36C25719Q0139-003.pdf

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STATEMENT OF WORK

FOR

WALL-TO-WALL PHARMACEUTICAL INVENTORIES OF

VISN 17 LOCATIONS

3 DECEMBER 2018

1. INTRODUCTION AND SCOPE OF WORK:

a. Introduction: VA pharmacies are required to have a wall-to-wall pharmaceutical inventory conducted during February of each year. VISN 17 is seeking to establish a contract for the wall-to-wall pharmaceutical inventories of eighteen (18) pharmacies located within North Texas Veterans Health Care System, South Texas Veterans Health Care System, Amarillo VA Health Care System, Valley Coastal Bend Veterans Health Care System, Central Texas Health Care System, and El Paso VA Health Care System.

(1) Background: In the past, all health care systems within VISN 17 established their own contracts for wall-to-wall inventories. This was not efficient or cost-effective. A single contract is being established to entail the wall-to-wall inventories for the below mentioned pharmacies within participating health care systems in VISN 17.

b. Scope of Work: This contract will entail conducting annual wall-to-wall pharmaceutical inventories for eighteen (18) facilities containing pharmacies as indicated below:

(1) Sam Rayburn VA Medical Center in Bonham, Texas

(2) Ft. Worth Outpatient Clinic in Ft. Worth, Texas

(3) Dallas VA Medical Center in Dallas, Texas

(4) Harlingen Outpatient Clinic in Harlingen, Texas

(5) Ambulatory Surgery Center in Harlingen, Texas

(6) McAllen Outpatient Clinic in McAllen, Texas

(7) Corpus Christi Outpatient Clinic in Corpus Christi, Texas

(8) Audie Murphy VA Medical Center in San Antonio, Texas

(9) Kerrville VA Medical Center in Kerrville, Texas

(10) Frank M. Tejeda Outpatient Clinic in San Antonio, Texas

(11) North Central Federal Clinic in San Antonio, Texas

(12) Thomas E. Creek VA Medical Center, Amarillo, Texas

(13) Lubbock VA Outpatient Clinic, Lubbock, Texas

(14) Olin E. Teague Veteran’s Medical Center, Temple Texas

(15) Doris Miller VA Medical Center, Waco, Texas

(16) Austin Outpatient Clinic, Austin, Texas

(17) El Paso VA Medical Center, El Paso, Texas

(18) Las Cruces Outpatient Clinic, Las Cruces, New Mexico

2. REQUIREMENTS:

a. Type of Contract: Firm-Fixed-Price for conducting pharmaceutical wall-to-wall inventories for eighteen (18) facilities.

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b. General Requirements: The contractor will provide all labor, supervision, personnel, tools, materials, equipment, transportation, and management necessary to provide for a physical, wall-to-wall pharmaceutical inventory at eighteen (18) VISN 17 locations as indicated below.

North Texas Veterans Health Care System

(1) Sam Rayburn VA Medical Center 1201 E. 9th, Bonham, TX 75418

(2) Ft. Worth Outpatient Clinic

300 W. Rosedale, Ft. Worth, Texas 78104

(3) Dallas VA Medical Center 4500 Lancaster Road, Dallas, TX 75216

Valley Coastal Bend Health Care System

(1) Harlingen Outpatient Clinic 2106 Treasure Hills Blvd, Harlingen, TX 78550

(2) Ambulatory Surgery Center

2601 Veterans Dr, Harlingen, TX 78550

(3) McAllen Outpatient Clinic 2101 S. Colonel Rowe Blvd, McAllen, TX 78503

(4) Corpus Christi Outpatient Clinic

5283 Old Brownsville Rd, Corpus Christi, TX 78405

South Texas Veterans Health Care System

(1) Audie Murphy VA Medical Center 7400 Merton Minter Blvd, San Antonio, TX 78229

(2) Kerrville VA Medical Center

3600 Memorial Dr, Kerrville, TX 78028

(3) Frank M. Tejeda Outpatient Clinic 5788 Eckhert Rd, San Antonio, TX 78240

(4) North Central Federal Clinic

17440 Henderson Pass, San Antonio, TX 78232

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Amarillo VA Health Care System

