6515--Inventory Management System

THIS REQUEST FOR INFORMATION (RFI) / SOURCES SOUGHT NOTICE ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES. THIS IS NOT A SOLICITATION.

SUBMISSION OF INFORMATION ABOUT PRICING, DELIVERY, THE MARKET, AND CAPABILITIES IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI FOR PLANNING PURPOSES IN ACCORDANCE WITH (IAW) FAR 15.201(e).

DISCLAIMER

This RFI is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), 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 RFI.

SOURCES SOUGHT/RFI DESCRIPTION

This is NOT a solicitation announcement. This is a Sources Sought Notice / RFI only. The purpose of this Sources Sought Notice / RFI is to gain information about potential qualified sources and their size classification relative to NAICS code is 334519 - Other Measuring and Controlling Device Manufacturing, with an SBA small business size standard of 600 employees. Responses to this Sources Sought Notice / RFI will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought Notice / RFI, further RFIs and/or a solicitation or other announcements may be published.

The purpose of this procurement is to acquire and install a fully automated, weight-based inventory management system, brand name or equal to PAR Excellence, for the VA Phoenix Healthcare System. The system is intended to provide accurate, real-time perpetual inventory visibility while minimizing end-user data entry and supporting timely replenishment of medical and surgical supplies.

The anticipated requirement includes all equipment, scales, controllers, storage products, mounting hardware and accessories, software licenses, interfaces, implementation services, installation, configuration, testing, training, warranty, monitoring, maintenance, and technical support necessary to deliver a fully operational system at the facility's designated primary and secondary supply locations.

For market-research and planning purposes, the anticipated configuration is approximately 26 PAR Bins Replenish software licenses, 3,571 scales of various types and capacities, 27 Ethernet replenishment controllers, related hardware accessories, storage bins, shelving, cabinets, mobile louvered panel units, and associated implementation and training services. Final quantities and configurations are subject to change.

At a minimum, the proposed solution must provide an HL7 interface that communicates with the VA Generic Inventory Package (GIP) in VistA and must have an approved VA Information Technology Authority to Operate (ATO) at the time of offer. Contractors must be able to validate interoperability with VA GIP through the HL7 interface prior to award.

The system must support unlimited users and multiple permission levels; provide access from multiple points on VA-furnished computers; produce Excel or text-delimited reports; display equipment and materials-management status; provide item-location, PAR-level analysis, consumption data, order, reconciliation, due-in/due-out, discrepancy, and inventory-value reporting; and generate pick-ticket information based on PAR levels, reorder points, and emergency stock levels.

The system must be compatible with existing shelving, cabinets, carts, and other storage infrastructure; accommodate medical and surgical products of varying size, thickness, and weight, including products up to approximately 3 feet long by 2 feet wide and 20 pounds; and permit VA employees to recalibrate the system for different package quantities.

The contractor must install and configure the required software on VA-furnished equipment, provide staff training, furnish a one-year license agreement with software upgrades, and provide 24 hours per day, 7 days per week, 365 days per year support. Support must include at least four remote equipment-functionality checks every 24 hours, response to service calls within 24 hours, and repair or replacement of covered equipment or hardware within 48 hours when damage or defect is not attributable to VA personnel.

Installation is anticipated to begin no later than 70 days after contract award and be completed no later than 400 days after award, subject to facility deployment planning and required facility tasks. Deliverables will be shipped to VA Phoenix Healthcare System, Main Warehouse (ATTN: Prentiss Logan), 650 E Indian School Road, Phoenix, AZ 85012, with notice to the Contracting Officer's Representative five business days before shipment.

The current independent planning estimate derived from the attached vendor quotation is $1,502,945.49, inclusive of turnkey installation. This amount is provided solely to describe the anticipated magnitude of the requirement for market-research purposes and does not constitute a Government estimate, commitment, or solicitation price.

STATEMENT OF WORK

1. Background

VA Phoenix Healthcare System has used cabinet-based Point of Use (POU) systems to

manage inventory levels within our facility s supply areas. Our facility s current supply system

process relies heavily on clinical staff entering quantities as they pull product. When they fail to

enter, or enter incorrect quantities, our process fails. This leads to workload issues, as Supply

Techs must be pulled from current duties to perform urgent resupply requests to affected areas.

This also presents potential patient safety issues during emergency situations if stock is not

available due to inaccurate stock level information. Further, the current supply process is labor and

time intensive. This is compounded in times of heavy workload due to availability of supply

personnel and/or hospital patient load, increasing risks associated with patient care / safety.

