SOLICITATION NOTICE
R -- RFQ 598-21-1-169-0007 VISN 16 ANNUAL PHARMACY WALL TO WALL INVENTORY (VA256-15-C-0161)
- Notice Date
- 5/28/2020 7:51:29 AM
- Notice Type
- Presolicitation
- NAICS
- 561990
— All Other Support Services
- Contracting Office
- 256-NETWORK CONTRACT OFFICE 16 (36C256) RIDGELAND MS 39157 USA
- ZIP Code
- 39157
- Solicitation Number
- 36C25620Q0652
- Response Due
- 6/22/2020 11:00:00 AM
- Archive Date
- 07/02/2020
- Point of Contact
- Andrew T Misfeldt, andrew.misfeldt@va.gov, Phone: (479) 443-4301 ext 66194
- E-Mail Address
-
andrew.misfeldt@va.gov
(andrew.misfeldt@va.gov)
- Small Business Set-Aside
- SDVOSBC Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- Awardee
- null
- Description
- PERFORMANCE WORK STATEMENT (PWS) VISN 16 Wall to Wall Inventory Company Contract Part 1 General Information 1. GENERAL: This is a non-personnel services contract to provide an annual wall to wall inventory of all pharmaceuticals in each individual pharmacy site in VISN 16. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. 1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the annual wall to wall inventory as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract. 1.2 Background: The annual wall to wall inventory requirement is performed each year at all VA pharmacy locations between January 1st, and February 28th (VHA Directive 1108.08). This contract will include all VISN 16, which currently includes 15 sites. 1.3 Objectives: Allows national PBM to estimate the total amount of inventory in pharmacies Allows sites to compare their inventory processes to other sites Allows sites to compare their estimated usage with actual usage Allows sites and national to determine an inventory turn 1.4 Scope: Contractors will provide an annual wall to wall inventory of all pharmaceuticals located in each individual pharmacy in VISN 16. Services will include counting inventory, reviewing section lists, making corrections, printing final reports, and providing each site their final reports in excel format. The contractor will accomplish this within the timelines specified in contract. 1.5 General Information 1.5.1 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The contractor shall implement and maintain a quality assurance program that clearly articulates the Contractor s approach to quality control modalities. The Contractor shall ensure all quality standards conform to all performance requirements. The contractor shall maintain electronic copies of all quality records which shall be provided to the Government upon request. The quality program will minimally address a recurring inspection system, identify work areas inspected, identifying deficiencies in the quality of services performed before service becomes unacceptable, and an exception log listing discrepancies and corrective actions taken. After acceptance of the quality control plan the Contractor shall receive the contracting officer s acceptance in writing of any proposed change to his QC system. 1.5.2 Quality Assurance: The Government shall evaluate the Contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan 1.5.3 Hours of Operation: The Contractor is responsible for providing services, between the hours of 6:00am and 5:00pm Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings Federal Holidays Federal Holiday New Year s Day Martin Luther King Day Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Day Each site must be inventoried between January 1 and February 28 of each calendar year. The contractor will be provided with a date for each of the 15 sites inventoried by December of the previous year. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. 1.5.4 Place of Performance: The work to be performed under this contract will be performed at all 15 pharmacy sites in VISN 16. These sites will each have one individual day scheduled that all inventory must be counted, any discrepancies remedied, and preliminary reports supplied to the facility POC within this one (1) business day. 1.5.4 Security Requirements: Contractor personnel performing work under this contract must be escorted by local VA personnel and will not have access to any pharmacy sections without an escort. 1.5.4.1 PHYSICAL Security: The Contractor shall be responsible for safeguarding all Government equipment, private information and property provided for Contractor use. The Contractor will be liable for any release of confidential medical or government information by any of its employees. Pharmacy sections are naturally high secure areas, and the Contractor shall ensure that all security measures for each site and section are completely adhered. All necessary equipment for performing the annual inventory will be supplied by the Contractor. 1.5.5. Special Qualifications: All deliverables, associated working papers, and other material generated by the contractor in the performance of this task order are the property of the United States Government. All individually identifiable health records shall be treated with the strictest confidentiality. Access to records shall be limited to essential personnel only. Records shall be secured when not in use. At the conclusion of the Contract all copies of individually identifiable health records shall be returned to Veterans Affairs. The contractor shall comply with the Privacy Act, 38 USC 5701, and 38 USC 7332 and Health Insurance Portability and Accountability Act regulations. 1.5.6 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the contracting officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. 1.5.7 Key Personnel: The follow personnel are considered key personnel by the Government: Contract Manager, Alternate contract manager. The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8-4:30 Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons. Qualifications for all key personnel are listed below: High degree of knowledge in Microsoft Excel, Competent to oversee all aspects of the requirements, Competent in using all software and hardware required for all aspects of contract supplied by the Contractor. 1.5.8 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. The contractor will wear badging that indicates they are Contractors and not VA Employees. 