Statement of Work - Medical and IT Equipment Inventory.docx

STATEMENT OF WORK

COMPREHENSIVE WALL TO WALL PHYSICAL INVENTORY OF FIXED MEDICAL AND INFORMATION TECHNOLOGY EQUIPMENT

Background

The VA North Texas Health Care System (VANTHCS) requires a comprehensive, wall‑to‑wall physical inventory of fixed equipment across the Dallas VAMC and all supporting locations. This inventory ensures accurate asset accountability, strengthens compliance with VA property management controls, and supports audit readiness, budgeting, and life‑cycle decisions. Field results will be reconciled against the AEMS/MERS equipment record system, with explicit variance analysis and corrective recommendations

1.0 Objectives

· Perform a complete wall‑to‑wall scan of all in‑scope equipment in designated spaces.

· Validate and reconcile equipment records in AEMS/MERS against physical findings.

· Identify and disposition exceptions (unreadable/missing tags, found‑not‑in‑system, ghost tags, duplicates, location mismatches).

· Deliver daily progress reporting and a final reconciled dataset with variance analysis and recommended corrective actions.

2.0 Scope of Work

The Contractor shall furnish all labor, materials, equipment, supervision, and travel to execute a comprehensive fixed‑equipment inventory and barcode scan for the Dallas VAMC and supporting locations. Activities include:

· Room‑by‑room coverage of all identified clinical, administrative, engineering, warehouse, and off‑site areas.

· Scan all “EE” prefix VA equipment tags; manually enter tag numbers if unreadable.

· Mark inventoried equipment with color‑coded visual tags (≤½″), distinguishing standard inventory vs items requiring VA follow‑up.

· Reconcile field results to AEMS/MERS; produce unreconciled reports and recommended actions.

· Document inaccessible areas on floor layouts and coordinate revisits with VA leads.

· Estimated workload: 50,000 - 60,000 items, completed within 60 calendar days.

3.0 Place of Performance

VA North Texas Health Care System (VANTHCS) Dallas VA Medical Center & Supporting Locations 4500 S. Lancaster Rd., Dallas, TX 75216

Contractor coordinates daily access windows; facility escorts provided as required.

4.0 Period of Performance

The Contractor shall complete the physical inventory within 90 calendar days of NTP (Notice to Proceed) and deliver reconciliation reports at the end of each week.

5.0 In-Scope vs Out-of-Scope

In Scope:

· Equipment with status “In Use” in AEMS/MERS; equipment carrying EE tags; fixed equipment located in designated areas.

· Equipment found without tags but clearly installed/in use (will be temporarily tagged and captured).

Out of Scope (unless COR‑authorized):

· Equipment with use status Loaned, Lost, Out of Service, Storeroom, Turned‑In in AEMS/MERS.

· Private/secured areas without VA escort; equipment in cabinets/drawers/closets where privacy/security is expected (inventory only with VA escort).

6.0. Data Elements (Minimum)

For each asset scanned or captured, Contractor will record:

· EE Tag / Barcode / RFID (scanned or manually entered)

· Manufacturer, Model, Serial Number

· Room Location (Building, Floor, Room/Area)

· Department/Service

· Condition/Status (In Service, In Repair, Surplus, Missing, Retired)

· Custodial Account / EIL (when available)

· Notes/Exceptions (ghost tag, unreadable, duplicate, mismatch, contractor‑applied tag)

7.0 Tools, Devices, & Labeling Materials

· Portable laptops/tablets with secure, encrypted storage & offline capability.

· Barcode/RFID scanners compatible with EE tags (e.g., Zebra handhelds or equivalent).

· Label printers and temporary barcode media for untagged equipment.

· Color‑coded visual tags (≤½″) for inventory confirmation and special‑attention items.

8.0. Methodology & Inventory Process

1. Kickoff & Pre-work

· Confirm site list, floor layouts, and access protocols. .

· Obtain latest AEMS/MERS export and EIL cross-reference.

2. Room‑by‑Room Scanning

· Scan EE tag; if unreadable, manual entry of tag number.

· For untagged equipment, apply contractor temporary barcode, capture attributes, and flag for VA follow‑up.

3. Labeling & Visual Confirmation

· Apply standard color tag to inventoried equipment;

· Apply distinct color for items needing VA attention (e.g., data gaps, location mismatch).

4. Daily Data Handling & QA

· Convert scanned data to contractor system; Apply standard color tag to inventoried equipment;

· Apply distinct color for items needing VA attention (e.g., data gaps, location mismatch).

5. Inaccessible Areas & Revisits

· Mark inaccessible zones on floor layouts; coordinate revisits with VA leads and escorts.

