EMS Supplies and Inventory Management Software

Summary

To provide medical supplies on a continuous basis for the County’s EMS Division. The qualified respondent shall be licensed to supply medications in the state of Florida, in accordance with Florida Statute 499.01 which states, “Any such person must comply with the licensing or permitting requirements of the jurisdiction in which the establishment is located and the federal act, and any product wholesaled into this state must comply with this part. If a person intends to import prescription drugs from a foreign country into this state, the nonresident prescription drug manufacturer must provide to the department a list identifying each prescription drug it intends to import and document approval by the United States Food and Drug Administration for such importation”.The web-based inventory management system will also track preventative maintenance data for all assets. The inventory system must include licenses to track inventory and assets on 24 vehicles, patient movement devices, patient care devices etc. The inventory solution shall be included at no additional cost to the County and should be hosted by the vendor and accessible by the County through the internet. The system should be web based, manage inventory and assets, manage preventative maintenance data, manage multiple facility locations for ordering, manage inventory at the truck level as well as the supply room level, provide multi-level reporting, password protected, barcode process enabled, provide multi-level authorization of orders, and have an auto-replenishment feature that can be turned on or off. The system must be in a hosted environment by the vendor. No onsite computer servers or IT support will be provided. Data Back-Ups shall be provided by the vendor however, in the event that the awarded respondent should lose the contract in the future, the County reserves the right to retain any and all data placed into the system prior to and up to contract termination.The CAP devices should check multiple forms of ID and will prompt for station or dispatch specific data. All withdrawals are cataloged, time stamped and regulated by tech clearance/training level. The CAP aggregates all dispensing history and alerts for low stock position, expiring product and creates a pick list for restocking. It will generate individual call reports based on products restocked. This information can be printed or exported to the department’s Accounts Payable/Receivable Software.Exhibit A is a line-item estimate for annual supply use and data collected shall be the basis for award (the Bid Sheet). These quantities are not intended to represent actual annual requirements, as that varies each year. The County does not guarantee a minimum total purchase. The specifications shown are intended to represent items of a quality level known to meet the County’s requirements. While the County endeavors to promulgate written specifications that are accurate and nonrestrictive for bidding purposes, there may be references to items by manufacturer name. Respondents are cautioned that in the event of a discrepancy therein, such difference must be questioned in writing prior to the advertised deadline for questions. Should the County need to purchase items not specified in Exhibit A, the contracted percentage discount will be applied. Respondents must provide a catalog (Exhibit B) with pricing (hereafter these prices will be referred to as contract pricing) for all available products and indicate on the bottom of Page 8 of the Bid Sheet the discount percentage offered for any and all other supplies (not noted in Exhibit A) will be applied to the ordered item.The respondent shall notify the County in writing within two (2) business days should any item be discontinued or no longer available after bid award. Any proposed substitutions shall include validation of the item's discontinuance, confirmation that the price for the substituted item is fair and reasonable and be accompanied by all necessary specifications and data sheets to provide evidence that the proposed item meets or exceeds all specs of the original item.