VA Phoenix Healthcare System is looking for a fully automated weight-based inventory

management system that does not require end users to input data or interface with the system

to increase or decrease material items stocked or consumed by the user. The station requires a

system that removes or heavily limits the amount of human interface required to maintain

accurate and real time inventories. This creates a more accurate and efficient system while

simultaneously addressing the patient safety / care concerns mentioned above, eliminating the

frequent emergent supply requests created by inadequate inventory management systems.

A fully automated weight-based inventory management system will augment the supply chain s

management effectiveness and timeliness with resupply inventory while decreasing the

workload of supply personnel. It will also improve the overall patient care throughout the facility,

particularly in the cardiac catheterization and electrophysiology labs, by effectively maintaining

appropriate periodic automatic replacement levels.

2. Scope

The scope of this requirement is to obtain and install an automated inventory management

system at VA Phoenix Healthcare System, ensure system is fully operational, and fully train staff

to be knowledgeable on the use of system.

This is a brand name or equal requirement; a Fully Automated Weight-Based Inventory Management System or equal to PAR Excellence. Contractors must provide a brand name or equal that meets or exceeds the physical, functional, and performance of listed characteristics described in this Statement of Work. Contractor must show clear and compelling, and convincing evidence that all equal to items meet all required salient characteristics including brand name and model numbers IAW FAR 52.211-6 Brand Name or Equal. The proposed software must have HL7 interface at the time of offer. Contractors must validate and prove that the system communicates to VA Generic Inventory Package (GIP) in VistA through HL7 interface prior to award. Software must have an approved IT Authority to Operate (ATO) on the VA system at the time of offer.

3. Specific Tasks

3.1. Installation

To supply and install all equipment and parts, to include mounting hardware, if

necessary for a weight-based inventory management system at VA Phoenix

Healthcare System s primary and secondary locations. Installed equipment shall have a

one-year full equipment replacement warranty for defects or damage not caused by VA

personnel. Installation shall not include disassembly of existing storage devices.

Installation shall include costs on any additional equipment required for new inventory

management system.

3.2. Hardware and Software

3.2.1. Install: Install the program and software packages used to add, delete, and edit

items stored in the storage/dispensing stations on VA owned desktops or laptop

computers at each designated facility. Install software on 1 (one at minimum) 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.

Part Number (Set/Kit)

Description

SOFTWARE LICENSE FEES

PX9186 PAR Bins Replenish License

SCALE PRODUCTS

Scale - Avg Cost for PAR Individual Scales

SCALE PRODUCTS

Scale - Avg Cost for PAR Individual Scales (15k)

SCALE PRODUCTS

Small & Medium Platform Scales

SCALE PRODUCTS

Large Platform Scales

SCALE PRODUCTS

Controller, Replenish, Ethernet

HARDWARE

PAR Hardware Accessories

STORAGE PRODUCTS

Plastic Storage Bins

STORAGE PRODUCTS

SC182472-5 18" D x 24" W x 72" H Chrome Wire Shelving Unit

STORAGE PRODUCTS

SC246084-5 24" D x 60" W x 84" H Chrome Wire Shelving Unit

STORAGE PRODUCTS

SC247284-5 24" D x 72" W x 84" H Chrome Wire Shelving Unit

STORAGE PRODUCTS

Bridge Allocation (unit plus sides/front)

STORAGE PRODUCTS

PX7532 Double-Wide Mass Med Cabinet and Louver Cart Panel

STORAGE PRODUCTS

PX7532-C Double-Wide Mass Med Cabinet and Louver Cart Pane

STORAGE PRODUCTS

QS-LR36 qwikSIGHT Mobile Louvered Panel Units, 36"

STORAGE PRODUCTS

QS-LR18 qwikSIGHT Mobile Louvered Panel Units, 18"

IMPLEMENTATION SERVICES

Onsite Implementation Services

3.2.2. Access: The system shall be accessible from multiple access points throughout the facility. Grant accesses and train VA employees for the 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. Software must support multiple users with different levels of permission. The system should be capable of producing reports in Excel or text delimited format using commercially available software.

