Bid Opportunity: DH01--DC Automated Inventory Hospital and CBOC Supply System RFI

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DH01--DC Automated Inventory Hospital and CBOC Supply System RFI

Category: D - Automatic Data Processing and Telecommunication

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Bid Details

Type:   Bid
Agency Type:   Federal
State:   Maryland
Date Entered:   02/04/2023
Due Date:   02/23/2023
Description:   Page 3 of 3THIS REQUEST FOR INFORMATION IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.This is a Request for Information (RFI), this is not a Request for Quotes (RFQ) or Request for Proposals (RFP). No formal solicitation document exists at this present time. This is not a solicitation announcement. The purpose of this Sources Sought notice is for market research to gain knowledge of potential vendors qualified under NAICS 541519 Other computer related PSC DH01 IT/telecom with a NAIC size standard of employees for the Washington DCVAMC. Responses to this Sources Sought notice will be utilized by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought notice, a solicitation announcement may or may not be published in FedBizOpps (FBO) or GSA ebuy.REQUESTED INFORMATIONIf Vendor is interested and capable, and can provide the required service, please provide the requested information as indicated below: Responses to this Sources Sought notice shall also include: company name, address, point of contact, Sam Uei size of business:Is this item open market? Is this item on a GSA/NAC/SAC/VA FSS contract?Provide business size status and representations for the above NAIC and PSC code.Does vendor have equal product?If equal product, provide Product brichsure, specification sheet, warranty, part number, software requirement, manufacturer name.Is software compatible and approved by VA IT.SOW:Contract Title. Weight Based Inventory Management System for Washington DC Medical Facility Background Historically, the Washington DC Medical Facility 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 leaderships along with the VISN 5 Logistics team 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 To install a automated weight-based inventory management system at the Washington DC Medical Facility and CBOCs that are identified below ensure system is fully operational, and fully train staff to be knowledgeable on the use of the new system.Period of Performance 1 yearTasks Place of performance-Installation. To supply and install scales and bins at the Washington DC Medical facility and CBOC locations: Washington DC Medical Center50 Irving Street, NorthwestWashington, DC 20422-0001 Charlotte Hall VA Clinic29640 Three Notch RoadCharlotte Hall, MD 20622-3244 Fort Belvoir VA Clinic9300 Dewitt LoopFort Belvoir, VA 22060-5285 Franklin Street VA Clinic1500 Franklin Street Northeast, Community Resource & Referral Center (CRRC)Washington, DC 20018-2000 Lexington Park VA Clinic45870 East Run Drive, East Run Center, Suite 300Lexington Park, MD 20653-2383 Montgomery County VA Clinic15810 Gaither Drive, Shady Grove Development Park, Suite 130Gaithersburg, MD 20877-1429 Southeast Washington VA Clinic820 Chesapeake Street, SoutheastWashington, DC 20032-3428 Southern Prince George s County VA Clinic5801 Allentown Road, Suites 104 and 106Camp Springs, MD 20746-4563The 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 Washington DC Medical Facility and various locations identified in attachment A. The PAR Bin System will be interfaced with GIP. The primary purpose of the interface is to identify out of balance on-hand quantities and values between GIP and the PAR bins system.PAR BINS 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. PAR bin due-ins and due-outs will automatically be removed when GIP due-in and due-outs are cleared .PAR BINS shall have color-coded stickers for item identification based on standard color-coding system.The functionality of the PAR BIN System is listed below.Essential/significant physical, functional, or performance characteristics. Washington DC Medical Facility is in need of an Inventory Point of Use (POU) System. 1. The POU system must have the following salient characteristics: Must be weight based Easily calibrated and accurate Provide real time visibility to Washington DC 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.2. Complete generic identification: Weight based Inventory Supply Chain Solution3. Applicable model/make/catalog number: PAR Express weight-based automation by PAR Excellence4. Equipment Status - Communication about system status including system failures5. Materials Management Status Open OrdersEmergency/Critical Item LevelNegative Quantities on-HandItem LocatorCustomer Item RequisitionPar Level AnalysisCurrent Levels Level recommendations by cost and usage demand SKU reduction recommendationsItems over par levelStock outs and critical hits Par level value over timeConsumptionAverage monthly usageConsumption analysis including timeConsumption deviationConsumption over timeReportsActivity detail (sales, receipts, adjustments, etc) to include time inventory on hand changedQuantity on-hand Value on-handDepartment transactionsCycle count sheetOut of balance with GIP - on hand Due-insDue outsIssue multiple discrepancy between GIP and Par BinEmergency levelsOrdersExisting ordersOrder previewItemsItem master Item historyItem classification Reconciliation historyMost recent recon per itemInstalled 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 One-year license agreement for use of Inventory Management System and related support, commencing from date system is 100% accepted date. 