(1) Thomas E. Creek VA Medical Center 6010 Amarillo Blvd West, Amarillo, TX 79106

(2) Lubbock VA Outpatient Clinic 6104 Avenue Q South Drive, Lubbock, TX 79412

Central Texas VA Health Care System

(1) Olin E. Teague Veteran’s Medical Center 1901 S 1st St, Temple, TX 76504

(2) Doris Miller VA Medical Center 4800 Memorial Drive Waco, TX 76711

(3) Austin Outpatient Clinic 7901 Metropolis Drive Austin, TX 78744

El Paso VA Health Care System

(1) El Paso VA Medical Center 5001 North Piedras Street El Paso, TX 79930-4211

(2) Las Cruces Outpatient Clinic 3401 Del Rey Blvd, Las Cruces, NM 88011

c. Special Requirements:

(1) The Contractor will coordinate with the Government Representative beginning January 2019 regarding the schedule for each pharmacy’s inventory, and will comply with the schedule. The Contractor shall complete the wall-to-wall pharmaceutical inventories, no later than February 17. Any change(s) to the schedule must be approved in advance through direct request to the Government Representative.

(2) Contractor personnel are required to wear VA-issued ID badges during the entire time in VA Medical Center facilities.

(3) All pharmaceutical inventory on-hand must be counted during each pharmacy’s inventory. “Inventory on-hand” is defined as all drugs and pharmaceutical supplies that are stored in the pharmacy, pharmacy store rooms, automated dispensing equipment, and dispensing areas.

(4) Contractor personnel must have current VA cost information loaded into their equipment to determine actual replacement cost of product prior to arriving for inventory. This information will be provided by the VA Prime Vendor and/or by Excel spreadsheet by the inventory site.

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(5) Product that is not found in the pre-loaded VA cost information will be added manually to the inventory report at the time of inventory. Information will include NDC or UPC/UPN, full generic name, size of order unit (bottle of 100’s, box 5’s, etc.), price per order unit, and the actual inventory quantity. The cost per order unit will be provided by VA staff.

(6) The Contractor will coordinate with the pharmacy supervisor to determine each section of the pharmacy to be inventoried, and will provide “hard copy” inventory sheets when each section of inventory is completed with product name, cost per order unit and actual inventory quantity. These sheets will be reviewed by pharmacy staff and corrections made at the time of inventory, if needed, prior to the final preliminary inventory report. The Contractor will provide a final preliminary report, to include the preliminary report for each section of the completed inventory to the supervisor prior to departing the pharmacy.

(7) The Contractor must be staffed so that a complete inventory of all sections of an inventory site will be completed within one (1) business day and provide an electronic Excel spreadsheet inventory site report within three (3) business days of the completion of inventory.

Due to the large variation of inventory sizes within this contract, the contractor shall contact the Government Representative to determine inventory staff needed to complete each site’s inventory within the one (1) business day time limit.

(8) The Contractor shall provide an Excel spreadsheet with the following data elements:

i. Item name and strength

ii. Package description (i.e. box of 5’s, bottle of 500’s, vial each, case of 12’s, etc.)

iii. NDC or UPC/UPN

iv. Current replacement package cost

v. Inventory to the nearest 1/10 of package description/size

vi. Line extension of total inventory cost for each product (inventory quantity x current package cost)

vii. A total of all inventory line items which will be the total inventory for the inventory site

(9) All like National Drug Codes (NDC’s) will be combined from the various areas at each pharmacy inventory site prior to making the determination of any line item less than $100 being excluded.

(10) Supply items used in the pharmacy (bottles, labels, syringes, used to make IV’s, etc.)

are not counted.

(11) Pharmacy staff will provide the Contractor with NDC’s, product name, and quantity of product in all automated dispensing machines. The Contractor will enter all product and make the appropriate conversion to the nearest 1/10 bottle using the NDC to determine bottle size (100’s, 125’s, 500’s, 1000’s, etc.). Each line item from the automated dispensing machines will contain all information listed in #8 above.

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(12) All unit dose medication inside the pharmacy will be counted. All IV solutions will be counted.