3.2.3. Capabilities Including Physical, Function, and Performance Characteristics:

The inventory management system shall have a HL7 Interface that communicates with VA GIP in VistA. The system must be an approved IT Authority to Operate (ATO) on the VA system at the time of offer. The system shall produce accurate real-time perpetual reading of quantities on-hand, accessible on VA provided computers via automated inventory management system software and provide data

mining capabilities that shall include at a minimum current stock level, recommended order points, average usage levels per item. The periodic automatic replacement bin System must interface with Generic Inventory Package (GIP). The primary purpose of the interface is to accurately report on-hand quantities in real time for each secondary supply area for restocking purposes, and to identify out of balance on hand quantities and values between GIP and the periodic automatic replacement system. Periodic automatic replacement system will identify any out of balance on hand quantities and values, accounting for any due-outs 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. Periodic automatic replacement bin due-ins and due-outs will automatically be removed when GIP due-in and due-outs are cleared .

3.3. The functional and salient characteristics required:

Must show equipment Status for communication about system status, including system failures.

Must show Materials Management Status including:

Open Orders

Emergency/Critical Item Levels

Negative Quantities on-Hand

Must have an Item Locator function.

Must have a Periodic Automatic Replacement (PAR) Level Analysis to advise the levels of inventory the facility needs to maintain in order to fulfill demand, which shall include:

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

Must provide Consumption Data including:

Average monthly usage

Consumption analysis including time

Consumption deviation

Consumption over time

Must generate reports including:

Activity detail (sales, receipts, adjustments, etc.) to include date/time of

any inventory changes

Quantity on-hand / Value on-hand

Department transactions

Cycle count sheet

Out of balance with GIP on-hand

Due-ins / Due-outs

Issue multiple discrepancy between GIP and BIN

Emergency levels indicating low stock warning

Generated reports must be relevant to APICS Principles of Inventory Management as VA requires all inventory systems communicating to VistA GIP/HL7 to provide reports.

Must show orders:

Existing orders

Order preview

Must show items describing:

Item master / Item history

Item classification Reconciliation history

Most recent reconciliation per item

Must be able to install the weight system compatible with the facility s current existing storage methods and infrastructure including shelving, cabinets, and carts.

System must be accessible from multiple access points throughout the facility.

Must be accessible on VA provided computers via automated inventory management system software.

Employees must be able to recalibrate for different packaging sizes (10 vs 12 s)

Must provide real-time visibility to primary and secondaries inventory locations (will provide the list as an attachment on the notice)

Depletion of stock must rigger pick tickets based on Periodic Automatic

Replenishment (PAR) levels, re-order points, and emergency stock level. All quantity on hand adjustment communication must be sent to GIP package to trigger accurate pick tickets.

Must be capable of tracking, adjusting, and reporting comprehensive perpetual real time information pertaining to the inventory of secondary locations.

Must be able to handle a wide range of medical/surgical products with variations of size, thickness, and weight, including but not limited to minimum scale of band aids, dressings, and maximum scale of large custom packs up to 3 ft long by 2 ft wide with a weight up to 20 pounds.

Must have a training program available for VA staff, which should include but not limited to adding items, removing items, assigning items, editing items, troubleshooting, and reporting functions.

3.4. 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 to be available on any computer and/or mobile device for evaluation of inventory levels and reporting purposes, for an unlimited number of users. On premises solutions will be considered.

3.4. Support

Support must include continuous monitoring by means of a minimum of 4 remote checks of equipment functionality by Contractor personnel every 24 hours. Monitoring contractor personnel must provide notification and maintenance support 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 software installed. 24/7x365 service is required. Equipment and related hardware must be repaired and/or replaced within 48 hours of notification of a problem if user/facility is not at fault for damage or defect. The contractor may work with the site to resolve issues remotely for supported products. Solutions with real-time monitoring capable of identifying errors and equipment problems will be considered.

3.5. Performance Monitoring

Completion of the installation will be verified by COR and/or designated personnel. Functionality and accuracy of the installed equipment will be continuously monitored by Supply Chain Management 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 V. 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 referred to the Contracting Officer for corrective action. On-premises solutions will be considered.

4. Security Requirements

Offeror shall identify vendor-owned software and/or programs that have to be installed on VA

owned server, laptop, and desktop computer. Other access to vendor website and programs will

be permitted by vendor from any desktop computer using the World Wide Web. 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 VAMC 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. Other Pertinent Information or Special Considerations.

Identification of Possible Follow-on Work. Service agreements and license agreements will be

maintained and purchased after initial 1-year warranty is no longer effective.

7. Risk Control

Employees of contractor responsible for installation and setup will have background check

completed or show proof of background check completed no longer than one (1) year ago, from

date of award including fingerprint analysis. Contractor employees shall obtain VA badge and

wear on their person, above their waist and always visible. Contractor will be installing a supply

storage and tracking system in an area under construction. Workers will need to be cognizant of

staff movements, sensitive medical equipment, and diverse activities 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.

