Sources of Sought 05-16-2024 rev1.pdf

THIS IS A SMALL BUSINESS SOURCES SOUGHT NOTICE REPRESENTING A MARKET SURVEY AND

IS NOT A REQUEST FOR PROPOSALS, PROPOSAL ABSTRACTS, QUOTATIONS, OR INVITATION

FOR BIDS

The Department of Veterans Affairs is conducting a sources sought to obtain information regarding (1) the availability and capability of qualified small business sources; (2) whether they are Service-Disabled Veteran-Owned, Veteran-Owned, Small Business, HUB Zone 8(a), Women-

Owned, or small disadvantaged business concerns; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition.

Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. Small business concerns shall be capable of providing the necessary equipment and personnel to furnish service in the volume required for all the items under this contract. The contractor shall meet all Federal, State, or City code requirements regarding operations of this type of service.

The NAICS code is 524292 (Size Standard: 35 million)

The intent of this notice is to determine the availability of qualified commercial sources technically capable of providing the requirement in accordance with the attached Statement of

Work.

Potential offerors having the skills, experience, professional qualifications, and capabilities necessary to perform the described requirement are invited to provide a capabilities statement via e-mail. The Capability statements shall not exceed three (3) pages and must include the following: 1) Company name and Point of Contact information (address, telephone, e-mail, website etc.); 2) SAM UEID number and CAGE code; 3) Small Business Size/Certification (to include 8(a), HUB Zone, SDVOSB, etc.); and (4) Familiarity and product knowledge.

Responses are due no later than 12:00 PM EST, Monday, July 15, 2024, and shall be electronically submitted to: derrell.calhoun@va.gov. All responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. The response is strictly voluntary; no reimbursement will be made for any costs associated with providing information in response to this synopsis or any follow-up information requests.

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and mailto:derrell.calhoun@va.gov cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

STATEMENT OF WORK:

Urgent Pharmacy Prescription Services

OBJECTIVE

To obtain a contracted service to facilitate emergent prescription fills for Veterans seen at Central Alabama Veterans Health Care System (CAVHCS) Montgomery and

Tuskegee, Alabama after normal Pharmacy operating hours and all Community Based

Outpatient Clinics (CBOCs) aligned with CAVHCS:

AGENCY BACKGROUND

CAVHCS is a multi-divisional healthcare system that provides acute inpatient care, acute psychiatric inpatient care, geriatric extended care, and both primary and specialized outpatient services in the Central Alabama area and Georgia.

SCOPE and GENERAL REQUIREMENTS

The contractor shall provide pharmacy benefit management services to VA beneficiaries at CAVHCS Montgomery and Tuskegee, AL, and all CBOC’s.

1. Contractor shall provide Emergent Prescription Filling:

• Only new prescriptions shall be filled with no refills authorized. A new prescription is defined as a written prescription for a drug product and strength that has not been previously dispensed to the beneficiary in the past 12 months. A repeat order for the same drug product within 12 months is not considered a new prescription. Exceptions may be made for second courses of antibiotic therapy and urgent doses of maintenance medications as deemed necessary by the provider. No refills may be authorized.

• Only original written prescriptions from a VA authorized practitioner(s) shall be filled and dispensed by the contractor’s pharmacies. Prescriptions from non-VA authorized practitioners shall not be filled under the contract. Prescriptions that are non-urgent that the provider wrote for the patient to purchase at his/her own expense shall not be filled under the contract.

• Prescriptions filled and dispensed through urgent fill contracts will be limited to medications of urgent need as determined by VA clinical staff and will follow safe and effective formulary management principles practiced within the VA. In the rare event this could include vaccinations if not available at CAVHCS. This may include adjudication of medications on a case-by-case basis as defined by local medical center procedure.

CAVHCS can develop a list of emergent drugs that can be filled by the contractor without prior authorization. The Chief of Pharmacy or designee will email this “urgent drug list” to the contractor at the time of contract award and provide updates to the list as necessary.

• The prescriptions will be written in accordance with VA policies and procedures as well as applicable state and federal regulations. The successful offeror may obtain a sample of VA Form 10-2577F from the Contracting Officer Representative (COR).

