Pharmacy Proposed Services Response Form.docx

RFP# 202602018

Pharmacy Management Services

PROPOSED SERVICES RESPONSE FORM

Bidder Name:

INSTRUCTIONS: Bidder must complete this form to discuss the Services to be Provided referenced in Part II of the RFP and what the Bidder will offer, including:

· A description of the methods and resources the Bidder will use and how each task involved will be accomplished.

· A description of how the expectations and/or desired outcomes as a result of these services will be achieved.

· If subcontractors are involved, Bidders must clearly identify the work each will perform.

Bidders may expand each of the response (white) spaces within this document in order to provide a full response to each requirement.

A. On-Site and Remote Coverage Requirements

1. Provide On-Call Pharmacist coverage including reimbursement when the awarded Bidder is unable to provide On-Site or Remote Pharmacist coverage.

2. Utilize existing pharmacy space at each respective Hospital for On-Site pharmacy services, Monday through Friday, 8:00 a.m. to 4:30 p.m. ET, excluding current Hospital pharmacy Holidays (outlined in Table 1).

3. Ensure Remote Pharmacist oversees the twenty-four (24) hour coverage for Holidays (outlined in Table 1) and the off-hours of operations (outlined in Table 2) of the Hospital pharmacies in a manner that meets or exceeds all legal, professional, and ethical standard applicable to the services outlined in this RFP.

B. Required Pharmacy Staff Positions

1. Provide sufficient On-Site and Remote Pharmacy Staff coverage at the Hospitals, including:

a. Director of Pharmacy (one (1.0) FTE), On-Site at minimum Monday through Friday 8:00 a.m. to 4:30 p.m. ET for:

i. Three (3) eight (8) hour days at Riverview Psychiatric Center (RPC); and

ii. Two (2) eight (8) hour days at Dorothea Dix Psychiatric Center (DDPC).

b. Pharmacists (three (3.0) FTEs), On-Site Monday through Friday 8:00 a.m. to 4:30 p.m. ET.

i. Two (2.0) FTEs for five (5) eight (8) hour days at RPC; and

ii. One (1.0) FTE for five (5) eight (8) hour days at DDPC.

c. Clinical Coordinator (one (1.0) FTE), On-Site Monday through Friday 8:00 a.m. to 4:30 p.m. ET for:

i. Three (3) eight (8) hour days at RPC; and

ii. Two (2) eight (8) hour days at DDPC.

d. Pharmacy Technicians (two (2.0) FTEs), On-Site Monday through Friday 8:00 a.m. to 4:30 p.m. ET at RPC.

e. Remote Pharmacist as described in Part II, A.3. of this RFP

2. Ensure all Pharmacy Staff comply with the job duties outline in Appendix H (Pharmacy Staff Job Descriptions).

C. Pharmacy Staff Compliance Requirements

1. Ensure all On-Site and Remote Pharmacy Staff meet the requirements of the Department’s DDPC & RPC Service Contract, Background Checks requirements outlined in Rider D. Section 13. Background Checks. The current DDPC & RPC Service Contract may be obtained on the Department’s Contract Documents webpage.

2. Ensure all On-Site and Remote Pharmacy Staff hold a valid unrestricted license from the Maine Board of Pharmacy to practice pharmacy in the State.

3. Ensure adequate staffing is provided for both On-Site and Remote pharmacy services.

a. Provide temporary staffing as needed/required to ensure pharmacy operations are maintained.

4. Ensure the Department is involved in the selection process of the Director of Pharmacy by:

a. Providing, to the Department, at least the top two (2) candidates for any vacant or anticipated vacancy.

b. Approval of top candidates will be made by the Department in writing prior to the final assignment to the Hospitals.

c. In the event the selected employee is unsatisfactory to the Hospitals, the Department will notify the awarded Bidder in writing detailing the reasons for dissatisfaction.

i. Within thirty (30) calendar days, create an action plan, in consultation with the Hospitals, in order to resolve any issues identified by the Hospitals.

ii. Implement the action plan within thirty (30) calendar days to resolve any issues identified.

iii. If there is no resolution, remove the employee at the end of the thirty (30) calendar day notice period.

