P01 SOW SP RX Scanner.docx

Statement of Work

Procurement of Script Pro Prescription Hard Copy Scanner

2237:

POC: Shauna Hartbauer

1. General Objectives and Requirements A. Purpose: The acquisition of the RX scanner from Script Pro is a strategic investment that will support our transition to a paperless system, ensuring improved operational efficiency, security, and compliance. This technology aligns with the practices of other VAs and addresses the critical need for a reliable, electronic, and auditable record of controlled substance dispensing and delivery. The conversion of the current pharmacy software to the updated platform is necessary to ensure technological advances are emplaced for greater efficiency and storage capacity.

B. Authority for the Contract:

i. 38 U.S. Code § 7301.b

ii. Pharmacy Point of Contact: Shauna Hartbauer Email: shauna.hartbauer@va.gov Phone: 9702420731 ext. 4426

2. Background. The Grand Junction VAMC Pharmacy is seeking to procure a Script Pro Prescription Hard Copy Scanner to enhance the efficiency and accuracy of processing prescription medications at VA medical facilities. The scanner will be used to digitize prescription hard copies, integrate with existing pharmacy systems, and ensure secure storage and retrieval of prescription data.

3. Scope. Script Pro shall provide all necessary equipment, installation, training, and maintenance services for the Script Pro Prescription Hard Copy Scanner. The scope of work includes, but is not limited to, the following:

A. Equipment Delivery:

i. Deliver one (1) Script Pro Prescription Hard Copy Scanner to the specified VA medical facility.

ii. Ensure all equipment is new, unused, and in original manufacturer’s packaging.

B. Installation:

i. Install the scanner at the designated location within the VA medical facility.

ii. Connect the scanner to the existing pharmacy information system.

iii. Perform all necessary configuration and calibration to ensure optimal performance.

iv. Complete the conversion of the software platform to the updated platform concurrently.

C. Integration:

i. Integrate the scanner with the existing electronic health record (EHR) system.

ii. Ensure seamless data transfer between the scanner and the pharmacy information system.

iii. Provide necessary software and licenses for integration.

D. Training:

i. Conduct on-site training sessions for pharmacy staff on the operation and maintenance of the scanner.

ii. Provide training materials and user manuals.

E. Testing and Acceptance:

i. Perform thorough testing of the scanner to ensure it meets all functional and performance specifications.

ii. Obtain acceptance approval from designated VA personnel upon successful completion of testing.

F. Maintenance and Support:

i. Provide a one-year warranty for the scanner, covering parts and labor.

ii. Offer ongoing technical support and maintenance services, including regular software updates.

G. Deliverables:

i. One (1) Script Pro Prescription Hard Copy Scanner

ii. Integration with existing pharmacy and EHR systems

iii. Training sessions and materials for pharmacy staff

iv. Testing and acceptance report

v. Warranty and technical support documentation H. Performance Requirements:

i. The scanner must have the capability to digitize and store high-resolution images of prescription hard copies.

ii. The scanner should support various paper sizes and types commonly used for prescriptions.

iii. Integration should ensure data accuracy and confidentiality in compliance with HIPAA regulations.

4. Security Requirements.

A. Security Requirements for Unclassified Information: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

B. The vendor may have physical administrative access to the equipment included in this contract that capture and process ePHI. The Contractor may have access to ePHI while performing scheduled and unscheduled maintenance.

C. The Contractor may have remote access to the equipment included in this contract that capture and process ePHI. The remote access is secured with a site-to-site VPN connection.

D. A national ISA/MOU between Becton Dickinson (formerly CareFusion) and the VA does exist.

E. A national Business Associate Agreement between CareFusion and the VA does exist.

F. Privacy and HIPAA Focused Training Web-Based (WBT): The official privacy training for VA contractors is VA Course No. VA10203. This training must be completed when contractor needs access to medical facility for two or more consecutive days, or who will require access to VA information or systems in the performance of their official duties (e.g. CPRS or VistA Web). Course is available from the TMS website at: https://www.tms.va.gov. Certificate of training must be provided to COR upon request.

G. The Contractor shall not remove any hard drives or other data storage devices off station. All data storage devices shall be turned in to Agency upon de-commission.

6. Risk Control. The Contractor shall be escorted by the Agency. The Contractor may need passes from the on-station Police Department.

7. Performance Monitoring. The Agency shall oversee work done by the vendor and accept the quality of work as appropriate.

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

A. The Agency shall provide utilities necessary for the equipment and Contractor to operate. These utilities include but are not limited to electricity and virtual servers.

B. The agency shall provide furniture necessary for the Contractor to operate on-site. These furnishing include but are not limited to stools and ladders.

C. The Agency shall provide physical access to the equipment.

D. The Agency shall initiate service calls.

9. Other Pertinent Information or Special Considerations.

A. Possible Follow-on Work: The Contract shall provide for the addition and removal of equipment.

B. Non-Disclosure Requirements: The vendor shall have physical access to the equipment. This may allow the vendor to view patient information.

C. Packaging, Packing and Shipping Instructions: All parcels and packages shall come through the Agency’s warehouse to be distributed either through Biomedical Engineering or the field service engineer her/himself if s/he is on station to receive the package. All parcels and packages shall ship overnight.

D. Inspection and Acceptance Criteria: The Agency shall sign off on the work completed if service is determined to be satisfactory.

Place of Performance.

Grand Junction VA Medical Center Pharmacy 2121 North Ave Grand Junction, CO 81501 image1.jpeg