• The contractor shall have a mechanism in place to provide real-time messaging and hard edits to the contractor’s pharmacies to limit dispensed medications to the specified

“urgent drug list” and to prevent medications that require prior authorization from being dispensed without approval. In addition, there must be a mechanism in place to update the “emergent drug list” as needed.

• The VA is not responsible for payment of any prescription for products not on the VA

National formulary even if ordered by VA authorized practitioners. If a VA authorized practitioner prescribes a product not on formulary the pharmacist shall notify the patient that the prescription is not covered and that the patient will be responsible for the cost, payable at that time.

• Any other exceptions to the prescription requirements of the contract must be pre-authorized by the Chief of Pharmacy at the Central Alabama Veterans Healthcare

System. Decisions of the healthcare system (CAVHCS) are final. CAVHCS may retroactively approve exceptions but the decisions to retroactively consider, review or approve retroactive request for exceptions is solely at the discretion of CAVHCS.

2. Unless otherwise pre-authorized, limit prescription fills to a maximum of a ten (10 day) supply with no refills.

3. Prescriptions shall be filled within one hour of patient presenting to pharmacy. The mailing and delivery of prescriptions are not authorized, nor any incidental cost associated with such.

4. Prescriptions filled under this contract shall be to the extent permitted by law, the least expensive generic equivalent drug product the pharmacy has in stock.

• Generic drugs shall be dispensed whenever possible. A product is not considered a generic equivalent unless the strength, quality, and dosage are the same as the brand name. The generic name shall be displayed on all labels for all medications.

• Brand name products will be dispensed only if there is no therapeutic equivalent product listed as (AB) equivalent. Exceptions include the following drug products which must be dispensed by brand name only: See Attachment A.

5. The filling of prescriptions shall be inclusive of patient medical profile review and proper filling and labeling in accordance with proper pharmacy practices and state requirements. Procedures shall include necessary patient education and counseling consistent with the Omnibus Budget Reconciliation Act (OBRA) 1990 requirement to ensure appropriate use and optimal outcomes from drug therapy. Counseling includes the following information at a minimum:

• Name, description, and use of the medication

• Dose, dosage form and route

• Special directions and precautions

• Common side effects and action requires if they occur

• Techniques for self-monitoring drug therapy

• Action to be taken if a dose is missed

• Proper storage

• Possible side effects to the medication

• Appropriate auxiliary labels attached to the containers.

• All prescriptions MUST have Consideration must be given to a patient’s ability to open

“childproof” containers.

• Generic name must be indicated on drug label for all medications.

• Beyond use dating should be present on all dispensed containers.

6. Pharmacists must collect, synthesize, and interpret patient, prescription, and disease data in monitoring for therapeutic duplication, drug-disease contraindications, drug-drug interactions (including those with OTC medications), incorrect drug dosage, inappropriate duration of treatment, drug-allergy interactions, and clinical abuse-misuse.

Adverse event reporting: All medication errors, adverse drug reactions or allergy reactions related to medications dispensed under this contract shall be reported to the

Contracting Officer Representative (COR) of the responsible VA healthcare system. The

Contractor shall notify the VA in writing whenever a malpractice claim involving a VA patient has been filed against the contract within three (3) working days.

7. The contractor must have a minimum of one pharmacy within a 10-mile radius of the

Montgomery location, Tuskegee, AL, and each CBOC location. The facility must be handicapped accessible, have handicapped parking spaces available and have seating available for patients waiting for prescriptions. The pharmacies need to be licensed in the respective state and have current controlled substance permit.

8. Additional areas may be added to this contract by mutual agreement as services are needed for new CBOC locations in service area or etc. Contract requirement and rates will be as stated in the proposal and subsequent contract.

• Pricing: If the contract is ordered from one of the GSA FSS schedules for Financial and Business Solutions, the order must include the GSA contract price list Per Claim

Fee and the discount arrangement. The GSA contract price for the prescriptions and any discount should also be stated in the contract such as: Drug prices are based off a discount from the Drug Topics MediSpan Average Wholesale Price (AWP). AWP minus

55% for Generic and AWP minus 15% for Brand name (or at the rate offered by the contractor in the price/cost schedule) Refer to attachment 1- Prescription Drug

Reimbursement Example.

If the contract is not ordered through GSA, the contract must contain specific details on all pricing. The total cost charges to the VA shall be the same or lower than that charged to their best customer and in no case, more than charged to the public.

