ESBD_363901_1720801539199_PCS 121 - Solicitation Addendum No. 1 Acknowledgement.pdf

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Addendum No. 1 - Solicitation Q&A

Solicitation Title: Pharmacy Services, Waco Center for Youth

Solicitation Number: HHS0014812

Reference (If Applicable)

Question Response

1. Do any of your residents use out-of-state Medicaid? No.

2.

(Redacted) will be closing by the end of October 2024, as such the Response will come from (redacted), will this be compliant to the service mile radius to submit a response?

The service mile radius should only be an issue related to times of delivery for medications to our facility. On Monday through Fridays, we currently have two delivery times each day. First around 2pm, the second around 6:30pm to 7pm.

The urgency is to have the medications for our new admits for the day they are admitted. If we have two scheduled admissions on a day, one will be morning, and the other is usually mid-afternoon. This means the medication orders for the afternoon admission may run as late as 3pm or 3:30pm.

To have delivery for their nighttime meds the same day, as well as their meds available from the next morning is important. We currently do not do weekend admissions.

Also, please refer to section 7.1.b relating to STAT medications. STAT medications are not frequent, however, do occur.

3.

Additionally, In Exhibit C, the first box asks for a “monthly rate to provide the services described in Section 7.1”. Currently, the contract is Fee For Service. We have no mechanism to charge a “monthly rate” to include all services. Please confirm the facility is seeking Fee For Service pricing and that vendors can include a standard pricing schedule in lieu of the “monthly rate” indicated in the first box in Section 7.1.

We don’t do the fee for service for the contract pharmacist. In section 7.1.a it does state that monthly meetings will not exceed 8 hours monthly. Questions are usually presented during the monthly meeting.

Currently, most questions regarding medications are handled with direct calls to the pharmacy, as the pharmacy contacts us with any questions or issues presented with orders.

HHS0014812 — Pharmacy Services, Waco Center for Youth Jobsite Walkthrough Sign-In Sheet

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Jobsite Walkthrough Sign-In Sheet

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Effective 07/15/2016 Revised 01/23/2024

Procurement and Contracting Services, 1100 W. 49th Street, Austin, TX 78756

Form

PCS 121

SOLICITATION ADDENDUM ACKNOWLEDGEMENT FORM

Solicitation Due Time

PCS Contact Information

Description of Addendum

THIS ADDENDUM NOW BECOMES A PART OF THE ORIGINAL SOLICITATION RETURN ADDENDUM ACKNOWLEDGMENT FORM AS INSTRUCTED, FAILURE TO DO SO MAY RESULT IN DISQUALIFICATION OF RESPONSE.

1.

Acknowledge receipt of this addendum by signing and returning this addendum with your solicitation response in accordance with the submission options outlined in the solicitation.

2.

If respondent has submitted the response prior to addendum, respondent may email the signed addendum to pcsbids@hhsc.state.tx.us prior to the solicitation due date and time.

9.0.0.2.20101008.1.734229 a.m.

CurrentPage:

TextField28: nicole.mejia@hhs.texas.gov

DueDate: 2024-07-19

Minute: 30

Hour: 10

AddendumNo:

AddendumDate: 2024-07-12

TextField30: 512-406-2650

TextField32: 1. Attached is the attendance list and PowerPoint presentation from the optional webinar vendor conference, which was held in accordance with Section 6.9 of the solicitation.

2. Attached is the sign-in sheet from the optional on-site visit, which was held in accordance with Section 6.9 of the solicitation.

3. Responses to vendor questions are included with this Addendum No. 1 in accordance with IFB Section 6.7 IFB Questions or Clarifications and Section 6.8 Notification of Addenda or Cancellation.

