36C24923Q0470.docx

36C24923Q0470

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C249-23-AP-0375

36C24923Q0470 02-05-2024 Scott Dickey 615-2256957 03-01-2024

11:00AM

CDT

Department of Veterans Affairs Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129 X 339112 1000 Employees

NET 30

N/A X See Section B.4 Delivery

90C Network Contracting Office 9 Department of Veterans Affairs Network Contracting Office (90C) 1639 Medical Center Parkway Suite 400 Murfreesboro TN 37129

90C FSC e-Invoicing Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 Invoice must be submitted electronically

Setup 1-877-489-6135

THIS IS A SOLICITATION FOR BRAND NAME OR EQUAL FOR

BD PXYIS AUTOMATED DISPENSING CABINETS FOR THE VA

MEDICAL CENTER NASHVILLE/MURFREESBORO TENNESSEE.

QUOTES AND QUESTIONS SHALL BE EMAILED TO THE BELOW POC.

POC: SCOTT DICKEY/CONTRACTING OFFICER

EMAIL: SCOTT.DICKEY@VA.GOV

INITIAL QUESTIONS MUST BE RECEIVED NLT 02/12/2024 @ 11:00AM

CST. FINAL QUESTIONS RECEIVED NLT 2/16/24 @ 11:00 CST.

QUOTES WILL NOT BE ACCEPTED AFTER 03/01/2024 11:00 AM CST

NON-COMPLIANCE WITH THIS REQUIREMENT WILL RESULT IN

NONRESPOSIVE OF QUOTE.

QUOTES MUST LIST YOUR DUNS, CAGE CODE, AND FEDERAL TIN

WITH COMPANY NAME, PHONE NUMBER AND EMAIL CONTACT.

QUOTES SUBMITTED WILL RECIEVE ACKNOWLEDGEMENT EMAIL RESPONSE

FROM CONTRACTING POC, IF NO ACKNOWLEDGEMENT EMAIL IS

RECIEVED THE QUOTE HAS NOT BEEN RECIEVED BY POC.

X X

SCOTT DICKEY

CONTRACTING OFFICER

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C249 Scott Dickey Department of Veterans Affairs Network Contracting Office 9 (90C) NCO 9 1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

NONE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

TVHS VAMC Nashville Campus and Supported Facilities Point of Care Decentralized Automated Dispensing Cabinet Medication Distribution System and System Support.

Contract Period: Base POP Begin: 04-01-2024 POP End: 09-30-2024

0001AA

Medstation System (MSS) - Profiled

0001AB

Medstation System (MSS) - Non Profiled

0001AC

Medstation System (MSST) Tower/Cabinet Preferred - Non Profiled

0001AD

Anesthesia Medstation System (AMSS) - Non Profiled

0001AE

Medstation System (MSSR) w/ Refrigerator Lock- Non Profiled

0001AF

Medstation System (MSSR) w/ Refrigerator Lock- Profiled

TVHS VAMC Murfreesboro Campus and Supported Facilities Point of Care Decentralized Automated Dispensing Cabinet Medication Distribution System and System Support.

Contract Period: Base POP Begin: 04-01-2024 POP End: 09-30-2024

0002AA

Medstation System (MSS) - Profiled

0002AB

Medstation System (MSS) - Profiled

0002AC

Medstation System (MSST) Tower/Cabinet Preferred - Non Profiled

0002AD

Anesthesia Medstation System (AMSS) - Non Profiled

0002AE

Medstation System (MSSR) w/ Refrigerator Lock- Non Profiled

0002AF

Medstation System (MSSR) w/ Refrigerator Lock- Profiled

TVHS VAMC Nashville Campus and Supported Facilities Point of Care Decentralized Automated Dispensing Cabinet Medication Distribution System and System Support.