Full description

BID REQUIREMENTSI. BACKGROUND:Okaloosa County operates an Emergency Medical Services Division that provides emergency ambulance transportation on an exclusive basis throughout Okaloosa County. This division supplies all necessary medical supplies for 24 licensed Ambulances, as well as for all Okaloosa County Fire Departments. Pickup and/or deliveries will be made to one central supply center located at 714 Essex Rd, Fort Walton Beach, FL 32547.II. PURPOSE:The Okaloosa County Board of County Commissioners is seeking qualified vendors to provide medical supplies on a continuous basis for the county’s EMS Division. The EMS Division desires a vendor who will provide a web-based inventory management system to centrally manage and report on the movement of medical supplies to effectively track and order supplies and assets. The EMS Division also needs three (3) CAP devices (Controlled Access Pharmacy, CAP for short) provided by selected vendor, so as to allow the ability to restock units 24/7 and have real-time usage and inventory tracking.III. SCOPE OF WORK:To provide medical supplies on a continuous basis for the County’s EMS Division. The qualified respondent shall be licensed to supply medications in the state of Florida, in accordance with Florida Statute 499.01 which states, “Any such person must comply with the licensing or permitting requirements of the jurisdiction in which the establishment is located and the federal act, and any product wholesaled into this state must comply with this part. If a person intends to import prescription drugs from a foreign country into this state, the nonresident prescription drug manufacturer must provide to the department a list identifying each prescription drug it intends to import and document approval by the United States Food and Drug Administration for such importation”.The web-based inventory management system will also track preventative maintenance data for all assets. The inventory system must include licenses to track inventory and assets on 24 vehicles, patient movement devices, patient care devices etc. The inventory solution shall be included at no additional cost to the County and should be hosted by the vendor and accessible by the County through the internet. The system should be web based, manage inventory and assets, manage preventative maintenance data, manage multiple facility locations for ordering, manage inventory at the truck level as well as the supply room level, provide multi-level reporting, password protected, barcode process enabled, provide multi-level authorization of orders, and have an auto-replenishment feature that can be turned on or off. The system must be in a hosted environment by the vendor. No onsite computer servers or IT support will be provided. Data Back-Ups shall be provided by the vendor however, in the event that the awarded respondent should lose the contract in the future, the County reserves the right to retain any and all data placed into the system prior to and up to contract termination.The CAP devices should check multiple forms of ID and will prompt for station or dispatch specific data. All withdrawals are cataloged, time stamped and regulated by tech clearance/training level. The CAP aggregates all dispensing history and alerts for low stock position, expiring product and creates a pick list for restocking. It will generate individual call reports based on products restocked. This information can be printed or exported to the department’s Accounts Payable/Receivable Software.Exhibit A is a line-item estimate for annual supply use and data collected shall be the basis for award (the Bid Sheet). These quantities are not intended to represent actual annual requirements, as that varies each year. The County does not guarantee a minimum total purchase. The specifications shown are intended to represent items of a quality level known to meet the County’s requirements. While the County endeavors to promulgate written specifications that are accurate and nonrestrictive for bidding purposes, there may be references to items by manufacturer name. Respondents are cautioned that in the event of a discrepancy therein, such difference must be questioned in writing prior to the advertised deadline for questions. Should the County need to purchase items not specified in Exhibit A, the contracted percentage discount will be applied. Respondents must provide a catalog (Exhibit B) with pricing (hereafter these prices will be referred to as contract pricing) for all available products and indicate on the bottom of Page 8 of the Bid Sheet the discount percentage offered for any and all other supplies (not noted in Exhibit A) will be applied to the ordered item.The respondent shall notify the County in writing within two (2) business days should any item be discontinued or no longer available after bid award. Any proposed substitutions shall include validation of the item's discontinuance, confirmation that the price for the substituted item is fair and reasonable and be accompanied by all necessary specifications and data sheets to provide evidence that the proposed item meets or exceeds all specs of the original item.IV. SPECIFICATIONS FOR WEB-BASED ORDERING/INVENTORY MANAGEMENT SYSTEM:1) Web enabled ordering from any PC, Laptop, Tablet PC or PDA using wireless or cabled internet access. Ordering from any vendor to replenish a supply room is available on any computer or device with internet connectivity. An electronic “check sheet” may also be used to allow a “Unit” or internal point of usage to request items for restock from a supply room. The Check Sheet Application can be run on any device (Windows, Android, or IOS operating Systems). It is recommended that the device screen size be no smaller than a tablet for best performance.2) Ability to load multiple facility locations for ordering and reporting. System allows for unlimited supply rooms or physical locations that are replenished by receiving an order or from receiving inventory transferred from another supply room. Supplies are managed through the supply rooms and out to the points of usage (“Units”). Another Option to easily manage inventory in outlying facilities is to create an electronic check sheet where a facility (known as a “Unit”) can periodically inventory what is on-hand and request replenishment for items that are below Par Level from the warehouse. Reporting is available on all transactions.3) Password protection for multiple users for different locations. System is secure with customizable roles and access that can be dynamically assigned to unlimited employees. The agency can define and assign security rules to permit or