Associate Commissioner, PCS:

DateTimeField1:

TextField31:

Registration Report GoTo Webinar Generated

06/25/2024 09:19 AM CDT

General Information Webinar Name Webinar ID Solicitation HHS0014812 662-684-051 Scheduled Start Date Registered 06/25/2024 2 Scheduled Start Time Opened Invitation

10:00:00 AM CDT 30

Scheduled Duration (minutes) Clicked Registration Link 60 3

Registrants First Name Last Name Email Registration Date Registrant's Status Unsubscribed Attended

Tom Gerwel tom.gerwel@omnicare.com 06/24/2024 12:14 PM CDT Approved No Yes

Angie Batson angie.batson@cspmeds.com 06/24/2024 09:28 AM CDT Approved No Yes

Vendor Conference

Pharmacy Services, Waco Center for Youth

HHS0014812

Vendor Conference Agenda

Procurement Activities

Project Overview

HUB

Questions Submittal

Preliminary Responses to Questions

Closing Commentary

Sole Point of Contact

Contact Information

Nicole Mejia, Purchaser, Procurement and Contracting Services (PCS), HHSC

Phone: 512-406-2650

Email: Nicole.mejia@hhs.Texas.gov

Bob McCurdy, HUB Coordinator

Historical Underutilized Business – HUB, HHSC

Email: Bob.McCurdy@hhs.texas.gov

Procurement Roles

HHSC Procurement Team

PCS - Responsible for procurement activity

Program - Responsible for project scope, requirements, performance, results, contract management and monitoring

HUB - Responsible for HUB activity

Schedule of Events Upcoming Events

Anticipated Contract Start Date

September 1, 2024

Deadline for submission of Solicitation Responses

July 19, 2024 10:30 am - Central Standard Time

Courtesy Review of HUB Subcontracting Plan (HSP) Submission Deadline

July 9, 2024 5:00 pm – Central Standard Time

HHSC Posts Responses to Vendor Questions

July 12, 2024

Deadline for Submitting Questions

July 1, 2024 5:00 pm - Central Standard Time

Solicitation Access The posting on the Electronic State Business Daily (ESBD) is located at:

https://www.txsmartbuy.com/esbd/HHS001481

HHSC will post all official communication regarding this solicitation on the ESBD website, including the notice of award.

• HHSC reserves the right to cancel this solicitation, or to make no award if it determines such action is in the best interest of the state.

• HHSC may, in its discretion, reject any and all bid responses or portions thereof.

Submission Requirements

For Submittal information please see Solicitation Appendix A: SUBMISSION

INSTRUCTIONS AND RESPONSE

CHECKLIST

Hardcopy Submission, emailed responses, and responses submitted electronically through the HHS Online Bid Room will be accepted.

Emailed responses must be submitted to:

pcsbids@hhsc.state.tx.us Only. For instructions regarding registration and use of the HHS Online Bid Room, see Exhibit E. Online, electronic responses must be submitted to the link specified in Exhibit E.

Checklist for Submission Response

This checklist is included to provide assistance in submitting a complete and accurate response to this Solicitation.

Failure to submit the following with the Response WILL disqualify the Bidder from further consideration for evaluation or award.

Exhibit A – HHS Solicitation Affirmations (Pages 1-13)

Exhibit C – Pricing Sheet (Pages 1-4)

Exhibit F – HUB Subcontracting Plan (HSP)

Failure to submit the following with the Response MAY disqualify a Bidder. HHSC will review all Responses received and will determine if any or all Responses which do not include the complete, signed (if applicable) copies of Addenda or requested information and documentation will be disqualified or whether additional time will be permitted for submission of the incomplete or missing documentation. If additional time will be permitted, Bidders will be notified in writing to provide the missing documentation by a specified deadline. Failure by Bidder to submit the requested documentation by that deadline WILL result in disqualification.

Exhibit D – Bidder Reference and Contractor Qualifications Form

Documentation of qualifications - Section 7.1.5 Bidder’s Minimum Experience and

Qualifications - Section 7.1.5

Demonstration of the ability to perform by a written description of the size and scope of all operations, including the number of Bidder’s employees available to provide customer service, order fulfillment, safe shipping and handling of product and the number of supervisors for each location, as applicable. Bidder must include the number of years it has been in business.

Provide any other information Bidder believes is pertinent to demonstrate the Bidder’s financial capability, financial solvency, and capacity to fulfill the requirements of this Solicitation.