Contract Period: Option 1 POP Begin: 10-01-2024 POP End: 09-30-2025

1001AA

Medstation System (MSS) - Profiled

1001AB

Medstation System (MSS) - Non Profiled

1001AC

Medstation System (MSST) Tower/Cabinet Preferred - Non Profiled

1001AD

Anesthesia Medstation System (AMSS) - Non Profiled

1001AE

Medstation System (MSSR) w/ Refrigerator Lock- Non Profiled

1001AF

Medstation System (MSSR) w/ Refrigerator Lock- Profiled

TVHS VAMC Murfreesboro Campus and Supported Facilities Point of Care Decentralized Automated Dispensing Cabinet Medication Distribution System and System Support.

Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026

1002AA

Medstation System (MSS) - Profiled

1002AB

Medstation System (MSS) - Profiled

1002AC

Medstation System (MSST) Tower/Cabinet Preferred - Non Profiled

1002AD

Anesthesia Medstation System (AMSS) - Non Profiled

1002AE

Medstation System (MSSR) w/ Refrigerator Lock- Non Profiled

1002AF

Medstation System (MSSR) w/ Refrigerator Lock- Profiled

TVHS VAMC Nashville Campus and Supported Facilities Point of Care Decentralized Automated Dispensing Cabinet Medication Distribution System and System Support.

Contract Period: Option 2

2001AA

Medstation System (MSS) - Profiled

2001AB

Medstation System (MSS) - Non Profiled

2001AC

Medstation System (MSST) Tower/Cabinet Preferred - Non Profiled

2001AD

Anesthesia Medstation System (AMSS) - Non Profiled

2001AE

Medstation System (MSSR) w/ Refrigerator Lock- Non Profiled

2001AF

Medstation System (MSSR) w/ Refrigerator Lock- Profiled

TVHS VAMC Murfreesboro Campus and Supported Facilities Point of Care Decentralized Automated Dispensing Cabinet Medication Distribution System and System Support.

Contract Period: Option 2

2002AA

Medstation System (MSS) - Profiled

2002AB

Medstation System (MSS) - Profiled

2002AC

Medstation System (MSST) Tower/Cabinet Preferred - Non Profiled

2002AD

Anesthesia Medstation System (AMSS) - Non Profiled

2002AE

Medstation System (MSSR) w/ Refrigerator Lock- Non Profiled

2002AF

Medstation System (MSSR) w/ Refrigerator Lock- Profiled

TVHS VAMC Nashville Campus and Supported Facilities Point of Care Decentralized Automated Dispensing Cabinet Medication Distribution System and System Support.

Contract Period: Option 3 POP Begin: 10-01-2026 POP End: 09-30-2027

3001AA

Medstation System (MSS) - Profiled

3001AB

Medstation System (MSS) - Non Profiled

3001AC

Medstation System (MSST) Tower/Cabinet Preferred - Non Profiled

3001AD

Anesthesia Medstation System (AMSS) - Non Profiled

3001AE

Medstation System (MSSR) w/ Refrigerator Lock- Non Profiled

3001AF

Medstation System (MSSR) w/ Refrigerator Lock- Profiled

TVHS VAMC Murfreesboro Campus and Supported Facilities Point of Care Decentralized Automated Dispensing Cabinet Medication Distribution System and System Support.

Contract Period: Option 3 POP Begin: 10-01-2026 POP End: 09-30-2027

3002AA

Medstation System (MSS) - Profiled

3002AB

Medstation System (MSS) - Profiled

3002AC

Medstation System (MSST) Tower/Cabinet Preferred - Non Profiled

3002AD

Anesthesia Medstation System (AMSS) - Non Profiled

3002AE

Medstation System (MSSR) w/ Refrigerator Lock- Non Profiled

3002AF

Medstation System (MSSR) w/ Refrigerator Lock- Profiled

TVHS VAMC Nashville Campus and Supported Facilities Point of Care Decentralized Automated Dispensing Cabinet Medication Distribution System and System Support.

