SOURCES SOUGHT
65 -- AUTOMATED MEDICATION TRANSPORT AND DELIVERY ROBOT
- Notice Date
- 5/24/2019
- Notice Type
- Synopsis
- NAICS
- 334111
— Electronic Computer Manufacturing
- Contracting Office
- Department of Veterans Affairs;G.V. (Sonny) Montgomery VAMC;1500 E. Woodrow Wilson Dr.;Jackson MS 39216
- ZIP Code
- 39216
- Solicitation Number
- 36C25619Q0917
- Response Due
- 5/31/2019
- Archive Date
- 7/30/2019
- Point of Contact
- 601-206-6956
- Small Business Set-Aside
- N/A
- Description
- STATEMENT OF WORK GENERAL OBJECTIVES AND REQUIREMENTS Title of Project: Central Arkansas Veterans Healthcare System Automated Medication Transport and Delivery Robot Definitions and Abbreviations: Central Arkansas Veterans Healthcare System-CAVHS Eugene J. Towbin Healthcare Center-Fort Roots John L McClellan Memorial Hospital-JLM Customer- CAVHS Pharmacy Service ARO-after receipt of order Contracting Officer- CO Customer Point of Contact- POC to determined after award Authority: CAVHS Pharmacy Service (119/LR) at JLM Purpose: The customer is seeking to procure a secure medication delivery robot while providing a closed tracking system of all deliverables from pharmacy to delivery points throughout the facility that identifies personnel involved with the med distribution, time along each delivery point, and who received the transported product. The device must be able to transport medication transfer carts from the pharmacy to the nursing wards on various floors within the facility at JLM and Fort Roots as well as individualized doses within secure compartments of the robot. The system must utilize Industry 4 automation and data exchange initiatives. While transporting loads up to 500 pounds. Intermittent recharging of units must not exceed 10 hours. Must securely deliver medications and other materials via assignable and lockable drawers accessible through a combination of pin-code and fingerprint/biometric scanning technology that ensures reliable and secure delivery. System must have multiple dispatch modes including scheduled, touchscreen ad-hoc, multi-stop runs capability, and handheld ad-hoc requests. All communications between system and vendor support must utilize secure encrypted VPN. Turning radius of robot must not exceed 23 inches. Docking stations must not exceed 24 inches deep plus a maximum of 12 inch clearance. Navigation must be via wi-fi and utilize overlapping laser, sonar, and infrared sensors that avoid wall and facility damage. Robot must be able to self-navigate elevators, hallways, and closed doors within the facility. Methodology: Order and purchase of equipment- Vendor shall correspond efficiently via email with designated CO to facilitate ordering process. All reasonable attempts shall be made to respond to email inquiries with accommodations to be made for travel and vacation schedules. Delivery- Receipt of all deliverables shall be received at a mutually agreed upon date ARO. All items are to be shipped and delivered to the warehouse (Building 182) at Fort Roots located at 2200 Fort Roots Drive in North Little Rock, AR 72114 unless otherwise agreed upon. Installation- Vendor shall provide qualified technicians to install all deliverables identified in the chart below. Vendor shall work with the Pharmacy Project Manager to enter a mutually agreeable project implementation plan to ensure proper scheduling, installation, and implementation of deliverables. The Vendor shall contact the Pharmacy Project Manager within 12 weeks of the start of anticipated install date to establish the project implementation plan. The Pharmacy Project Manager will coordinate with local staff to facilitate installation and implementation of the deliverables. Vendor shall provide enough technicians on-site to ensure that implementation is quick and seamless to not interrupt patient care. Vendor shall provide technicians with all necessary tools, equipment, and any personal protective equipment to perform the install safely, effectively, and timely. Vendor should not allow installation impact patient care. Vendor must make every reasonable effort to complete the installation of listed items in a timely manner in accordance with the project implementation plan. Vendor shall perform installation during normal business hours (Monday through Friday between the hours of 8 AM and 4:30 PM, excluding Federal holidays) when possible. Installation performed outside these hours must be done only if no other option is available or if patient care will be greatly affected when performed during regular hours. Changes to installation times may only be made with the approval of the Customer. Customer responsibilities- Customer will be solely responsible for procuring, purchasing, installing, and maintaining all equipment, telephone lines, communications interfaces, customer operating systems or support software and other hardware necessary to operate the deliverables, as to be more fully described in the project implementation plan. All such Customer-provided equipment and software will meet the Vendor s specifications to