5. Ensure the On-Site Pharmacist provides consultation to the Hospital(s) nursing staff, medical staff, pharmacy staff, and the superintendent to assist stakeholders in developing clinical action plans with the goal of improved pharmacy care.

6. Ensure all Pharmacy Staff comply with the Department’s current Health Screening Process outlined in 22 M.R.S.A. § 802 and 10-144 C.M.R. Ch. 264, and follow the Federal Centers for Disease Control and Prevention’s Guidelines For Preventing The Transmission Of Mycobacterium Tuberculosis In Healthcare Settings, 2005.

7. Ensure Pharmacy Staff are free of communicable disease, including but not limited to Hepatitis B, mumps, varicella-zoster, rubella, rubeola, and tuberculosis.

a. Ensure Pharmacy Staff who are in the process of completing the Hepatitis B series present evidence of the immunization process.

b. Ensure Pharmacy Staff who decline the Hepatitis B vaccine sign a letter of declination.

c. The awarded Bidder will be responsible for the cost incurred in providing documentation of all Pharmacy Staff immune status.

d. Forward all Pharmacy Staff screening information to the Department prior to the start of orientation.

i. The Department will evaluate the information and give clearance for staff to begin orientation.

8. Maintain Pharmacy Staff records at the Hospital(s) and provide copies to the Hospital(s) for audit and program reviews.

a. Partner with the Hospital to reduce errors and improve reporting of events to create a safe environment for all staff and patients.

b. Ensure Pharmacy Staff comply with and implement all applicable State and Federal rules, regulations, policies and applicable standards of the Hospital(s) and respective accreditation bodies including but not limited to the TJC, CMS and the Department’s Division of Licensing and Certification (DLC) ensuring promotion of safe and appropriate medication dispensing and use.

c. Ensure Pharmacy Staff are available, as needed, to all State and Federal regulatory bodies to participate in routine and ad hoc audits in coordination with Hospital.

D. Pharmacy Staff Standards and Competency

1. Standards

a. Ensure all Pharmacy Staff adhere to the Centers for Medicare and Medicaid Services (CMS) and The Joint Commission (TJC) standards, including but not limited to:

i. A-0490 – A-0491 Standard: Condition of Participation for Pharmaceutical Services;

ii. A-0491 – A-0494 Standard: Pharmacy Management and Administration; and

iii. A-0500 – A-0511 Standard: Delivery of Service.

b. Ensure all Pharmacy Staff have:

i. Knowledge of TJC standards applicable to Hospital planning operations;

ii. Knowledge of institutional operation procedures;

iii. Knowledge of all current Maine Board of Pharmacy Laws and Rules;

iv. The ability to compile and write clear, concise, and accurate reports;

v. The ability to detect errors in prescriptions for an individual patient (drug interaction problems); and

vi. The ability to inventory and control all scheduled drugs for a pharmacy.

2. Competency

a. Provide reports necessary to demonstrate competency of Pharmacy Staff, equipment, and/or procedures required to meet the Hospital(s) standards for staff competency and quality assurance.

i. Work with the Department to develop core competencies for each Pharmacy Staff position.

Note: The format will be provided by the Department. The Department will assess the drafted competencies and provide approval prior to the delivery of services.

ii. Provide the Department with copies of annual performance evaluations for each Pharmacy Staff, to include signed policy statements.

E. Pharmacy Staff Performance Requirements

1. Monitor Pharmacy Staff performance ensuring exceptional customer service is provided at all times.

a. Solicit verbal and written feedback from the Hospitals’ management on a quarterly basis regarding Pharmacy Staff performance.

2. Develop performance expectations for each Pharmacy Staff by working in-person and On-Site.

0. Telephone conferences are not acceptable methods to complete this task.

3. Develop, Department-approved, performance indicators for all Remote Pharmacists which measures their ability to positively impact patient care.

a. Outcomes may be related to patient care, productivity, cost, or other variables.

b. Provide performance indicator reports to the Hospitals quarterly, focusing on the overall performance in key areas of Hospital’s quality assurance, On-Call pharmacy response times, and other areas as negotiated with the Hospital(s).

