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FedBizOppsPresolicitation Notice*******CLASSIFICATION CODESUBJECTCONTRACTING OFFICE'S ZIP-CODESOLICITATION NUMBERRESPONSE DATE (MM-DD-YYYY)ARCHIVE DAYS AFTER THE RESPONSE DATERECOVERY ACT FUNDSSET-ASIDENAICS CODECONTRACTING OFFICE ADDRESSPOINT OF CONTACT(POC Information Automatically Filled from User Profile Unless Entered)DESCRIPTIONSee AttachmentAGENCY'S URLURL DESCRIPTIONAGENCY CONTACT'S EMAIL ADDRESSEMAIL DESCRIPTION ADDRESSPOSTAL CODECOUNTRYADDITIONAL INFORMATIONGENERAL INFORMATIONPLACE OF PERFORMANCE* = Required FieldFedBizOpps Presolicitation NoticeRev. March 201070Tracking all biological and non-biological implantable items2630136C24519Q041907-17-201960N511210Department of Veterans AffairsVA Maryland Health Care SystemContracting Officer (90C)P.O. Box 1000, Bldg. 101, Room 26Perry Point MD 21902RANDY BROWNLOUIS A. JOHNSON VA MEDICAL CENTER1 MEDICAL CENTER DRIVECLARKSBURG, WV26301USRANDALL.BROWN@INTENT TO AWARD SOLE SOURCEStatement of Work (SOW)INTRODUCTION/BACKGROUND: The Veteran Health Care Administration (VHA), Veterans Service Network (VISN) 5 need to efficiently and accurately track all biological and non-biological implantable items throughout each facility; this includes, but not limited to, managing par levels of inventory stock, reordering at appropriate times, and monitoring usage of products. While doing this, patient information needs to be protected, when logging and tracking implants. We need a web-based system that allows the users to access the system behind the VA firewall, and use the individual’s current VistA/CPRS access code and password, which changes every 90 days, gives the highest level of security. The VA needs a system that incorporates a unique barcode labeling feature directly into the system that allows for the most accurate tracking of products. The barcode is generated by the system for each product that is logged in. This allows for tracking individual items with the same lot number that may have been received by the VA facilities on different days. For example, if a recall was required based on shipping dates for a certain lot, the VA would be able to pull that specific item off the shelf or determine which patient it was implanted in. 1.0Project Objectives1. Required Functional Capabilities (Salient Characteristics)The Implant Tracking System shall be able to monitor implant inventory throughout the facility, in real-time, allowing for more accurate stock levels and efficient reordering.The Implant Tracking System shall have the ability to look at cost utilization of implants by surgeons, procedure, implant type, etc. and adjust inventory levels and types accordingly.The Implant Tracking System shall be able to quickly locate stock implants during recalls and determine patients that received those implants. The Implant Tracking System shall be able to offer each area of the hospital its own “instance” or view. Depending on the area the personnel is assigned to, that person needs to automatically have only the items assigned and stored in that area available to view, log out, and track. This simplifies the logging, tracking, and reporting of implants, and allows the user to complete the required tasks more efficiently if the system shows only the areas relevant to the individual that is logged in.The Implant Tracking System shall be able to use 1D and 2D custom barcode label capabilities – 2D barcode promotes easy scanning of implant detail data into other systems. Each item shall be given a unique identifier the moment it is logged into the system.FEDERATED SECURITYThe Implant Tracking System shall have the ability to seamlessly integrate their “Federated Security” or “Active Directory” integration technology that automatically passes username and password authentication through to their system allowing VA employees to have the username/password that they have for their VA PC logins and they would not need to manage two usernames/passwords with the tracking system. The system shall have been reviewed and approved by the Joint Commission Resources. The system shall have a one-click canned report designed to provide all data required by the Joint Commission’s tracer methodology. The system shall offer a Dynamic Reporting Capability that allow users to create, save, and share, reports that access all the data elements. The system shall offer a comprehensive, on-site consulting package that will assure our implant tracking will conform to the Joint Commission Standards and relevant FDA CFR 1270 and 1271 standards. DATA CONVERSION AND IMPLEMENTATIONContractor shall provide data conversion into the application upon submission by facility.Data conversion information to include, but not limited to: physician list, users, inventory data, source facility list, storage locations, and temperature storage requirements. The contractor shall guide our organization through all the steps needed to Go-Live at each facility. Contractor shall provide documents to will assist with implementation. The contractor shall provide milestones for the implementation and training phases. TRAININGThe vendor shall provide a minimum of 2 (two) people for 4 (four) days of on-site training including the system administrator, super users, end user training, and assisting on-hand inventory upload. Training shall consist of on-site administrator training within 15 days of facility request.Training shall include instructional training and hands on system training for system administrator, super users, and end users. Inventory uploading, and training will be concurrent with administrative training. Trainers shall work with area specific managers to formulate training schedule while on-site. This will determine the number of sessions and staffing levels in each area at each facility. Training fees shall include all training at each facility within specifications stated above. Additional training shall be