DA01--Brand Name or Equal (BNE) PAR Excellence System, weight based inventory management system

REQUEST FOR INFORMATION

The U.S. Department of Veterans Affairs (VA) is seeking information and sources capable of providing the services described below. The purpose of this Request for Information (RFI) is to gather capabilities and market information pertinent to acquisition planning. The responses to the RFI may contribute to determining the method of procurement and identifying parties having an interest in and the resources to support this requirement.

THERE IS NO SOLICITATION AT THIS TIME

This RFI is for market research purposes only and does not constitute a request for quotes. Submission of any information in response to this RFI is purely voluntary. The Government assumes no financial responsibility for any costs incurred. The information provided may be used by VA in developing its acquisition strategy and informing, refining, and finalizing an acquisition. Interested parties are responsible for adequately marking proprietary, restricted, or competition-sensitive information contained in their response. Only electronic responses to this announcement will be accepted.

TITLE

Brand Name or Equal (BNE) PAR Excellence Systems.

DESCRIPTION OF REQUIREMENT

PURPOSE

Department of Veterans Affairs El Paso VA Health Care System (ELPVAHCS) seeks to install a brand name or equal (BNE) PAR Excellence weight based inventory management system (WBIMS).

BACKGROUND

ELPVAHCS currently utilizes an inventory management system that no longer suits their needs and is approaching its end of life. The VA requires a WBIMS to replace the current inventory management system and one that will increase productivity.

SCOPE AND OBJECTIVES

The Contractor s WBIMS shall have the following salient characteristics:

Produce an accurate real-time reading of quantities on-hand accessible by a software application 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 El Paso VA Health Care System and Community Based Outpatient Clinics (CBOC).

Provide data mining capability of current inventory including but not limited to current stock levels, recommended order levels, and average usage levels.

Provide reports in Excel or text delimited format using commercially available software (MS Word, Excel, etc).

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 bins system.

Have PAR BINS that shall 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, the out of balance condition shall be displayed separately in the management software to make it easily identifiable. PAR bin due-ins and due-outs will automatically be removed when GIP due-in and due-outs are cleared .

PAR BINS shall have color-coded stickers for item identification based on standard color-coding system shown in attachment A.

Must be weight based

Easily calibrated and accurate

Provide real-time visibility into our Secondary Inventory locations

Must be able to interface with GIP package in IFCAP for real time data on the available inventory

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 distribution, or pick, ticket 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 permission.

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.

Complete generic identification: Weight based Inventory Supply Chain Solution

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

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

Par Level Analysis

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 discrepancy 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

SUBMISSION INSTRUCTIONS FOR INFORMATION SOUGHT

If your organization can provide these services, please respond to the RFI as follows:

Cover Sheet

Company name, company address, company point of contact (name, address, telephone number, email address), SAM unique entity identifier (UIE) number, and website.

Company s size status as listed in SAM under NAICS 541519 and Product Service Code (PSC) DA01.

Existing Multiple Award Contract (MAC) vehicles currently held by your company (examples may include General Service Administrations (GSA) schedules, Government-Wide Acquisition Contracts (GWACs), Indefinite Delivery Contracts (IDCs), Blanket Purchase Agreements (BPAs)) available for Government use. For each MAC vehicle provide:

Vehicle name

Vehicle number

Date of award

Response Criteria

Response submissions to this notice are due no later than April 7, 2026, 12:00 pm (Noon), Eastern Time.

Responses shall be submitted to Robert.Johnsen@VA.gov and Stefanie.Applegate@VA.gov. The email subject line must contain the following: Response to RFI Number 36C10B26Q0305.

VA reserves the right to not reply to any emails, responses, questions, and/or materials submitted in response to this notice. Mark your response as Proprietary Information if the information included is business sensitive and/or includes trade secrets. Responses shall not exceed 15 pages total. Responses shall be prepared in Microsoft Word with standard 8.5 x 11-inch page format (charts may be landscaped but must be on 8.5 x 11-inch page format) and shall be in Times New Roman, font size (12), with 1 margins. All pages for the response shall be appropriately numbered and identified with the announcement number. The email file size limitation shall be no more than 40MB.

Capability Statement

Respondents shall provide a capability statement with an overview of the company s capabilities to fulfill the scope and objectives described within this RFI. Overview should include but not be limited to:

Description of the company s resources available and capable of completing the scope and objectives.

Description of the product that your company offers that meets all of the salient characteristics listed above, and a detailed explanation of how it meets all of the aforementioned salient characteristics

Provide examples of successful delivery of weight based inventory management systems.

List of specific contracts within the last five years in the Government or industry where the vendor provided similar services related to the install of a weight based inventory management system as required in this RFI. At a minimum, include the following:

Contract number

Company name

Customer organization

Customer name, title, email, telephone

Period of performance

Total obligated dollars for contract

Do not include value associated with unexercised options or unfunded CLINs

For subcontractor experience, only indicate value of the subcontract

NAICS Code

Role: Prime contractor or Subcontractor

Description of project scope

Description of the portion of the project scope directly performed by the company