Contract Period: Option 4 POP Begin: 10-01-2027 POP End: 09-30-2028

4001AA

Medstation System (MSS) - Profiled

4001AB

Medstation System (MSS) - Non Profiled

4001AC

Medstation System (MSST) Tower/Cabinet Preferred - Non Profiled

4001AD

Anesthesia Medstation System (AMSS) - Non Profiled

4001AE

Medstation System (MSSR) w/ Refrigerator Lock- Non Profiled

4001AF

Medstation System (MSSR) w/ Refrigerator Lock- Profiled

TVHS VAMC Murfreesboro Campus and Supported Facilities Point of Care Decentralized Automated Dispensing Cabinet Medication Distribution System and System Support.

Contract Period: Option 4 POP Begin: 10-01-2027 POP End: 09-30-2028

4002AA

Medstation System (MSS) - Profiled

4002AB

Medstation System (MSS) - Profiled

4002AC

Medstation System (MSST) Tower/Cabinet Preferred - Non Profiled

4002AD

Anesthesia Medstation System (AMSS) - Non Profiled

4002AE

Medstation System (MSSR) w/ Refrigerator Lock- Non Profiled

4002AF

Medstation System (MSSR) w/ Refrigerator Lock- Profiled

B.3 DELIVERY SCHEDULE

Nashville Designated Equipment List

1310 24th Ave S, Nashville TN 37212

1919 Charlotte Ave Ste 100 Nashville, TN

782 Weatherly Drive Clarksville TN 37043

Clarksville VA Dental Clinic 2292 Dalton Dr Clarksville TN 37043

Dover VA Clinic 1406 Donelson Parkway Dover, TN 37058

Gallatin VA Clinic 419 Steam Plant Rd Gallatin, TN 37066

5580 Desert Storm Ave, Fort Campbell, TN 42223

650 Joel Dr, Ft Campbell, KY 42223

2 International Plaza Dr, Ste 300, Nashville, TN

1818 Albion St, Ste 114 Nashville, TN

Alvin C. York Designated Equipment List

3400 Lebannon Pike Murfreesboro, TN 37129

1320 Decatur Pike Athens, TN 37303

6401 Shallowford Rd Chattanooga, TN 37421

1208 Pointe Centre, Ste 100 Chattanooga, TN 37454

225 Von Karman Rd Arnold Air Force Base, TN 37389

Future/Additional Equipment Needs

Locations to be Determined

List Key:

MSS= Medstation System MSST= Medstation System (Tower/Cabinet Preferred) AMSS= Anesthesia Medstation System MSSR= Medstation System w/Refrigerator Lock

36C24923Q0470

Page 1 of Page 1 of B.4 Statement of Work (SOW)

Automated Dispensing Cabinet Medication Distribution System

1.0 General

1.1 Background

Network Contracting Office 9 (NCO-9) of the Department of Veterans Affairs (VA) has a requirement to lease an enterprise-wide automated dispensing system for the Tennessee Valley Healthcare System (TVHS) that meets the Joint Commission requirements on appropriate drug storage and accountability.

Automated dispensing cabinets (ADCs) are used to support all inpatient Bar Code Medication Administration (BCMA) as well as all outpatient clinics. The system functions both locally and at remote Community-Based Outpatient Clinics (CBOC) by way of one main server located at the Nashville Veterans Affairs Medical Center (VAMC). Unit Dose medication packaging is utilized for patients that are admitted to the hospital or treated in a clinic. An ADC system allows these medications to be stored and dispensed near the point of care while also providing drug accountability/security and minimization of medication diversion. The ability to customize medication configuration in addition to features such as alerts, and barcode scanning can significantly improve patient safety as well. TVHS requires a system which is a living process, conforming to the Government’s needs by expanding to accommodate new activations or added services, and through reduction, as necessary, during remodeling or shifting of services.

