36C24222Q0097.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

Network Contracting Office 2 New York Harbor Healthcare System 423 East 23rd Street New York, NY 10010

POINT OF CONTACT*

Contracting Officer Monique Paltan Monique.Paltan@va.gov

(212) 686-7500

PLACE OF PERFORMANCE

New Jersey Health Care System

East Orange, Lyons and Brick Facilities

385 Tremont Avenue

East Orange NJ

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

COMBINED SYNOPSIS/SOLICITATION FOR ANNUAL WALL-TO-WALL PHARMANY INVENTORY FOR NEW JERSEY HEALTH CARE SYSTEM (EAST ORANGE, LYONS AND JOHN J. HOWARD “BRICK” FACILITIES).

(i) This is a combined synopsis/solicitation for a commercial item prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

(ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through Contract-Opportunities at beta.SAM.gov on RFQ reference number 36C24222Q0097.

(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-07, VAAR Update 2008-31.

(iv) This procurement is being issued as Total Small Business Set Aside - Open Market combined synopsis/solicitation. The North American Industry Classification System (NAICS) code is 561990 All Other Support Services with a Small Business Size Standard of $12 Million.

(v) The Contractor shall provide pricing for Annual Wall-To-Wall Pharmacy Inventory Services. Table is Optional. Contractors may provide their own pricing table, but it must be broken down to allow for price reasonableness determination.

PRICING TABLE FOR: Annual Wall-To-Wall Pharmacy Inventory Services.

Total Base Year:

Total Option Year 1:

Total Option Year 2:

Total Option Year 3:

Total Option Year 4:

Base and All Options Total:

(vi) Description of requirement:

STATEMENT OF WORK

ANNUAL WALL TO WALL PHARMACY INVENTORY SERVICES

1) BACKGROUND:

The Department of Veterans Affairs New Jersey Health Care System is currently seeking to fulfill a requirement for annual wall to wall Pharmacy inventory services for its three facilities in NJ (East Orange, Lyons and John J. Howard (Brick)). Physical Inventory services will address all pharmacy drugs and supplies on hand at each facility to improve organizational efficiency, financial performance, and on-hand inventory reduction.

2) SCOPE OF WORK:

Contractor must have VA experience in performing annual wall to wall pharmacy inventory. Contractor should be able to provide 3 references within the VA.

Contractor shall furnish all labor, materials, tools, travel and supervision to conduct annual wall to wall pharmacy inventory services in accordance with HIPAA regulations. Contractor shall:

a) Provide scanning capabilities for accurate National Drug Code (NDC) identification

b) Inventory current supplies on hand and create accurate wholesaler pricing information

c) Provide auditors certified in pharmaceutical count methods, handling of

d) medications and HIPAA regulations.

e) Minimal disruption to daily pharmacy operations

f) Complete reporting of inventory and verification

Contractor shall inventory products on hand. These products include items purchased from the prime vendor as well as any direct purchases. The inventory shall include medication and supplies that are dispensed to patients.

Items such as equipment and prescription labels and vials are excluded.

The contractor shall inventory medication and supplies that are under the direct control of each pharmacy.

Where products are open, the contractor shall estimate the quantity to the nearest tenth of a bottle. The contractor shall determine an actual replacement cost for the inventory at each site. Some contractors utilize the McKesson Telxon to gather this information; others require a list of products costs with National Drug Code (NDC) numbers.

If the contractor needs cost information, the VA facility will supply it in Excel format. The contractor must use this to determine the replacement cost of the inventory. If the product was purchased directly, the VA facility will supply the most recent cost.

Contractor shall conduct inventory for each inpatient and outpatient pharmacy separately.

Contractor shall complete the inventory of all sections in one business day at each facility.

Contractor shall adhere to all VA security requirements.

