VISN Point of Contact (POC). Name: Marie Kurtenbach Section: VISN 23 Acquisition Utilization Specialist (AUS) Address: 2805 Dodd Road Suite 250 Eagan, MN 55121 Phone Number: 605-381-5016 E-Mail Address:
[email protected] Contract Title. Weight Based Inventory Management System for VISN 23 Medical Facilities Scope To install a weight-based inventory management system at VISN 23 Medical Facilities (St. Cloud, Fargo, Sioux Falls, Nebraska-Western Iowa, Central Iowa, Iowa City, Black Hills, Minneapolis and CBOC’s) that are identified in Section 5, ensure system is fully operational, and fully train staff to be knowledgeable on the use of the new system. Specific Tasks Installation. To supply and install scales and bins at the following VISN 23 Medical facilities per attachment A The weight-based 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 level, recommended order points, average usage levels per item and ability to track medical supply usage per patient treated at VISN 23 Medical Facilities and various locations identified in attachment A. The Weight-Based Inventory Management System will be interfaced with Generic Inventory Package (GIP). The vendor will be responsible for the interface. The primary purpose of the interface is to identify out of balance on-hand quantities and values between GIP and the Weight-Based Inventory Management System. Weight-Based Inventory Management System will identify any 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. PAR bin due-ins and due-outs will automatically be removed when GIP due-in and due-outs are “cleared”. Weight-Based Inventory Management System shall have color-coded stickers for item identification based on standard color-coding system shown in attachment A. The functionality of the Weight-Based Inventory Management System is listed below. Essential/significant physical, functional, or performance characteristics. VISN 23 Medical Facilities (Fargo, St. Cloud and Sioux Falls) are in need of an Inventory Point of Use (POU) System. The POU system must have the following salient characteristics: Must be weight based Easily calibrated and accurate Provide real time visibility to VISN 23 Primaries & Secondaries Inventory locations Must be able to interface with DMLLS and 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 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. 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 Level 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 Installed equipment shall have a one-year full warranty for equipment commencing from date system is 100% accepted date from defects or damage not caused by VA personnel. Install does include disassembly of existing storage devices. Licensing Perpetual license agreement for use of Weight-Based Inventory Management System and related support, commencing from date system is 100% accepted date. The licensing does not require renewal. 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. GOVERNING LAW : Federal law and regulations, including the Federal Acquisition Regulations (“FAR”), shall govern this Contract/Order. Commercial license agreements may be made a part of this Order but only if both parties expressly make them an addendum. If the commercial license agreement is not made an addendum, it shall not apply, govern, be a part of or have any effect whatsoever on the Order; this includes, but is not limited to, any agreement embedded in the computer software (clickwrap) or any agreement that is otherwise delivered with or provided to the Government with the commercial computer software or documentation (shrinkwrap), or any other license agreement otherwise referred to in any document. If a commercial license agreement is made an addendum, only those provisions addressing data rights regarding the Government’s use, duplication and disclosure of data (e.g., restricted computer software) are included and made a part of this Order, and only to the extent that those provisions are not duplicative or inconsistent with Federal law, Federal regulation, the incorporated FAR clauses and the provisions of this Order; those provisions in the commercial license agreement that do not address data rights regarding the Government’s use, duplication and disclosure of data shall not be included or made a part of the Order. Federal law and regulation, including without limitation, the Contract Disputes Act (41 U.S.C. §601- 613), the Anti-Deficiency Act (31 U.S.C. §1341 et seq.), the Competition in Contracting Act (41 U.S.C. §253), the Prompt Payment Act (31 U.S.C. §3901, et seq.) and FAR clauses 52.212-4, 52.227-14, 52.227-19 shall supersede, control and render ineffective any inconsistent, conflicting or duplicative provision in any commercial license agreement. In the event of conflict between this clause and any provision in the Order or the commercial license agreement or elsewhere, the terms of this clause shall prevail. Claims of patent or copyright infringement brought against the Government as a party shall be defended by the U.S. Department of Justice (DOJ). 28 U.S.C. § 516. At the discretion of DOJ, the Contractor may be allowed reasonable participation in the defense of the litigation. Any additional changes to the Order must be made by order modification (Standard Form 30). Nothing in this Order or any commercial license agreement shall be construed as a waiver of sovereign immunity. Support 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. This is included in the first year of licensing. Hardware and Software Install 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. 