1.2 Definitions

a. Automated dispensing cabinet (ADC): computerized drug storage devices or cabinets that allow medications to be stored and dispensed near the point of care, while controlling and tracking drug distribution.

b. Profiled: refers to equipment that is interfaced with the Veterans Health Information Systems and Technology Architecture (VistA) in order to receive patient and order specific information so that medications can be withdrawn only based on an existing order or for a specific patient in care areas where traditional medication orders are not used (e.g., anesthesia).

c. Non-Profiled: refers to equipment that allows practitioner access to all medications contained within the ADC without order verification by a pharmacist.

d. Premium drawer: a drawer located within the ADC with the ability to have individually locked pockets.

1.3 Objective

TVHS strives to meet the VA mission and goals of delivering the highest quality healthcare to our Veterans while being the health care provider of choice. This is accomplished through the implementation of patient safety requirements and procedural redundancies, utilizing multi-stage processes, where each process or event builds upon preceding processes or events. This goal is further achieved by implementing systems possessing capabilities to communicate across all platforms within the medication use process.

The TVHS point of use ADC program minimizes patient exposure to medication administration errors while concurrently ensuring the immediate availability of required medication therapies during patient care.

Although ADC vendor continuity is not required, the mission critical nature of medication delivery has been further elucidated by the Covid-19 Pandemic. Transitioning to another ADC system vendor requires a stepwise overlapping change-over process which includes user training, platform testing, and product swapping. In TVHS with 155 active vendor units and 1800+ Nursing and Medical services users providing onsite medication therapies to more than 105,000 Veterans, the ability to meet contractual obligations during this transitional period is paramount.

1.4 Scope of Work

The contractor shall furnish new equipment or maintain existing equipment currently deployed to provide the required number of fully functional ADC devices and the resources necessary to assure adequate and secure drug storage throughout TVHS. The contractor shall provide labor, personnel, equipment, tools, materials, supervision and other items and services necessary to perform installation and implementation of equipment in the space determined by TVHS. Project implementation meetings, if necessary, shall be coordinated with TVHS. The installation and implementation timeframe and project milestones are to be coordinated within 10 days of award with the contractor and TVHS.

The current list of equipment utilized by TVHS is detailed below. At a minimum, the contractor shall provide equivalent equipment and associated services.

Equipment List:

· Anesthesia Stations:

· # 15 – BD Pyxis™ 327 Anesthesia Station ES, or Equivalent

· Main Cabinets (Profiled):

· # 10 – BD Pxyis™ 323 Medstation ES, 2-Drawer with 1 Premium Drawer, or Equivalent

· # 11 – BD Pyxis™ 323 Medstation ES, 6-Drawer with 3 Premium Drawers, or Equivalent

· # 4 – BD Pyxis™ 323 Medstation ES, 6-Drawer with 4 Premium Drawers, or Equivalent

· # 21 – BD Pyxis™ 323 Medstation ES, 6-Drawer with 5 Premium Drawers, or Equivalent

· # 1 – BD Pxyis™ 323 Medstation ES, 5-Drawer with Bin and 2 Premium Drawers, or Equivalent

· Main Cabinets (Non-Profiled):

· # 13 – BD Pxyis™ 323 Medstation ES, 2-Drawer with 1 Premium Drawer, or Equivalent

· # 2 – BD Pxyis™ 323 Medstation ES, 6-Drawer with 2 Premium Drawers, or Equivalent

· # 15 – BD Pxyis™ 323 Medstation ES, 6-Drawer with 3 Premium Drawers, or Equivalent

· # 2 – BD Pxyis™ 323 Medstation ES, 6-Drawer with 4 Premium Drawers, or Equivalent

· # 1 – BD Pxyis™ 323 Medstation ES, 6-Drawer with 5 Premium Drawers, or Equivalent

· # 1 – BD Pxyis™ 323 Medstation ES, 6-Drawer with 6 Premium Drawers, or Equivalent

· # 3 – BD Pxyis™ 323 Medstation ES, 5-Drawer with Bin and 2 Premium Drawers, or Equivalent