• The contractor must provide a price list to the Contracting Officer showing pricing of the pharmaceuticals. As price list changes the contractor must submit the revised price list to the Contracting Officer.

9. The contractor shall invoice for reimbursement at the prices stated in the Schedule of

Supplies of this contract. The Contractor shall bill (invoice) the appropriate CAVHCS

Billing Contact monthly for services rendered. More frequent billing cycles are negotiable. The VA will randomly audit all billings. Pharmacies under contract shall make records available to the VA auditor in a timely manner at the location where dispensed.

10. All invoices shall reference the following information:

• Name and address of the contractor (to whom payment is to be sent)

• Invoice Date and Invoice Number

• Dates billed

• Taxpayer identification number

• Contract number and obligation number (PO Number)

• Payment terms

• Remittance address and EFT banking information

• Contract Line-Item Number (CLIN)

• Description of Supplies/Services

• Invoice Contains No Extraneous Charges (e.g., taxes) and correct calculations

• Number of people to be notified in event of questions

• Dispense Fee as a line item

Invoices must have all identifiable information removed and sent via mail to the Austin payment center in Austin, Texas with a copy supplied via secure message to the

Contracting Officer Representative (COR) - CAVHCS Pharmacy Service and Chief of

Pharmacy Service at CAVHCS.

11. REPORTS. The contractor shall provide monthly reports. These reports shall also include any medication errors or medication related incidents. These reports shall be provided to the Contracting Officer Representative (COR) Pharmacist at the CAVHCS main campus. Cumulative monthly, quarterly, and annual reports shall also be provided to the Contracting Officer Representative (COR) CAVHCS Pharmacy Service and Chief of Pharmacy Service. A copy of the cumulative quarterly and annual reports shall be provided to the Contracting Officer. The reports will contain the following information. •

Billing Pharmacy

• Prescription Number

• Date of Fill

• Drug Generic Name

• Drug Strength

• Quantity Dispensed

• NDC number of Product Dispensed

• Cost of Drug Dispensing Fee

• Prescriber Last Name

• Cost Type Code (ex. AWP)

• Days’ Supply

• Total Ingredient Cost Paid

• Total Normalized Cost

• If the prescription was an approved exception to the VA formulary drug list, the name of the CAVHCS approving official must be included on the invoice. The Contracting

Officer also requires a quarterly report comparing the dollar amount of drugs dispensed under the contract price compared to Average Wholesale Price.

12. The Parties agree that the Contractor’s personnel will not be considered VA employees for any purpose and shall be considered employees of the Contractor.

13. Contractor employees are not covered by the Federal Tort Claim Act. When

Contractor employee has been identified as a provider in a tort claim, the Contractor employee is responsible for notifying the Contractor’s legal counsel and/or insurance carrier. Any settlement or judgment arising from a contractor employee’s action or non-action is the responsibility of the Contractor and/or insurance carrier. The Contractor shall notify the VA of the action or non-action.

14. The standard VA pharmacy prescription claim form shall be utilized for billing purposes.

15. A comprehensive record keeping system shall be approved by the Contracting

Officer/COR.

16. The contractor must be open/available during normal business hours of CAVHCS

Montgomery, Tuskegee and CBOC locations Pharmacy (8:00AM to 4:30PM CST in

Alabama). Pharmacy services shall be available between the hours of 8:00AM and

7:00PM CST in Alabama and 8:00AM and 7:00PM EST in Georgia, Monday through

Friday, at a minimum. At least one of the participating community pharmacies should include late operating hours (i.e., 10:00PM-11:00PM, or later) for situations where late urgent prescription services are needed. Deviations from these hours should be provided and justified in the proposal. The Contractor will be required to be open on

Federal holidays. A pharmacist will be available to answer any drug related questions that a patient may have after the prescription is filled. This may be in the form of written and/or verbal information

17. Separate monthly billings will be furnished for each location (Attachment 7, List of

CAVHCS Facilities) electronically as per VAAR 825-232-70, Electronic Submission of payment requests by the 5th business day of each month for work done the previous month. Invoices must include:

• Name and address of Contractor

• Invoice date

• Contract number

• Terms of any prompt payment discount offered

• Name and address of official to whom payment is to be sent

• Claim Period

• P.O. Number

• Due Date

• Item billed as a line item

• Dispense Fee as a line item

Each dispensing pharmacy will maintain a log of VA prescriptions filled and have the patient sign next to each prescription number of each prescription received. A copy of this log must be available for review if there is a question of eligibility or identification of the individual that picked up a particular prescription.

