SOURCES SOUGHT
66 -- VISN 9 Weight-Based Inventory System
- Notice Date
- 7/5/2022 8:27:34 AM
- Notice Type
- Sources Sought
- NAICS
- 333997
— Scale and Balance Manufacturing
- Contracting Office
- 249-NETWORK CONTRACT OFFICE 9 (36C249) MURFREESBORO TN 37129 USA
- ZIP Code
- 37129
- Solicitation Number
- 36C24922Q0465
- Response Due
- 7/15/2022 6:00:00 AM
- Archive Date
- 10/22/2022
- Point of Contact
- Phon Phasavath, Contracting Officer, Phone: 615-225-3416
- E-Mail Address
-
Phon.phasavath@va.gov
(Phon.phasavath@va.gov)
- Small Business Set-Aside
- SDVOSBC Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- Awardee
- null
- Description
- Page 3 of 3 **This is not a request for proposals, bids, or quotes. This notice does not represent a commitment by the Government to issue a solicitation or award a contract. The Government is not obligated to and will not pay for information received because of this announcement. ** This is a Sources Sought notice to obtain information regarding the availability and capability of all qualified sources to fulfill a potential requirement for with delivery and installation, and one year software license for all of Veterans Integrated Service Network (VISN) 9 medical facilities and community-based outpatient clinics (CBOCs). The NAICS code is 333997 with a size standard of 500 employees. The purpose of this notice is to conduct market research and obtain information from qualified businesses. The responses to this announcement will assist in determining the socio-economic set aside if feasible. VA is required by Public Law 109-461 to give first priority to SDVOSB and VOSB concerns if there should be sufficient firms available to compete under a set aside. If insufficient Veteran Owned and Small Business response is received to establish the basis for setting this action aside for Other Than Large Business participation then the action will be advertised as Full and Open Competition, in which case, all interested parties responding shall be eligible to bid. LIST OF EQUIPMENT: Description Quantity Unit of Measure Software Licenses 1 EA Interface Development Fee 1 EA Service Fee 1 EA PAR Scale products 1 EA PAR hardware accessories 1 EA Third party storage products 1 EA Louvers, data, power shipping and storage 1 EA Installation 2 EA STATEMENT OF WORK: Contract Title: Weight Based Inventory Management System for Veteran Integrated Service Network (VISN) 9 Veterans Affairs Medical Centers (VAMCs) and Community-based outpatient clinics (CBOCs). Background Historically, the VISN 9 VAMCs has used a non-weighted bin based POU system for inventory management. The facilities have realized this system is not efficient as it requires staff to continuously scan the inventories to track changes. The facility leadership 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: Provide a labor, supplies, licensing, support and software/hardware to install and maintain a weight-based inventory management system that detects and transmit real-time information into the government own Generic Inventory Package (GIP), via Vista/IFCAP access. Specific Tasks (ST): ST # 1: Provide a licensing solution that has the ability to interface the weight system with the VA s GIP system in real time for reporting purposes. This interface must comply with all VA security regulations and shall be available at no additional cost to the government. The software (PAR Excellence) for this application is already owned by the government. The system suggested must be capable of interfacing with that software. ST # 2: Provide and install weight-based system at the following location (bins, scales, etc.) within 180 days of contract award. Install does not include disassembly of existing storage devices as the government will complete this. ST # 3: The 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 the VAMCs and CBOCs. They 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. The bin due-ins and due-outs will automatically be removed when GIP due-in and due outs are cleared . They shall have color-coded stickers for item identification based on standard color coding system shown in attachment A. The functionality minimal requirements are listed below: A. Must be weight based B. Easily calibrated and accurate C. Provide real time visibility to our Secondary Inventory locations D. Must be able to interface with GIP package in IFCAP E. Must be capable of tracking, adjusting, and reporting comprehensive real time information pertaining to the inventory of a secondary location F. It is imperative that depletion of stock triggers pick tickets based on PAR levels, Re-order points, and Emergency Stock Levels G. Software needs to be intuitive and easy to train on H. Software needs to be able to utilize multiple users with different levels of permissions I. Reports generated by software need to be relevant to APICS Principles of Inventory Management J. 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 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 discrepancies 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 ST # 4: Hardware Installation/Access 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. 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 ST # 5: Provide Licensing and Support One-year license agreement for use of Inventory Management System 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. 