Updated Statement of Work.docx

Statement of Work BACKGROUND: The West Palm Beach VA Healthcare System (WPBVAHCS) has been using manual cycle counting to monitor inventory levels with each secondary inventory control point.

SCOPE: To purchase, install and set up Weight Based Inventory Management Systems at the West Palm Beach VA Healthcare System (WPBVAHCS).

Provide a licensing solution that has the ability to interface the weight-based system with the VA’s GIP system in real time for reporting purposes. The interface must comply with all VA security regulations and shall be available at no additional cost to the Government.

The weight-based 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 the following:

· Minimum current stock levels

· Recommended order points

· Average usage levels per item

· Verify any out of balance on hand quantities and values

· Accounting for any due out or due ins

The functionality minimal requirements are listed below:

· 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.

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

· 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 time inventory on hand changed

· Quantity on-hand Value on-hand

· Department transactions

· Cycle count sheet

· Out of balance with GIP - on hand Due-ins

· Due outs

· Issue multiple discrepancies between GIP and Par Bin

· Emergency levels

· Orders

· Existing orders

· Order preview

· Items

· Item master Item history

· Item classification Reconciliation history

· Most recent recon per item

Hardware Installation/Access

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

· Grant accesses and train 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.

· All contractors coming onsite will be fully vaccinated.

Requires data work in closets, involving light construction as outlined below:

· The contractor will install louver panels, data and power and terminate the data into the closets.

· Louvers will be hung on walls.

· OIT will patch the ports in the closets.

· The contractor does not provide dimensions, however, upon receipt of an executed contract, the contractor will provide a drawing of all rooms.

· Table A Training includes but is not limited to:

· Adding items

· Removing items

· Assigning items

· Weighing items

· Editing Items

· Troubleshooting

· Reporting functions

· Par Vision Provide Licensing and Support 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. Support to include continuous monitoring by means of a minimum of four 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 shall be replaced within 48 hours of notification of a problem if user is not at fault for damage or defect.

Performance Monitoring Completion of the installation will be verified by COR 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 ST # 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 addressed to the Contracting Officer for corrective action.

Performance and Deliverables All work must be performed by competent trained personnel who are experienced and qualified to work on the specific equipment. All work performed shall be accomplished in accordance with the manufacturer’s instructions including, but not limited to, adjustments, calibrations, cleaning, lubrication, testing, disassembly, inspection, replacement of worn or defective parts, etc., required to keep the equipment in operating condition. Contractor’s maintenance of the equipment must satisfy all requirements as set forth by the manufacture. Contractor must ensure all trash and debris is removed from site after work is completed.

Compliance With Applicable Laws and Regulations

The Contractor shall ensure that services provided to the Government under this agreement comply with all applicable laws, statutes, regulations, and guidelines that govern the operation of systems by the Government. The Contractor shall also ensure that all services provided to the Government under this agreement comply with all Government mandated procedures, standards, and requirements.

As the Government develops and implements new or modified policies and procedures either to comply with internal agency rules and procedures or to comply with applicable rules, regulations, statutes, or other binding obligations ("Additional Compliance Terms"), the Government reserves the right to incorporate such Additional Compliance Terms into this Agreement. The Contractor hereby acknowledges and agrees that such Additional Compliance Terms shall become part of this agreement. The Government shall provide the Contractor with prior written notice regarding the date by which the Contractor shall comply with each set of Additional Compliance Terms ("Compliance Date"). Failure to comply with the Additional Compliance Terms prior to the Compliance Date shall be cause for the Government to immediately terminate this agreement. In the event that the Government terminates this agreement because of the Contractor's failure to comply with Additional Compliance Terms by the Compliance Date, the Contractor shall be liable for such reasonable costs as may be associated with the Government’s efforts to procure a replacement Contractor and associated systems and services.

Table A Location listing and item counts per location: