S02 - ATTACHMENT 1 - SOW - Pyxis.docx

FY23-058 M3150, M3150L Pyxis; Flex Lock

VA Pacific Islands Health Care System Initial Outfitting, Transition & Activation Statement of Work Distribution system, Medication, Automatic; Distribution System, Medication, Flexlock (JSN: M3150, M3150L)

Version 1.2, Dated 2/27/2023

VA Pacific Islands Health Care System New Akaka VA Clinic 91-1051 Franklin D. Roosevelt Avenue

1. Introduction

0.1 Government Need

The VA Pacific Islands Health Care System has a requirement to purchase Distribution system, Medication, Automatic; Distribution System, Medication, Flexlock (JSN: M3150, M3150L) with an authorized vendor to supply and deliver the item(s) identified in Table 1 below. See salient characteristics below. This is a Brand Name Only requirement. This requirement is in support of the activation of New Akaka VA Clinic. The new Akaka VA Clinic has the need for six (6) medication management systems and two (2) Flex Locks to use at the facility. BD/Carefusion Pyxis MedStation ES is the basis for design.

Table 1 – Package Items Summary

(Basis of design) Quantity

12 Months

12 Months

Additional Item Requirements The vendor will provide electronic user guides for all supported equipment.

Date of manufacture must not be greater than 2 years before the purchase order date. The equipment must not be used or refurbished and must have the latest manufacturer’s software/hardware updates installed. Any batteries provided with the unit will not be manufactured more than 12 months before the purchase order issue date.

1. General Conditions

1.1 Site Address

The address of the Akaka VA Clinic is provided below.

91-1051 Franklin D. Roosevelt Avenue Kapolei, Hawaii 96707

1.2 Delivery Schedule

Items shall be delivered no earlier than the estimated delivery start date and no later than the delivery end date listed in Table 2 below.

Table 2 – Anticipated Building Outfitting Schedule

1.3 Schedule and Order Management

The above delivery schedule is based upon the current construction schedule due to the nature of activation efforts and construction timelines and dates may vary and shift. Delivery dates need to be flexible. The delivery of items for installation are dependent upon the completion of applicable areas within the building. If there is a delay, the Contractor may be required to adjust the delivery date at no cost to the Government. The Contractor will coordinate with the on-site POC’s before delivery. The vendor shall not increase prices for a change in delivery date for up to 90 days due to construction delays.

The awardee’s actual delivery dates will be confirmed by VA upon award.

Post-award, the vendor will coordinate delivery identified in this document with the VA prior to beginning any work (See Section 2.4). Once the dates have been confirmed, modifications to the schedule are subject to written approval by the CO, COR, and the vendor.

1.4 Delivery and Receiving

Delivery and receipt of the proposed items is anticipated to be directed to the location identified below. Confirmation of delivery location will be provided post-award.

☒ Akaka VA Clinic (Direct Delivery to address detailed in paragraph 2.1) There is no loading dock available. All delivery vehicles must be equipped with a “Tommy Gate” type lift to facilitate unloading to ground level.

☐ IOT&A Contractor Provided warehouse: Address TBD Delivery shall be freight on board (FOB) – Destination.

Staging Area: The vendor is required to define the need for a staging area to accommodate item delivery, if needed. Post-award, this information will be confirmed with the vendor.

Delivery Hours: The delivery of items identified in this document shall take place during normal loading dock business hours which are defined as: 8:15 AM to 3:00 PM Hawaii Standard Time, Monday through Friday, and excluding Federal Holidays.

Delivery trucks: will not be permitted to remain at the receiving area. Trucks shall be unloaded by the vendor, moved from the receiving area, and then brought back to the receiving area if required to haul out any waste, tools, or excess materials.

Labeling of delivered items shall include the VA facilities contract number and VA purchase order number for identification and reference upon receipt of product.

NOTE: Due to the COVID19 situation, the vendor must follow VA guidelines when on VA property. Any individuals who need to enter the building for installation and/or training will be required to wear a mask and be screened by the site staff prior to entry. Please allow time for this in your schedule.

1.5 Assembly, Installation, and Calibration Required (Yes ☒ No ☐) Installation and Training ☒ Network Required if Checked ☒ Manufacturer Certified Installation Required if Checked ☐ BMET Training Required if Checked ☐ End User Training Required if Checked The vendor is required to manage and coordinate installation at the Akaka VA Clinic with the COR or his representative and the IOT&A POC.