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. Government Furnished Equipment: The Memphis VAMC will furnish a server, laptop and desktop computer for installation of vendor owned software and related programs need to make the installed equipment operational. 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 in. . Support Services. Service Provider shall provide the following support services ( Support Services ): a. Diagnose problems and determine whether such problem is related to software or hardware covered by this Statement of Work. If such problem is determined to be caused by software or hardware covered under this Statement of Work, Service Provider will correct the problem. b. Service Provider warrants any hardware equipment purchased by Customer from Service Provider ( Hardware ) against defects in materials and workmanship for a period of (a) three years following delivery of such Hardware if the Hardware is manufactured by Service Provider (b) to the extent and duration provided by the manufacturer of such Hardware, if it is manufactured by a third party. If a defect is identified in Hardware manufactured by Service Provider, Service Provider will, at its option, repair or replace the product at no charge provided it is returned during the warranty period, with transportation charges prepaid, to Service Provider. This warranty does not apply if the Hardware has been damaged by external electrical fault, accident, acts of nature, disaster, abuse, misuse, improper cleaning, improper use, improper storage or misapplication, such as, but not limited to, use of liquid or spray cleaners on electric or electronic products; has been modified without the written permission of Service Provider or if any Service Provider serial number has been removed or defaced. Service Provider may use remanufactured, refurbished, or used parts and modules in making warranty repairs. c. If the problem is Software related, Service Provider shall attempt to correct the problem via phone. If necessary, Service Provider shall make all required changes to the Software and related Deliverables. d. Make its staff readily available by telephone to diagnose and correct problems for Customer 24 hours a day, seven days a week. e. Provide reasonable assistance to the customer in solving problems that are not caused by Software or Hardware covered under this Agreement. Service Provider reserves the right to charge the customer for such assistance at Service Provider s then-current technical consulting rates if, in Service Provider s opinion, this assistance becomes excessive. Service Provider will obtain approval before beginning any billable task as referenced in this paragraph. ST # 5. 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: Vendor owned software and/or program to be installed on VA owned server, laptop and desktop computer. Other access to vendor website and programs will be permitted by vendor from any desktop computer using the World Wide Web. 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 personnel performing installation may be required to complete the Department of Veterans Affairs security screening. General Contractor s employees shall not enter the work area without the appropriate badge. They must present themselves to the facility VA Police for a Contractor s badge to be worn during the set-up of the system. They may be subject to inspection of their personal effects when entering or leaving the work area. Risk Control: 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. The COTR will be available for risk intervention should the need arise. 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 180 days after contract award date. The warranty period will last one year from the day the system is installed and fully operational. 1. Support Services. Service Provider shall provide the following support services ( Support Services ): a. Diagnose problems and determine whether such problem is related to software or hardware covered by this Statement of Work. If such problem is determined to be caused by software or hardware covered under this Statement of Work, Service Provider will correct the problem. b. Service Provider warrants any hardware equipment purchased by Customer from Service Provider ( Hardware ) against defects in materials and workmanship for a period of (a) three years following delivery of such Hardware if the Hardware is manufactured by Service Provider (b) to the extent and duration provided by the manufacturer of such Hardware, if it is manufactured by a third party. If a defect is identified in Hardware manufactured by Service Provider, Service Provider will, at its option, repair or replace the product at no charge provided it is returned during the warranty period, with transportation charges prepaid, to Service Provider. This warranty does not apply if the Hardware has been damaged by external electrical fault, accident, acts of nature, disaster, abuse, misuse, improper cleaning, improper use, improper storage or misapplication, such as, but not limited to, use of liquid or spray cleaners on electric or electronic products; has been modified without the written permission of Service Provider or if any Service Provider serial number has been removed