4. Maintain current documents and Pharmacy Staff files at the awarded Bidder’s Human Resources, for all Hospital On-Site and Remote Pharmacy Staff.

a. Provide written confirmation to the Department that all documents are current and on file, including but are not limited to:

i. Application for employment;

ii. Employment verification and passed background screening;

iii. Valid, unrestricted Maine pharmacy license;

iv. Completed pre-employment drug screen with a passing result;

v. Job description;

vi. Records of counseling and disciplinary action;

vii. Resume;

viii. Education and training;

ix. Competency assessments;

x. Performance expectations of Pharmacy Staff’s ability to provide services; and

xi. An annual packet of yearly evaluations, competency assessments, signed confidentiality statements, and signed mandatory policy statements.

5. Provide performance tracking on the pharmacy distribution system, including but not limited to:

a. Pharmacist Intervention Tracking;

b. Medication Error/Variance Tracking reporting;

c. Patient Order Entry;

d. Order Entry accuracy; and

e. Pharmacy purchasing efficiencies/performance

6. Ensure standards of practice for annual operations audits to all aspects of Hospital pharmacy management and operation, including but not limited to:

a. Regulatory Compliance;

b. Controlled Substance Tracking/Monitoring;

c. Operational Efficiencies;

d. Financial Compliance;

e. Clinical Review Group; and

f. Customer Service Measures.

7. Facilitate implementation of processes based improvement.

8. Provide a copy of an operations audit, by October 31st annually, followed by an expectation document that prioritizes work to be accomplished which:

a. Maintains TJC, CMS, State and Federal regulatory accreditation and standards;

b. Recommends performance improvement initiatives;

c. Recommends a pharmacy work plan including performance expectations; and

d. Uses the performance tracking, standards of practice, improvement methodology, and operations audit for quarterly Customer Administrative Reviews to monitor progress and adjust goals where necessary.

F. Pharmacy Staff Training Requirements

1. Oversee the Pharmacy Staff trainings, including but not limited to:

a. Providing in-service trainings when necessary or at the Hospitals request.

b. Ensuring Pharmacy Staff attend Hospital orientation and complete annual and mandatory training as determined and required by the Hospitals.

i. Supplement training and orientation materials specific to each Hospital based on the different Hospital standards and policies.

c. Manage training, competence, and education of Pharmacy Staff to meet all performance expectations required as part of the services outlined in this RFP.

2. Ensure one (1) Pharmacist attends the annual Minnesota Multistate Contracting Alliance for Pharmacy (MMCAP) meeting.

a. Currently all costs are paid by MMCAP.

G. State Issued IT Equipment

1. Work with the Hospital(s) and MaineIT to receive State laptops, Active Directory accounts, and approved two-factor authentication, for staff and/or subcontractors performing working under the contract resulting from this RFP.

a. Ensure staff and/or subcontractors utilizing State devices, accounts, authentication methods, virtual private networks, or an information system provisioned by the Department and/or MaineIT, comply with MaineIT Policies & Standards, specifically:

i. Access Control Policy;

ii. Access Control Procedure for Users;

iii. Security Awareness Training;

iv. Rules of Behavior Policy;

1) This is not intended to replace or address professional conduct outside the information security context.

v. User Device and Commodity Application Policy; and

vi. Network Device Management Policy.

b. Promptly notify the Hospital(s) in the event of any staff and/or subcontractors no longer performing work under the contract resulting from this RFP, so access to State systems may be terminated.

i. Return the loaned laptop to the Hospital(s) or MaineIT within five (5) business days of staff and/or subcontractors leaving.

2. Obtain and maintain insurance as outlined in the current State of Maine IT-Service Contract (IT-SC), Rider B-IT, Section 19. Insurance Requirements. The current IT-SC may be obtained on the Office of State Procurement Services Forms & Templates webpage.

3. Comply with all State and Federal laws regarding the protection of confidential and/or sensitive information that is collected or maintained by the awarded Bidder, including, as applicable, notification to individuals in the event of unauthorized access or disclosure.