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 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.On-Site StaffVendor will provide on-site staff member for maintenance and optimization of the Par Excellence hardware and software at the Customer location( Services ). Contractor shall provide on-site representative support to the Washington DC VA Medical Center for 89 man weeks to support on-site operations once the weight-based inventory management system is installed. The duties for this employee shall include the following: Overseeing the day-to-day management of the PAR Bins system at the Medical Center and CBOCs. Daily Maintenance of the PAR Bins system to include:o Checking the status reports and resolving issueso Adding or deleting itemso Working with PAR Excellence Technical Support to resolve any system issues Using available reports to identify opportunities to optimize PAR levels to best serve the customer. Make recommendations for PAR level changes and work in collaboration with SCM and the clinical departments to execute agreed upon changes. Providing analytical support of the PAR Excellence system for Washington DC VA Medical Center SCM team. Analyzing and presenting opportunities for supply chain efficiencies and savings, included, but not limited to:o Spend reductiono Inventory reductiono Labor reduction In collaboration with Washington DC VA Medical Center s SCM leadership team, developing project plans to achieve agreed upon opportunities Educating new users of the system in collaboration with the PAR Excellence Technical Training Manager. Other duties and responsibilities may be assigned at the discretion of Washington DC VA Medical Center s Supply Chain Management staff.Hardware and Software InstallInstall on 5 (five) VA owned desktop or laptop computer the program and softwarepackage used to add, delete and edit items stored in the bins/platforms in order to manage inventory items and levels at each designated facility location.Install software on 5 (five) 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 definitionOperator Training The Contractor shall provide initial end-user, super-user, supervisor, and leadership training for the installed system at the Washington DC Medical Facility. 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 workingAcceptance TimelineThe contractor shall complete all work necessary for the set-up, installation, implementation, and final acceptance of the system at the required each location within the contract period of performance. Performance MonitoringCompletion 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 RequirementsThe 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. WASHINGTON DC 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 Washington DC Medical Facility 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, Washington DC Medical Facility is 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 Washington DC Medical Facility 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 ControlEmployees 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. Delivery Schedule. Installation shall begin no later than 30 days after contract award date. Installation shall be phased by locations. Installation, setup, turn-key system to be completed within the contract Period of Performance. LINE ITEM:CLIN#Part Number#Item DescriptionQTY EA PriceTotal Cost PAR Excellence Software License Fees1NOTESAll Capability Statements/Responses to this Sources Sought notice shall be submitted via email only to Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted in response to this Sources Sought notice. Responses to this Sources Sought notice must be received no later than 2/23/23 at 1:00 p.m. (Eastern Standard Time). This Sources Sought notice is to assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought notice.DISCLAIMERThis Request for Information (RFI) is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI.Please reference the following in your email subject line: 36C24523Q0276 Sources Sought Notice Response End of Notice
245-NETWORK CONTRACT OFFICE 5 (36C245) Department of Veterans Affairs Medical Center 21090 8849 International Drive Suite 215 LINTHICUM MD 21090,, Phone, Email
RFP Number:   36C24523Q0276
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