P01_SOW_Scriptpro RAS.docx

Statement of Work Eastern Colorado Healthcare System (ECHCS) ScriptPro Remote Access Server (RAS)

Background Eastern Colorado Healthcare System (ECHCS) currently utilizes ScriptPro Automation in their outpatient pharmacies for prescription management and workflow. Currently, in order to gain access to the system, a physical computer/client (Datapoint) is required.

This creates several inefficiencies:

· For on-site staff, there is both movement waste and unnecessary Datapoints being maintained under an existing service contract.

· For off-site staff (primarily the call center), there is no visibility into the status of prescriptions in process, requiring call center staff to submit requests to the local site and call patients back once information is obtained — wasting time for both staff and patients.

· Because information for a site can only be accessed on a Datapoint at that specific site, completing patient-level recalls across ECHCS's 2 separate sites is challenging.

As ECHCS already utilizes ScriptPro Automation, a service contract is already in place. Utilizing products from other vendors would not be compatible with the existing system.

Purpose of Project The ScriptPro Remote Access Server (RAS) is an important upgrade to the ECHCS Pharmacy automation and prescription filling infrastructure. RAS would allow users to remotely log in to ScriptPro to add medications, run reports, check the filling queue, and view prescription status, among other functions — tasks that currently require a user to be physically present at a ScriptPro Datapoint.

RAS would provide access to the ScriptPro database without requiring a physical device. While RAS would not replace all Datapoints (as most are needed for physically processing prescriptions), it would:

· Provide visibility for additional staff who currently lack access

· Reduce movement waste for staff without a nearby Datapoint

· Reduce the total number of physical devices required for staff who need view access only

· Allow call center staff to view prescription status in real time, eliminating the need for callbacks and reducing delays to patients

· Allow staff at one ECHCS site to complete patient-level recalls for the other location

Statement of Work The addition of the Remote Access Server to the existing ScriptPro equipment will improve efficiency, reduce waste, and enhance patient care in the ECHCS outpatient pharmacy settings. As ECHCS already has ScriptPro in place, installation could begin immediately and would involve ECHCS IT and or Biomed, as well as Pharmacy staff.

This procurement shall include all necessary networking equipment, infrastructure, and licensing to properly integrate into ECHCS's existing service contract with ScriptPro.

Installation The Contractor shall provide all labor, materials, tools, and equipment necessary to prepare for and complete the installation. Installation includes, but is not limited to:

· Project management and coordination of the install.

· Appropriate ECHCS staff shall assist as needed to maintain the integrity of VA sensitive information.

· Shipping and handling of all agreed-upon equipment and infrastructure, ensuring delivery to the appropriate destination.

· Installation of all agreed-upon software, licensure, and networking infrastructure.

· Installation of RAS shall result in a fully functional system.

· ECHCS Information Technology, Biomed and Pharmacy staff shall assist contractors as necessary to ensure the integrity of any VA sensitive information.

· Confirmation of integration of the ScriptPro Remote Access Server with existing ScriptPro equipment.

· Installation and implementation dates shall be coordinated in advance with the COR. Server upgrades or installations should occur after hours or on weekends to reduce impact to patient care.

· All Contractor employees and subcontractors shall comply with VA security management program requirements, obtain permission of VA police, be identified by project and employer, and be restricted from unauthorized access.

· All installation personnel shall be trained by the manufacturer on how to properly install the equipment. Resumes and certifications shall be submitted for review upon request by the Government.

· Equipment delivery shall not precede installation by more than 20 days. Implementation and integration shall not exceed 90 days from the date of award.

· If the Contractor is unable to install the equipment to its normal operational state within 24 hours, the Contractor shall compensate the Government by extending the warranty service for a period equivalent to the equipment downtime.

· The Contractor shall be responsible for safe removal and disposal of all packing materials and related waste generated during installation.

Salient Characteristics

· Installation of a fully functional Scriptpro Remote Access Server that supports inbound access to the Workflow Management System (WMS) software for up to 15 sessions each for Rocky Mountain Regional VAMC (account # 56383) and Colorado Springs VA Clinic (account # 18690) locations.

· Must communicate with existing ScriptPro automation and servers and result in a fully functional system.

· RAS is designed to provide the same secure access features via a desktop icon that are available on ScriptPro Datapoints.

· RAS is designed to improve production rate, accuracy, and patient care without negatively impacting system performance.

Training The Contractor shall provide a comprehensive onsite training program for pharmacy and relevant clinical staff. At a minimum, training shall include:

1. Technical Training

2. Operational Training

3. Administrative Training

4. Hardware and Software Troubleshooting Training shall occur onsite during normal business hours (7:00 AM – 4:00 PM, Monday through Friday) and shall be scheduled in advance with the COR. Competency assessments shall be provided alongside training materials.

Contractor Qualifications Any contractor must be certified to perform installation by the original equipment manufacturer and have at least two years of prior experience performing similar installation work. Joint Commission and applicable Accreditation Agency standards apply to this procurement.

All contracted personnel requiring access to sensitive patient data and systems during software installation to verify and test functionality must meet VA Contractor Personnel Security Requirements.

Inspection and Acceptance

1. The Contractor shall conduct a joint inspection with the COR upon delivery of equipment.

2. The Contractor shall provide dates of completion for all punch list items and any replacement or short-shipped items from the manufacturer.

3. The COR shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall be resolved by the Contracting Officer.

Warranty

1. The Contractor shall provide a one-year manufacturer's warranty on all parts and labor.

2. The warranty shall include all travel and shipping costs associated with any warranty repair.

3. Existing service contract with ScriptPro is in place and shall remain active.

Program Office Points of Contact / Contracting Officer's Technical Representative (COTR)

· POC (contracting officer) Period of Performance

· This requirement is for one year.

Place of Performance

· Rocky Mountain Regional VA Medical Center at 1700 N Wheeling Street, Aurora, CO, 80045; and PFC Floyd K. Lindstrom VA Clinic, 3141 Centennial Blvd, Colorado Springs, CO 80907