facilitate the operation of deliverables. Acceptance- When each deliverable is successfully installed and is, in all material respects, up and running in accordance with its functional specifications, the Customer agrees to promptly sign an acknowledgement form confirming the foregoing. To facilitate Customer s signature on an acknowledgement form, the Vendor will conduct a demonstration showing that the deliverables functionality as set forth in the previous sentence. After the demonstration, the Customer will within 10 days sign and return to the Vendor the acknowledgement form, or provide the CO with written notice detailing the material nonconformities between the deliverables and the applicable functional specifications. Disposition- Vendor shall not retain hard drives or other storage devices. These items will be retained by the facility for sanitization/destruction per local information security protocols. Vendor may provide remote maintenance and monitoring of robot as long as it does not retain any patient or confidential information. Training- Vendor will need to provide additional training as this is a new system. Support services- The contractor shall furnish labor, parts, supplies and equipment necessary to provide scheduled and unscheduled maintenance, and periodic preventive maintenance inspections. Services shall be performed in accordance with terms, conditions, and specifications contained below: Support includes: Support will be provided 24 hours a day, 7 days a week, and 365 days a year. Vendor will provide technical assistance with respect to the Equipment and Software by telephone. Vendor may, in its sole discretion, provide support by remote access through dial-ins or high-speed access to all the equipment on which the Software is operating and/or on-site at the applicable Installation Site. Customer will be responsible to first determine whether the Equipment requires any maintenance services unless continuous monitoring by the vendor indicates appropriate maintenance or repair is needed. Vendor will, as soon as practicable after Customer s service call or identification of a problem in this respect, perform any repair or replacement it determines, in its sole discretion, is necessary or useful to restore the Equipment to good operating condition. All parts furnished about repairs and maintenance will become components of the Equipment. Support calls will be responded to by Vendor by phone within four (4) hours; if the support call is determined to be mission-critical, Vendor will escalate and/or address within 24 hours (including, if appropriate, by providing on-site support within 24 hours). Any bug fixes, patches, minor enhancements and minor updates and modifications to the Software for which Vendor does not typically charge a fee, on an as available basis are included in the support agreement On-site preventive maintenance visits for each item of Equipment every six (6) months or remotely monitored on a continual basis via a secure encrypted VPN connection. Support Fees. Support Fees are invoiced once per year and are due and payable in advance. Support Term. Support is provided for twelve (12) month terms. Vendor may choose to not renew Support for equipment that is at the end of its useful life, as Vendor deems in its sole discretion. Customer Responsibilities. Vendor s provision of support services is subject to the following additional terms and conditions: Customer will maintain the Equipment in accordance with the written maintenance instructions provided to Customer by Vendor from time to time, to keep the Equipment in good working condition (normal wear and tear excepted). Customer will use the Equipment and Software in compliance with the written guidelines of Vendor and/or its suppliers, as may be provided to Customer from time to time hereunder. Customer will appoint at least two individuals per Installation Site who have been trained by Vendor in the operation of the Equipment and Software to serve as primary contacts between Customer and Vendor regarding any interaction they may have about any service call ( Customer Representatives ). Customer must have a Customer Representative available for all pharmacy shifts. Customer will provide Vendor and its subcontractors with all assistance reasonably requested by Vendor for purposes of providing support, including without limitation, adequate access to the applicable Installation Site, Equipment and Software during or after Customer s business hours and the ability to have high speed remote access to the all the equipment on which the Software is operating always. On-site visits required because of Customer s lack of high speed remote access will be charged to Customer. Customer will document and promptly report to Vendor all detected errors or malfunctions of the Equipment or Software with sufficient detail to enable Vendor to reproduce or recreate the nonconformance. Customer will take all necessary or recommended actions to correct or address such errors or malfunctions within a reasonable time after such