· # 3 – BD Pxyis™ 323 Medstation ES, 5-Drawer with Bin and 3 Premium Drawers, or Equivalent

· Auxiliary Cabinets:

· # 14 – BD Pxyis™ 324 Medstation ES, Auxiliary 7-Drawer with 0 Premium Drawers, or Equivalent

· # 5 – BD Pxyis™ 324 Medstation ES, Auxiliary 7-Drawer with 2 Premium Drawers, or Equivalent

· # 3 – BD Pxyis™ 324 Medstation ES, Auxiliary 7-Drawer with 3 Premium Drawers, or Equivalent

· Tower Cabinets:

· # 1 – BD Pxyis™ 156-033-01 Medstation ES, Half-Height 2-Door Aux Tower, or Equivalent

· # 26 – BD Pxyis™ 343 Medstation ES, Full-Height 4-Door Aux Tower, or Equivalent

· # 5 – BD Pyxis™ 158-15-01 Medstation ES, Single Col 3 Door Integrated Main Tower, or Equivalent

· Refrigerator Automated Locking System

· # 2 – BD Pyxis™ 345 Remote Manager, or Equivalent

· CII Safe System:

· # 2 – 107-223 CII Safe Desktop PC with Bio, or Equivalent The contractor shall also provide the appropriate servers and licenses required for integration and operation of ADC system equipment. During the term of this contract, it is anticipated that the process of profiling all appropriate ADCs across TVHS will continue. The contractor shall maintain a network interface for the ADC system and train designated VA personnel in the use and configuration of client and administrative software and hardware controls. The contractor shall also make available and guarantee successful operation of a user training interface. Such user training is an Office of the Inspector General (OIG) requirement for access to medications within the Veterans Administration.

Routine Repairs:

The contractor shall provide services to perform repairs, replacements (offline for > 24 Hours), and preventive maintenance inspections of all ADCs. All work shall be performed by competent technicians, experienced and qualified to work on listed equipment. The contractor shall perform routine repairs within 24 hours after being notified by TVHS. This will include all travel, parts, labor, etc. required to perform the work.

Invoices:

All invoices shall be submitted through Tungsten Network for the VA’s Electronic Invoice Presentment and Payment System. Invoices shall be submitted in arrears and must contain the appropriate purchase order number.

1.5 Period of Performance

The period of performance of this contract consists of the following:

· Base Period: Beginning April 1, 2024, through September 30, 2024.

· Option Period I: Beginning October 1, 2024, through September 30, 2025

· Option Period II: Beginning October 1, 2025, through September 30, 2026

· Option Period III: Beginning October 1, 2026, through September 30, 2027

· Option Period IV: Beginning October 1, 2027, through September 30, 2028

1.6 Place of Performance

ADC point of use medication storing, and dispensing devices may be necessary at any or all current and future patient care sites within TVHS. Current site locations are listed below:

Nashville VA Medical Center 1310 24th Avenue South Nashville, TN 37212-2637 Chattanooga VA Clinic 6401 Shallowford Road Chattanooga, TN 37421 Phone: 423-893-6500 International Plaza VA Clinic 2 International Plaza Drive International Plaza, Suite 300 Nashville, TN 37217-5150 Phone: 615-367-5928

Alvin C. York VA Medical Center 3400 Lebanon Pike Murfreesboro, TN 37129-1237 Clarksville VA Clinic 782 Weatherly Drive Clarksville, TN 37043-8941 Phone: 931-645-3552 Maury County VA Clinic 833 Nashville Highway Columbia, TN 38401-2443 Phone: 931-981-6930

Albion Street VA Clinic 1818 Albion Street, Suite 114 Nashville, TN 37208-2918 Phone: 615-225-3600 Cookeville VA Clinic 851 South Willow Avenue Suite 108 Cookeville, TN 38501-4223 Phone: 931-284-4060 McMinnville VA Clinic 1410 Sparta Street Three Star Mall, Suite 6 McMinnville, TN 37110-1313 Phone: 931-474-7700