or defaced. Service Provider may use remanufactured, refurbished, or used parts and modules in making warranty repairs. c. If the problem is Software related, Service Provider shall attempt to correct the problem via phone. If necessary, Service Provider shall make all required changes to the Software and related Deliverables. d. Make its staff readily available by telephone to diagnose and correct problems for Customer 24 hours a day, seven days a week. e. Provide reasonable assistance to the customer in solving problems that are not caused by Software or Hardware covered under this Agreement. Service Provider reserves the right to charge the customer for such assistance at Service Provider s then-current technical consulting rates if, in Service Provider s opinion, this assistance becomes excessive. Service Provider will obtain approval before beginning any billable task as referenced in this paragraph. 2. Customer Obligations. Customer shall: a. Maintain at least one spare scanner, if scanners are used by Customer in connection with the Services. b. Support and maintain all equipment other than Covered Equipment, including but not limited to commercially manufactured computers, protocol converters, printers, and all other devices associated with telecommunications and networking. c. Ensure that at least two of its employees are trained in performing and available to complete the following tasks: i. Turn the PAR Location equipment on or off ii. Disconnect and reconnect power from the PAR Location equipment iii. Change the battery of scanners, if used by Customer iv. Properly register and exchange PAR Location equipment v. Visually and verbally assist Service Provider in diagnosing PAR Location equipment problems. RESPONSE CONSIDERATIONS: All information submitted is subject to verification. Additional information may be requested to substantiate responses. If interested, please respond via email to the following: Identify the socioeconomic status of your business (For additional information on small business concerns visit www.sba.gov). SDVOSB/VOSB must be listed as verified in VIP database at: https://www.vip.vetbiz.gov. Identify the Manufacturer product you distribute Include a manufacturer brochure Does the manufacturer consider trade-in equipment? Include an authorized distributor or reseller letter Identify whether you: (1) touch the product before delivering to the end-user? Or, (2) do you just forward the order to the manufacturer and they direct-ship to the end-user? Identify whether this requirement can be completed entirely under a GSA FSS delivery/task order, NASA-SEWP, other contract vehicle, or Open Market. Provide current and active FSS or NASA-SEWP, or other contract number. Each response shall be reviewed by the Contracting Officer/Specialist for determining whether there exists reasonable expectation of obtaining enough offers from responsible small businesses that are competitive in terms of product offering, market prices, quality, and delivery. A determination not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. All information furnished to the Government in response to this notice will be used for review purposes only. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government. Information received will normally be considered solely for determining whether to conduct a competitive procurement. The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses will be considered. All responses from responsible sources will be fully considered. As a result of analyzing responses to this notice of intent, the Government shall determine if a solicitation will be issued. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for award and must submit a current authorized distributor letter from the manufacturer. If no responses are received from potentially responsible sources, Memphis VA Medical Center and its supporting contracting office NCO-9 - under FAR part 19.501(b) will have completed its due diligence regarding setting this procurement aside for small businesses and will proceed with procuring this requirement on an unrestricted basis or sole source basis. All Service-Disabled Veteran Owned and Veteran Owned Small Businesses must submit a self-certifying statement that their company meets all criteria established IAW 13 CFR 121.406(b)(1)(i) through (b)(1)(iii) thus demonstrating compliance with the Non-Manufacturer Rule. Interested parties are encouraged to furnish information by email only with RESPONSE TO SOURCES SOUGHT 36C24922Q0465 Weight-based inventory management system in the subject line. All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements listed above to Phon Phasavath, Contract Specialist, by email at Phon.Phasavath@va.gov NO LATER THAN July 15, 2022 @ 8:00AM CST. The capability documentation should include general information and technical background describing in detail the prospective contractor's capabilities and experience that will demonstrate the ability to support these requirements.
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/59deba47267340a8b27d1bd1c935f05c/view)
- Place of Performance
- Address: VISN 9 VA Medical Centers and Community-based outpatient clinics
- Record
- SN06378602-F 20220707/220705230101 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's SAM Daily Index Page |