R499--598-21-1-169-0007 VISN 16 ANNUAL PHARMACY WALL TO WALL INVENTORY (VA256-15-C-0161)
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. 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 tu 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 Observed Federal Holidays 2021 Date Federal Holiday # Day's Friday, January 1 New Year s Day 2021 290 Monday, January 18 Martin Luther King Day 2021 307 Monday, February 15 Presidents Day 2021 * 335 Monday, May 31 Memorial Day 2021 440 Sunday, July 4 Independence Day 2021 474 Monday, July 5 Independence Day 2021 (observed) 475 Monday, September 6 Labor Day 2021 538 Monday, October 11 Columbus Day 2021 ** 573 Thursday, November 11 Veterans Day 2021 604 Thursday, November 25 Thanksgiving 2021 618 Friday, December 24 Cistmas Day 2021 (observed) 647 Saturday, December 25 Cistmas Day 2021 648 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 tu 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. 1.5.11 Contract Modification: The contracting officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect price, quantity, or quality of performance of this contract. In the event the contractor effects any such change at the direction of any person other than the contracting officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.
36C25620Q1092 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 16
8/10/20, 9:15 AM R499--598-21-1-169-0007 VISN 16 ANNUAL PHARMACY WALL TO WALL INVENTORY (VA256-15-C-0161)
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. 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 tu 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 Observed Federal Holidays 2021 Date Federal Holiday # Day's Friday, January 1 New Year s Day 2021 290 Monday, January 18 Martin Luther King Day 2021 307 Monday, February 15 Presidents Day 2021 * 335 Monday, May 31 Memorial Day 2021 440 Sunday, July 4 Independence Day 2021 474 Monday, July 5 Independence Day 2021 (observed) 475 Monday, September 6 Labor Day 2021 538 Monday, October 11 Columbus Day 2021 ** 573 Thursday, November 11 Veterans Day 2021 604 Thursday, November 25 Thanksgiving 2021 618 Friday, December 24 Cistmas Day 2021 (observed) 647 Saturday, December 25 Cistmas Day 2021 648 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 tu 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. 1.5.11 Contract Modification: The contracting officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect price, quantity, or quality of performance of this contract. In the event the contractor effects any such change at the direction of any person other than the contracting officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.
36C25620Q1092 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 16
8/10/20, 9:33 AM