available for each option year and shall be invoiced per person, per day. SERVER (Delivery, installation, setup, hosting fees, code modifications, third party licenses)Vendor will work with VISN 5 OIT personnel to setup servers that will be compatible with the system chosen:Data shall be stored on one server location:Server 1 will reside in TBD at VISN 5 Location. Server shall be configured with software application and all third-party licenses necessary for the operation of the software. User Hardware, Labels, and RibbonContractor shall barcode scanners which are compatible with VA systems as well as implant tracking system. Contractor shall provide direct thermal-thermal transfer printers 203 dpi, EPL2, ZPL II, USB/Serial/Ethernet Interfaces, Power Cord-US and USB cable includedContractor shall provide labels and corresponding ribbon to be compatible with thermal printer. Labels shall be brand name or equal to Kimdura flood coat brand, 3.5 x 1 inch, with usage to -75F. Ribbon shall also be effective to temperatures to -75F. Site Delivery as follows:SiteScannersLabel PrintersLabels (2000/roll)Ribbons (case/24)Clarksburg7122 LINK Excel.Sheet.12 "Book1" "Sheet1!R1C1:R4C5" \a \f 4 \h \* MERGEFORMAT System shall meet VHA Directive 2009-062, Management of Non-Biological Implantable Devices and the memorandum from June 2, 2011, Sub: Inventory Tracking of Non-Biological Implantable Devices (VAIQ 7115784) requiring “that all facilities effectively manage NBID using an inventory system.” 2.0Hours of Operations.The services covered by this contract shall be furnished by the contractor as defined herein. Normal hours of operation are Monday through Friday 8:00 am to 4:30 pm. The contractor shall not be required, except in case of emergency, to furnish such services on a Federal Holiday or during off duty hours as described below.Federal Holidays observer by the VAMC are:New Year’s DayLabor DayMartin Luther King’s BirthdayColumbus DayPresident’s DayVeterans DayMemorial DayThanksgivingIndependence DayChristmas3.0Property DamageThe contractor shall take all necessary precautions to prevent damage to any government property. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the government, upon approval of the Contracting Officer.4.0Place of PerformanceLouis A, Johnson VA Medical Center 1 Medical Center DriveClarksburg, WV 263015.0Security RequirementsContractor personnel shall always be escorted within LAJVAMC spaces. 6.0Personnel:Personnel/Equipment/Supplies/Forms: Contractor shall provide any personal equipment or other personal items in enough quantities to perform their assigned tasks during the delivery and pick-up anizational Relationship:The parties agree that the Contractor shall not be considered VA employees for any purpose.The Contractor shall be responsible for protecting the personnel furnishing services under this contract. Invoicing:The invoice shall contain the contractors name, address, and telephone number, name of the type of medical gas, amount of each type of gas delivered, and charge amount for each item delivered.The invoice will provide a breakdown of all services provided for the previous week.The contractor shall not invoice until all required documentation is complete. If the supporting documentation has not been completed before the invoice is received by the COR at the medical center, the invoice shall be considered incomplete and will be returned.The invoice may be resubmitted after completion of all required documentation. However, for computing interest under the prompt payment act, invoice receipt date shall be the date the resubmitted invoice is received by the COR at medical center or at the payment processing center in Austin Texas.Payment:All payments made under the contract will be made monthly, in arrears, upon submission of a properly prepared invoice for the services furnished in the previous month. No advance payments will be authorized.Contractor shall contact the Purchasing Agent at medical facility should they not receive payment within 60 calendar days of submission of a proper invoice.Contractor shall submit invoices to the VA payment offices in Austin Texas. Invoices without proper documentation will be returned.Payments under this contract will be made in accordance FAR 52.232-34, Payment by Electronic Funds Transfer—Other Than Central Contractor Registration. The Company will provide the appropriate form and account information for electronic transfer.Payments made by the medical center under this contract shall constitute the total cost of services provided by the Company. The Company hereby agrees that in no event shall the Company bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against the beneficiary, the beneficiary’s family, private insurer, Medicare or any other entity acting on the beneficiary’s behalf, for services provided pursuant to this contract. Billings rendered by the Company to the medical facility for services furnished to VA beneficiary under the terms of this contract shall be billings in full.Amendments:In accordance with FAR 52.212-4 the services specified in this contract may be changed only by written modification to this agreement. The VA Contracting Officer will prepare the modification and have both parties approve the modification. Abbreviations and Definitions:Contracting Officer (CO): The representative of the Louis A. Johnson VA Medical Center who has the authority to enter into, administer, terminate, modify, approve changes, or otherwise represent and bind the LAJVAMC in all matters arising under or relating to this agreement.Contracting Officer’s Representative (COR): Individual(s) who furnishes technical guidance and advice or generally supervises the work performed under the contract. Designations will be in writing and will define the scope and limitation of the representative's authority. (END OF STATEMENT OF WORK) ................
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