Addenda, if applicable

Public Information Act Copy of Response, if applicable Provide 24-hour contact information for a minimum of two (2) Contractor personnel - Section 7.1.12

Screening & Evaluation Award Information

Screening & Evaluation

For Screening and Evaluation information please see Section 15 and 16 in the bid solicitation.

Award Information

For Award Information please see Section 17 in the bid solicitation.

HHS Sole Point of Contact

• All communications relating to this solicitation must be directed to the HHSC Sole Point of Contact, except for matters related to HUB requirements.

• All communications between respondents and other HHSC staff members concerning this solicitation are strictly prohibited.

• Failure to comply with these requirements may result in proposal disqualification.

Pharmacy Services, Waco Center for Youth Project Overview:

HHSC PCS is seeking competitive bids to establish contract(s) for pharmacy services at Waco Center for Youth

(WCY).

Scope of Work

The required services to be provided are pharmacy services at Waco Center for Youth (WCY).

Services shall be performed off-site, unless otherwise stated. Contractor shall be within a thirty (30) mile radius from the Service Location (Section 7.1.1).

The Contractor shall provide the following services:

a) Contractor shall provide a registered pharmacist to identify any polypharmacy issues and participate in medication profile committee meetings once per month, or as called upon by WCY medical staff. Time of committee meetings at WCY will not exceed eight (8) hours per month.

1. The consultant pharmacist will provide to the chairperson prior to each meeting a list of all clients meeting the following:

i. Absence of a thorough assessment of Diagnostic and Statistical Manual of Mental Disorders, Version IV (DSM-IV) diagnosis in the medical record

ii. Five (5) or more psychotropic medications prescribed concomitantly

iii. Prescribing of:

a. Any client prescribed two (2) or more concomitant antidepressants

b. Any client prescribed two (2) or more concomitant antipsychotic medications

c. Any client prescribed two (2) or more concomitant stimulant medications

d. Any client prescribed two (2) or more concomitant mood stabilizers

iv. Assists with monthly reviews of sample clients’ medications to determine if practitioner review is needed

v. Available during the reviews for questions or consult

2. The registered pharmacist will participate in any other relevant committee meetings four (4) times per year, or as called by WCY medical staff.

b) Contractor shall deliver prescribed medications daily or as-needed, including stat orders or after regular business hours, without additional cost to WCY. Furlough or home visit medications shall be delivered free of charge without additional dispensing fee. Contractor shall provide medication delivery within the timeframe specified below for medications prescribed by WCY physicians.

1. When orders are faxed to the pharmacy by 11:00 a.m., deliveries shall be made on the same day medication is ordered. The medications shall be delivered between 2:00 p.m. and 3:00 p.m.

2. Stat orders shall arrive within three (3) hours of being ordered during regular business hours. In the event medication is needed after the pharmacy has closed for the day, the pharmacy answering service will take information from the calling nurse.

The on-call pharmacist will call the nurse back and arrange for the medication to be delivered if medication delivery cannot wait until the next working day.

c) Contractor’s pharmacists shall be available by telephone during regular business hours as a consultant to WCY medical staff regarding pharmacokinetic or other medication/pharmacy related questions at no additional cost.

d) Contractor’s pharmacists shall inspect all WCY medication stations and monitor locked medication cabinets, refrigerators, and emergency medication boxes once per month for prescription medications that are out-of-date and make appropriate replacements or dispose the medication. Contractor’s pharmacists shall dispose of expired or discontinued medications.

1. Contractor’s pharmacists shall complete a pharmaceutical consultation report form for the medication room inspections.

e) Contractor shall provide medication in-service to WCY nursing staff and provide information about medications and brochures for delivered medications when required and as-needed with medications new to an individual patient.

f) Contractor shall provide quarterly, or as requested, individual medication profiles on patients receiving medication at WCY.

Contractor may substitute and provide generic or equivalent medications after the Contractor receives approval from the physicians at WCY.

Contractor’s pharmaceutical staff shall utilize and be familiar with medications frequently utilized by WCY, as well as with the Health and Human Services Formulary and Rules governing the prescribing, dispensing and administration of medications.

Contractor shall maintain documentation and acquisition cost of all prescriptions provided to WCY.