3) REPORTS:

The contractor shall provide the following three comprehensive reports upon completion of the inventory:

Contractors shall submit individual written reports for inventory conducted at each facility. Each facility’s individual report shall include the following information:

a) Current contracted pricing from multiple wholesalers, including direct purchases and drop site items.

b) Point of entry validation.

c) Audit trails at the completion of sections.

d) Mapping of pharmacy set sections, established for year-to-year comparison.

e) Ability to provide custom location reports per unique sites at your facility separating inpatient, outpatient, off site, etc.

Contractor shall provide the following data elements on the Excel spreadsheet:

Contractor shall provide an inventory report for each inpatient and outpatient pharmacy separately.

Contractor shall provide three inventory reports upon completion of work.

Contractor shall submit a hard copy of each report to:

Department of Veterans Affairs New Jersey Health Care System Pharmacy Service Attn: Adel Gaballah 385 Tremont Ave East Orange, NJ 07018

Contractor shall coordinate with the COR to set a date to conduct the annual wall to wall inventory at each facility.

Contractor shall perform all inventory services for all three facilities between February 1st and February 15th for each year of contract.

4) CERTIFCATIONS:

Contractor must have VA experience in performing the annual wall to wall inventory. Contractor must provide 3 references within the VA.

Contractor shall ensure all auditors have the required qualifications and, if applicable, have the required current and valid professional certifications in compliance with federal, state, and/or local laws and regulations. When requested, Contractor shall provide the CO and on-site POC with information on the qualifications or certifications for its employees.

5) PHAMACIES PER FACILITY:

The East Orange Facility and Lyons Facility each have one (1) Outpatient Pharmacy and one (1) Inpatient Pharmacy. The John J. Howard (Brick) Facility has only one (1) Pharmacy.

6) WORKING BUSINESS HOURS:

All inventory services shall be performed during normal business hours of coverage unless proper alternate arrangements have been coordinated beforehand with the COR.

All work shall be performed between the hours of 8:00 AM to 4:30 PM, Monday to Friday excluding Federal Holidays.

7) PERIOD OF PERFORMANCE:

Contractor shall complete all inventories at all three facilities no later than February 15th of each year.

The Base Period of Performance will be one (1) year from the date of award of contract with the provision of four (4) Option Years).

8) PLACE OF PERFORMACE:

Wall to wall Pharmacy Inventory Services will be performed at each of the three facilities of the Department of Veterans Affairs, New Jersey Health Care System:

CONTRACTING OFFICE ADDRESS:

VISN 2 Network Contracting Office – Manhattan NY Harbor Healthcare System 423 East 23rd Street New York, NY 10010

(vii) Awardee shall coordinate with the Contracting Officer’s Representative (COR) prior to performance.

(viii) The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items (SEP 2021), applies to this acquisition. All offers must reference:

1) Solicitation number for this requirement as 36C24222Q0097;

2) The time specified in the solicitation for receipt of offers;

3) Name, address and telephone number of offeror;

4) Technical description of services to be performed in accordance with the Statement of Work. This Technical description should address the requirement specifically. Capability statements that are merely an overview of what the contractor offers will be determined incomplete. Please address all the technical evaluation sub-factors. Failure to address all the sub-factors will result in your package being determined incomplete;

5) Terms of any express warranty;

6) Price should be for all services detailed in section “v” of this document. The pricing must be broken down in a manner that allows for price reasonableness to be determined. Failure to provide complete pricing will result in contractors package being determined to be incomplete;

7) “Remit to” address, if different than mailing address;

8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

9) Acknowledgement of any solicitation amendments;

10) Past performance information;

11) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation.

Offers that fail to furnish required representation or information or reject the terms and conditions of the solicitation will be excluded from consideration.

The following provisions are included as addenda to FAR 52.212-1:

(ix) The provision at FAR 52.212-2, Evaluation-Commercial Items (OCT 2014), applies to this acquisition.

(a) Award shall be made to the contractor whose quotation offers the best value to the government, considering technical capability, past performance, and price. All sub-factors under technical capability are of equal importance. Past performance is less important than price.