8. Period of Performance

Installation to begin no later than 70 days after contract award date. The initial kickoff meeting to

be scheduled no later than 70 days after contact award date. Equipment delivery and installation work is to begin as soon as the kickoff meeting ends. Installation will be phased by facility and will be at the discretion of the Contracting Officer Representative (COR) or Designee. The facility will provide the Contractor a deployment plan, to include time and location of installation. Installation and setup to be completed no later than 400 days after contract award date. This timeline is dependent on the facility meeting a facility required tasks and tollgates, otherwise the timeline will be revised via modification. The contractor must notify with any delays or issues to the Contracting Officer and Contracting Officer Representative in writing immediately.

9. Delivery

All deliverables must be delivered to:

VA Phoenix Healthcare System

Main Warehouse (ATTN: Prentiss Logan)

650 E Indian School Road,

Phoenix, AZ 85012

Contractors must notify the COR 5 business days prior of shipping deliverables. Contractors will

ship all deliverables to VA Phoenix Main Warehouse. Contractor will help to stage products that

will be onsite for VA to transport to each primary and secondary location prior to installation.

If your company is interested in and capable of providing the required supplies/services, you MUST provide the information indicated below OR your intent, interest to participation, and information provided will not be considered as valid for research purposes.

Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

(1) Submit your capabilities statement illustrating how your organization can/cannot meet the list of DRAFT/SALIENT CHARACTERISTICS/SOW requirements. For instances where your company cannot meet the DRAFT/SALIENT CHARACTERISTICS/SOW requirement(s), please explain. For instances where your company can meet the DRAFT/SALIENT CHARACTERISTICS/SOW requirement(s), please clearly show how your company meets/exceeds each requirement otherwise your response will be recorded as interest only .

(2) Please review the list of DRAFT/SALIENT CHARACTERISTICS/SOW requirements and provide any additional feedback or suggestions. If none, please reply as N/A.

(3) 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.

(4) Is your company considered small under the NAICS code identified in this RFI?

(5) Are you the manufacturer, authorized distributor, and/or can your company provide a solution to the required supplies/services described in the list of DRAFT/SALIENT CHARACTERISTICS/SOW?

(6) If you are a large business, do you have any designated/authorized distributors? If so, please provide their company name, telephone, point of contact and size status (if available).

(7) If you re a small business and you are an authorized distributor/reseller for the items identified above, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified.

(8) Limitations on Subcontracting: How does your business ensure compliance with the limitations on subcontracting as outlined in 13 CFR § 125.6?

(9) Are the items you are identifying/providing considered Commercial of the Shelf (COTS) items as defined in FAR Part 2.101 under commercial items?

(10) Non-Manufacturer Rule: If applicable, can you confirm your business complies with the Non-Manufacturer rule? Specifically, does your company: Provide a product from a small business manufacturer or processor? Not exceed 500 employees? Primarily engage in the retail or wholesale trade and normally sell the type of item being supplied? Take ownership or possession of the item(s) with its personnel, equipment or facilities in a manner consistent with industry practice?

(11) Please indicate whether your product conforms to the requirements of the Buy American Act? Please indicate if manufacturer is/will be US domestic Small Business / US Domestic Large Business / Foreign.

(12) What is your lead time to deliver a single unit with all components? Is there scale in lead time with greater quantities? Please elaborate.

(13) What is estimated life span of your solution? What support/services does that entail?

(14) Does your organization offer a leasing solution? Please elaborate.

(15) Does your company have a Federal Supply Schedule (FSS) GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract? If so, please provide the contract number(s).

(16) If you are an FSS GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract holder, are all the items/solutions you are providing information about available on your schedule/contract? Please state if all or some items are available on the contract.

(17) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.

(18) Please provide your SAM.gov Unique Entity ID/Cage Code number.

Responses to this notice shall be submitted via email to sam.choo@va.gov. Telephone responses will not be accepted. Responses must be received no later than Monday, November 2, 2026 by 10:00 AM PST.

All responses to this Sources Sought/RFI will be used for planning purposes only. Responses to this Sources Sought Notice / RFI are not considered a request to be added to a prospective bidders list or to receive a copy of the solicitation. If further RFIs and/or a solicitation or other announcement is issued as a result of the information provided from this RFI, all interested parties must respond to the specific posting separately IAW the specifications of that announcement.