Weight-Based Automated Inventory Systems
This is a Request for Information Only, it is not a request for quotations or offers.
Network Contracting Office (NCO) 7 on the behalf of the Tuscaloosa VA Medical Center has developed this Request for Information (RFI)/Sources Sought Notice to solicit market research information from industry to assist the Government with analysis of a government requirement and provide commercial insight on performance-based solutions, best practices, possible contractual arrangements, and potential issues. This RFI is to determine the availability of businesses (preferably Service-Disabled and/or Veteran-Owned Owned) entities within the local and surrounding areas.
THIS IS A REQUEST FOR INFORMATION ONLY. It is not a Request for Proposal, a Request for Quotation, an Invitation for Bids, a Solicitation, or an indication that NCO 7 will contract for the items contained in the RFI/Sources Sought Notice. This RFI/Sources Sought Notice is part of a government market research effort to determine the scope of industry capabilities and interest, in accordance with Federal Acquisition Regulation (FAR) Part 15.201(e), response to this RFI / Sources Sought Notice are not offers and cannot be accepted by the Government to form a binding contract. Responses to this RFI / Sources Sought Notice are strictly voluntary and are considered as information only. The Government will not pay respondents for information provided in response to this RFI / Sources Sought Notice. Responses to this RFI / Sources Sought Notice will not be returned and respondents will not be notified of the result of the review. If a solicitation is issued, it will be announced a later date, and all interested parties must respond to that solicitation announcement separately from any response to this announcement. This RFI / Sources Sought Notice do not restrict the Government s acquisition on a future solicitation.
NCO-7, Tuscaloosa VA Medical Center is conducting market research for Weight Based Inventory Management System and seeking to replace an existing Free Standing Inventory Management Storage with a Weight Based Inventory Management System, including support services, to ensure proper storage of medical and surgical products. This requirement shall be performed at the Tuscaloosa VA Medical Center located in Tuscaloosa Alabama.
The Contractor shall furnish all personnel, materials, tools, and equipment necessary to perform the task in accordance with the schedule and to comply with all guidelines established by Federal, State, County and local laws and ordinances.
The Government requests interested parties submit a written response to this notice which includes:
1. Company Name.
2. Company UEI number.
3. Company points of contact, mailing address, and telephone number(s), and website address
4. Name, telephone number, and e-mail address of a company point of contact who has the authority and knowledge to clarify responses with government representatives.
5. Date submitted.
6. Applicable company GSA Schedule number or other available procurement vehicle.
7. Business Size Standard of Company (i.e., small business, 8(a), woman owned, veteran owned, Native American owned, etc.)
8. System for Award Management (SAM) registration status. All respondents must be registered in the System for Award Management (SAM) located at https://www.sam.gov/ .
Submission Instructions: Interested parties who consider themselves qualified to provide the requested supply/services are invited to submit a response to this Sources Sought Notice by March 13, 2023, 9:00am Eastern Standard Time. All responses under this Sources Sought Notice must be emailed to darius.crane@va.gov please place in the subject line of your email response 36C24723Q0400 WEIGHT BASED INVENTORY MANAGEMENT SYSTEM .
PERFORMANCE WORK STATEMENT
WEIGHT BASED INVENTORY MANAGEMENT SYSTEM
GENERAL INFORMATION: Department of Veterans Affairs Medical Center (VAMC) Tuscaloosa, Alabama is seeking to replace existing free standing inventory management storage with a weight-based inventory system to ensure proper storage of medical and surgical products. Contractor will provide all supervision, tools, materials, supplies, equipment, and labor to perform the work.
TITLE OF PROJECT: Weight-Based Automated Inventory Systems
SCOPE OF WORK: The contractor will provide all supervision, labor, tools, materials, supplies, equipment, licensing, support, and software/hardware to install and maintain a weight-based inventory system that detects and transmits real-time information into the Government owned Generic Inventory Package (GIP), via VISTA/IFCAP access. The weight-based system must also be complaint with the Defense Medical Logistics Standard Support (DMLSS).
LICENSING: One-year license agreement during the base year of the purchase order for use of the weight-based inventory systems 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. Per FAR 12.212, commercial computer software or commercial computer documentation shall be acquired under licenses customarily provided to the public to the extent such licenses are consistent with Federal law and otherwise satisfy the Government s needs.
SUPPORT: Support to include continuous monitoring by means of a minimum of four (4) 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. After initial 12-month period of performance, the Contractor shall provide a continuation of the support and maintenance activities.