1.5.9 Contractor: The contractor will be required to travel to each of the 15 sites in VISN 16 in order to perform the annual inventory of all medication on the date listed from information they receive. The Contractor is responsible for all travel expenses for all employees. This includes all travel the Contractor deems necessary for before and after the date of inventory as well as the actual date of inventory. The Contractor is also responsible for any travel they need to attend meetings, conferences, and training required. 1.5.10 Organizational Conflict of Interest: Contractor and sub-Contractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI. PART 2 DEFINITIONS & ACRONYMS 2. DEFINITIONS AND ACRONYMS: 2.1. DEFINITIONS 2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime. 2.1.2. CONTRACTING OFFICER. A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government. 2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. 2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement. 2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports. 2.1.6 INVENTORY. A complete list of items such as property, goods in stock, or the contents of a building or specific area in a building. 2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property. 2.1.7 PHARMACEUTICALS-All medication and supplies dispensed to veterans to treat an acute or long-term condition 2.1.8. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards. 2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance. 2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of a product or service shall meet contract requirements. 2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor. 2.1.12 WALL TO WALL INVENTORY. A yearly account of all pharmaceuticals stored in all pharmacy service areas that is performed in an 8-hour time frame on one calendar day 2.1.12. WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract. This is an 8-hour day. 2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise. 2.1.13 INVENTORY TURNS. Previous 12-month purchases divided by the inventory on hand. This determines if pharmacies have too much or too little inventory in each area. 2.2. ACRONYMS BAA Business Associate Agreement CFR Code of Federal Regulations COR Contracting Officer Representative FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer NDC National Drug Code OCI Organizational Conflict of Interest PBM Pharmacy Benefits Management PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit UPC Universal Product Code UPN Universal Product Number VA Department of Veterans Affairs VISN Veterans Integrated Service Network PART 3 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES 3. GOVERNMENT FURNISHED ITEMS AND SERVICES: 3.1. Services: The Government will provide a Contracting Officer Representative (COR) who will assist with the contract monitoring requirements. The COR will monitor such items as quality of service, inventory accuracy, timeliness of performance, customer service, cost control, and business relations. 3.2 Facilities: The Government will provide the usage of facilities within the 15 sites to include telephones, necessary workspace for the Contractor staff and their equipment, and other items necessary to maintain an office environment. 3.3 Utilities: The Government will provide all utilities in each of the 15 sites in performance of tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves when not in use and using only the amount of electricity that is needed to complete the work outlined in this PWS. 3.4 Materials-The Government will provide a list of all 15 sites and a contact person and back-up contact person for each site in order to answer any questions and determine time needed for each site before December 31st of each year. This will include the time the Contractor will need to start duties in the morning and the time they much be completed. The Government will provide price and cost data to the Contractor for non-prime vendor direct purchase items in Microsoft Excel format prior to initiating inventory of the 15 sites in VISN 16 for the Contractor to determine the pharmacy inventory replacement cost. The individual sites will provide the Contractor with pharmaceuticals and their quantities from dispensing machines that should be counted. PART 4 CONTRACTOR FURNISHED ITEMS AND SERVICES 4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: 4.1 General: The Contractor shall furnish all supplies, employees, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS. All contractor employees shall arrive for work on time based on the scheduled time of each facility. 4.2. Physical Count: Inventory of all sections at each individual site must be completed within (1) business day. This includes the time taken to review section lists, make corrections, and print preliminary reports in each section. a. The Contractor shall do a physical count of all pharmaceuticals (except controlled substances) in each area of the 15 sites of VISN 16 using handheld scanners. These areas include an inventory of all items in the Outpatient Pharmacies including items in dispensing machines such as Baker APS machines, Scriptpro, and Optifill. The inventory will include inventory or all Inpatient or Nursing Home Pharmacies including unit dose and dispensing machines. b. Inventory such as injectables, bulk IV solutions or unit dose liquid cups that are purchased by the case shall be counted as either full count or partial count depending on the number of units remaining in the package. c. Non-Prime Vendor and direct purchases and prosthetic items in unopened containers with a cost over $500 shall be counted. d. All partial bottles of drugs costing $10.00 or more per unit shall be opened, visually inspected and counted. e. All partial bottles of drugs costing less than $10.00 shall be opened, visually inspected and estimated to the nearest tenth (10th) of a bottle. f. For any items that do not have McKesson descriptive data, NDC, or a UPC, the Contractor shall manually add a product description and pricing to the inventory list. These items shall be included in all mandatory reports. g. This must be completed separately in each of the 15 sites in one (1) business day, defined as 8 hours. These counts must all be completed from January 1-February 28 of each calendar year. h. The Contractor will supply all manpower in order to accomplish this in the allotted time. The Contractor acknowledges that inventory size varies from site to site and may take more time and manpower in some areas. i. The Contractor must have a well-defined process for marking or tagging each area to be inventoried. Each area in each of the 15 sites must be marked before beginning each area and ensure all are removed before moving to the next area. j. Contractor will be provided a list of all controlled substances counted by VA pharmacy personnel. Controlled substances must be included in all required reports. k. The contractor shall conduct a final walk through of each of each work area prior to leaving to verify invoices are complete. The contractor shall verify counts and inspect work area and visually verify that all areas have been counted and inventory markers are removed. The contractor shall remedy all errors and discrepancies prior to leaving the facility. 