6. Reconciliation & Closeout

· Compare field datasets to AEMS/MERS; produce unreconciled lists, ghost tag list, unreadable tag report, not matched by CMR/EIL, not matched by equipment category, and contractor applied tag report; submit final deliverables within 5 business days of completion

9.0 Staffing & Training

· Provide 5–7 trained inventory specialists (adjustable by COR direction).

· Train staff on VA procedures, security, infection control, and scanner/laptop use prior to mobilization.

· Assign a Site Lead to coordinate with the VA Facility Contract Lead and escalate issues for timely resolution.

10.0 Reporting & Deliverables

Daily Deliverables (via secure electronic transfer):

· Progress by building/floor/room; items scanned, exceptions logged.

· Updated datasets, duplicates/anomalies flagged, inaccessible areas map updates.

Final Deliverables (within 5 business days of fieldwork completion):

· Validated Asset Dataset Spreadsheet

· Variance & Reconciliation Report (found/not‑in‑system; missing/not‑found; duplicates; tag issues).

Exception Logs:

· Ghost Tagged items (no EEN/EE number, tagged for follow‑up)

· Unreadable Tag Report

· Unreconciled Equipment Details (AEMS/MERS entries not reconciled)

· Not Matched by CMR/EIL and Not Matched by Equipment Category

· Contractor‑Applied Tags list

· Locations missing doorjamb labels (storage identifiers)

· Floor Layouts annotated for inaccessible areas and revisit notes.

· Final Summary Report (methodology, coverage %, data‑quality metrics, lessons learned, corrective recommendations).

11.0 Acceptance Criteria (by COR)

Acceptance is granted when all conditions below are met:

1. Coverage & Timeliness: ≥95% of in‑scope areas inventoried within the 15‑business‑day window; remaining areas documented with reason & scheduled revisit.

2. Data Quality:

· Duplicates ≤ 0.5%;

· Unmatched records ≤ 2% with disposition recommendations;

· No blank critical fields (Tag, Location, Manufacturer, Model, Serial).

3. Deliverables: All reports submitted and validated; QA checks completed; exceptions clearly dispositioned.

4. Compliance: All safety, security, and environmental requirements adhered to.

12.0 Contractor Obligations

· Provide new/fully functional scanning hardware, laptops, printers, and consumables.

· Maintain responsibility for the confidential handling and integrity of collected data.

· Coordinate site access with COR; ensure safe, unobtrusive conduct in patient‑care areas.

· Replace/correct defective scans or mislabeled records prior to closeout.

· Include all required documentation at delivery (user guides for scanners/printers if applicable).

13.0 Facility (Government) Responsibilities

· Designate a Facility Contract Lead and representatives from OI&T, Logistics, Engineering, and Police/Security to train, escort, and assist.

· Provide floor plans, AEMS/MERS exports, sample barcode labels, and confirm site access to minimize downtime.

· Review daily and final deliverables; resolve discrepancies collaboratively and promptly.

· Escort inventory teams at all times in restricted areas; arrange unlocking/access support

14.0 Security & Privacy

· No PHI/PII will be collected; inventory focuses solely on equipment attributes.

· All devices must use encryption at rest and in transit; data transfers via VA‑approved secure channels.

· Contractor staff must comply with badge/access rules and any facility security orientation requirements.

15.0 Safety, Infection Control and Environmental

· Follow VA facility PPE requirements; maintain clean, unobtrusive workflow in clinical areas.

· Do not open drawers/cabinets or enter private/secured areas without escort.

· Remove and properly dispose of temporary materials off‑site in accordance with EPA/VA policies; avoid adhesive damage.

16.0 Quality Assurance & Controls

· Dual‑verification for high‑risk categories (biomed/IT).

· Data validation rules: tag format checks, serial patterns, location codes, duplicate scans, completeness flags.

· Spot audits by Site Lead; issue log with time‑to‑resolution tracked daily.

17.0 Risk Management

· Access constraints (OR/ICU/SPD): mitigation via after‑hours scheduling and escorts.

· Data anomalies: mitigation via daily QA, re‑verification, exception tracking.

· Operational disruption: coordinate with clinic managers; defer areas during critical patient care intervals.

18.0 Assumption & Dependencies

· Timely facility access, escorts, floor plans, and AEMS/MERS exports.

· Stable power/network in working areas or contractor offline capture capability.

· Normal operations continue; some areas may require scheduled revisits.

19.0 Change Control

Any scope, schedule, or deliverable change must be pre‑approved in writing by the Contracting Officer (CO) or COR.

20.0 Invoicing & Payment

Invoice upon Government acceptance of §10 deliverables and §11 acceptance criteria. Include period covered, locations inventoried, and deliverable references.

21.0 Point of Contact (POC)

Christopher D. Whitehead Department of Veterans Affairs Supply Chain Management – Dallas VAMC 4500 S. Lancaster Rd., Dallas, TX 75216