Weight Based Inventory System

The Department of Veterans Affairs, specifically the Oklahoma City VA Health Care System, is seeking to procure a Weight Based Inventory System to replace their current labor-intensive cycle counting method for monitoring supply closet inventory levels. The system will be implemented at the Wichita Falls VA Medical Center in Texas and must include hardware installation of scales and bins, web-based software with unlimited user access, real-time inventory tracking capabilities, and integration with the Generic Inventory Package (GIP). Key requirements include comprehensive reporting features, consumption analysis, order point recommendations, and a web-based program with automatic software upgrades and continuous remote monitoring. The contractor must provide support with guaranteed response times within 24 hours of problem notification and maintain system accuracy to reduce staff workload and improve patient care delivery. This pre-solicitation notice was posted on July 30, 2025, with responses due by August 8, 2025, providing potential contractors with a brief nine-day window to prepare their submissions.

This opportunity is designated as a Total Small Business set-aside, restricting competition to qualified small business entities. The contract includes a one-year equipment replacement warranty for all hardware components and a one-year license agreement for the software platform. The Statement of Work emphasizes the need for immediate implementation to address current inefficiencies where inaccurate counts force staff to frequently travel to the primary supply location in the hospital basement, disrupting workflow during periods of high patient loads or staffing shortages. The system must provide unlimited user access and comprehensive training to ensure successful adoption across the medical facility. No specific contract value or incumbent contractor information is provided in the pre-solicitation documentation, though the scope suggests a substantial investment in both hardware and software components to modernize the facility's entire supply chain management approach.