SOURCES SOUGHT NOTICE.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* PAR Excellence

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048

SOLICITATION NUMBER* 36C255-24-AP-1130

RESPONSE DATE/TIME/ZONE 02-07-2023 11:00AM CENTRAL TIME, CHICAGO, USA

ARCHIVE 10 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSB

PRODUCT SERVICE CODE* 6670

NAICS CODE* 334519

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

POINT OF CONTACT* Teresa Cabanting

PLACE OF PERFORMANCE

ADDRESS Marion VAMC Marion, IL

POSTAL CODE 62959

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS teresa.cabanting@va.gov

DESCRIPTION

THIS IS A SOURCES SOUGHT

DISCLAIMER

This Sources Sought Notice is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this

Sources Sought that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought.

The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this Sources Sought in Accordance

With (IAW) FAR Part 15.201(e).

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. The purpose of this sources sought is to gain knowledge of potential qualified sources and their size classification relative to NAICS

334519. Responses to this Sources Sought will be used by the Government to make appropriate acquisition decisions and after review of the responses to this Sources

Sought, a solicitation announcement may be published. Responses to this Sources

Sought are not considered adequate responses for a solicitation announcement.

The information identified below is intended to be descriptive, not restrictive, and to indicate the quality of the supplies that will be satisfactory. It is the responsibility of the interested source to demonstrate to the Government that the interested parties can provide the supplies that fulfill the required specifications and/or the authority from the manufacturer to distribute the supplies.

If you are interested and are capable of providing the sought-out supplies, please provide the requested information indicated below in #1 thru 6. Response to this

Sources Sought should include company name, address, point of contact, EUI, and size of business pursuant to the following questions:

1. Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small

Business (WOSB), Large Business, etc.)?

2. Is your company considered small under the NAICS code identified under this

Sources Sought?

3. Are you the manufacturer, an authorized distributor, or an equivalent solution to the items being referenced above?

4. If you’re a small business and you are an authorized distributor/reseller for the items identified above send a copy of the letter; additionally, do you alter;

assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?

5. Does your company have a Federal Supply Schedule (FSS) contract with GSA, VA NAC, NASA SEWP, or any other Federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number.

Please provide general pricing of your products/solution for market research purposes. Catalog list prices, FSS prices, or any other publicized price lists are acceptable.

6. Please provide your SAM.gov Unique Entity ID (UEI) number.

Please submit your capabilities that show clear, compelling, and convincing evidence that you can provide the requirement described in the attached State of Requirements.

Responses to this notice shall be submitted via E-mail are due on or before February

07, 2024 by 11:00 a.m. Central and sent to Teresa Cabanting at teresa.cabanting@va.gov. Send all questions to Teresa Cabanting at teresa.cabanting@va.gov. Telephone responses or questions shall not be accepted. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this

Sources Sought. Responses to this Sources Sought notice are not a request to be added to a prospective offerors list or to receive a copy of the solicitation.

The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:

mailto:teresa.cabanting@va.gov mailto:teresa.cabanting@va.gov

STATEMENT OF WORK (SOW)

INTRODUCTION

Department of Veterans Affairs (VA) VA Medical Centers at Marion, IL and Evansville, IN is seeking to install the PAR Bin System, a free-standing inventory management storage with a weight-based inventory management system that will be interfaced with Generic Inventory Package (GIP), to ensure proper storage of medical and surgical products.

A. The inventory management system shall produce an accurate real-time reading of quantities on-hand accessible by web-based program and provide data mining capabilities that shall include at a minimum current stock level, recommended order points, average usage levels per item and ability to track medical supply usage per patient treated at the Marion and Evansville VAMC locations.

B. The PAR Bin System will be interfaced with GIP. The primary purpose of the interface is to identify out of balance on-hand quantities and values between GIP and the PAR Bin System.

C. PAR Bins System will identify out of balance on hand quantities and values, accounting for any due out 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. PAR bin due-ins and due-outs will automatically be removed when GIP due-in and due-outs are “cleared”.

SCOPE:

Provide and install the PAR Bin System, free standing, weight-based inventory management system at the following locations (to include all bins, scales, and accessories, parts, labor, hardware, software, and training. All debris and trash is to be removed once install and disassembly (see below) are complete):

• Marion VA Medical Center 2401 W. Main St Marion, IL 62959.

➢ CBOC Madisonville, 99 Stagecoach Rd. Madisonville, KY 42431.

➢ CBOC Mayfield, 1253 Paris Rd. Suite A Mayfield, KY 42066.

➢ CBOC Owensboro, 3400 New Hartford Rd. Owensboro, KY 42303.

➢ CBOC Paducah, 2620 Perkins Creek Dr. Paducah, KY 42001.

➢ CBOC Vincennes, 1813 Willow St Suite 6A Vincennes, IN 47591

➢ CBOC Mt. Vernon, 4105 N. Water Tower Place Mt. Vernon, IL 62864

➢ CBOC Effingham, 1001 Ford Avenue Effingham, IL 62401

➢ CBOC Harrisburg, 608 Rollie Moore Dr Harrisburg, IL 62946

➢ CBOC Carbondale, 1130 E Walnut St Carbondale, IL 62901

➢ Marion Primary Clinic Annex, 3404 Heartland St Marion, IL 62959

• Evansville Health Care Center (EHCC) 6211 E. Waterford Blvd. Evansville, IN 47715.