restrict access to components of the system and Supply Rooms. Each crew member will have unique log in credentials to gain access to the allowed components using their logon ID and password. System does not display passwords when being entered for security purposes; Agency administration can reset a password or Forgotten Password emails may be sent from the system If crew emails are available. Active Directory is also available, and the same login and password can be used to access Operative IQ as done to login to Windows.4) Ability to manage inventory levels at multiple locations. An Agency may set up unlimited Supply Rooms for the account regardless of how many Unit licenses are enabled. Each Supply Room allows each product to have its own Re-Order and Par Level. Each Supply Room profile has a section for name, address, contact/manager, and whether supply requests sent to the room should be managed by a supervisor in the Back Office or set to Auto Accept to track requested inventory leaving a supply room if crew members restock Unit themselves. Additional Units can be added as needed as well.5) Ability to add more locations as needed. An Agency may set up unlimited Supply Rooms for the account. Import, Export and Cloning available to help with mass amounts of data. In addition, a specific location in a Supply Room is available to assign items for exact location within a location. Additional Units may be added as well (License fees are based on the number of Units)6) Ability to generate orders for all locations. Any Supply Room may generate an order (requisition or PO) to any vendor via PDF (that may be printed and faxed) or via email. Because the system is tracking live inventory counts the system can also recommend the items that should be ordered to bring each supply room up to its fully restocked Par Levels. Orders can then be received against the PO in the system and the ability to then receive the orders electronically into each supply room closes the PO and updates live inventory counts in the room. A “Unit” or point of supply usage may also generate and “order” or request for restock from a supply room using an electronic check sheet.7) Barcode process enabled (in relation to inventory receiving, shipping and usage). Products can be identified in solutions in many ways, including by barcode. Existing Barcodes can be loaded into an agency’s site or barcodes for specific items can be generated in and printed easily from the system. Although inventory management transactions (such as receiving into a supply room, cycle counting to update batches or quantity on hand, and issuing inventory to capture usage) can be performed by clicking on items or searching items by keyword, barcode scanning can increase efficiency and minimize errors in some cases. Barcodes allow Agency to quickly receive inventory, count inventory, issue inventory, transfer inventory and check in and out assets. Scanning item barcodes reduce the opportunity for error over keying in codes.8) Barcode to provide inventory trail and ability to track items purchased, received and used to ensure accuracy. In inventory solution, a barcode is simply a unique identifier for an item/asset or a group of disposable items being managed. Although the barcode itself does not provide an inventory trail, using barcodes to perform inventory transactions can improve accuracy and efficiency and provide a complete transaction history of any and all items in the system is available in reports. Print Barcode Labels for any item from parts list. System has the capability to assign and print off barcode labels and barcode scanning greatly enhances efficiency when managing inventory and assets.9) E-mail alert notifications to vendors and the System Manager. Email Purchase Orders directly to suppliers from inventory solution and receive order confirmation from vendor. There is an option to add Approvers based off monetary levels where they would receive an email to approve a purchase order after the Save Draft button has been selected. When a Purchase Order is created and ready for Approval, a notification will be sent via e-mail to the appropriate Approver at Agency. Manage recipients for notifications based on Supply Room/Location.Notifications are sent for Supply Requests and when a response to a question on the questionnaire is flagged to notify a supervisor. When a Supply Request is submitted from the electronic Check Sheet after a User performs an inspection or checks all inventory, a notification will be sent to appropriate Administrators. When a Supply Request is fulfilled the Check Sheet will notify the approval. Configurable questionnaires allow Users to perform Unit and Station Inspections. Notifications can be routed via email to anyone in Organization.A report can be configured to generate and send e-mails to anyone in Organization at a preferred frequency to include items that are not available through other notification methods and sent via e-mail notification on a regular basis.10) Multi-level authorization of orders (draft, pending, and authorized). All purchase orders are given a Status depending on each one’s stage: in a Draft or Open status, known as In Process. Purchase Order summary list can be filtered by Supply Room, Supplier and Status. As new statuses occur to orders, they will be displayed in the Status drop down filter. There is an option to add Approvers based off monetary levels where they would receive an email to approve a purchase order after the Save Draft button has been selected.11) Multi-level online reporting to include daily, monthly, quarterly, and yearly usage for all locations. The reporting system provides both canned and custom reports. These reports can be run on a schedule and emailed directly to anyone in the organization. This great feature can also provide nonsystem users with timely management reports without having to login to the software.A library of Standard Reports is provided with the software to assist in getting to know and understand the supply inventory and fixed assets. Each of these reports can be further customized to meet the needs of the operation. Additional reports are easily created in the report manager. Key features of the custom reporting include usage over a period for each location, cost histories of each location, and inventory histories for each location.Example Reports Available: tCodes, Purchase Order Details, Supply Room Usage Details, Supply Room Analysis, Supply Room Historical Inventory, Inspection Details, and Unit Supply Usage Details.12) Auto-replenishment features utilized by all locations and automatically sent to the System Manager. Each Supply Room can be set up