Weight Based Inventory Management System (CVAMC & CBOCs) RFQ to be posted on or about 6/12/19 with the same/similar SOW attached.

Statement of Work
Contract Title:
Weight Based Inventory Management System for Cincinnati VA Medical Center (VAMC)
Background:
Historically, the Cincinnati VAMC has used a non-weighted bin based POU system for inventory management. The facility has realized this system is not efficient as it requires staff to continuously scan the inventories to track changes. The facility leadership researched how similar size facilities were able to gain better inventory tracking systems, reduce stock outs, and to reduce cost. The facilities that have been the most successful in these transitions have moved to weight-based systems that automatically tracks the inventory.
Scope:
Provide a labor, supplies, licensing, support and software/hardware to install and maintain a weight-based inventory management system that detects and transmit real-time information into the government own Generic Inventory Package (GIP), via Vista/IFCAP access.
Specific Tasks (ST):
ST # 1: Provide a licensing solution that has the ability to interface the weight system with the VA s GIP system in real time for reporting purposes. This interface must comply with all VA security regulations and shall be available at no additional cost to the government. The software (PAR Excellence) for this application is already owned by the government. The system suggested must be capable of interfacing with that software.
ST # 2: Provide and install weight-based system at the follow locations (bins, scales, etc.) within 180 days of contract award.
Cincinnati VAMC Main Hospital
Location Number
Number of Inventory Point (Bins/Scales)
1
1155
2
413
3
143
4
0
5
28
6
83
7
81
8
93
9
118
10
98
11
95
12
129
13
37
14
206
15
234
16
151
17
232
18
21
19
172
20
136
21
224
22
4317
23
90
24
225
25
276
26
221
27
59
28
289
29
34
30
229
31
171
32
158
33
31
34
124
35
199
36
27
37
85
38
296
39
443
40
47
41
115
42
29
43
21
44
13
45
306
46
27
47
96
48
83
49
132
50
202
51
9
52
168
53
94
54
27
55
36
56
85
57
474
58
173
59
17
60
47
61
139
62
131
63
78
64
28
65
27
66
123
67
31
68
30
69
116
Dearborn CBOC
Location Number
Number of Inventory Point (Bins/Scales)
1
330
Bellevue CBOC
Location Number
Number of Inventory Point (Bins/Scales)
1
235
Florence CBOC
Location Number
Number of Inventory Point (Bins/Scales)
1
222
Butler CBOC
Location Number
Number of Inventory Point (Bins/Scales)
1
347
Clermont CBOC
Location Number
Number of Inventory Point (Bins/Scales)
1
283
Georgetown CBOC
Location Number
Number of Inventory Point (Bins/Scales)
1
235
The Cincinnati VAMC already has some items that must be used up before new ones are purchased.
Installed equipment shall have a one-year full equipment replacement for defects or damage not caused by VA personnel. Install does not include disassembly of existing storage devices as the government will complete this.
ST # 3: The 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 current stock levels, recommended order points, average usage levels per item and ability to track medical supply usage per patient treated at the Cincinnati VAMC and its CBOC locations.
They will identify and 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, it will be displayed separately to easily identify. The bin due-ins and due-outs will automatically be removed when GIP due-in and due-outs are cleared . They shall have color-coded stickers for item identification based on standard color-coding system shown in attachment A.
The functionality minimal requirements are listed below:
A. Must be weight based
B. Easily calibrated and accurate
C. Provide real time visibility to our Secondary Inventory locations
D. Must be able to interface with GIP package in IFCAP
E. Must be capable of tracking, adjusting, and reporting comprehensive real time information pertaining to the inventory of a secondary location
F. It is imperative that depletion of stock triggers pick tickets based on PAR levels, Re-order points, and Emergency Stock Levels
G. Software needs to be intuitive and easy to train on
H. Software needs to be able to utilize multiple users with different levels of permissions
I. Reports generated by software need to be relevant to APICS Principles of Inventory Management
J. 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
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 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
ST # 4: 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. Training includes but is not limited to:
Adding items
Removing items
Assigning items
Weighing items
Editing Items
Troubleshooting
Reporting functions
Par Vision
Process definition
ST # 5: 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.
Government Furnished Equipment:
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.
Performance Monitoring:
Completion of the install will be verified by POC 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 POC monthly to address any unresolved issues. Any unresolved and/or continuous issues will be addressed to the Contracting Officer for corrective action.
Security Requirements:
Vendor owned software and/or program 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.
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 finger print analysis. Contractor employees shall obtain VA badge and wear on their person above their waist and visible at all times.
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.
Risk Control:
Contractor may be installing a supply storage and tracking system in an area under construction. Workers will need to be cognizant of staff movements, equipment and a plethora of activity during certain periods of the work day. Installation staff shall have no patient contact or access to sensitive patient information. The COTR will be available for risk intervention should the need arise.
Place of Performance:
Cincinnati VAMC
3200 Vine St
Cincinnati, OH 45240
Butler CBOC
1750 South Erie Highway
Hamilton, OH 45011
Clermont CBOC
4600 Beechwood Road
Cincinnati, OH 45244
Georgetown CBOC
474 Home Street
Georgetown, OH 45121
Bellevue CBOC
103 Landmark Drive
Suite 300
Bellevue, KY 41073
Florence CBOC
7310 Turfway Road
Suite 510
Florence, KY 41042
Dearborn CBOC
1600 Flossie Drive
Greendale, IN 47025
Period of Performance:
Installation shall begin no later than 30 days after contract award date. Installation shall be phased by locations. Installation and setup to be completed no later than 180 days after contract award date.
The warranty period will last one year from the day the system is installed and fully operational..