Athens VA Clinic 1320 Decatur Pike Athens, TN 37303-2418 Phone: 423-746-1410 Dover VA Clinic 1406 Donelson Parkway Dover, TN 37058-3730 Phone: 931-232-5138 Pointe Centre VA Clinic 1208 Pointe Centre Pointe Centre Properties, Suite100 Chattanooga, TN 37421-3989 Phone: 423-893-6500 Ext.27921

Bowling Green VA Clinic 600 US 31 West Bypass Fairview Plaza, Suite 12 Bowling Green, KY 42101-4905 Phone: 270-782-0120 Gallatin VA Clinic 423 Steam Plant Road Gallatin, TN 37066-3027 Phone: 615-230-4682 Roane County VA Clinic 2305 North Gateway Ave, Ste 2 Harriman, TN 37748-8709 Phone: 865-882-2010

Charlotte Avenue VA Clinic 1919 Charlotte Ave, Suite 100 Nashville, TN 37203-2219 Phone: 615-225-3600 Hopkinsville VA Clinic 1002 South Virginia Street Forbes Place, Second Floor Hopkinsville, KY 42240-3579 Phone: 270-885-2106 Tullahoma VA Clinic 225 Von Karman Road Arnold Air Force Base, TN 37389 Phone: 931-454-6134

1.7 Applicable Documents

a. Federal Information Security Management Act of 2002, Public Law 107-347§ 208, 116 Stat. 2946 (2002)

b. Health Insurance Portability and Accountability Act of 1996 (HIPAA), Public Law 104-191 § 264, 110 Stat. 1936 (2003)

c. Privacy Act of 1974, 5 U.S.C. 552a

d. 15 U.S.C. §278g-3, 38 U.S.C. §5721-28, 40 U.S.C. §11331, 44 U.S.C. Chapter 35

e. OMB M-06-15, Safeguarding Personally Identifiable Information (May 22, 2006)

f. OMB M-07-11, Implementation of Commonly Accepted Security Configurations for Windows Operating Systems (March 22, 2007)

g. OMB M-07-18, Ensuring New Acquisitions Include Common Security Configurations (June 1, 2007)

h. OMB M-09-02, Information Technology Management Structure and Governance Framework (October 21, 2008)

i. National Institute of Standards and Technology: Federal Information Processing Standards (FIPS) http://scrc.nist.gov/publications/fips/index.html

j. National Institute of Standards and Technology Special Publications 800 Series http://csrc.nist.gov/publications/nistpubs/index.html

k. VA HANDBOOK 6500.6 MARCH 12, 2010

l. Federal Acquisition Regulations, 48 C.F.R. Parts 39 and 52.

m. VAAR – 852.273-75 Security Requirements for Unclassified Information Technology Resources (Interim – October 2008)

n. VA Directive and Handbook 6500, Information Security Program

o. VA Directive 6502, VA Enterprise Privacy Program

p. VA Directive and Handbook 0710, Personnel Suitability and Security Program

q. VA Handbook 6500.1, Electronic Media Sanitization

r. VA Handbook 6500.2, Management of Security and Privacy Incidents

s. VHA Handbook 1600.01, Business Associate Agreements

t. VHA Handbook 1605.1, Privacy and Release of Information

2.0 Specific Requirements/Tasks

2.1 Network Interface

A network interface for the ADC system server shall be maintained in accordance with established Department of Veterans Affairs guidelines for servers with HIPAA and patient specific information. The server shall communicate successfully with all current and future associated ADC devices.

2.2 Device Connectivity

All ADC devices, local and remote, shall be configured and connected to the ADC system server.

2.2.1 Server Communication

Information Protocol (IP) addresses assigned to each ADC device shall be used to connect and communicate with the ADC system server during the maintenance of ADC devices.

2.3 Software

ADC system server access shall be web-based and configured to permit logon and access to appropriate users.

2.4 Databases

Required databases residing on the ADC system server shall be maintained to ensure devices remain fully functional.