to choose how inventory for that location is to be managed. Auto-accept allows the system automatically update inventory quantities based on supply requests allowing crew members to pick up their own supplies. The electronic Check Sheet will show the accepted items. A Supply Request will always be sent to the System Manager if their e-mail(s) is in the settings for the Supply Room replenishing the stock.13) Requisitioning module for the System Manager to make purchases. Agency can purchase any item from any vendor through system and orders can be created for stocked as well as non-stocked items. System automates purchasing by generating electronic requisitions or Purchase Orders for Supply Rooms based on supply reorder points and actual stock quantities.14) Inventory Management System barcode scanners. The system is compatible with most simple scanners that connect to your computers via USB connection. The system will be flexible to utilize handheld scanners/ computers that maintain connectivity via Bluetooth (wireless).15) Web based equipment and Asset Tracking System. The web-based equipment and Asset Tracking System program shall collect data at point of issue (Check Out) for any equipment or supplies (including narcotics) at the beginning of each shift. This information would include the employee to which the product is to be assigned, date and time of issuance and the Truck they are assigned. At shift's end, the items would be subject to ‘Check In’ or returned to the supply area until needed again. To facilitate this tracking, one utilizes barcodes and barcode scanners to enter the issuance and item return. In addition, the program will also track any permanently assigned items for each employee or vehicle.When an asset is tagged and ready for deployment, managers/supervisors and crew members will have option to ‘Check Out’ assigned equipment through the web-based Back Office or integrated crew member check sheet based on management preferences. Crew member accountability is greatly increased when Agency knows who is responsible for specific equipment. When crew members are done, they simply ‘Check In’ the assets to return them to the station or turn into to manager on duty to ‘Check In’ through the web-based Back Office. The system’s ‘Check Out’/‘Check In’ process ensures expensive and essential equipment is available when Agency needs it.16) Process. The program must be web-based, which allows flexibility for tracking each item and allows reviewing by management from any web enabled computer.The system allows flexibility of tracking assets by allowing managers to allow crew members or management to ‘Check Out’ and ‘Check In’ assets based on management preference.Managers may control the process and supervise which assets crew members are allowed to take in their possession by disabling crews from being able to ‘Check Out’, ‘Check In’ or ‘Transfer’ and ‘Check Out’ and ‘Check In’ assets to and from other crew members through the web-based Back Office. At any time, management may log into the web-based Back Office to see which assets are in which crew members’ possession, asset’s Tag#/Serial#, assign Due Back dates, check the Checked-Out Date, check if there is a signature for the ‘Check Out’ and check the asset’s last reported Verification Status. Barcode scanners can be used to capture the crew member’s badge ID number.If given permission through system settings, crew members may ‘Check Out’, ‘Check In’ or ‘Transfer’ assets on their own as they begin a shift and before leaving shift through the electronic Check Sheet. Barcode scanners can be used to capture each asset’s tag number.When assets are checked out through the web-based Back Office, either the crew member or unit taking possession of the asset is chosen. Assets may be checked out to crew members by scanning their badge ID (or select from a list if crew member is not present) and select which Supply Room the asset is being checked out from. When asset is checked out, it is removed from the supply room or location until it is checked in.When an asset is checked out to a Unit, same process applies except the crew member ID is not entered for the transaction. Crew members can verify that asset later when performing a Unit inspection and confirm whether the asset is on that Unit or not on the electronic check sheet. A report can give managers information on which crew members performed the checks on which Units, and there is an Asset Verification history log that is always available in the web-based Back Office.If a Unit or crew member has any previously checked out items that have not been returned, those items will be listed once the crew member or Unit ID is chosen to proceed to choosing the items to ‘Check Out’.Asset Tag Number and Serial will always be attached to equipment being checked out. If the asset is physically available, the tag# can be scanned into system to select, or if not (for example, a stretcher out in the garage) an asset may be chosen from the selection list.Same process as for ‘Check Out’, except click ‘Check In’ for the items in possession that need to be returned. Once in the ‘Check Out’ or ‘Check In’ assets portal, choose the crew member by scanning badge ID or choose Unit. All items that are being returned must be check marked, and then manager can click ‘Check In’. Items checked in will be taken off the list.Alternative to Back Office- through Check Sheet (crew member Users who work on Units): Asset‘Check Out’/’Check In’/’Transfer’: Crew member opens the Assets tab and clicks Add Asset, scans the Asset Tag # and receives the confirmation message. To ‘Check In’, click Remove Asset, and choose the asset to return by clicking ‘Check In’, and system will confirm the return.V. TERM:The term shall be for one (1), three (3) year term, with two (2) one (1) year renewals.For any renewal, the awarded vendor may petition the County in writing prior to renewal for consideration of a price adjustment if the Consumer Price Index referenced below has increased for the contract term immediately preceding the start of the renewal period. The annual adjustment requested shall not exceed the lesser of the change in the CPI during the preceding contract term or two (2) percent. The decision to grant the request for a price adjustment, in part or as a whole, shall be made by the County and communicated to the selector vendor prior to renewal.

Attachments

• ITB_PS_29-26-final.pdf

Contact

Email:

dwelborn@myokaloosa.com

Phone:

(850)200-5521

Title:

Emergency Medical Services Division Chief

Address:

[object Object]

Addenda

Addenda tracking is being rolled out. You will receive updates as soon as changes are detected.