On-site assembly and installation of items, and performance of services identified in this document shall take place during normal business hours which are defined as: 8:00 AM to 4:00 PM Hawaii Standard Time, Monday through Friday, and excluding Federal Holidays.

Proposed installation date will occur after delivery of equipment. Current timeframe of delivery is January 2, 2024 – February 17 2024.

The vendor is required to define the need for a staging area to accommodate item assembly and installation, if needed. Post-award, this information will be confirmed with the vendor.

The vendor is required to provide tools, labor and materials to complete assembly and installation of the items detailed in this document.

The vendor shall protect all finished spaces and surfaces as required from delivery and installation damage. The vendor shall use covering and protection to the extent necessary to prevent damage to finished spaces. Any damage occurred during delivery and installation is the responsibility of the vendor. The vendor will be responsible for paying for and repairing any damage or noted deficiencies to finished spaces and surfaces that occur because of the vendor’s (or associated sub-contractors) installation.

During the entire duration of assembly and installation, the vendor will have a competent representative on-site as the vendor’s contact, and to serve as the interface between the vendor and the Akaka VA Clinic. On-site representative can be the installer. All instructions provided from COR to the representative will be binding as if given to the vendor’s main contact. The COR may provide specific instructions, however, only the Contracting Officer may change the terms or conditions of the contract.

1.6 Training Required (Yes ☐ No ☒)

The vendor is not required to provide live clinical training on set up, operation, shut down, and troubleshooting procedures to clinical staff.

1.7 Confidentiality and Non-Disclosure

This equipment does connect to a VA network. Therefore, in accordance with Appendix A, Handbook 6500.6 Checklist, block 6, the C&A requirements do apply to this requirement, and a Security Accreditation Package is required.

This equipment does hold or store patient information. Therefore, in accordance with Appendix A, Handbook 6500.6 Checklist block 7, Appendix B and C provisions do apply.

Appendix B: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

Appendix C: VA will own this equipment. If vendor needs access during delivery, assembly, install or repair, the contractor shall be escorted by a VA employee to ensure there is no exposure to VA sensitive information. If the contractor is required to be on site for more than two consecutive days, VHA Privacy Training, TMS Course VA10203, is required and available at https://www.tms.va.gov/SecureAuth35/. The contractor will provide all consumable supplies necessary for training and competency assessment of hospital staff. Proof of training will be provided to the COR upon request.

2. Salient Characteristics VA Honolulu (Akaka) Outpatient Clinic CLIN 0001

Project: Akaka VA Clinic

Total Quantity: 6 each

Item Name: DISTRIBUTION SYSTEM, MEDICATION, AUTOMATIC, MEDSTATION, ES, MAIN, 6DR Mfg. BD Carefusion (Brand Name) Basis of Design (BOD): Part# 323 (JSN: M3150)

· Shall be Compatible with the current BD Pyxis system with the VA network.

· System shall have multiple, configurable lidded pocket sizes increase secure storage capacity for all medications.

· Shall have pockets which can be reconfigured in a drawer by the customer without vendor support.

· Shall have the flexibility to reconfigure secure storage spaces to accommodate changing medication requirements within minutes.

· Shall have simple, reliable, flexible Mini-Drawers efficiently dispense drugs in smaller increment doses for greater control and safety.

· Shall print patient dose-specific label for med removed from MedStation, as configured by Pharmacy.

· Shall have ability to identify least removed medications at each station to optimize inventory.

· Shall have an integrated medication label printer.

· Shall have multiple drawer configurations.

· Configuration capacities shall include:

a) Refrigerated product dispensing

b) Controlled substance dispensing, wastage and return

c) Single-use dispensing, tamper-free drawers

d) If a bin fails or jams, it should not affect the function of the other bins

e) Allow users to use a touch screen, keyboard and touchpad for navigation

VA Honolulu (Akaka) Outpatient Clinic CLIN 0002

Project: Akaka VA Clinic

Total Quantity: 2 each

Item Name: DISTRIBUTION SYSTEM, MEDICATION, FLEXLOCK, ES SYSTEM REMOTE MANAGER, MED, SRM, ROUNDOFFSET, 12FT, LT Mfg. BD Carefusion (Brand Name) Basis of Design (BOD): Part# 345 (JSN: M3150L)

· Interfaces with the Pyxis MedStation ES System

· Offset feature automatically adjusts temperature measurement based on calibration results.

· No need for manual calculations

· Includes a calibrated temperature sensor – an automated storage temperature monitor which will alert staff when the storage temperature is outside the specified range ensuring a better response time.

· TEMPCheck

· Shall be compatible with the current VA Pyxis system.

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