GLOSSARY / DEFINITIONS:
The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply.
FAR
Federal Acquisition Regulation
VAAR
Veterans Administration Acquisition Regulation
NEMA
National Electrical Manufacturers Association
NEC
National Electric Code
ANSI
American National Standards Institute
NAAMM
National Association of Architectural Metal Manufacturers
AWS
American Welding Society
ASTM
American Society for Testing and Materials
UL
Underwriters Laboratories, Inc.
SCA DOL Website
Service Contract Act (SCA) Directory of Occupations (Fifth Edition) https://beta.sam.gov
Federal, State, Local, Industry, Manufacturer
All applicable federal, state, local, and industry: laws, codes, policies, procedures, standards, manufacturer s specifications, and any other applicable doctrine for the intended performance of the equipment specified.
Glossary Acronyms used in this Performance Work Statement are referenced below:
CBOC Community Based Outpatient Clinic
CO Contacting Officer
COR Contracting Officer Representative
ACOR Alternate Contracting Officer Representative
EST Eastern Standard Time
GIP Generic Inventory Package
IFCAP Integrated Funds Distribution Control Point Activity, Accounting &
Procurement
PAR Periodic Automatic ReplenishmentÂ
POC Point of Contact
PWS Performance Work Statement
QASP Quality Assurance Surveillance
VA Veterans Affairs
VAMC Veterans Affairs Medical Center
VISTA Veterans Health Information Systems and Technology Architecture
PERFORMANCE MONITORING:
Completion of the install will be verified by COR 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 COR monthly to address any unresolved issues. Any unresolved and/or continuous issues will be addressed to the Contracting Officer for corrective action.
Performance Indicators
PWS Ref
Performance Measure
Acceptable Level of Quality
Method of Assessment
Incentive
Successful completion of Specific Tasks
ST#1, ST#2, ST#3, ST#4, ST#5
On time completion
90%
Direct observation and periodic inspection
Positive Past Performance
Successful completion of training
ST#$
On time completion
100%
Direct Observation and Periodic Inspection
Positive Past Performance
Support Services
ST5
Customer Service
95%
Random and periodic sampling
Positive Past Performance
PERFORMANCE REQUIREMENT:
A Contracting Officer Representative and Alternate Contracting Officer Representative shall be delegated to this procurement. Scheduling and coordination of all work performance shall be arranged through the designated COR/ACOR assigned.
In no event is the COR empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR s authority are to ensure that the Contractor performs the technical requirements of the contracted services, and to notify the Contracting Officer of any deficiencies observed.
A kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR shall be conducted.
HOURS OF SERVICE: Work is to be done between the hours of 8:00a.m. and 4:30p.m., Monday through Friday, excluding holidays.
Federal Holidays
New Year s Day January 1st
Martin Luther King s Birthday 3rd Monday in January
President s Day 3rd Monday in February
Memorial Day Last Monday in May
Juneteenth June 19th
Independence Day July 4th
Labor Day 1st Monday in September
Columbus Day 2nd Monday in October
Veteran s Day November 11th
Thanksgiving Day Last Thursday in November
Christmas Day December 25th
INSTALLATION: Installation will be performed during the working hours of 8:00am thru 4:30pm, Monday through Friday. Work at the government site shall not take place on Federal holidays or weekends unless coordinated with the Contracting Officer Representative (COR). The Contractor must notify the Facility s point of contact or COR for coordination of any required access to additional work areas. Contractor(s) will need to obtain an Identification Badge which shall be worn at all times while on station. After all work is completed, the Contractor must notify the facility s POC or COR of completion. A verbal or written status report will be provided to the COR following the completion of the workday as determined by the COR.
ACCESS: 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
SPECIFIC TASKS (ST):
ST# 1: Provide a licensing solution that has the ability to interface the Weight-based System with the VA s GIP system in real time for reporting purposes. The interface must comply with all VA security regulations and shall be available at no additional cost to the Government.
