SOW.docx

Wall to Wall Inventory Statement of Work

VA Puget Sound Health Systems Pharmacy Wall to Wall Inventory Services Statement of Work (SOW)

Background:

Annual physical wall-to-wall pharmacy inventory services are required per VHA Directive 1761, Supply Chain Inventory Management. The purpose of the inventory is to provide a snapshot of overall inventory management and to calculate the annual pharmacy inventory turn rate or approximately how many times per year the entire on-hand inventory is replenished. The turn rate is the total annual purchases divided by the total inventory value of items on hand.

Requirements:

The selected contractor will perform the annual wall-to-wall inventory for the following pharmacy locations for VA Puget Sound Health Systems between the first day of January and the last day of February each contract year. Inventory is considered all drug and supplies stored in the pharmacy. The estimated number of line items does not include anything that is provided to the contractor via a report.

VA PUGET SOUND HEALTH

Seattle, WA 98108 Inpatient Pharmacy

(BB-102)

1 JB

Seattle, WA 98108 Outpatient Pharmacy (1D-145)

1 JB

TACOMA, WA, 98498

Inpatient Pharmacy

(BB-102)

1 JB

TACOMA, WA, 98498

Outpatient Pharmacy (1D-145)

1 JB

1. The inventory will be scheduled for a date and time approved by the Chief, Pharmacy Service, or their designee, at each location approximately 3-4 months in advance. The days and hours will vary per location and may fall on a weekend.

2. The contractor will be bonded and insured.

3. The contractor will reach out to the facility point(s) of contact a week to 10 days in advance of the scheduled inventory to confirm the location, date, time of arrival, and number of inventory specialists that will be in attendance.

4. The contractor staff shall look professional. No hooded garments may be worn inside a pharmacy.

5. No backpacks or personal bags may be brought into a pharmacy area while performing the count. The contractor or employees of the contractor will be given access to an area for the storage of their personal effects such as coats and/or purses.

6. Contractor employees will wear identification in addition to the VA visitor badge obtained from checking in with VA Police and Security service.

7. Personal items brought into the pharmacy are subject to search at the discretion of police and security service.

8. The contractor will provide all equipment deemed necessary to properly complete inventory (i.e., handheld scanners, computers, software to run required reports, etc.).

9. The inventory must be completed the day the inventory starts. The contractor will provide a sufficient number of experienced inventory specialists to complete the inventory in this timeframe.

10. Pharmacy will label all areas to be inventoried prior to the arrival of contractor. Pharmacy will also provide a brief tour of the pharmacy areas pointing out any areas that should and should not be inventoried.

11. Pharmacy will print internal inventory reports for any automation within the pharmacy and the controlled substance vault. A copy should be provided to the contractor and a copy maintained for the internal pharmacy files.

12. Pharmacy will provide pricing information on any items including supplies purchased outside of the PPV so that it can be included in the required reports. This should be completed prior to the inventory. This can be accomplished by placing pricing information on the items via a post-it note or label.

13. Pharmacy staff should randomly audit the report for each completed area to confirm accuracy of the count. No less than 10 line items should be audited. Provide audit and review results to the points of contact for the contractor file.

14. The contractor will provide a Microsoft Excel spreadsheet for each location serviced within seven (7) business days following the inventory. These reports shall be sent via e-mail attachment to the Pharmacy Procurement (POC) and Contracting Officer’s Representative (COR). In addition to a report for each location, a consolidated report that contains data for all locations will be compiled for each main VA facility. The Excel spreadsheet will include the following elements:

a. generic name (name and strength – i.e., ibuprofen 800 mg)

b. package description (ml, bottle, tablet)

c. NDC or UPC/UPN

d. total quantity

e. current package price

f. total replacement cost per item

g. total replacement cost of all items

15. Prior to the completion of on-site inventory, the contractor will verify that all counts have been done, adjustments have been completed, and any inventory tags/markers have been removed.

VA Point of Contact Procurement Pharmacy Technician Supervisor Bonnie.chowdavidson@va.gov

16. The wall-to-wall inventory will include the following items.

a. Inventory of drugs and supplies within the pharmacy.

b. All products purchased from the pharmaceutical prime vendor (McKesson), including supplies that can be dispensed directly to the patient.

c. Direct buy drugs and medications that are dispensed directly to the patient (i.e., catheters, diapers, etc.) only when the total value in stock in the pharmacy is greater than $50.

d. All unit dose medication packaged in the manufacturer’s original container.

e. Partial/Opened bottles of medication (e.g., capsules, tablets, liquid), other than what is used for compounding. The count must be estimated to the nearest tenth (10th) of a bottle based upon original quantity by the contractor.

f. Drugs stored in automated equipment in the pharmacy. The count of these may be estimated to the nearest 10th. Most unit dose packaging equipment and outpatient dispensing robots have reports that can be printed and use to key inventory numbers into the inventory device/scanner.

g. Intravenous solutions as specified.

h. The count of controlled substances will be provided by Pharmacy Service for inclusion in the required reports. The vendor is not expected to physically enter the vault and count the items on-hand.

17. The wall-to-wall inventory will not include the following items. Items that are not to be counted will not be included in the required reports unless other specified.

a. Medications that have left the pharmacy and are stored on wards and/or units.

b. Partial bottles of intravenous medications, creams, and ointments.

c. Items not packaged in manufacturer’s original container.

d. Items in the Emergency Pharmaceutical Cache.

e. Consumables that are not dispensed to Veterans such as vials/bottles, labels, mailing bags etc.

f. Direct buy products with an on-hand value less than $50

g. Research medications.