For quality and training purposes, WCY prefers to limit the number of pharmacists as the direct contact that will provide services to no more than one (1) pharmacist.

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP) Training

Agenda

1. HSP Method Options

2. Required HSP Pages

3. Method V: Section 3

4. GFE Attachment A

5. GFE Attachment B

6. Additional Information

7. Special Reminders

8. HUB Contact Information

Responses that do not include a completed HSP shall be

Rejected pursuant to:

TGC §2161.252(b) and

34 TAC 20.285

HSP Method Options

Subcontracting Method Options

Subcontracting Method Definition

I: All HUB(s) Utilizing only Texas certified HUB(s). See GFE Attachment A.

II: Mentor-ProtégéRelationship Utilizing an approved M/P agreement. See GFE AttachmentB.

III:

Meeting/Exceedin g HUB Goal

Subcontracting goal met by HUB(s). See GFE Attachment A.

IV: Solicitation Method Subcontracting utilization goal not met. See GFE Attachment B:

Contact 3+ HUBs & 2 minority/trade organizations inwriting.

V: Self Performing Contractor performs all work with own resources. No GFE Attachment.

HSP Required Pages Continued

All subcontracting method options require:

Page 1, Section 1: Respondent & Bid Information

Page 2, Section 2: Respondent's Subcontracting Intentions oYes – fill out part b., c., & d (if applicable) oNo – see next slide/Section 3

Page 3, Section 4: Affirmation signature

MethodV: Section 3 The Prime contractor performs ALL work-related activities

Equipment Materials Supplies

Transportation Delivery W-2 Employees

Agency may request additional information.

GFE Attachment A

2. Subcontracting Opportunity

3. Subcontractor Selection

a. Company Name

b. TX HUB: Y/N

c. TX VID or Federal EIN #

d. % &$:

*“TBD” is NOT acceptable

Method I or III:

1. Contractor Name / Solicitation #

GFE Attachment B -

Written Notices:

*Minimum 7 Working days.

*Supporting documents (email, fax, etc.).

Method II or IV:

• 3+ "Active" Certified HUBs

• 2 Trade Org./Bus. DevelopmentCenters

GFE Attachments B -

a. Company Name

b. Texas Certified HUB (Y) or (N)

c. Texas VID or Federal EIN #

d. % & $

• Note “TBD” is NOT acceptable *Please provide justification for all Non-HUB Subcontractors

Method II or IV:

1. Contractor Name / Solicitation #

2. Subcontracting Opportunity

3. Subcontractor Selection

Additional Information

Subcontracting method options I-IV require:

• HUB Vendor Profiles on CMBL/HUB Directory

i. HUB’s VID#

ii. Contact information

iii. “A” = Active status

iv. Expiration date

• Written GFE notification (Method IV only)

1. Sent emails

2. Certified Letters

3. Fax logs

*7 business days to respond

Special Reminders Review HSP Checklist for guidance.

Check the Solicitation HUB Subcontracting Goal %.

Choose an HSP method & provide documentation.

The Commodity Book is the only resource for NIGP or class/item codes.

The CMBL/HUB Directory is a resource to seek out certified active Texas HUBs.

HSP Courtesy Reviews are available upon written request.

No HSP changes are allowed until after contract award.

HUB Contact Information hhschuboutreach@hhs.texas.gov

(512) 406-2570

*Active solicitation HSP questions contact designated HUB Coordinator.

HUB Coordinator Contact Information

Bob McCurdy bob.mccurdy@hhs.texas.gov

(512) 406-2534

Questions and Answers

Questions asked during this meeting are non-binding verbal answers to vendor questions. If you’d like your question to be a binding question or need clarification, please submit your response to the sole point of contact, PCS Purchaser, at Nicole.mejia@hhs.Texas.gov, by Monday, July 1, 2024 at 5:00pm CST.

Binding questions received by this deadline will be responded to in an addendum and posted on the ESBD website by Friday, July 12, 2024. At this time does anyone have any questions that they would like to ask?

Closing Comments

• Respondents are responsible for meeting the solicitation requirements, including any addenda.

• Respondents must check the ESBD frequently for any new amendments that may have been added to this solicitation.

Thank You