ST# 2: Provide and install Weight-Based Automated Inventory system at the following locations (to include all bins, scales, and accessories):
Inventory Point Locations: 31
679-XRAY/RADIOLOGY BLD 135 SECONDARY
679-LABÂ BLD 135 SECONDARY
679-ACUTE1/3WEST BLD 137Â Â Â Â Â Â Â Â Â Â Â Â Â Â SECONDARYÂ Â Â Â Â Â
679-EAGLES COVE BLD 61 SOUTHÂ Â Â Â SECONDARYÂ Â Â Â Â Â
679-FREEDOM HALL BLD 61 NORTHÂ Â Â Â Â Â Â Â Â Â Â Â SECONDARYÂ Â Â Â Â Â
679-PATRIOT POINT BLD 61 WESTÂ Â Â Â Â Â Â Â Â SECONDARYÂ Â Â Â Â Â
679-PRIMARY CARE CLINIC BLD 38Â Â Â Â Â Â Â Â SECONDARYÂ Â Â Â Â Â
679-SPS OPERATIONALÂ Â Â Â Â Â Â Â Â Â Â Â Â Â SECONDARYÂ Â Â Â Â Â
679-DENTAL BLD 1Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â SECONDARYÂ Â Â Â Â Â
679-SPECIALITY CLINICS BLD 1Â Â Â Â Â Â SECONDARYÂ Â Â Â Â Â
679-HOME BASED PRI CARE BLD Â Â Â Â Â Â Â Â Â Â Â Â Â SECONDARYÂ Â Â Â Â Â
679-4S/ PRRTP(REHAB) BLD 137Â Â Â Â Â Â Â Â SECONDARYÂ Â Â Â Â Â
679-DISASTER CART SECONDARYÂ Â Â Â Â Â
679-SELMA CBOCÂ Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â SECONDARYÂ Â Â Â Â Â
679-2 WEST/ VALOR BLD 137Â Â Â Â Â Â SECONDARYÂ Â Â Â Â Â
679-ACUTE2/3SW BLD 137Â Â Â Â Â Â Â SECONDARYÂ Â Â Â Â Â
679-COTTAGE1Â BLD 146Â Â Â Â Â Â Â Â Â SECONDARYÂ Â Â Â Â Â
679-WOUND CAREÂ Â Â Â Â Â Â Â Â Â Â Â Â Â Â SECONDARYÂ Â Â Â Â Â
679-MHRRTP/2ND FLOOR BLD 137Â Â Â Â Â Â Â SECONDARYÂ Â Â Â Â Â
679-CAMELIA HOUSE-BLDG 147Â Â Â Â Â Â Â Â SECONDARYÂ Â Â Â Â Â
679-AZALEA HOUSE - BLDG 149Â SECONDARYÂ Â Â Â Â Â
679-SPD CLINICÂ Â Â Â Â Â Â Â Â Â Â Â Â Â SECONDARY
679-GRACE HALL 137 3 EAST SECONDARY
679-BUILDING 135 ROOM G39 SECONDARY
679-BUILDING 135 SPECIALTY CLINIC RM 30 SECONDARY
679-##Environmental    PRIMARY
679-C-DENTALÂ Â Â Â Â PRIMARY
679-C-LABORATORYÂ Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â PRIMARY
679-C-MEDICAL SURGICALÂ Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â PRIMARY
679-C-PROSTHETICSÂ Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â PRIMARY
679-NC-ENGINEERINGÂ Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â PRIMARY
679-##AMMUNITIONÂ Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â PRIMARY
679-##C-Medical Surgical                    PRIMARY
ST# 3: The Weight-Based Automated 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 the following:
Minimum current stock levels.
Recommended order points.
Average usage levels per item.
Verify any out of balance on hand quantities and values.
Accounting for any due out or due ins.
The functionality minimal requirements are listed below:
Must be weight based.
Easily calibrated and accurate.
Provide real time visibility to all Secondary Inventory locations.
Must be able to interface with GIP package in IFCAP.
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 pick tickets 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 permissions.
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.
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
Installed equipment shall have a one-year warranty (full equipment replacement) for defects or damage not caused by VA personnel. Installation does not include disassembly of existing storage devices.
All work performed shall be accomplished in accordance with the manufacturer s instructions including, but not limited to, adjustments, calibrations, cleaning, lubrication, testing, disassembly, inspection, replacement of worn or defective parts, etc., required to keep the equipment in operating condition. Contractor s maintenance of the equipment must satisfy all requirements as set forth by the manufacture.
Contractor must ensure all trash and debris is removed from site after work is completed.
COMPLETION AND MONITORING:
Completion of the installation and functionality shall be verified by COR. Functionality and accuracy of the installed equipment shall 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 four (4) times every twenty-four (24) hours.