4.3 Inventory Reports a. All documents or reports produced by the Contractor shall be suitably marked to clearly show they are the Contractor products, or that the Contractor participated in creating the document or report b. All reports shall be submitted to the COR c. All reports shall be submitted in Excel format unless expressly authorized by the COR or contracting officer. d. Individual site reports shall be forwarded to the COR and respective site contacts. e. Progress reports shall be forwarded to the core or individual designated by the COR. f. Inventory Reports shall last all items inventoried and should minimally include item name and dose strength, package description (ml,bottle,tab), NDC and UPC/UPN, total quantity, accurate package price, package size, and total replacement cost per item and all items total g. Site Specific Reports- The Contractor shall provide individual site inventory reports upon completion of each individual facility An electronic and hard copy report for each site shall be provided to the site contact. At the close of inventory day, the Contractor must provide a summary report of all inventoried sections on a preliminary Excel report, with a final corrected report to follow within seven (7) business days. h. Progress Reports: The Contractor shall provide a progress report segregated by site (15 sites total) summarizing the inventories of each site surveyed within seven (7) days of completing site survey. An electronic copy of all reports shall be provided by email to the COR. i. Final Report: The Contractor shall provide a final report to the COR within seven (7) business days of completing inventory of the final site. The report shall combine all inventoried sections into a single report with one line per item, subtotal the inventory of each section of the pharmacy, and be professional in easy to read Microsoft Excel format. This report shall be delivered via email to the COR and the local pharmacy point of contact provided by the Government. 4.4. Facility Clearance: The Contractor shall be escorted by VA Pharmacy personnel while present in any VA secured pharmacy sections at all 15 sites. The Contractor will not have access to any pharmacy site without an escort present. The Contractor will not be giving a key or PIV badge or door code combinations while present at any of the 15 sites. 4.5. Materials: The Contractor shall furnish all material and supplies needed to meet the requirements under this PWS. This includes, but is not limited to copy paper, copy ink, software to meet the needs of this PWS, and pens and other office materials needed. 4.6. Equipment: The Contractor shall provide furnish all equipment needed to perform the directive of this PWS. This includes computers, scanners, printers, and any other equipment needed to meet the needs of this PWS. Scanners must meet several requirements listed: Must be mobile scanning devices designed to provide efficient, accurate and detailed inventory counts. Must be handheld, wireless, and capable of real time reporting Must be capable of processing NDC, UPS, and Prime Vendor numbers Must be capable of real time data collection, validation, bar code scanning of drug bottles and unit dose packaging Scanners (or computer software) must be capable of capturing, manipulating, and transmitting data files containing prime vendor data that must minimally include NDC, UPC, and prime vendor numbers, pricing data, drug description, package size, quantity and product name. Must have manual override capabilities to allow manipulation of any data set associated with items inventoried to capture cost data from direct purchase products and medication. Must be capable of utilizing visual count technology to enable real time monitoring of inventory data from any we browser or internet connection. The Contractor will provide all their equipment needed to travel to all 15 sites with all their equipment and personnel. PART 5 SPECIFIC TASKS 5. Specific Tasks: 5.1. Basic Services. The Contractor shall provide services to perform the annual wall to wall inventory of all pharmaceuticals located in all 15 sites of VISN 16. This must be completed in one business day (8 hours) at each site The Contracto 5.2. Physical Count. The physical count is a count of all pharmaceuticals described in this PWS. All pharmaceuticals are included, even if counted by VA staff. 5.3. Inventory Report Must be in Excel format and follow all rules in this PWS. Must be supplied by email in the allotted time outlined in this PWS. 5.4. Materials The contractor shall provide all materials needed to provide the work outlined in this PWS, except Government furnished items outlined in part 3 All materials used to perform work must comply with all requirements located in PWS. 5.5. Equipment The contractor shall provide equipment needed to provide the work outlined in this PWS, except Government furnished items outlined in part 3 All equipment used to perform work must comply with all requirements located in PWS. PART 6 APPLICABLE PUBLICATIONS 6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures discussed in VHA Directive 1108.08 and as per VHA Directive 1761 (2), Supply Chain Inventory Management supplied as amendment at bottom of PWS
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- Place of Performance
- Address: Centeral AR VA Healthcare System 220 Fort Roots Drive North Little Rock, AR 72114 72114, USA
- Zip Code: 72114
- Country: USA
- Record
- SN05672957-F 20200530/200528230158 (samdaily.us)
- Source
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