Surgery Implant Tracking Cabinet

WaveMark Statement of Work
1. PURPOSE
1.1 The overall purpose is to provide and install/set up WaveMark RFID Cabinets in the Operating Room (OR) at John D. Dingell VA Medical Center.
2. SCOPE
2.1 The Contractor shall provide, transport, install/set up, and test all listed equipment. All products must meet all salient characteristics defined in this section.
2.2 All equipment and installation must meet manufacturers and VA specifications.
2.3 The Contractor shall furnish all supplies, equipment, facilities and services required for delivery and installation/set up of the equipment.
2.4 The Contractor is responsible for any missing parts and components not included in order to carry out the installation.
2.5 SALIENT CHARACTERISTICS
2.5.1 RFID Cabinets
Suggested Manufacturer Brand Name: Equivalent to WaveMark Cabinets, as listed below:
Specifications/Salient Characteristics:
2.5.1.1 RFID Cabinets with associated equipment - system must interface seamlessly with existing Vista system.
Wavemark Order/Configuration: Below
RFID Cabinets
Part Number
Description
Qty
HF1500-CE
5 Shelf Cabinet
11
HFC1500-SHBBBS-CE
Cabinet, Hanging, with Upper Shelf
1
Subtotal
12
RFID Cabinets
Part Number
Description
Qty
HF2000D-CE-L-POS4C
Cabinet, Cold Chain, Refrigerator, Large (+4C)
1
HF2000D-CE-L-NEG80C
Cabinet, Cold Chain, Ultra Freezer, Large (-80C)
1
Subtotal
2
Point of Use Stations
Part Number
Description
Qty
Point of Use Station (Generic)
6
Subtotal
6
Smart Wands
Part Number
Description
Qty
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Tagging and Dock Stations
Part Number Description Qty
Tagging Station with VA Laptop 1
Tissue Receiving Dock Station VA Laptop 1
Subtotal 2
22
RFID IMPLEMENTATION
SERVICES
Part Number Description Days/SKUs
OTF-INSL Professional Services - Consulting 4
OTF-INSL Professional Services - Execution 20
Subtotal 24
COLD CHAIN SERVICES
Part Number Description Qty
SVC-CC-SURVEY Cold Chain Site Survey (per cabinet) 2
SVC-CC-L-FREIGHT Cold Chain Freight Large Cabinet (5 day) 2
SVC-CC-L-INSTALLTRAIN Cold Chain Installation & Training 1
Subtotal 5
SUPPORT SERVICES
Part Number Description
SUB-GEN Support Services (15% of License Fee)
Subtotal
ACCESSORIES
Part Number Description Qty
OPT-CORD-MED8 Power cord, 8 ft, Medical, Straight 12
ACC-SPLITTER Splitter Shelf 13
ACC-HANGSEPARATOR Hanging Product Divider for HFH (250 pc) 1
ACC-BIN-4PK Storage Bins, Pack of 4 5
ACC-SHELFDIVIDERS Shelf Dividers 5
OPT-PRINTER Zebra Thermal Printer 1
OPT-RIBBON Printer Ribbon, Wax/Resin, Black 1
OPT-LABEL Printer Label, Rolls, 2.25 X .75, Thermal 1
Subtotal 39
TAGS
Part Number Description Qty
TAG-SQ-CAH-CET Tags - Square (2,000) 6
TAG-SPINE-CAH-CET Tags - Spine (1,000) 6
TAG-HANGM-CET Tags - Hanging (100) 6
TAG-POUCH-CET Tags - Foil Pouch (25) 6
TAG-CLEAR RFID Cal tag, No Logo, Roll of 2000 2
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TAG-CC-PK-CET
TAG-CC-PK-CET
2
Subtotal
26
2.5.2 Consumables Tracking
VA Database Interfaces Required
o GIP
o Vista Employee & Patient
Technology Considerations
o HF Passive tagging
System Functionality
o Room level coverage to track supply room assets
o Cabinet based inventory tracking with interface to above mentioned systems
o Server based inventory management
o Tracking of consumables is seen as a complex environment with multiple system interfaces and capabilities. The effective end goal is to implement a system that automates the inventory management process therefore reducing the effective level of effort exerted by facility staff, enhancing the granularity of consumables tracking and reducing the amount of errors concerning patient-consumable/implant interaction. Functionality of said ideality is achieved through implementation of a wide range of possible technologies. The combination of technologies required to obtain the desired environment is acceptable when considering possible solutions. Expected outcomes from implementing RTLS in the IR are expected to allow for the following benefits:
Implementation of a system shall be designed in the following fashion in order to enable the ability to track defined metrics.