Contractor support to be provided for any defects or functionality problems by contacting Contractor via email or telephone within time frames designated under 4.0 and 5.0.
The Contractor shall meet (e.g., in person, telephonic, or other means agreed upon) with the COR monthly to address any unresolved issues. Any unresolved and/or continuous issues shall be addressed to the Contracting Officer for corrective action.
OPERATION AND WARRANTY:
If a problem occurs and is covered under warranty, Contractor shall coordinate with the respective manufacturer to correct the fault. Those faults that occur that the Contractor can identify may be corrected by the installing Contractor. Any fault covered under warranty and requiring coordination with the manufacturer for technical support/replacement parts shall be closely managed/supervised by the Contractor to ensure prompt action.
Any damage, fault or other malfunction resulting from workmanship, manufacturing defect or any other fault/failure covered by a manufacturer s warranty shall be corrected by the installing Contractor. Any correction that shall require coordination with manufacturer for replacement parts related to warranty coverage shall be coordinated by or managed by the Contractor.
Any fault/failure or damage resulting from actions/incidents which falls outside of workmanship or warranty coverage specifications may be corrected by the Contractor at the direction and expense of the VA. Any such failure shall be noted on an Inspection Report and specifically addressed with the COR.
PARTS REQUIREMENT:
Only new, standard parts shall be furnished by the Contractor. All parts shall be of the manufacture and have versatility to be installed at the facility with as little structural augmentation as possible.
All newly installed equipment and parts become the property of the Government. Replaced parts are to be disposed of legally by the Contractor in accordance with industry standards.
DELIVERABLES REQUIREMENT:
A written Status Report shall be provided to the COR following the completion of each workday via electronic email to the COR.
A detailed Maintenance Report shall be provided following each visit for repair or maintenance.
CONTRACTOR PERSONNEL QUALIFICATIONS:
The Contractor shall provide personnel capable of performing the installation of all components as well as general instruction on the operation immediately after installation. Additionally, all personnel shall be subject to a Government specified background investigation prior to working with Personally Identifiable Information.Â
The Contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the specifications and requirements.
The position sensitivity for this effort has been designated as Low Risk and the level of background investigation is a National Agency Check with Written Inquiries.
All personnel shall be U.S. Citizens. The Contractor shall coordinate with the COR for all Security Issues.
The work history of each Contractor employee shall contain experience directly related to the task and functions he/she is intended to perform for this service. The Government reserves the right, during the life of the resulting contract, to request work histories on any Contractor employee for the purposes of verifying compliance with the above requirements; additionally, the Government reserves the right to review resumes of Contractor personnel proposed to be assigned. Personnel assigned to, or utilized by, the Contractor in performance of work shall be fully capable of performing the requirements in an efficient, reliable, and professional manner.
The Contractor s Project Manager is a Key Person. Any changes to the Contractor key personnel shall be approved to be working on the project by the Government within five (5) business days of any change in the key personnel originally assigned.
Â
IDENTIFICATION REQUIREMENT:
Government Badges. The COR/ACOR shall coordinate the issuance of required access badges assigned to Contractor personnel. Contract personnel shall wear laminated identification badges provided by the Government at all times when performing. Badges shall be worn on the outer garment, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.
Government issued identification badge remains the property of the Government and shall be returned to the issuing office or other designated Government personnel upon transfer of Contractor employees from the contract.
Contractor Badges. Notwithstanding the requirement to wear a Government furnished badge, Contractor personnel shall also wear a laminated Contractor identification badge at all times when performing services under this Contract, including when on Government directed travel. The badge shall contain a personal picture, name of employee, and Contractor's name. Badges shall be worn on the outer garment attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.
GOVERNMENT FURNISH EQUIPMENT:
The VAMC shall furnish a server, laptop, and desktop computer for installation of Contractor owned software and related programs need to make the installed equipment operational.
AUTHORIZED SERVICES:
The services authorized is installation, inspection, and general instruction of the new medical storage carts. Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. Contractor is cautioned that only the Contracting Officer may authorize additional services or repairs and reimbursement will not be made unless this prior authorization is obtained.
DISCONTINUANCE OF SERVICE:
The Government reserves the right to terminate service on individual systems with a thirty (30) calendar day written notice to the Contractor with payment to be prorated.
SUBCONTRACTING REQUIREMENT:
Due to the complexity of the services required herein, subcontracting will not be permitted without prior written approval by the Contracting Officer.