RFQ 36C26121Q1057-SOW and Salient Characteristics-VA FRESNO.pdf

Statement of Work Automated Inventory Management System

1. Requesting Service Section: Logistics, VACCHCS

2. Contract Title.

Purchase, set-up, and service of Automated Inventory Management System specifically for Medical Supplies for VA Central California Healthcare System, Fresno, CA and CBOC facilities Merced, Oakhurst, and Tulare, CA.

3. Background.

VACCHCS Medical center has used cabinet based POU systems to manage inventory levels within our facility’s supply areas. VACCHCS current supply system process relies severely 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 are 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. Furthermore, 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.

VACCHCS is looking for a fully automated system that promotes minimal delays and human errors to caregivers while providing inventory controls. It removes or heavily limits the amount of human interface required to maintain accurate and real time inventories. Therefore, generate an accurate and efficient system while simultaneously addressing 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 Fresno VA Medical Center and CBOCs, 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 Fresno VA Medical Center, 2615 E Clinton Ave, Fresno, CA 93703 and multiple off-site clinical locations and/or Community-Based Outpatient Clinics (CBOC’s) listed below.

Oakhurst VA Clinic 40597 Westlake Drive

Oakhurst, CA 93644-9024

Merced VA Clinic 340 East Yosemite Avenue Suite D Merced, CA 95340-9167

Tulare VA Clinic 1050 North Cherry Street Tulare, CA 93274-2251

Installed equipment should 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 support for use of inventory management system related support with automatic software upgrades of installed program or 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 5. 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.

At location delineated in section 5.

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. Equal Evaluation 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 minimal 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

Medical supplies dispensing system should offer more customizable choices to meet the needs of acute and post-acute care sites. The Automated Dispensing System should easily be expanded with additional bins, and sections that can be added or changed on-site as clinical needs evolve. Medications and supplies can be combined in a rack, promoting convenience, and saving space. Dimensions of the Automated dispensing systems need to be specific in Height, Width, and Depth. Space is restricted; therefore, it is crucial the systems dimensions are specific or similar. Med rooms at the Fresno where the automated dispense systems are is limited in space. Construction and renovation will need to be completed if specific dimensions are not met.

Automated Dispense System Automated Dispense System Automated Dispense System Height: 77.5" Height: 77.5" Height: 77.5" Width: 26.5" Width: 51.5" Width: 76.5" Depth: 27.0" Depth: 27.0" Depth: 27.0"

Automated Dispensing for Medical Supplies

• Vendor must provide all new medical dispensing system to replace requested units at VACCHCS and CBOC locations in Oakhurst, Merced, and Tulare.

• Dispensing Operating System must be Windows 10 or newer.

• Server infrastructure system must run Windows Server 2017 or newer.

• Must be similar dimensions or customizable as the replacing cabinets due to limited space.

• Must be compatible with VACCHCS interfaces like blue screen VISTA, IFCAP.

• Fully automated system that promotes minimal delays to caregivers while providing inventory controls.

• Client Applications must be on the VA OI&T TRM Approved list.

Hardware Features:

• Visual Guiding lights that guide the end user to the proper drawer to open and directing lights to the specific section of the open drawer for withdrawal

• External return bins and flexible locks with capability to be wireless to allow connectivity across the room without cabling

• Secure Storage and Temperature monitoring must comply with the latest CDC guidelines on storing refrigerated vaccines including accurate calibration within ±0.5

• Choice of ice point calibration method (recommended by NIST) or Traceability method

• Built-in calibration documentation and alerts through dispensing system

• Offset features that automatically adjusts temperature measurement based on calibration result

• Internal cabinet shelving to be tempered material to easily collect spills without seepage into other drawers

• Swappable computer bays for easy replacement and upgrades to computer core of cabinet

• Individual bin sections that track inventory by weight or inventory.

• Power Requirements 100 - 240

• Power Consumption Requirements 304 BTU/Hour

• Meets requirements of CSA 871102 and UL 544

Software Features:

• Must have ability to allow end users to collect, track, and analyze data from across the storage set-up.

• Provide Remote access to Server

• Configurable reports that can be scheduled, automatically e-mailed, and exported

• Have automation for assigning each medical supply to the automated dispensing bin and where they are stored in a specific bin

• System will accommodate clinical with multi-use medical supplies

• Transmission between dispensing units and servers is protected via IPSec using AES encryption

• All data is stored on the server, no information will be backed up on the cabinet.

• Server Supports storing minimum three years of historical Data after last patient activity to follow policies and guidelines detailed in the VHA Records Control Schedule (RCS) 10-1

• Vendor remote Service access should be done using remote Desktop over a S2S Tunnel to Server and from there use Client Remote Support tools to connect to cabinets

• Reporting features for data collection and review by Logistics staff o Discrepancy Transaction Reporting o Inventory Aging Reporting o Par vs Usage Reporting o Operational cabinet configuration and status reporting o Detailed Transaction reporting o End user dispensing practices reporting for abuser end users o Dose Reconciliation reporting o Medical supplies discrepancy reporting o Diversion Reporting o Return audit and Waste audit reporting o Store manage and track medical supplies needed for all clinical areas loaded into the automated dispensing cabinet o Operational Reporting o Financial Reporting o Maintenance Reporting

Secure Enterprise Capabilities

The Automated Dispensing system needs to have a platform that can be integrated into the enterprise-class hospital server, where database management and administration functions are conducted for various automation systems. The salient characteristics listed above are essential to the Government’s requirements.

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