SOW Pharmacy Will Call Solution.pdf

Department of Health and Human Services

Indian Health Service

Statement of Work (SOW)

Pharmacy Will Call Solution

1. PURPOSE OF THE PROJECT

The Indian Health Service (IHS), a federal agency within the Department of Health and Human Services, is responsible for providing federal health services to American Indians and Alaska Natives. The mission of

IHS is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level and assure that comprehensive, culturally acceptable personal and public health services are available and accessible to members of the 574 federally recognized Tribes across the United States.

The Lawton Service Unit is a Joint Commission accredited federal facility in Oklahoma. To meet our mission, a highly automated, completely walk away will call system for the safe and accurate dispensing of patient medications is a medical modality that has been deemed necessary to augment the services as such are necessary to support and supplement health care within the hospital. The mission of the Lawton Service

Unit is to deliver quality care in order to attain positive health outcomes for all our valued patients with emphasis on cultural sensitivity and human dignity.

The Lawton Indian Hospital (LIH) and the Anadarko Indian Clinic (AIC), Indian Health Services (IHS)

Pharmacy Department has a requirement for a highly automated, completely walk away will call system for the safe and accurate dispensing of patient medications.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

2.1. The contractor shall lease, install, and support an automated will call system that will improve efficiency for pharmacy staff within the Lawton Service Unit, like or equal to the Becton Dickinson (BD) IntelliCab

Will Call system with the following features:

2.1.1. The Pharmacy Will Call system must utilize radio frequency identification (RFID) technology and bar codes to accurately direct pharmacy staff to the correct patient’s medication based on data entry.

2.1.2. The Pharmacy Will Call system must allow for audits of all transactions and facilitate locked storage of controlled dangerous substances that have been filled.

2.1.3. The Pharmacy Will Call system must obscure controlled substances from staff view while in storage to ensure diversion prevention.

2.1.4. The Pharmacy Will Call system must allow for selection of customizable bins and bar codes to ensure that refrigerated medications that have been filled may be retrieved as well.

2.1.5. The Pharmacy Will Call system must facilitate the capture of signatures on an electronic pad as well as the scanning of paper signatures for medications that have been picked up.

2.1.6. The Pharmacy Will Call system must facilitate return to stocks based on the date of fill.

2.1.7. The Pharmacy Will Call system must ensure Health Insurance Portability and Accountability Act

(HIPAA) compliance.

2.1.8. The Pharmacy Will Call system must have a successful history of implementation within federal

IHS sites.

2.1.9. The Pharmacy Will Call system must fit within the confines of the current solution within the

Anadarko Indian Health Center Pharmacy and Lawton Indian Hospital within quick access to the dispensing windows to promote efficient pharmacy operations.

2.1.10. The Pharmacy Will Call system must have interoperability with Cerner PATH EHR systems, electronic health records.

2.1.11. The Pharmacy Will Call system must contain the following equipment or the equivalents:

2.1.11.1. Lawton Indian Hospital:

2.1.11.1.1. IntelliSys IntelliVault Will Call Management Operating System 2.0 – or equivalent; quantity one (1)

2.1.11.1.2. IntelliCab: Four-Drawer Will-Call Storage Cabinet gen2 – or equivalent; quantity four (4)

2.1.11.1.3. Intellivault: Four Drawer CDS Storage Cabinet or equivalent; quantity one (1)

2.1.11.1.4. Compatible Bar Code Scanners; quantity six (6)

2.1.11.1.5. Compatible Signature Capture Pad; quantity three (3)

2.1.11.1.6. IntelliPad RFID Reader – or equivalent; quantity three (3)

2.1.11.1.7. RapidRx AutoNotify or equivalent; quantity one (1)

2.1.11.1.8. Service and Maintenance for the listed products – or equivalent; quantity three (3)

2.1.11.2. Anadarko Indian Health Clinic:

2.1.11.2.1. IntelliSys IntelliVault Will Call Management Operating System 2.0 – or equivalent; quantity one (1)

2.1.11.2.2. IntelliCab: Four-Drawer Will-Call Storage Cabinet gen2 – or equivalent; quantity two (2)

2.1.11.2.3. Intellivault: Four Drawer CDS Storage Cabinet or equivalent; quantity one (1)

2.1.11.2.4. Compatible Signature Capture Pad; quantity one (1)

2.1.11.2.5. IntelliPad RFID Reader – or equivalent; quantity one (1)

2.1.11.2.6. RapidRx AutoNotify or equivalent; quantity one (1)

2.1.11.2.7. Service and Maintenance for the listed products – or equivalent; quantity one (1)

3. PERIOD OF PERFORMANCE

12 months from date of award

4. LEVEL OF EFFORT

4.1. The contractor shall be responsible for the delivery and installation of equipment at the Indian Health

Service sites and perform system tests to verify proper installation and communication with IHS systems.

