6515--Automated Dispensing Machines

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-06 dated April 26, 2022.

This solicitation is set-aside for SDVOSBs/VOSBs.

The associated North American Industrial Classification System (NAICS) code for this procurement is 339112 with a small business size standard of 1,000 employees.

The FSC/PSC is 6515.

The West Palm Beach VA Medical Center / 7305 North Military Trail / West Palm Beach, FL 33410-6400 is seeking to purchase an automated medication dispensing system.

All interested companies shall provide quotations for the following:

Supplies/Services

Line Item

Description

Quantity

Unit of Measure

Unit Price

Total Price

0001

BRAND NAME OR EQUAL TO

BD - PYXIS - MESRS---1--- MEDSTATION ES TOWER,1HH,1FH

1

EA

0002

BRAND NAME OR EQUAL TO

139402-01 Dispensing Freight Fee (Federal)

1

EA

Pyxis ES Med Station System

West Palm Beach VAMC

West Palm Beach VAMC requires the purchase of an automated medication dispensing system.

System requirements include:

Ability to store and dispense controlled and non-controlled medications and products in various packaging forms, sizes and types, including but no limited to: ampules, bags (e.g. intravenous (IV) bags, TPN bags, IV piggyback, ready-to0use IV bags, premixed IV bags, bottled medications (e.g., oral liquids, spray, canister, droppers), box (e.g., dose packs, inhalers, cream, ointment), refrigerated medications, syringes up to 60ml (e.g. oral syringes, intravenous (IV) syringe), unit dose packaged medications (e.g., blister packs, liquid cups), vials (e.g. single-dose, multi-dose), patient specific medications.

Ability to be configurable to support different equipment in clinical settings, including but not limited to clinics, inpatient wards, pharmacies, sterile environments (e.g., operating rooms) or other ambulatory care settings.

Ability to configure to support local site capacity needs (i.e. minimum storage capacity per equipment in a clinical setting of 120 medications and configurable up to 300+ medications).

Ability to be configured by local sites to allow separate equipment in clinical settings to share common stocks (e.g., floor stock from Ward 3c and be dispensed by users from Ward 6a.

Ability to display and utilize and display a clinic setting-specific patient list and a global patient list for medication administration

Shall alert the clinical setting user whenever a product is not available (e.g., temporarily out of stock) and direct the user to nearby equipment in clinical setting with available stock.

Shall allow physical access to the medications, via manual lock and key, during power failure and outages.

Equipment in clinical settings shall be configurable to operate in a stand-alone or interconnected environment (e.g., main unit only or main unit attached to auxiliary cabinets).

Shall allow for the electronic issuance and receipt of controlled medications between different equipment located in separate equipment in clinical settings (e.g. equipment located on Ward 3c can issue and receive controlled substances to and from any equipment located at the local site)

Shall be capable of transaction continuity by allowing users to start transactions on equipment in one clinical setting, and allow completion of that transaction on equipment in a different clinical setting (e.g., start transaction on equipment in Ward 3c and complete the transaction on the equipment located in Ward 6a).

Shall be configurable by local sites to log users out of the system automatically (e.g. the session times out after three minutes of inactivity).

Shall be configurable by local sites to provide temporary access (e.g. username/password) for on-call or float users.

Shall be configurable by local sites to prompt users, per medication, to verify the inventory during transactions (e.g., loading, refiling, dispensing).

Shall be configurable by local sites to suspend user credentials due to system access inactivity (e.g., user has not logged-in within 30 days).

Provide 24/7 technical and customer support

Shall allow authorized users to perform system activity functions remotely and locally (e.g., reset drawer on equipment, restart a server).

Shall support the importing of external configuration data (e.g. drug files, user database, formulary data, equipment in clinical settings) from an external source file (e.g. database, spreadsheet, text file).

Shall be configurable by local sites, per medication, to require verification via second authorized user during transactions

Shall be configurable by local site, per user role access, to require a second authorized user during transactions.

Shall be configurable by local sites, to require a review of all medication orders by a pharmacist prior to dispensing (e.g., medication profiling from pharmacy information system).