3. REFERENCES:

a. Federal Standards and Guidance:

(1) The Health Insurance Portability and Accountability Act (HIPAA) of 1996 Computer Security Act of 1987, Public Law 10-235

(2) OMB Circular A-123 – “Internal Control Systems”

(3) OMB Circular A-130 – “Management of Federal Information Resources,” Appendix III, “Security of Federal Automated Information Resources”

(4) 5 U.S.C. 552a, Privacy Act of 1974, 5 United States Code 552a, Public Law 99-08.

(5) 5 U.S.C. 552, Freedom of Information Act, 5 United States Code 552, Public Law

(6) 18 U.S.C. 1030 (a) (3), Fraud and related activity in connection with computers.

(7) Electronic Communications Privacy Act of 1986, Public Law 99-08, 100 Stat. 1848.

b. Agency Policy and Guidelines:

(1) VA Directive 6210, “Automated Information Systems (AIS) Security Procedures”

(2) VA Directive 6214, “Information Technology Security Certification and Accreditation Program”

b. Local Policies:

(1) STVHCS Policy Memo IT-11-01, Internet Guidelines

(2) STVHCS Policy Memo IT-11-04 Modems

(3) STVHCS Policy Memo IT-12-07, Service Level Automated Information Systems

(4) STVHCS Policy Memo 001-12-06, Remote VPN Access

(5) STVHCS Policy Memo 003-11-04, Automated Information Systems (AIS)

(6) STVHCS Policy Memo 003-14-10, Information Security Program Policy

(7) STVHCS Policy Memo 003-10-11, Information Systems Security Incident Reporting

(8) STVHCS Policy Memo 003-10-12, Sensitive Record Access and Tracking

4. DELIVERABLES:

a. The contractor will provide inventory services as indicated above in accordance with the terms of the contract.

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5. QUALITY ASSURANCE: The Government Representative will ensure the Contractor properly performs inventory services at each site within required time limit, and with minimal disruption to pharmacy operations. The Government Representative will coordinate with the Contractor to ensure that upon completion of each site’s inventory, the complete inventory report is provided within the required time limit.

6. SECURITY CONSIDERATIONS: Safeguarding patient health information (PHI) is a primary concern for VA staff and for contractor personnel working in VA facilities and/or working with PHI or other confidential/sensitive information. Such information must be protected from unauthorized, unanticipated, or unintentional modification. Contractor staff will safeguard PHI or other confidential/sensitive information as required in referenced policies. The C&A requirements do not apply and a Security Accreditation Package is not required.

a. The Computer Security Act requires federal agencies to provide for mandatory periodic training in computer security awareness and accepted computer security practices for all employees who are involved with the management, use, or operation of a federal computer system within or under the supervision of the federal agency. This includes contractors as well as employees of the agency. OMB Circular A-130, Appendix III, revised in 1996, enforces such mandatory training by requiring its completion prior to granting access to the system and through periodic refresher training for continued access. Therefore, each user must be versed in acceptable rules of behavior for the application before being allowed access to the system. VA and VHA policies specify mandatory orientation training prior to access and annual refresher training for all employees. The training program also informs users on procedures for reporting security incidents. A computer security incident is an adverse event in a computer system or network caused by a failure of a security mechanism or an attempted or threatened breach of these mechanisms. STVHCS Policy Memo 003-10-11, Information Systems Security Incident Reporting outlines procedures for reporting an information systems security incident. In addition, the Office of Cyber and Information Security (OCIS) operates a national critical incident response center (VA-CIRC). Contractor staff responsible for installing/repairing/replacing equipment or performing full-service maintenance of hardware/software components, who cause and/or identify a computer security incident must immediately report such to pharmacy staff and take all necessary measures to minimize the extent/impact of any computer security incident.

b. Information Systems Officer, Information Protection: The Contractor will not have access to VA Desktop computers nor have access to online resources belonging to the government while conducting services.

c. Privacy Officer: The Contractor will not have access to Patient Health Information (PHI) nor the capability of accessing patient information during the services provided to the VA.

d. Records Manager:

(1) Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

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(2) Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

(3) Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

(4) 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 by the Freedom of Information Act.

(5) Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

(6) The Government Agency owns the rights to all data/records produced as part of this contract.

(7) The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

(8) Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

(9) No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

(10) 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.