. Contractor personnel performing installation may be required to complete the Department of Veterans Affairs security screening. General Contractor’s employees shall not enter the work area without the appropriate badge. They must present themselves to the facility VA Police for a Contractor’s badge to be worn during the set-up of the system. They may be subject to inspection of their personal effects when entering or leaving the work area.

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

The VAMC will furnish a server, laptop, and desktop computer for installation of vendor owned software and related programs need to make the installed equipment operational.

9. Other Pertinent Information or Special Considerations.

a. Identification of Possible Follow-on Work. Service agreements and license agreements will be maintained and purchased after initial 1-year warranty is no longer effective.

10. Risk Control Employees of contractor responsible for installation and setup will have background check completed or show proof of background check completed no longer than one (1) year ago, from date of award including fingerprint analysis. Contractor employees shall obtain VA badge and wear on their person, above their waist and always visible.

Contractor will be installing a supply storage and tracking system in an area under construction. Workers will need to be cognizant of staff movements, sensitive medical equipment, and diverse activities during certain periods of the workday. Installation staff shall have no patient contact or access to sensitive patient information.

COR will be available for risk intervention should the need arise.

11. Place of Performance.

See section 5.1.

12. Period of Performance.

Installation to begin no later than 30 days after contract award date. Installation will be phased by facility and will be at the discretion of the Contracting Officer or Designee (COR). The facility will provide the Contractor a deployment plan, to include time and location of installation. Installation and setup to be completed no later than 90 days after contract award date.

13. Pricing Pricing will be based on / broken down by:

1) Each secondary location by:

a. Real time perpetual monitoring / reporting capabilities

b. Ancillary equipment

c. License Fees

2) By facility for:

a. Training

b. Site License

c. Training

d. Monthly support

e. Installation

Provide a price adjustment per secondary location based on the variance from the base platform for:

1) any additional equipment required for new inventory management system.

14. Essential Criteria

1) Essential/significant physical, function, or performance Characteristics.

a. Must be an automatic inventory management system which determines the quantity of stock per bin with no required input from the end user.

b. Easily calibrated and accurate.

c. Must be able to handle a wide range of medical/surgical products with variations of size, thickness, and weight.

d. Provide perpetual real time visibility into our secondary inventory locations to include CBOCs.

e. Must be able to interface with GIP package in IFCAP and DMLSS.

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

g. Above all, a quantity on hand adjustment communication must be sent to GIP package to trigger accurate pick ticket.

h. Must have a training program available for VA staff to take advantage of.

i. Software is to be intuitive and easy to train on.

j. Software is to be able to utilize multiple users with different levels of permissions.

k. Reports generated by software are to be relevant to APICS Principles of Inventory Management.

2) Complete generic Identification: Inventory Supply Chain Solution for Medical Supplies

3) The salient characteristics listed above are essential to the Government’s requirements.

Additional Salient Characteristics

1) Essential/significant physical, function, or performance Characteristics.

•Basic functions shall include the following:

•Equipment Status Communication about system status, including system failures

•Materials Management Status

a. Open Orders Emergency/Critical Item Levels Negative Quantities on-Hand

•Item Locator

•Customer Item Requisition

• Periodic Automatic Replacement Level Analysis

a. Current Levels, Level recommendations by cost and usage demand SKU reduction recommendations,

b. Items over par level, Stock outs and critical hits Par level value over time

•Consumption

a. Average monthly usage, Consumption analysis including time, Consumption deviation, Consumption over time

•Reports

a. Activity detail (sales, receipts, adjustments, etc.) to include date/time of any inventory changes, Quantity on-hand / Value on-hand, Department transactions, Cycle count sheet, Out of balance with GIP – on-hand, Due-ins / Due-outs, Issue multiple discrepancy between GIP and Par Bin, Emergency levels, Reports generated by software are to be relevant to APICS Principles of Inventory Management.

•Orders

a. Existing orders, Order preview

•Items

a. Item master / Item history, Item classification Reconciliation history, Most recent reconciliation per item

b. Must not require any end user input to maintain accurate inventories.

c. Easily calibrated and accurate

d. Provide perpetual real time visibility into our secondary inventory locations

e. Must be able to interface with GIP package in IFCAP

f. Must be able to interface with DMLSS. (VA will be implementing in near future)

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

h. Above all, a quantity on hand adjustment communication must be sent to GIP package to trigger accurate pick ticket

i. Must have a training program available for VA staff, Training should include, but is not limited to:

1) Adding items, removing items, assigning items, editing Items, troubleshooting, reporting functions

j. Software is to be intuitive and easy to train on

k. Software is to be able to utilize multiple users with different levels of permissions

•Reports generated by software are to be relevant to APICS Principles of Inventory Management

•Must be able to handle a wide range of products in variation of size, thickness, and weight.

End of Document