The Government may perform a comparative evaluation (comparing offers to each other) to select the contractor that is best suited and provides the best value, considering the evaluation factors in this solicitation.

The Government will evaluate offers for Price Realism.

The government shall evaluate information based on the following evaluation criteria.

(1) Technical Capability: Technical capability is defined as an offeror’s ability to satisfy the solicitation’s requirements, providing the highest quality service to the specified facilities. Contractor shall provide a maximum 10-page capability statement demonstrating their ability to meet all of the requirements of the Statement of Work (SOW). A complete capability statement shall not include a copy and paste of the SOW. It shall describe how the offeror plans to meet the needs of the SOW.

A) Technical Proficiency: Offeror shall submit a proposal that demonstrates that it is a firm that specializes in annual wall-to-wall pharmacy inventories. The proposal shall be comprehensive and demonstrate its understanding of the requirement. It shall outline the contractor’s ability to perform the services adequately and satisfactorily in accordance with the Statement of Work (SOW) and the extent to which potential risks are identified and mitigated.

B) Contractor Experience: The offeror shall provide 3 instances of past experience similar in nature, scope, complexity, difficulty, and size to that which will be supplied under the prospective contract contemplated by this solicitation. The experience shall reflect of no less than (2) years of performing annual wall-to-wall pharmacy inventory service.

(2) Past performance: Contractor must provide three references for contract of similar scope and magnitude to be evaluated. Relevant past performance information shall include key personnel who have relevant experience, predecessor companies, and subcontractors who will perform major or critical elements of this solicitation. The contractors’ Past Performance shall also be reviewed in PPIRs; Individuals with no past performance shall receive a neutral rating for this evaluation factor.

(3) Price: The government will evaluate offers for award purposes based on the pricing for the total requirement. Offers for partial requirement will not be evaluated and will be deemed non-responsive upon receipt.

(b) Options: The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

Failure to provide the information requested in the evaluation criteria may result in being found non-responsive.

(End of Provision)

(x) The provisions at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (FEB 2021) applies to this acquisition. * All firms or individuals submitting a quote shall include a completed copy of this provision OR have current Representations and Certifications in the System for Award Management (SAM - https://www.sam.gov). Representations, Certifications, and SAM must be current at award. IF NOT CURRENT AND/OR YOU DO NOT SUBMIT A COMPLETED COPY OF THIS PROVISION, YOUR QUOTE WILL BE CONSIDERED NON-RESPONSIVE.

(xi) The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items (OCT 2018), applies to this acquisition. The following clauses are included as addenda to FAR 52.212-4:

(xii) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order- Commercial items (SEP 2021), applies to this acquisition.

The following subparagraphs of FAR 52.212-5 are applicable:

(xiii) The Service Contract Act of 1965 does apply to this procurement.

See attached Wage Determination

(xiv) N/A

(xv) This is a Total Small Business Set-Aside - Open Market combined synopsis/solicitation for annual wall-to-wall pharmacy inventory services for New Jersey VA Medical Centers (East Orange, Lyons and Jhon J. Howard “Brick”) at NJ as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

The Quoter shall list exception(s) and rationale for the exception(s). Quotes received without this statement will be assumed to infer that terms and conditions are acceptable without modification, deletion or addition.

Submission shall be received not later than 12:00 PM EST, November 24, 2021. The government shall only accept electronic submissions via e-mail, please send all quotations to Monique.Paltan@va.gov. RFI’s will not be accepted after Tuesday, November 16, 2021, 09:00 AM EST. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

(xvi) Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to Monique Paltan, Contracting Officer, Monique.Paltan@va.gov.

VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (Amended October 25, 2021)

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, shall show proof of vaccination.

NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

4. For indefinite delivery contracts: Contractor agrees to comply with FAR 52.232-99 and VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

See attached document: WAGE DETERMINATION.

Combined Synopsis/Solicitation Notice