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FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 27, 2017 FBO #5544
DOCUMENT

R -- Medical Equipment Inventory - Ann Arbor VA. Wall to Wall Inventory - Attachment

Notice Date

1/25/2017
 

Notice Type

Attachment
 

NAICS

541614 — Process, Physical Distribution, and Logistics Consulting Services
 

Contracting Office

Department of Veterans Affairs;Ann Arbor Healthcare System;Network Contracting Office 10;2215 Fuller Road;Ann Arbor MI 48105
 

ZIP Code

48105
 

Solicitation Number

VA25017N0259
 

Response Due

1/30/2017
 

Archive Date

4/30/2017
 

Point of Contact

Christopher Gundy
 

E-Mail Address

2-7168<br
 

Small Business Set-Aside

N/A
 

Description

The Department of Veterans Affairs, Network Contracting Office 10, 24 Frank Lloyd Wright Drive, Lobby M, Suite 2200, Ann Arbor, MI 48105, intends to solicit offers for Inventory Management Services for comprehensive medical equipment inventory. Contract will be for the period from Date of Award through one year with four (4) option years in strict accordance with terms, conditions and provisions of the contract solicitation, NAICS Code 541614. Contractors that can provide this requirement and meets the requirements below are requested to send their 1. Company Name, 2. DUNS number, 3. Business size under NAICS 541614, and 4. If the item(s) are available on a FSS contract or not and the FSS contract number if it is available on contract, 5. Notification if they are a VETBIZ registered VOSB/SDVOSB or not. This is not a solicitation. This is a Request for Information, Sources Sought. This Sources Sought will close on 01/30/2017 at 12PM EDST. Please e-mail all responses to christopher.gundy@va.gov. Statement of Work Scope Contractor shall furnish all labor, materials, equipment, supervision, and travel to perform a comprehensive fixed equipment inventory / bar code scan (physical inventory) of equipment for the VA Ann Arbor Healthcare System in Ann Arbor, MI (VAMC) and all supporting locations (See Attachment A). In addition, the contractor shall compare the wall-to-wall equipment inventory data found in FY2016 against the new FY2017 data findings to validate the inventory efforts in FY2017 and to ensure equipment accountability processes and procedures are in place. There shall be an estimated total of 30,000-35,000 items to be scanned each year with-in 10 business days. The inventory service shall commence February 27, 2017 and be completed by March 10, 2017 for the base year with an additional 4 option years through FY21. Dates: Base Year- February 2017-September 2017 Option Year 1- October 2017-September 2018 Option Year 2- October 2018-September 2019 Option Year 3- October 2019-September 2020 Option Year 4- October 2020-September 2021 Evaluation factor is based on past performance to weigh in greater than cost. Contractor Responsibilities Contractor shall provide at least five and no more than seven as requested, to use their equipment scanners to inventory all assets that have barcodes within all of the locations. Contractor shall provide own equipment for scanning purposes including portable laptops and scanners. Contractor shall train all contracted staff, in advance, related to the contract requirements, specific procedures to be followed and programming tools. Contractor shall comply with VAMC security and access requirements. Contractor shall gather inventory data accurately and comprehensively throughout the performance of the contract. Data shall be reconciled to the VAMC AEMS/MERS database this database is an Electronic Equipment Data System that records the status of inventory. Reconciliation is a checks and balance performance. Contractor shall perform a detailed, thorough, and comprehensive quality control analysis and final review of all data fields and equipment inventoried. Contractor shall manage the onsite inventory process and escalate potential data collection or site access issues to the VAMC Facility Contract Lead for timely resolution. Contractor shall assure un-reconciled equipment listings (Equipment "In Use" according to the AEMS/MERS electronic equipment database) are appropriately disseminated to the Facility Contract Lead. Contractor shall review items inventoried to determine what equipment still needs to be found. Contractor shall identify a plan with Facility Lead to revisit identified locations with missing equipment. Contractor shall create Final Deliverables according to the format and content agreed upon (see Attachment G) and review the contract results with VAMC Contract Leads to assure an overall understanding of the results that are generated at each location in this contract. Contractor shall assist Ann Arbor property staff with deploying RFID passive tags on equipment identified as missing an RFID passive tag. Equipment Equipment IN SCOPE: Equipment "In Use in the AEMS/MERS Electronic Equipment Database (See Attachment B) Equipment NOT IN SCOPE: Equipment with a use status of Loaned, Lost, Out of Service, Storeroom or Turned-In the AEMS/MERS electronic Equipment Database (See Attachment C). Inventory Process Contractors shall be responsible for communicating and coordinating with the VAMC Facility Contract Lead to establish the inventory procedures for each building/area (i.e. timing & readiness). Contractor shall scan the bar code label from each in-scope piece of equipment or manually enter the bar code number sequence on the scanner, if necessary. Contractor shall scan all VAMC equipment with the appropriate EE prefix tags that is identified throughout the designated locations. Contractor shall monitor required fields for completion after scanning. Should field be blank, contractor shall fill in information, as appropriate. Contractor shall monitor daily the equipment inventoried to ensure appropriate in-scope equipment is scanned. A scan of all bar codes labels utilizing a barcode scanner shall include the following tasks: Scan and electronically record the unique ID on each piece of equipment. Manually enter the unique ID when electronically unreadable on paper. Capture equipment data for all in-scope equipment found without a bar code ID. Place a FY16 tag on the equipment marking it as inventoried. Items found without a bar code or found unreadable and/or illegible shall require Contractor to apply a generic bar