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 Operator Training The Contractor shall provide initial end-user, super-user, supervisor, and leadership training for the installed system at each location. The Contractor shall provide materials designed to facilitate continued internal training by VHA personnel throughout the lifecycle of the system (i.e. train-the-trainer). The training shall be tailored (as required) for each location(s) installation and implementation. A training plan shall be submitted by the contractor no later than ten (10) days after date of award. Training shall include, but not be limited to: Adding items to an inventory Removing items from an inventory Assigning items Editing items Troubleshooting Reporting functions Future/upcoming enhancements Swapping Scales and making sure they are working Acceptance Timeline The contractor shall have 364 days from the notice to proceed to complete all work necessary for the set-up, installation, implementation, and final acceptance of the system at the required locations. 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. 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 The Contractor will be responsible for ensuring compliance by its employees with the security regulations of the Veterans Administration’s (VA’s) work is performed under this contract. The information obtained in the performance of this contract is considered to be confidential and must not be revealed to anyone who is not authorized to know. Portions of information disclosed during the performance of this contract are protected by the provisions of the Privacy Act of 1974; therefore, all personnel assigned to this Contract are required to take proper precautions to protect the information from disclosure. Commitment to Protect Sensitive Information. The Contractor and its employees shall not release, publish, or disclose sensitive information to unauthorized personnel, and shall protect such information in accordance with provisions of 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records) and any other pertinent laws and regulations governing the confidentiality of sensitive information. Computer security is a vital part of patient rights and privacy. All computer information from the VA is considered sensitive and shall not be disclosed to anyone by the Contractor, or its employees. The Contractor and its employees shall follow all VA computer security guidelines. Violation of this policy could result in the federal prosecution of the individual(s) involved. All Contractor personnel performing services under this contract must complete a confidentiality certification. Vendor owned software and/or program (PAR Excellence) to be installed on VA owned server, laptop and desktop computer. Other access to vendor website and programs (PAR Vision) will be permitted by vendor from any desktop computer using the World Wide Web. Contractor personnel performing installation may be required to complete a Department of Veterans Affairs security screening. The Contractor shall conduct their own background checks on their employees prior to ensure suitability of performance under this contract prior to the employee’s start date. Once contracted staff have started the background check they shall be fingerprinted at the VA prior to start date. Contractor will have background check completed or show proof of background check completed no longer than one (1) year ago, from date of award upon request, the Contractor shall provide documentation to the Contracting Officer or Contracting Officer’s Representative (COR) of these completed background check. All Contractor personnel shall obtain contractor badges from the PIV office (VA Police Department) and shall always display/wear the Contractor’s badge All contractors shall not enter the work area without the appropriate badge. VISN 23 MEDICAL FACILITY SCM staff will facilitate/provide a sponsor. Contractors may be subject to inspection of their personal effects when entering or leaving the work area. The VISN 23 Medical Facilities will provide the vendor/contractor with expendable medical supply information required to populate the inventory system and computer files for intended use. With respect to data analysis, reporting, and programming services, VISN 23 Medical Facilities are responsible for their selection to achieve the intended results. No access will be required or requested to sensitive patient information. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). The VISN 23 Medical Facilities will furnish a server, laptop and desktop computer for installation of vendor owned software and related programs need to make the installed equipment operational. Server Operating System must be 2016 and Workstations Window 10. Other Pertinent Information or Special Considerations. Identification of Possible Follow-on Work. Service agreements and license agreements will be maintained and purchased after initial one-year warranty is no longer effective. Risk Control 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 fingerprint analysis. Contractor employees shall obtain VA badge and wear on their person above their waist and visible at all times. 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 workday. Installation staff shall have no patient contact or access to sensitive patient information. COR will be available for risk intervention should the need arise. Places of Performance – Installation and setup to be completed no later than 364 days after contract award date at the locations and addresses indicated. Delivery Schedule. 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 364 days after contract award date. Facility Address Fargo VAMC 2101 Elm Street, Fargo, ND 58102 - 2417 St. Cloud VAMC 4801 Veterans Dr., St. Cloud, MN 56303 - 2015 Minneapolis VAMC One Veterans Dr., Minneapolis, MN 55417 - 2309 Central Iowa VAMC 3600 30th St., Des Moines, IA 50310 – 5733 Iowa City VAMC 601 Highway 6, Iowa City, IA 52246 - 2208 NWI Omaha VAMC 4101 Woolworth Ave., Omaha, NE 68105-1850 Sioux Falls VAMC 2501 W. 22nd St., Sioux Falls, SD 57105 - 1305 Black Hills VAMC 113 Comanche Rd, Fort Meade, SD 57741 – 1002 See attached document: SCHEDULE.