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PRE SOLICITATION NOTICE

BACKGROUND
The Pittsburgh VA Medical Center is requesting RFID Cabinetry to store, supply, and outfit the Angio and Operating Room Surgical Suites. Currently, equipment of this nature and technology does not exist within this unit. The facility wants to convert from a manual inventory control process to an automatic one, this will generate cost savings through RFID technology on high-value items used in the operating room., reducing labor expenses. Recalled and expired products will also generate cost savings. Software utilized with the RFID technology is called Trackcore, a tissue tracking software currently utilized within the facility.
RFID cabinet technology boosts hospital supply chain management efficiency, and ROI with enhanced patient care, allowing staff to monitor supplies (stents, Implantable, etc.) that tend to wander/damage in real time. Improvement of time management with surgical casework in the OR, Inventory control without human intervention. Track implants and consumables from any vendor. Generate a cost saving with global visibility, monitoring TOT for sterilization and RFID-tagged inventory.
The new cabinets will save time on technical preparation (HL7 interfacing, Contracting ). Automating the supply chain management process will deter fragmented manual traditional errors. The operating room needs are different from an exam room or laboratory needs, so expeditious workflows with minimal delay will enhance patient care and maximize manpower utilization (automating expired stock-keeping units and recalls). The communication with RFID cabinets also allows clinicians and administration to see where needed products are to reduce the amount of time it takes for products to get to a patient. A more efficient supply chain means savings on labor costs.
The RFID Cabinets are highly dependent on UDI tracking and EMR recording for access to automatically track high-value consignment stock inventory in real-time to eliminate stock-outs, and expired items and ensure compliance with recalls; therefore, HL7 interfacing schedule may dictate the order in which the facility can fully access the RFID Cabinet system.This is a brand-name or equal to requirement for one (1) Moto Electric Vehicle (EV) Electro Transit Buddy 12 Passenger Hard Door Shuttle.
Specifications
This is a Brand Name Only and Compatibility Requirement:

TrackCore Software compatible RFID capable storage cabinets and freezers that can substance temperatures down to or below -80 degrees Celsius

Equipment / Services Needed

3 each TC-132 7.9 cu ft Intelligent Cabinets
15 each TC-130 25 cu ft Intelligent Cabinets
2 each TC-188 14.9 cu ft Standing Intelligent Freezer (-80C)
20 each On-site RFID Implementation
Uncrate / Inspect / Transport to Permeant Location / Ensure Proper Functionality
20 each Annual Servicing and Technical Support for the RFID Units
With an Optional 4 years of annual service after Base Year at an additional fee if required

Delivery Location
Delivery should be coordinated with the POC of the contract prior to shipping of any equipment
UD Delivery
Attn: Scott Deluisio Operating Room 3rd Floor
VA Pittsburgh Healthcare System
University Drive C
Building 1, 2A118
Pittsburgh, PA 15240
The Contractor must comply and provide all necessary information to VAPHS. Otherwise, the delivery may be refused and require redelivery at no additional cost to the government.
Normal business hours for acceptance of deliveries are 8:00 am-3:30 pm, Monday thru Friday excluding Federal Holidays. Deliveries must be coordinated in advance with COR once a ship date is established. The COR, Biomedical Engineering, and/or Logistics Representative shall be the only VA entity signing for freight received on this requirement. The VA-issued purchase order number must be included in the packing slip. All items included in the requirement shall be shipped and delivered to site at the same time. If deliveries must be broken into several shipments due to size, this must be coordinated in advance with the COR. Failure the coordinate shipment with COR, may result in failure to deliver on-site and cause re-scheduling of delivery/freight at no charge to the government. The packing slip must include the VA-issued purchase order number
Training

Any training scheduled should be coordinated with the COR and VA staff.

Additional Charges

There will be no additional charges with the waste management protocol listed in section 8.
Packaging Waste management

The contractor shall remove packaging materials and all shipping debris from the site and dispose of them at appropriate recycling facilities. The contractor shall collect and separate for disposal all paper, plastic, polystyrene, corrugated cardboard, and packaging material in appropriate bins for recycling on-site if available. The contractor shall fold metal and plastic banding, flatten and place it in designated areas for trash.
7. Influenza Vaccination
VHA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Health care personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical, and administrative, paid, and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. This requirement is extended to all Contractor personnel with the potential to come into minimal contact (passing in the corridor) with any patients, visitors, or staff members at VAPHS.

Those individuals unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center.

It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation:

Documentation of vaccination, e.g., signed record of immunization from a health care provider or pharmacy, or a copy of medical records documenting the vaccination.

Completed Health Care Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine.

The contractor is required to submit an annual certification in the form of a memorandum to the Contracting Officer s Representative (COR) that all contract staff performing services at VA facilities follow VHA Directive 1192.

8. HIPAA Training Certificates
If the Contractor will be working onsite for the installation and activation of equipment, all HIPAA training completion documentation must be provided to the COR listed in the awarded contract.
9. Tobacco
All VA Pittsburgh property is tobacco-free. Contractor personnel will comply with VA Pittsburgh tobacco and smoking policies. Violations will result in a warning and possible citation.
10. COVID-19 Related Policies
Upon entering VAPHS, per CDC and federal regulations, all personnel must wear the required PPE while on-site; at a minimum, this includes a cloth mask. PPE will not be provided by VAPHS.
All individuals are required to enter through the main entrance for temperature screening. If the Contractor s temperature exceeds the designated threshold, they will be asked to leave. In the event of an FSE being forced to vacate the premises, they shall notify the necessary Biomedical Engineering staff and provide a contact for a replacement.

11. Vendor Credentialing.
Vendor access to the VAPHS is by appointment only and requires credentialing through our vendor credentialing partner, Symplr at https://vcsdatabase.com/login Symplr registration is at the cost to the vendor only and VAPHS is not responsible for this.

All vendors are required to check in at the Symplr kiosk using their smartphone (University Drive) or desktop check-in with Symplr login (HJH) and obtain a day badge, which will include the date, time, and location of the approved appointment. A company badge with a photo ID is also required to be worn while onsite at any of the VAPHS sites. Vendors are only permitted to visit the location identified on their Symplr-generated badge and must exit the facility promptly, checking out via their smartphone once the scheduled appointment has ended.

The solicitation will be posted with requirements and submission details no later than 02/13/2023.

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