Shall utilize industry 1D and 2D barcode standards for transactions

Shall be configurable by local sites for safe medication usage by limiting the dispensing of medications due to predetermined conditions (e.g., expire medication, incorrectly stocked user access level).

Shall allow authorized users to monitor and perform administrative functionalities including but not limited to managing of medications within clinical settings (e.g., assign medication, modify par level, modify inventory). Resetting/restarting of equipment in clinical settings, managing database (e.g., users, formulary, drug files).

Shall be capable of accurately incrementing and decrementing the equipment inventory during user transactions (e.g., dispensing, returning, wasting, refilling).

Shall provide unique qualifiers within drug properties configurable by local sites to include but not limited to high alert, locally controlled, sound-a-like/look-a-like, Tallman lettering, override medications.

Shall be configurable by local sites to print patient specific medication labels (e.g., IV s, cream/ointment, eye drops, syringes, unit dose).

Shall be capable of automatic documentation of transactions, including but not limited to date, time, drug, patient, dose, quantity, username, witness information (when applicable), user IDs.

Shall aggregate and display the operational status of locally deployed network connected equipment in clinical settings equipment for local site administrators via dashboard.

Shall be capable of presenting a list of medication due for administration for a selected patient

Shall be configurable by the local site to withhold medications that are not due for administration based on site-defined time frame.

Shall serially dispense medication when multiple medication is selected for removal (e.g., allow users to withdraw one medication at a time).

Shall be capable of cross-referencing when performing medications medication searches within the system (i.e. user search using brand name, while display the generic name for reference).

Shall be configurable by local sites to allow the return of unused and sealed controlled medication (s) to a secure integrated bin.

Shall allow users to suspend inventory transaction or cancel all other in-progress transaction.

Shall be configurable by local sites to define and assign user roles and access to the equipment in clinical settings.

Shall be capable of using and displaying multiple unique patient identifiers (e.g., patient name, DOD ID, date of birth).

Shall be able to secure medical refrigerators

When equipped, shall be capable of monitoring and documentation the temperature of medical refrigerators, and providing alerts upon reaching the outer bound of the local site s configurable ranges.

When equipped, shall provide local site configurable, audible, and visual alerts when the temperatures are out of range.

Shall provide and maintain integrated Uninterrupted Power Supply (UPS) for deployed Anesthesia clinical equipment with a minimum capacity of two hours.

Shall provide and maintain UPS for all non-Anesthesia deployed clinical equipment supporting proper system shut down (e.g., workstations, equipment).

Shall have a minimum underlying Operating System (OS) of Microsoft Windows 10 and Windows Server 2012.

Printing reports (e.g., user report, inventory, system reports).

Shall be capable of utilizing and printing report derived from templates provided by the DHA POD.

Shall maintain logs, including but not limited to activity logs, issue logs, technical logs.

Shall be configurable by local sites to generate scheduled pre-determined and ADHOC reports. The pre-determined reports shall include but not limited to: user activity reports, (e.g., load, refill, unload, remove, return, waste, override, log-in attempts), Inventory reports (e.g., load list, refill list, expired list, inventory list), system reports (e.g., user database, formulary, data dictionary, data schema, maintenance report, failed drawer/pocket system status).

Shall be configurable by local sites to export reports into multiple file formats 9e.g., spreadsheet, database, text file).

Shall allow authorized users to connect DOD provided Structured Query Language (SQL) based third party reporting and analytical tools (e.g., Business Objects, Statistical Analysis Software (SAS) Tableau, Open Refine).

Shall be capable of providing descriptive statistical analysis reports including, but not limited to average usage, frequency distribution, and standard deviations.

Shall be capable of creating visual representation of descriptive statistical analysis reports including, but not limited to histograms, bar charts, and frequency tables.

Shall be capable of generating reports in real-time without affecting system performance.

Shall be capable of unarchiving and integrating archived date for reporting purposes.

Shall maintain transaction data upon loss of network connectivity.

Shall automatically reconcile transaction data upon reestablishment of network connectivity.

Shall back-up and restore transaction data per site based on Government defined timeframe (e.g., 30 days, 45 days, or 60 days).

Shall be capable of rebuilding damage/lost files during data recovery process using database back-up data.

