CONTROLLED SUBSTANCE Statement of Work.docx

Statement of Work Controlled Substance Destruction

1. General Information:

The purpose of this service would be to maintain compliance with VHA Directive 1108.01 and Title 21 Code of Federal Regulations and provide proper disposal of controlled substances that are deemed damaged, expired, returned, unusable, or otherwise unwanted that are lawfully possessed by registrant. The destruction process would provide VA Southern Nevada Healthcare System (VAMC) pharmacy department a source of destruction for controlled substances in the most optimal way. Disposal of controlled substance stock held for destruction are required to be completed at least quarterly. A DEA-licensed destruction company should be scheduled at least quarterly to meet this requirement but are not limited to the quarterly scheduled appointments. For purposes of this contract, the reverse distributor may be referred to as contractor or vendor.

2. Objectives/Requirements:

Any contractor that reverse distributes a controlled substance shall be registered as a reverse distributor and must be compliant with all applicable federal, state and local laws and regulations governing reverse distribution. Services required under this contract shall be performed in accordance with Federal Laws including but not limited to Title 21 Code of Federal Regulations. Contractor shall be compliant with any requirements of the VA as listed in this contract.

Contractor shall provide a representative to perform duties for each on-site pick up of expired or unusable controlled medications at VAMC pharmacy service. Contractor shall be able to accommodate up to 6 pick-ups per period of performance based on VAMC Pharmacy needs. For purpose of this contract, period of performance is from October 1, 2026 to end of fiscal year with the addition of optional years. VAMC pharmacy service shall provide contractor a minimum of a two week notice to schedule pick-ups. Anticipated need for pick-up services would occur about once a quarter.

3. On-Site Process:

Controlled substance items held for destruction are placed in an evident tamper bag. All bags shall be opened at the time of the transfer to a DEA-licensed destruction company and must be verified in the presence of the representative of the reverse distributor, pharmacy staff and an Accountable Officer (AO). The AO, pharmacy staff and representative from destruction company must sign the document listing of the controlled substances transferred from VA to the destruction company. The reverse distributor must provide a signed receipt for all CIII-V and DEA Form 222 for all CII products taken at the time of transfer. The CIII-V receipt and DEA Form 222 must include drug name, dosage form, strength, quantity and date of transfer. The pharmacy must maintain these records for three years in a readily retrievable manner. Once the on-site representative of the contractor verifies counts with the pharmacy staff and accountable officer and completes the paperwork of the transfer, and preparation for shipping the reverse distributor shall assume the title and responsibility to the products. Prior to boxing items, a pharmacy employee shall review with contractor during on-site service a list of items to ensure it matches that of what is actually acquired by reverse distributor and ensure there are no discrepancies between the pharmacy’s list of items and contractors list of items. Contractor shall be responsible for boxing up items acquired by the pharmacy and arranging for pick-up by carrier. On-site representative shall arrange for immediate pick up by trusted carrier or shall have a DEA compliant transport process. The DEA registered reverse distributor who destroys the controlled substance must submit a DEA Form 41 to the DEA when the controlled substances have been destroyed. The DEA Form 41 should not be used to document the transfer of controlled substances from the pharmacy to the reverse distributor. A copy of the DEA Form 41 will be sent to pharmacy point of contact within 1 week of destruction of date.

A reverse distributor shall acquire controlled substances from a registrant at the registrant’s registered location or receive controlled substances delivered by common or contract carrier. Controlled substances for destruction shall occur no later than 30 calendar days after receipt. A method of destruction shall render controlled substances for destruction non-retrievable in compliance with federal regulations.

4. Description of Items Eligible for Transfer:

Vendor shall accept any opened or unopened package of Scheduled CII-V medications being held for destruction obtained through return mail or otherwise deemed unusable or expired. All forms of medication shall be accepted such as tablets, capsules, suppositories, liquids, refrigerated items, patches, films, topicals, unused syringes containing medication but may not be limited to this list. Scheduled CII-V medications not contained in original manufacturer bottle packaging shall also be accepted for return. All controlled medications shall be counted and verified by vendor in presence of pharmacy staff member and VA accountable officer. Manufacturer and wholesaler recalled products not previously returned directly to manufacturer or wholesaler shall be returned to vendor for processing.

5. Supplies and Services:

The vendor shall be fully licensed to perform the work and shall take responsibility to complete details of the contract from start to finish. The responsibilities of the contractor shall include the ability to provide on-site and off-site services and provide all equipment, materials, and labor needed to arrange for proper disposal of designated pharmaceuticals, including Schedule II-V controlled substances. The vendor shall bring all necessary supplies including equipment or software for their own use to perform their work as reverse distributor to each on-site pick-up. Vendor shall be responsible for their supplies and equipment including any loss or damage. Reverse distributor shall be responsible for packaging products transferred to them if shipping through carrier, including but not limited to generating shipping labels and providing compliant packaging.

6. Performance Standards:

Vendors shall have recent proven past experience as a pharmaceutical reverse distributor to perform waste disposal services in the volume required by VAMC Pharmacy Service.

Vendor shall meet all requirements as listed in this contract as well as perform all processes compliantly with all federal laws and regulations.

Vendor shall be able to communicate efficiently for all VAMC Pharmacy needs of this contract. Vendor shall be available for any inquiries by VAMC Pharmacy staff. Invoicing shall be timely and provided within ninety days of each on-site service.

If services do not conform to contract requirements, the government may require the contractor to perform services again at no additional cost to the government. If defect in services may not be corrected by reperformance, the government shall have authority to reduce contract price to reflect the reduced value of the service performed.

7. Place of Service:

Representative shall provide on-site service to:

Department of Veterans Affairs VA Southern Nevada Healthcare System Pharmacy Service 6900 N. Pecos Rd.

Room 1D324 N. Las Vegas, NV 89086

DEA FV3036476

Contractor shall provide education/training and guidance on software products used. This may be done in person, virtually, or by telephone.

8. Invoice and Charges:

The Vendor shall not add or substitute service fees without prior approval from the contracting officer.

Contract fee is to include the service fee of the vendor which includes services of the representative on the days of on-site services, consultation/training on software use or inquiries regarding credits or processes, shipping costs, destruction fees, and manufacturer processing fees.

Invoices shall be issued within ninety days after each on-site service date. Each invoice fee shall not exceed previous quoted agreement as agreed to in this contract to be billed by flat service fee. Payment receipts shall be confirmed by contractor in writing via email or confirmation process.

Any inquiries that VAMC Pharmacy may have through representative or customer service shall be provided at no additional charge at any time. Meetings in person, virtual or by phone including but not limited to discussion about process of returns shall be provided as necessary to VAMC pharmacy at no additional charges.

9. Confidentiality:

Contractor shall be compliant with all security statutes including HIPAA (Health Insurance Portability and Accountability Act). Failure to comply with security statutes and confidentiality of patient information may result in financial sanctions and contractor shall be held liable if they are the cause of the breach of information.