S02 36C26025Q0838.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

POINT OF CONTACT*

jose.ronstadt@va.gov If interested, please send an email to me by response date, including justification that your entity can meet the requirements detailed in the SOW.

PLACE OF PERFORMANCE

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Statement of Work (SOW)

1. Introduction:

The Portland VA Medical Center utilizes radio-frequency identification (RFID) technology for managing medication kits in use. The RFID system allows for streamlined kit fills/exchanges providing valuable real-time inventory information and helps to reduce waste, stockouts and unnecessary expenses.

2. Background:

Radio-frequency identification (RFID) technology is increasingly used in pharmacy inventory management to improve medication tracking, reduce errors, and enhance efficiency. Recent studies demonstrate that RFID implementation in intraoperative and hospital pharmacy settings can significantly reduce restocking errors and eliminate outdated or missing medications, although it may increase the time required for restocking due to the additional steps involved in RFID workflows. RFID systems also provide real-time inventory transparency, including expiration and lot number tracking, which is not feasible with manual systems.

RFID-enabled smart cabinets and asset tracking systems have been shown to eliminate stock-outs and mismatches, improve traceability of high-cost medical supplies, and reduce the time supervisory staff spend on inventory management by over 50%. Integration with web-based platforms allows for real-time monitoring of medication kits, timely identification of expiring or recalled products, and improved compliance with regulatory requirements.

3. Scope of Work:

The RFID-based system should be designed to efficiently manage medication kits and trays within the VA inpatient pharmacy. This system will integrate into the existing pharmacy workflow with minimal disruption. The vendor's responsibilities include supplying the required scanning equipment, consumables, and web-based software to enable automated pharmacy kit processing. The vendor will also provide implementation and maintenance services for the system. Contractor will provide a license for use of software used in conjunction with scanning hardware, already in use at the medical center. The annual subscription will include supplies of RFID labels/tags and use of the scanning station.

4. Period and Place of Performance:

-Location: Portland VA Medical Center, 3710 SW US Veterans Hospital Rd, Portland OR 97239 -Implementation Timeline: The system should be operational within 30 days of the agreed start date.

-Period of Performance: The period of performance for this contract is one year from the date of implementation.

5. Deliverables:

The vendor will deliver the following:

- Scanning equipment

- Web-based software for automated pharmacy kit processing

- Consumables required for the system

- Implementation services to integrate the system into the existing pharmacy workflow

- Maintenance services to ensure the system remains operational throughout the performance period.

6. Schedule and Milestones:

System Operational: Within 30 days of the agreed start date.

7. Acceptance Criteria:

The system must integrate into the current pharmacy workflow without significant disruption during implementation. The VA will accept the deliverables once they are demonstrably operational and integrated as per the requirements.

8. Pricing:

The price is an annual subscription fee for the provided services and equipment, set by the vendor according to (a) total number of facility beds or OR/Procedural Rooms (as applicable) and (b) its corresponding Module for each of the Licensee’s Facilities. Portland VA Medical Center requires a module for Central Pharmacy.

Sources Sought Notice