18. The contractor cannot store patient information on a mobile device and verbal contact is sufficient to obtain prior authorization when needed. The contractor is prohibited from transferring Personnel Health Information (PHI) by fax or email to and/or from a VA Medical facility. Invoices and reports must be sent desensitized.

19. All prescriptions must be filled in a manner that meets and or exceeds current State of Alabama/State of Georgia and federal requirements that govern the filling and dispensing of prescriptions.

20. Contractor must always place Veteran customer service as their top priority while remaining in the regulations and guidelines of VA and CAVHCS policy. For example, contractor should seek and establish relationships with retail pharmacies that are most conveniently located to CAVHCS and CBOC locations (as stated above) and establish relationships with retail pharmacies that offer the best flexible/available hours.

Contractor must also not limit pharmacy resources but be able to offer the Veterans options when needed. Contractor must be willing to be creative/flexible and put forth best efforts to provide excellent, seamless care and exceptional customer service to the

Veterans, which is a direct reflection of CAVHCS and the VA.

21. Contractor must have in place a Natural Disaster Program that can be activated in the event of a disaster. This program shall facilitate a Veteran in receiving medications up to a 30-day supply in the event of a disaster. The contractor shall work with the VA and community pharmacies to make the process as seamless as possible for the

Veteran. Contractor must be willing to work outside of their normal business hours to accommodate the Veterans/VA needs in the event a disaster occurs.

22. Contractor must have in place a program to facilitate the emergent fill of specialty compounded medications for the Veterans in the rare event this is needed by CAVHCS.

Specialty Compounded medications are defined as those that need to be manufactured and dispensed directly to the patient by a licensed compounding pharmacy. CAVHCS is responsible for the cost of ingredients, dispensing fees and any administrative fees associated with the compounding of the specialty medication. Maximum days’ supply for such medications is 90 days and refills on these medications are allowable. Specialty

Compounded medications may be ordered for patients visiting our main facility or any

CBOC location. In addition, Specialty Compounded medications can be ordered by non-

VA providers for patients enrolled in Patient Centered Community Care or the Choice

Program. Additionally, the program must include sterile IV compounding in the event

CAVHCS cannot provide the required sterile IV compounding. Contractor shall facilitate an agreement for the VA to receive sterile IV compounding from another source in this instance.

23.

Performance

Requirement s Summary:

Task

Indicator Standard Acceptable

Quality

Level

Method of

Surveillance

General

Contract

Requiremen ts

(Service

Radius)

Provides pharmacy services within a ten-mile radius of the Clinic

100%

Written notification received within 5 days of contract award or within 5 days of a change in POC.

Written notification received within 15 days of contract award or within 15 days of a change in

POC.

Verification and/or documentati on provided by

Contractor

General

Contract

Requiremen ts

(Pharmacies

Designate name and address of local servicing pharmacies

100%

Written notification received within 10 days of contract award.

Written notification received within 30 days of contract award.

Verification and/or documentati on provided by

Contractor

Customer

Service

Continuous high level of quality and professional service

Maintain

100% timely professional and courteous service with no valid complaints

No more than 2 valid complaints per month

Validated

User/Custom er

Complaints

Medication

Compliance

(Approval)

Compliance with approved medication list furnished by the

Contracting

Officer.

100%

No non-approved medications issued without pre-authorization

No more than 2 deficiencies / findings per month

Random

Sampling

Verification and/or documentati on provided by

Contractor

Medication

Compliance

(Refill)

Compliance with refill policy

No refills without pre-authorization

No more than 2 deficiencies / findings per month

Random

Sampling

Verification and/or documentati on provided by

Contractor

Timely

Invoicing

Monthly invoices submitted in accordance with contract terms

Invoices submitted within 30 days of service, to include total charges for the period and the contract number

No more than 2 invoices refusals in the annual period of service

Verification and/or documentati on provided by

Contractor

Monthly billing reviews and certification conducted by the COR observations