actions have been communicated to Customer by Vendor. Customer will be solely responsible for (i) providing appropriate supervision and management of the use of the Equipment and Software by its personnel and agents and (ii) the implementation of any backup facilities and/or plans for all computer programs and data in the event of errors or malfunction of the Software or Equipment. Support for Browser and Internet connections are Customer s responsibility. Vendor will provide Service Bulletins which may contain procedures to solve common problems, Customer agrees to comply with applicable items provide in Service Bulletins. Support Limitations. Vendor will be under no obligation to provide any Support hereunder due to errors, malfunctions or defects arising from: (i) abuse, neglect or misuse; (ii) use of unauthorized parts or failure to maintain the Equipment in accordance with Vendor s written instructions (including without limitation, any relevant user s manuals and documentation and Support Bulletins); (iii) installation, configuration, relocation or re-installation of the Equipment or Software by anyone other than Vendor; (iv) unauthorized modifications, enhancements or additions made by anyone other than Vendor, (v) causes other than ordinary use under normal conditions, including without limitation, accident, fire or water damage, neglect, air conditioning failure or humidity control failure; (vi) failure by Customer to put in place and maintain the Site Requirements; (vii) use of the Equipment or Software with any equipment, accessories, components, consumables or software not provided by Vendor hereunder specifically for use therewith (unless previously approved in writing by Vendor); (viii) failure of Customer to install and use updates of the software provided by Vendor; (ix) user created reports; or, (x) use of a canister for any medication other than the manufacturer-specific medication for which the canister was built. Any services provided by Vendor with respect to any of the foregoing exclusions or for any other cause that is not attributable to Vendor will be billed to Customer at Vendor s then current rates for such services. Support services are not provided for barcode scanners and UPS s Warranty- If the media on which any licensed software is embodied contains material defects, the Vendor will replace such media. This will be the Vendor s sole and exclusive obligation with respect to such warranty for the licensed software. Warranty provision begins 30 days after the date of Customer acceptance. Payment-The Vendor is required to submit invoices via the Electronic Invoice Presentation and Payment System. The CO and the Customer will accept only a firm fixed price which is to be negotiated and agreed upon prior to acceptance of the contract by the CO. TASKS AND ASSOCIATED DELIVERABLES Description of Deliverables (for Fort Roots and JLM campuses): DESCRIPTION QUANTITY Implementation fee 1 Elevator interface 4 Elevator Aethon controllers 4 Elevator Final hook up 4 Door relays 10 Annunciators 4 Wireless Nodes 19 Cable pulls 19 Pharmacy TUG 4 Pharmacy Delivery tracking software license 1 Salient Characteristics AUTOMATED TRANSPORT SYSTEM Essential physical, functional, or performance characteristics of the AUTOMATED TRANSPORT SYSTEM: Functional Characteristics: The required AUTOMATED TRANSPORT SYSTEM must: Provide safe, secure, and timely delivery of essential pharmacy products. No patient information is stored or collected by system Assigns each delivery its own unique number unrelated to patient information Provide industry 4.0 mobility Offers various modes with flexibility to meet medication delivery needs Schedule dispatch mode Touchscreen ad-hoc Multi-stop milk runs Handheld ad-hoc requests Physical Characteristics: High payload capacity = 500 lb. 10 hours intermittent charging High volume capacity = 6 cu. Ft. Must be able to be charged on 110V outlet Complete generic identification: Automated Guided Vehicle (AGV) Suggested Manufacturer Brand Name: Aethon, Inc. Model: TUG 2.5 or equal Specifications/Salient Characteristics: Must integrate into ATS system and be self-propelled and rechargeable. Must accept several different carts types and easily exchange carts with no tools. Requires no magnetic or wire guides to be installed throughout hospital Specialized Carts Suggested Manufacturer Brand Name: Aethon, Inc. Model: Pharmacy MedEx Cart or equal Specifications/Salient Characteristics: AGV specialized medicine cart must integrated into ATS system AGV pharmacy MedEx cart shall be securable to prevent theft of items within and have specialized tracking/access software for secure record keeping/audit trail of medicine loading and delivery/receipt. Software License Suggested Manufacturer Brand Name: Aethon, Inc. Model: MedEx Software or equal Specifications/Salient Characteristics: Provide a secure chain of custody system that allows the pharmacy to track medication deliveries to the point of delivery and identifies the recipient via electronic signature via hardware and