The functionality of the PAR BIN System is listed below.

(1) Essential/significant physical, functional, or performance characteristics.

The Kansas City VAMC facility has a need for an Inventory Point of Use (POU) System.

The POU system must have the following salient characteristics:

➢ Must be weight based

➢ Easily calibrated and accurate

➢ Provide real time visibility to our Secondary Inventory locations

➢ Must be able to interface with GIP package in IFCAP

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

➢ It is imperative that depletion of stock triggers “pick” tickets based on PAR levels, Re-order points, and Emergency Stock Levels

➢ Software needs to be intuitive and easy to train on

➢ Software needs to be able to utilize multiple users with different levels of permissions

➢ Reports generated by software need to be relevant to APICS Principles of Inventory

Management

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

(2) Complete generic identification: Weight based Inventory Supply Chain Solution

(3) Applicable model/make/catalog number: PAR Express weight-based automation by PAR Excellence

(4) Equipment Status - Communication about system status including system failures

(5) Materials Management Status – o Open Orders o Emergency/Critical Item Levels o Negative Quantities on-Hand

(6) Item Locator

(7) Customer Item Requisition

(8) Par Level Analysis

(9) Current Levels – o Level recommendations by cost and usage demand SKU reduction recommendations o Items over par level o Stock outs and critical hits Par level value over time

(10) Consumption o Average monthly usage o Consumption analysis including time o Consumption deviation o Consumption over time

(11) Reports o Activity detail (sales, receipts, adjustments, etc.) to include time inventory on hand changed o Quantity on-hand Value on-hand o Department transactions o Cycle count sheet o Out of balance with GIP - on hand Due-ins o Due outs o Issue multiple discrepancy between GIP and Par Bin o Emergency levels

(12) Orders o Existing orders o Order preview

(13) Items o Item master Item history o Item classification Reconciliation history o Most recent recon per item

Installed equipment shall have a one-year full equipment replacement for defects or damage not caused by VA personnel. Install does not include disassembly of existing storage devices.

1. 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 shall be available on any computer and/or mobile device for reporting purposes and evaluation of inventory levels for an unlimited number of users.

1.1 Support – Support to include continuous monitoring by means of a minimum of four remote checks of equipment functionality by Contractor personnel every 24 hours for up to one year after installation (12 months from installation). 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 shall be replaced within 48 hours of notification of a problem if user is not at fault for damage or defect.

2. Hardware and Software:

2.1 Install: Install onto 1 VA owned desktop or laptop computer the program and software package used to add, delete, and edit items stored in the bins/platforms to manage inventory items and levels at each designated facility. Install software on 1 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.

2.2 Access: Grant accesses and train unlimited VA employees for the web-based 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 includes but is not limited to:

• Adding items

• Removing items

• Assigning items

• Weighing items

• Editing Items

• Troubleshooting

• Reporting functions

• Par Vision

• Process definition

3. Performance Monitoring

Completion of the install will be verified by POC 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 4.1.2. The Contractor will meet (e.g., in person, telephone, etc.) with the POC monthly to address any unresolved issues. Any unresolved and/or continuous issues will be addressed to the Contracting Officer for corrective action.

4. Security Requirements

Vendor owned software and/or program (PAR Excellence) to be installed on VA owned server, laptop, and desktop computers. Other access to vendor website and programs (PAR Vision) will be permitted by vendor from any desktop computer using the World Wide Web.

Contractor personnel that are responsible for installation and setup, thus each employee will have a background check completed, or show proof of background check completed, no longer than one year from date of award, including fingerprint analysis. Contractor employees shall always obtain VA badge and wear on their person above their waist and visible.

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.

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

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

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

6. Risk Control

Contractor may be installing a supply storage and tracking system in an area under construction.

Workers will need to be cognizant of staff movements, equipment, and a plethora of activity 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.

7. DELIVERY SCHEDULE

Installation shall begin no later than 30 days after contract award date. Installation shall be phased by locations. Installation and setup to be completed no later than 180 days after contract award date.

a. Contractor shall comply with all applicable records management laws and regulations, as well as

National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR

Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

b. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C.

552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

c. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for

Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law.

Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

d. Both Marion VAMC and all CBOCS and Evansville VAMC and all contractor personnel are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of any Veterans

Affairs Medical Centers, or destroyed, except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting

Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to COR the agency must report promptly to NARA in accordance with 36 CFR 1230.

e. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from

Government facilities or systems, or facilities or systems operated or maintained on the

Government’s behalf, without the express written permission of the Head of the Contracting

Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to the respective Veterans Affairs Medical Center control or the

Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, E-mailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY

PROHIBITED unless in accordance with Paragraph 4. above.

f. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The

Contractor (and any sub-contractor) is required to abide by Government and both the Marion

VAMC and Evansville VAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

g. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with both the Marion VAMC and Evansville

VAMC policy.

h. The Contractor shall not create or maintain any records containing any non-public Marion

VAMC and Evansville VAMC information that are not specifically tied to or authorized by the contract.

i. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

j. Both the Marion VAMC and Evansville VAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S.

Government for which both, Marion VAMC and Evansville VAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR

Clauses 52.227-11 through FAR 52.227-20.

k. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The

Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

• Requiring Activity, Point of Contact, will provide Contractor with “Records Management for Everyone” to review and attest completion.