Shall be configurable by local sites to set up the parameters for incremental database back-up data.

Shall store, archive, and readily retrieve historical data for a minimum of five years.

Shall include reports and user interface features to manage and analyze inventory, diversion activity and usage data, for enhanced dispensing and compliance operations.

Shall store up to 7 days of transactional data at the station; the enterprise server stores up to 90 days of report data.

Shall be able to export and store data in a variety of ways for long term storage

Shall allow the user to run ad hoc query reports, schedule custom reports, create distribution list, receive email notifications and share queries between facilities for more consistent results.

Software interface

Network connectivity between medication systems and the VA Network

Shall already be approved on the TRM

Shall already work with VA software systems (e.g., VISTA, CPRS etc.

Training

Shall be provided by the contractor

Shall be scheduled within an 8-hour day times specified by the COR or project manager

Test and Acceptance

Contractor shall test all equipment after installation. The government shall accept equipment once installation and successful testing has been completed and approved

Warranty/Service

All equipment and materials shall come with a standard one-year warranty. Warranty shall begin after installation of equipment and the completion of the tests.

All hardware will be installed and operational in accordance with manufacturer s specifications and VA IT requirements

Support shall be available and provided via telephone and on-site.

Support shall be provided on all hardware and component pieces purchased with the system

Contractor Responsibilities

Assign a project manager upon award of contract, project manager shall develop a project schedule and implementation plan

Contractor shall provide a qualified and VA credentialed personnel to perform the installation of the items as noted in this SOW

Contractor shall schedule and coordinate the installation in agreement with the COR. The contractor shall complete the install and configure all elements of the system within the hours of 7:00am and 4:00pm, Monday thru Friday (no government holidays)

Contractor shall be responsible for all systems, software testing and prior to government acceptance

Contractor is responsible for onsite training for approximately 2 days. Training times shall be coordinated with the COR and the pharmacy manager.

Contractor is responsible to ensure all equipment is installed to meet VA standards

Contractor is responsible for securing all material, equipment and tools while on government property or in government facility. Government is not liable for any lost or stolen items that are not properly secured by the contractor.

Delivery shall be provided no later than 60 days after receipt of order (ARO). Delivery shall be FOB Destination.

Place of Performance/Place of Delivery

Address:

West Palm Beach VA Medical Center 7305 North Military Trail

West Palm Beach, FL

Postal Code:

33410-6400

Country:

UNITED STATES

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

FAR 52.211-6, Brand Name or Equal

FAR 52.212-1, Instructions to Offerors Commercial Items

FAR 52.212-3, Offerors Representations and Certifications Commercial Items

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

FAR 52.212-4, Contract Terms and Conditions Commercial Items (NOV 2021)

FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (MAY 2022)

Only new equipment is acceptable; no remanufactured, used/refurbished or "gray market"

items. No product in development shall be considered. All items must be covered by the

manufacturer's warranty.

All quoters shall submit the following:

The name, address, and telephone number of the vendor.

Tax Identification Number (TIN)

SAM UEI Number / DUNS Number / Cage Code

Point of Contact for submission of orders if awarded a contract

Authorized Distributor Letter certified by OEM.

Quoted price shall include delivery.

All quotes shall be sent to the following email address: melissa.everett@va.gov .

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The following are the decision factors:

Offeror quotations must demonstrate meeting the salient physical, functional, or

performance characteristic specified in this solicitation, otherwise it will be considered

non-responsive. The information identified provided is intended to be descriptive, not restrictive and to indicate the quality that will be satisfactory. The interested parties bear full responsibility to ensure their submission demonstrates to the government that they can provide the supplies being requested.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, conditions.

ADDENDUM to 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

The following factors shall be used to evaluate quotations:

Technical or Quality

Price

Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation, but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following:

Technical or Quality: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation.

Price: The Government will evaluate the price by adding the total of all line item prices. The Total Evaluated Price will be that sum.

(End of Provision)

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than 8/8/2022 by 12:00 PM (EST) at melissa.everett@va.gov .

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below by 8/4/2022 by 12:00 PM (EST).

Point of Contact

Contracting Specialist

Melissa Everett

melissa.everett@va.gov