2.5 New Automated Dispensing Cabinet Devices

All newly required ADC devices shall be configured and deployed as required, ensuring a seamless transition throughout the installation process. The contractor shall arrange for delivery of devices designated for remote site deployment. The ADC system will directly backup archive files to a designated network folder during implementation. No intermediate steps, devices or storage media will be needed to accomplish this task.

2.6 Contractor Provided Training

The contractor shall provide an initial comprehensive onsite training program for designated staff, such as system administrators and super users, considered vital to implementation. The contractor shall also provide support for system administrators and super users for the training of end users in the use and configuration of client and administrative software and hardware controls. The contractor shall assist in setting up this internal training program for all the members of the Pharmacy, Patient Care, and Information Technology staffs. Training shall be coordinated by the Pharmacy Drug Control manager, Pharmacy supervisory personnel, Nursing supervisory personnel, Information Resources Manager staff, and Biomedical personnel. The contractor shall assist with materials needed for the establishment of a continuing training program for all new hires.

2.7 Veteran’s Health Administration (VHA) Provided Training

All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

3.0 Delivery or Deliverables

a. The contractor shall deliver an inventory of installed operation units throughout all TVHS listing the unit location, unit configuration and unit monthly cost prior to or concurrent with invoicing for those units. This shall be delivered Monthly not later than concurrent with invoicing. Draft invoice shall be submitted to COR NLT 5 days prior to submission in Tungsten. This will avoid payment and certification issues.

b. Two sets of cabinet keys will remain at each geographical location.

4.0 Special Considerations

4.1 Contractor Responsibility

The contractor shall provide enough CAT5 data line to support manipulation and connection of ADC devices to existing computer port connections, and Uninterruptable Power Supplies (UPS) and/or surge suppressor devices for all equipment not already so buffered.

All information and data related to this project that the contractor gathers or obtains shall be both protected from unauthorized release and considered the property of the government. The contracting officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. Press releases, marketing material, or any other printed or electronic documentation related to this project, must not be publicized without the written approval of the contracting officer.

4.2 Government Responsibility

The Government will provide contractor access to an intact, operational data network and server host site capable of effectively supporting day to day operation of the ADC system. The Government will also furnish connectivity via computer ports for those patient care areas receiving deployed equipment and not currently having an adequate connection. Power (emergency red plug) and network receptacles for operation of the ADC system will also be provided by the Government.

All Government personnel involved with the installation, configuration, and day-to-day operation of the ADC system will be properly trained on the system’s operation and remain current on training necessary for the protection of sensitive information while using the ADCs.

5.0 Security Requirements

ADC devices will communicate over network connections considered secure as measured against Department of Veterans Affairs National, regional, and local guidelines. The contracted maintenance requirement of the ADC system will allow and require remote access to the ADC system by the contractor’s technical personnel. The contractor will set up an account with the Department of Veterans Affairs that permits communication with the local ADC system via Virtual Private Network (VPN). During specific critical situations or under circumstances considered catastrophic, communication via modem MAY be permitted by the facility ISO ONLY.

The contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

The contractor shall not create or maintain any records containing any non-public VHA information that are not specifically tied to or authorized by the contract.

The contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

5.1 Records

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, regardless of the medium in which the record exists.

A “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Veterans Health Administration (VHA)/ VA Tennessee Valley Healthcare System (VA TVHS) records.

1. does not include personal materials.

1. applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

1. may include deliverables and documentation associated with deliverables.

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

VA TVHS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA TVHS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA TVHS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract vehicle. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

The VHA/VA TVHS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA/ VA TVHS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

5.2 Access to VA Information and VA Information Systems

A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

5.3 VA Information Custodial Language

Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.

5.4 Information System Design and Development

Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COTR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

The contractor/subcontractor shall certify to the COR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.

The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default “program files” directory and silently install and uninstall.

Applications designed for normal end users shall run in the…