code label and collect pertinent information regarding the equipment. Pertinent equipment information includes the following: Room Location Department/Service Brief Description Manufacturer Model Number Serial Number Once equipment has been inventoried a single common color tag (size not to exceed ½ inch, excluding past colors lime green and orange) shall be applied so visual verification can be known that the equipment was inventoried. Different color tag shall be used for those items that require VA staff attention. Contractor shall provide deliverable spreadsheet to VA Contract Lead (see Attachment G for format and content) on a daily basis. Contractor shall convert all scanned inventory data into their Contractor system on a daily basis to ensure there are no duplicates entries. Any anomalies in the data shall be noted and communicated to the Contract Lead on site for purposes of re-verifying the information. Contractor shall document on the VA provided floor layouts those areas that are inaccessible areas and/or unavailable due to patient care or other reasons beyond the control of the Contractor. Contractor shall accommodate another revisit to these areas. Scheduling for access to these areas shall be coordinated with the VA Project Lead at each facility. Inventory Limitations Equipment stored in cabinets, drawers, closets, or other areas where there is an expectation of privacy or security shall not be inventoried by the Contractor unless accompanied by a VAMC designated contact. Equipment concealed from view or away from typical placement of operation shall not be inventoried by the Contractor. Contractor shall not be responsible for un-packaging equipment. Contractor shall not be responsible for disconnecting cables when maneuvering equipment to obtain Tag, Model or Serial Number data. Data Deliverables/Reporting (Sample Attachment F) Daily Deliverables shall include the scanned inventory findings associated with each site and electronically agreed upon media. Final Deliverables shall include the scanned inventory findings associated with each site and electronically agreed upon media. Final Deliverables shall be provided to VA within five business days after the completed inventory. Contractor shall create the deliverables based on the results found, to be inserted in the VA ANN ARBOR Attachment F Excel format provided at time of award. Contractor shall provide information pertaining to the fields listed in the Attachment F format. Contractor Scans of all equipment scanned by Contractor during the inventory including Ghost Tagged equipment. Ghost Tagged is a piece of equipment that does not have an Equipment Entry Number, but tagged for follow up. Un-Reconciled Equipment Details to show the VAMC entries not reconciled during the inventory. Unreadable Tag Report to show equipment tags that could not be successfully scanned. Equipment Not Matched by CMR-Consolidated Memorandum of Receipt/EIL- Equipment Inventory List are interchangeable to show equipment tags that could not be successfully matched by records. Scan Not Matched by Equipment Category to show equipment scans matching category stock numbers. Equipment with Contractor Applied Tags to identify equipment, not previously entered in AEMS/MERS, and applies Contractor supplied barcode tags. Locations missing doorjamb labels to identify the location of where equipment is stored. Data Field & Match Type Definitions that includes codes and a glossary that explain how each individual equipment record was reconciled. Facility Responsibilities The VA will nominate one (1) Facility Lead and one (1) representative each from OI&T, Logistics, and Facilities Management to train, lead, observe and assist as needed during the length of the contract. These members will be available to contractor at kick off meeting. The VA will ensure that the designated VAMC Facility Contract Leads have informed all VAMC employees of the inventory and delegated the appropriate VAMC personnel to assist during final reconciliation. The VA will identify any unique circumstances requiring special attention during the inventory or prior to inventory commencement to properly scan equipment not listed in scope. The VA will provide a sample of an Equipment Barcode Labels for the Contractor in order to label and identify equipment not in AEMS/MERS for use during length of the contract and provided by the Contractor. The VA will provide Facility Floor Plans for all areas that are in the scope of the inventory at each location at time of the kick off meeting. The VA will ensure site access to all locations in this contract to prevent unproductive down time. The VA will review Final Deliverables and inventory results daily and upon completion with the Contractor assure that a clear understanding of the results will be generated. Errors will be resolved immediately and collectively with VA and Contractor. The VA Contractor Leads will notify VAMC Security of the inventory and request security participation in unlocking doors and accessing all areas for the inventory team. VA staff will escort the inventory team at all times. Contractor staff shall not proceed without an escort at all times in each facility. VA Personnel will be assigned to accompany each of the Contractor s inventory teams while they are on station conducting the Wall-to-Wall inventory. At a minimum, one (1) designated representative from one the following program offices shall accompany the Contractor at all times. Facility OI&T Facility Logistics Facility Engineering Facility Police and Security H. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of competition [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. END OF STATEMENT OF WORK
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAHCS506/VAAAHCS506/VA25017N0259/listing.html)
 

Document(s)

Attachment
 

File Name: VA250-17-N-0259 VA250-17-N-0259.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3232789&FileName=VA250-17-N-0259-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3232789&FileName=VA250-17-N-0259-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Ann Arbor VA Hfealthcare System;2215 Fuller Rd;Ann Arbor, MI

Zip Code: 48105
 

Record

SN04380425-W 20170127/170125234305-960a3851b231f924635be1f6719cb0ce (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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