4.2. Training: Contractor shall be responsible for the delivery and installation of equipment at the Indian Health

Service sites and perform system tests to verify proper installation and communication with IHS systems.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV

DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management. - (Security Clearance for on-site human services)

5.2. The Lawton Service Unit is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. The product selected must have an existing RPMS interface or have the capacity to supply RPMS interface by the time of contract implementation.

5.4. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Lawton Indian Hospital or

Anadarko Indian Health Center officials, presenting valid identification, smoking restriction and any safety procedures.

5.5. Section 508 and Accessibility:

5.5.1. This product must conform to the Revised Section 508 (https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines) and WCAG 2.0 Level AA standards as outlined below.

5.5.2. Solicitations for supplies and services shall require the submission of a Section 508 Product

Assessment Template. The template can be found at https://www.itic.org/policy/accessibility/vpat.

Electronic and Information Technology Accessibility Notice (DEC 2015)

(a) Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the

Workforce Investment Act of 1998 and the Architectural and Transportation Barriers

(b) Compliance Board Electronic and Information (EIT) Accessibility Standards (36 CFR part

1194), require that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

(c) Accordingly, any offeror responding to this solicitation must comply with established

HHS EIT accessibility standards. Information about Section 508 is available at http://www.hhs.gov/web/508. The complete text of the Section 508 Final Provisions can be accessed at http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards.

(d) The Section 508 accessibility standards applicable to this solicitation are stated in the clause at 352.239-74, Electronic and Information Technology Accessibility.

In order to facilitate the Government's determination whether proposed EIT supplies meet applicable Section 508 accessibility standards, offerors must submit an HHS Section 508

Product Assessment Template, in accordance with its completion instructions. The purpose of the template is to assist HHS acquisition and program officials in determining whether proposed EIT supplies conform to applicable Section 508 accessibility standards. The template allows offerors or developers to self-evaluate their supplies and document - in detail

- whether they conform to a specific Section 508 accessibility standard, and any underway remediation efforts addressing conformance issues. Instructions for preparing the HHS

Section 508 Evaluation Template are available under Section 508 policy on the HHS Web site http://www.hhs.gov/web/508.

In order to facilitate the Government's determination whether proposed EIT services meet applicable Section 508 accessibility standards, offerors must provide enough information to assist the Government in determining that the EIT services conform to Section 508 accessibility standards, including any underway remediation efforts addressing conformance issues.

(e) Respondents to this solicitation must identify any exception to Section 508 requirements.

If a offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies or services delivered do not conform to the described accessibility standards, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense

5.6. The contractor shall not disclose or cause to disseminate any information concerning operations of Lawton

Indian Hospital or Anadarko Indian Health Center. Such action(s) could result in violation of the contract and possible legal actions.

5.7 All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the delivery, installation and training date with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:15pm. Driver needs a valid ID.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The

POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered 24 hours per day 7 days per week.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. IAW FAR Part 52.245-1, The Government shall supply the facilities, supplies and the equipment of the

Pharmacy Department and all hospital specialty/support staff. Use of government furnished facility space, equipment, supplies, and personnel are for the provision of services set forth in this contract only.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

9.1. Any changes to this SOW shall be authorized and approved only through written correspondence from the

Contracting Officer. Costs incurred by the contractor through the actions of parties other than the

Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

10.DELIVERABLES/PERFORMANCE MATRIX

Measurables to be evaluated at the conclusion of awarded contract:

Performance is acceptable ☐YES☐NO☐N/A

☐YES☐NO☐N/A

☐YES☐NO☐N/A

☐YES☐NO☐N/A

☐YES☐NO☐N/A

☐YES☐NO☐N/A

☐YES☐NO☐N/A

☐YES☐NO☐N/A

Responsibilities of contractor to provide onsite maintenance annually and at request of LSU have been fulfilled timely and appropriately.

Upheld Standards & Guidelines of accrediting organizations, national, state, and local regulating agencies, and LSU Policy and Procedures

Quality Control met and provided when required

Technical Support provided when required.

Customer Service was provided to LSU

Additional Measurables to be evaluated:

Software Updates were maintained.

Labor and Parts were provided when requested or necessary.

Staff training conducted by contractor is acceptable. ☐YES☐NO☐N/A

Department Supervisor Signature:_________________________

Department Director Signature:_________________________