software. The cart shall consist of individual drawers that the pharmacy places medications that are requested/needed for specific patients. An AGV takes a cart with secure software to the correct delivery point and only the nurse or other authorized individual can access the medication using both an ID code and biometric (fingerprint). The person accessing the cart shall only allowed to remove the contents of a specific drawer. The software and cart combination shall ensure secure delivery of medications and identify who received them (electronic signature). Carts Suggested Manufacturer Brand Name: Aethon, Inc. Specifications/Salient Characteristics: Transport cart designed for use with AGV. Facility Mapping Suggested Manufacturer Brand Name: Aethon, Inc. Specifications/Salient Characteristics: Virtual track or map for guidance for all medical center areas the AGVs will traverse. Allows for autonomous, safe travel, navigating environmental interfaces, routing and stops of AGVs. Elevator Controller & Interface Suggested Manufacturer Brand Name: Aethon Inc. Specifications/Salient Characteristics: Electronic control interface for wireless control of elevator cars Door Interface/Relays Suggested Manufacturer Brand Name: Aethon, Inc. Specifications/Salient Characteristics: Allows AGV to wirelessly activate automated doors. Monitor and Base Station Suggested Manufacturer Brand Name: Aethon, Inc. Specifications/Salient Characteristics: Windows 7 or greater based CPU controller and touch screen monitor for deploying and tracking AGVs. System is not connected to VA computer infrastructure. Automate Existing Doors Suggested Manufacturer Brand Name: Aethon, Inc. Specifications/Salient Characteristics: Install all necessary components to automate doors so AGV can enter and exit. Reconfigure Door Locks for Existing Logistics Doors Suggested Manufacturer Brand Name: Aethon, Inc. Specifications/Salient Characteristics: Reconfigure locks to work with automated door system Wireless Nodes Suggested Manufacturer Brand Name: Aethon, Inc. Specifications/Salient Characteristics: Hardware and software required for dedicated ATS wireless network in medical center delivery areas. Installation, wiring, testing and maintenance of wireless nodes. Annunciators Suggested Manufacturer Brand Name: Aethon, Inc. Specifications/Salient Characteristics: Delivery announcer feature for secured areas not accessible to AGVs. Installation Suggested Manufacturer Brand Name: Aethon, Inc. Specifications/Salient Characteristics: All fees, materials, and professional services to install ATS, AGVs, control and charging systems on site. Deployment training with separate sessions for users, super-users and VA maintenance staff. Deployment training session may fall outside normal business hours to accommodate evening and night staff in all deployment areas. Training Sessions Suggested Manufacturer Brand Name: Aethon, Inc. Specifications/Salient Characteristics: Fees, materials, travel and professional services to train VA staff on site, per 8-hour work day. These sessions are exclusive of training provided at deployment of AGVs, meeting the training needs of a growing workforce. Trainings may fall outside normal business hours to accommodate evening and night employees. Reporting Requirements: Contracting shall not commence performance of the services identified in this statement of work until the Contracting Officer (CO) has conducted a post-award conference, or has advised the contractor that a post-award conference has been waived. The CO is the only individual authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the POC on all matters pertaining to the work being performed. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the CO. Only the CO is authorized to make commitments or issue changes affecting price, quantity or performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the CO, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in cost incurred thus thereof. CONFIDENTIALITY AND NONDISCLOSURE: The Vendor understands and agrees that confidential information (patients, employee, or facility) must be secured and protected always. The Vendor and its personnel shall be held liable in the event a breach of confidentiality occurs because of the Vendor or its employees. The Business Associate Agreement between the Department of Veterans Affairs Veterans Health Administration and Omnicell Technologies, Inc. is applicable to this contract. INFORMATION SYSTEMS SECURITY OFFICER, INFORMATION PROTECTION: The contractor will not have access to VA Desktop computers and will not have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. PRIVACY OFFICER: The contractor will not have access to Patient Health Information (PHI) and they will not have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified. RECORDS MANAGER: 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. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (24-MAY-2019); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
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