4. The State will not consume (use) any awarded Bidder application, but the awarded Bidder will consume (use) one/more State application(s).

5. Provide annual confirmation regarding compliance with all applicable MaineIT Policies & Standards.

a. Implement any substantive change to MaineIT Policies & Standards within a timeframe negotiated between the Department, MaineIT and the awarded Bidder.

6. Comply with the Health Insurance Portability and Accountability Act (HIPAA).

7. Ensure all Protected Health Information (PHI) or other individually identifiable information provided by the Department, accessed via Department systems, or received or acquired from any individual as a part of the contract resulting from this RFP or through any other method, is regarded as confidential information.

8. Ensure all confidential information, in any format, is safeguarded consistent with the terms of the Department’s Business Associate Agreement and any other applicable State and Federal confidentiality laws, regulations, and/or rules.

9. Comply with the terms of Maine’s Notice of Risk to Personal Data Act, pursuant to 10 M.R.S.A §§ 1346-1350-B, and any other applicable privacy and security laws, rules, and regulations.

10. Meet quarterly, either in-person or by telephone conference, with the Department to review PHI compliance and any potential concerns related to confidential information.

11. Notify the Department immediately in the event of a breach or potential breach of confidentiality.

12. Collaborate with the Department to investigate, document, and otherwise respond to any actual or potential breach of confidential information.

H. Pharmacy Technology Requirements

1. Provide On-Site and On-Call support such as audits or quarterly consultation visits to the Hospital(s) or Remote pharmacy location.

a. Maintain a Drug Inventory for drugs furnished to the Hospital patients by submitting a utilization report monthly in hard copy and electronic format.

b. The Hospital(s) will retain ownership of the Drug Inventory.

2. Ensure a Unit Dosage System is utilized for inpatient prescriptions.

3. Ensure outpatient prescriptions are filled utilizing a Vial System and are labeled in accordance with the Maine Board of Pharmacy Laws and Rules.

4. Ensure the utilization of a computerized Drug Profile, which reflects the current drug use of individual patients.

a. Drug Profiles shall be available for inspection by TJC, CMS, and DLC, as outlined in DLC’s Hospitals, Psychiatric Hospitals regulations, and any other authorized regulatory agency.

5. Partnership with Hospital(s) and MaineIT in order to maintain appropriate software and hardware systems for both On-Site and Remote pharmacy services.

6. Maintain security of all electronic pharmacy software systems for both On-Site and Remote pharmacy operations, including but not limited to:

a. Utilizing only the Hospitals’ computer systems;

b. Complying with the MaineIT Security Policy; and

c. Ensuring all data transmittals are done in a secure and confidential manner.

7. Provide updates to the Hospitals related to technology updates for medication dispensing equipment, electronic medical record software, and Computerized Provider Order Entry.

8. Consult with the Department and MaineIT regarding any third-party software/hardware vendors to assist the Hospitals in meeting the State’s software/hardware requirements for a Pharmacy Management Information System.

9. Maintain data and reports related to:

a. Documented Clinical Inventories;

b. Adverse Drug Reactions (ADRs);

c. Medical Variances; and

d. Any other reports as negotiated.

I. Performance Measures

1. Perform all services proposed in response to this RFP by achieving all Performance Measures listed in Table 3.

0. Submit data to support the performance measures utilizing the Department’s Deliverables Performance Tracking Template (to be provided to the awarded Bidder during contract negotiations) or via a third-party data source, as indicated within the performance measure data source column of Table 3.

0. Provide additional supportive documentation as indicated in Table 3, for Department validation of the summary data submitted in the Performance Measures Report as requested by the Department.

Table 3 Mandatory Performance Measures

J. Reports

1. Track and record all data/information necessary to complete the required reports listed in Table 4:

Table 4 – Required Reports

2. Submit all the required reports to the Department in accordance with the timelines established in Table 5:

Table 5 – Required Reports Timelines

DHHS RFP Proposed Services Response Form (Rev. 10/2025)