i. Tracking of consumables/implants (biological and nonbiological) begins at the OR storage area where hospital staff enters new consumables/implants into the installed RTLS hardware. Application of passive RFID tags is completed on the packaging of all consumables/implants not pre-equipped with passive tags by manufacturers.
ii. Use of passive technology is required. Passive tags will be required to maintain, manufacturer, model, serial number, batch or lot number, Unique Device Identifier (UDI) cost and expiration date. All electronic information will be interfaced with GIP.
iii. Storage areas in the OR will be equipped with RTLS, providing capability of tracking consumables/implants exiting and entering the area, and interfaced to hospital GIP for inventory management and cabinet level RTLS components.
iv. At the cabinet level components systems will require interface capability with Clinical Procedures, VistA and GIP. Patient procedural information
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will be used from Clinical Procedures to generate a work list for initiating patient exams.
v. Active management of consumables/implants expirations will be another functionality of the provided hardware/software.
vi. Alert management will be interfaced with the hospital s email system and/or other communication systems.
vii. The system shall allow hospital staff to generate reports that identify patients associated with recall notices on medical inventory such as pacemakers, defibrillators and stents.
viii. The system shall allow hospital staff to generate reports that identify all instances in which there was a reported device failure.
ix. The system shall allow hospital staff to generate reports that identify the nearest location of required inventory for a procedure that is missing from the IR.
x. The system shall allow hospital staff to generate reports that provide inventory delivery date, use date, expiration date; ID of the patient the inventory was used on, remaining inventory levels, inventory order status, and inventory replenishment alerts.
xi. The System shall track data for all disposable inventory used for IR procedures. Information shall include:
a. Current available inventory by type, manufacturer and location
b. Inventory status reflecting if it is owned or consigned.
c. Dollar value of current available inventory by type, location, category, and in total
d. Inventory disposed of due to defects, expiration, etc.
e. Inventory lost or stolen
Inventory with a recall notice associated with it
2.6 DELIVERY AND INSTALLATION
2.6.1 DELIVERY
2.6.1.1 Contractor shall deliver all equipment to the John D. Dingell VA Medical Center 4646 John R Street Detroit, MI 48201
2.6.2 INSTALLATION
2.6.2.2 Install all equipment to manufacturer s specifications maintaining Federal, and Local safety standards
2.6.2.3 The Contractor shall coordinate all deliveries, staging areas, installations, and parking arrangements with the COR.
2.6.2.4 The contractor shall report on installation progress during weekly meetings with the COR and in the Monthly Progress Reports.
2.7 SITE CONDITIONS
2.7.1 There shall be no smoking, eating, or drinking inside the hospital at any time.
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3. INSPECTION AND ACCEPTANCE:
3.1 The Contractor shall conduct a joint inspection with the COR upon delivery of equipment.
3.2 Contractor shall provide dates of completion of punch list items, if indicated, replacement parts and/or short ship items from the manufacturer(s).
3.3 The COR shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall be resolved by the Contracting Officer.
4. DELIVERY/STORAGE REQUIREMENTS
4.1 Deliver materials to job in manufacturer's original sealed containers with brand name marked thereon.
4.2 Package to prevent damage or deterioration during shipment, handling, storage and installation. Maintain protective covering in place and in good repair until removal is necessary.
4.3 Deliver specified items only when the site is ready for installation work to proceed.
4.4 Store products in dry condition inside enclosed facilities.
4.5 Delivery and Installation will be coordinated through the COR.
5. DELIVERABLES
5.1 Operation and Maintenance Manuals
5.1.1 Hard Copy - Quantity (2)
5.1.2 Digital Copies- Quantity (1)
5.2 The OR Cabinets must permit maintenance professionals the ability to perform diagnostics, troubleshooting, and maintenance as required.
5.3 The vendor must provide maintenance training to Users and Biomedical Technicians when appropriate, to meet at minimum The Joint Commission standards.
6. OPERATOR TRAINING:
6.1 Contractor shall provide on-site training on the equipment to Users and Biomedical Technicians.
6.2 Technical training must provide Biomedical Engineering with the tools and knowledge to fully operate and maintain the system.
6.3 Scheduling of all training shall be coordinated with the COR after installation is complete..